FMT Tips and Information

Below are useful tips, information and common errors.  If you need additional help with FMT, you please contact the FMT system administrator at (203) 737-4056. If you leave a voice message or are inquiring via email, please be sure to state whether your question pertains to:

  • Plan workbook (Salary, Financial, GC) - Please state which worksheet (salsum, homedept, grantbud, budget, etc.) and a row number or other identifier, if applicable.
  • Report - Please state the name of the report or reports, where the report is located (SRC Library or your folder), and the PTAEO that applies. It is especially helpful, if you are comparing an FMT report with a DWH report, to identify the DWH report and the parameters you used. This will enable us to research the problem before we return your call.
General Tips and Information
Orgs in FP and GC Workbooks

In GC and Financial workbooks, you can only plan to that workbook's ORG. Please do not mix orgs in these workbooks.

Adjustments to IDC Rates in GC Workbook

Please be sure to use exptype 964499 when adding a row for indirect cost adjustment. Please DO NOT USE 964400.

Salary Expense Types in Financial Workbooks Please do not use salary exptypes in your financial workbooks. All salary expenses must be planned in your salary workbooks!
Fringe and Burden Adjustments Must be Made after Changing Copied Column Amounts in SalPlan

When you use a copy utility in the Salary Workbook to copy Current Year Plan to Q1, Q2, etc. the utility also copies fringe and burden in the columns way out to the right on the Home Dept Tab.

If you later decide to adjust the salary amount for an employee in one of the copied columns on the Home Dept tab, you will need to change the fringe and burden manually in columns GI-GP (fringe) and GT-GX (burden) because these columns will not change automatically.

Quarter 2 Projection Be sure to use Budget Office reports fresh from the SRC Library. These reports have just been created with the latest functionality. It is always a good idea to replace your older reports with new library reports from time to time, to take advantage of any upgrades the reports have received. If your reports are customized, ask your system administrator to check the ones you use most!
Saving FMT

FMT must be saved using the Save option available from the Plan menu ("Plan>>Save"). If you save via the File menu using "File>>Save As" you might inadvertently save your workbook to a different drive. If this happens, some of your workbook functionality will become password protected and must be repaired by the system administrator.

Please be mindful of this when you save FMT, especially if you are in a hurry to shut down your computer at the end of the day!!

Running Reports As you know, you may open more than one report in an FMT instance. However, when you use F9 or Prepare Current to calculate, it will calculate every open report. This may significantly increase the time it takes to run the report, especially the "slower" ones that draw from more than one data source. If your reports seem to be running slowly, close all but the one you are currently running.
Quick Find To quickly find a PTAEO block in a workbook, highlight the award or project_task column by clicking on the column letter at the top of the column. Then do CTRL F which opens the FIND window. Type in the award or project_task and hit Find Next. This works in all workbooks (Salary, Financial, GC). You can also use it with employee name, empid, etc.
Open Two Instances of FMT Every time you you log into FMT, open another session at the same time. Use one session to work in your plan workbooks, and the other to run reports.
Open Workbook Alt X opens your plan workbook faster than double clicking because it eliminates a full calculation.
SRC Save Ctrl S is a shortcut for SRC Save.
Saving your Workbook If you see a message when you save your workbook that indicates that you have:
  • an invalid org, project, or award
  • that you have an error in a coded column
  • that your key codes are not unique
Your workbook will save so that you do not lose your work. It will not save to the database, however. This means that you will not see your changes reflected in reports. When you see one of these messages, please exit the workbook and either call your system administrator at (203) 737-4056. Please specify the workbook name (e.g.777_FP0123) and be sure to exit the workbook. Your workbook will be corrected and resaved as soon as possible.
Award Format

Please be sure to use ALL CAPS for the letters when entering awards.

Example: Use 0061AM, not 0061Am or 0061am.

Note to Grant Budgeters Only Grant Budgets for "valid" installments are received by the DWH. If you don't see start and end dates in an account block of your grant worksheet, the installment has not been activated in OGM. You may enter the budget using dummy project_task and awards, if desired.
Utility Freeze If you use any of the Utilities to copy to Department Plan, Q1, Q2, etc. you need to be aware of the following: Once you have done a Utility copy, you cannot go back at any time and change any segment of a PTAEO on any row. If you need to change the charging for a row, you must add a new split for the new PTAEO.
ERRORS ON SAVE

If any of the following pop-up box error messages appear when attempting to save a workbook:

  • Invalid {Dimension} Codes
    a project, org, award etc that is missing or incorrect
    Select QUIT rather than CONTINUE and call the system administrator for assistance. 737-4056
  • Error in a Coded Column
    #NA or #REF appearing in a cell because the cell formula can't properly reference a lookup
  • Key Codes Must Be Unique
    There is a duplicate PTAEO row for a particular employee. All rows must be unique.
    Click OK and call the system administrator for assistance. Your work will be saved, but not sent to the database.
Power F9

If, on occasion, F9 doesn't start the calculate function of a workbook, try:

CTL+SHIFT+ALT+F9

Terminating User Access Remember to notify us when your department would like to terminate a user's access. Please fax a copy of the user's access form with the word Cancel written across the form to the attention of FMT System Administrator @ 785-5397.
Access and After Hours
Log out Every Night

For optimal performance, please be sure to log out of FMT every night.

PLAN >> Exit >> Desktop

After Hours Users <>

Saving your workbooks during after regular business hours may conflict with ITS system maintenance operations. You might find that the save does not complete (persistant hourglass). Use the Task Manager to end the session. This will result in losing your work.

We recommend that you do an EXCEL save first (diskette icon on the Excel Standard toolbar) followed by a Plan save to avoid planning data loss.

FMT error
Excel
Error Flags in Excel XP

Worksheet error checking is a feature introduced in Excel XP. When using Excel XP with FMT you may wish to adjust the default settings to avoid seeing unnecessary error flags in your workbook cells. These flags are often triggered because Excel does not recognize FMT formulas. see Figure 1

To turn off these error flags, perform the following steps:

  1. Choose Options from the Tools menu.
  2. Click on the Error Checking tab.
  3. Uncheck the options Enable Background Error Checking and Inconsistent formula in region. This should eliminate the majority of the error flags while using FMT.
Autocalc in Regular Excel

If you notice that your regular Excel worksheets (time sheets, ER's, etc.) suddenly do not calculate automatically, it was probably opened inadvertently in FMT. FMT will shut off the autocalc feature on the regular excel worksheet. To turn it back on again, open the worksheet in regular Excel.

Go to Tools >> Options >> Calculation. You will notice that Manual is checked. Check Automatic.

Cut and Paste

FMT offers users the ability to modify workbooks using standard Excel functionality. This includes copying in data from regular Excel worksheets.

Generally, Excel Copy/Paste key strokes (i.e. Ctrl-C, Ctrl-V) will work; however, this is not reliable 100% of the time. We have noticed instances when Copy/Pasting between workbooks in different sessions of Excel causes page faults or General Protection Faults (GPF).

The best way to prevent this from occurring is to Copy/Paste data between workbooks within the same Excel session. To open another workbook within your FMT session, open a workbook so that you can see the standard Excel menus and toolbars, then use File/Open and select the outside file.

Note: Copy/PasteSpecial also operates normally when using workbooks within the same Excel session.

Excel Toolbars FMT opens in your version of Excel. Therefore, the toolbars you have selected to open in Excel will be visible when you open FMT. In FMT, you may use View to open toolbars, but these selections will not reappear the next time you open FMT. We recommend that you can always see Formula Bar above (so that in any cell you can reference a formula, if one exists) and Status Bar below (so that you know when your worksheet is calculating). Standard and Formatting are also useful toolbars.
Excel email attachments When FMT is open, you can avoid opening a regular Excel sheet in FMT (if, for example, you open an Excel email attachment), by always opening regular Excel AFTER you have opened all instances of FMT. In other words, the last instance of Excel that is opened and remains open on your desktop will be the one in which your email attachments open.