Desktop Tools

Desktop Tools User's Guide

Table of Contents

© Board of Regents of the University of Wisconsin System. All Rights Reserved.

1.0 Getting Started

Basic information you'll need to get started using GrantWorks, including installation instructions and the default password you'll need to know to open the application.

1.1 About this Documentation
This documentation was written with the assumption that users have at least a basic understanding of the operating system they are using and have had some experience with common software applications such as spreadsheets and word processors.
It is strongly recommended that users read at least chapter 1 of their Filemaker Pro manual before using this or any other Filemaker Pro Desktop Tool.
While we've tried to be thorough and cover all the important issues regarding the use of this application, there's always room for improvement. If you have any suggestions regarding this documentation please contact the project manager listed in section 1.8.

1.2 About GrantWorks
This Desktop Tool was developed to aid departmental staff and faculty in the preparation of competing PHS grant applications. It is intended to make your life easier.
GrantWorks V3.1 is an evolving application and will change over time based on feedback from Medical School users like yourself. There's no way we could think of everything, so if you have any suggestions please e-mail the project team listed in section 1.8.

1.3 Basic Features
Grantworks 3.1 is intended as an aid to individuals involved in the preparation of competing PHS applications. Basic features include:

Forms:
Form pages in the PHS-398 and PHS-2590 booklets can be created and maintained, including the biographical sketch. The other support pages cannot be generated and should be created using a word processor or other means.
Calculations:
Calculations required in the preparation of the budget forms, including indirect costs, and total amounts on the face page, are performed automatically.
Managing Data:
You can find records in the database that match certain criteria, duplicate records, modify records, delete selected records, and sort records.
Sharing:
One GrantWorks file can be shared, over a network, by more than one user, centralizing the data and making access more efficient.
Import/Export:
Records can be imported and exported in a variety of formats allowing the exchange of information between users of GrantWorks.

1.4 Basic Database Concepts
Since GrantWorks and all other Desktop Tools are databases, it is important for users to understand what a database is and to be familiar with some basic database concepts. A good place to start is chapter 1 of your Filemaker Pro manual, where there is a brief discussion of these topics.
In the simplest terms, a database is like a file folder. In fact databases are often referred to as files. The Grantworks PHS-398 Desktop Tool is just such a file of information. Within this database file, information about individual proposals is stored in records. A file is therefore a collection of related records. Each piece of information about a proposal--for example, PI name, project begin date, or indirect costs--is stored in a field .
In Grantworks PHS-398, which is a database created with Filemaker Pro, you view the fields in each record through a layout, in Filemaker terminology. Each form described in sections 2.0 and 3.0 of this documentation is a layout. Remember that a layout or form is a sort of window through which you are viewing a record or set of records. You can view the same record through many layouts, some of which may actually display the same fields.

1.5 Software and Hardware Requirements
Filemaker Pro 3.0 or later for Macintosh or Windows is required to run GrantWorks. Consult your Filemaker Pro documentation for operating system requirements and recommendations.
It is recommended that you have at least 8 megabytes of RAM installed in your computer. Although it is possible to run Filemaker Pro with less RAM, given the memory requirements of this and other commonly used applications it can become difficult to operate efficiently with a lower RAM configuration.

1.6 Installation
To Install the GrantWorks application, simply copy the file from the distribution floppy diskette, download from the anonymous ftp site, or from the WWW Infolink site, to the desired location. Use decompressing software like Stuffit for Macintosh and WinZip for Windows to extract all the files into a single folder/directory.
Some features, such as look-ups to other databases like the Person file or companion files like the Biosketch file, require that desktop tools be found at the same level of your filing system. It is therefore recommended that you copy this and every other desktop tool you will be using into one folder/directory called "Desktop Tools" or something similar. Keep each one at the same level, that is, don't bury them in additional folders/directories inside your main desktop tools folder/directory. Also, do not rename the files, since look-ups and other automated features will not work properly if this is done.

1.7 Default Password
The default password for Grantworks PHS-398 is "spring." This password can be changed if needed. See section 4.13 on access privileges for an explanation of how to change passwords and what this password allows you to do.

1.8 Where to Go With Questions
If after consulting appropriate supporting documentation such as the PHS-398 application instructions, the Filemaker Pro manual, or this documentation you have a question or a problem concerning the use, development, or distribution of GrantWorks, contact the desktop tools team by e-mail at: desktools_support@biostat.wisc.edu.

Contact Sandi Robbins about the new NIH Grantworks forms at srrobins@facstaff.wisc.edu.
For immediate assistance contact the BCG Tech Support Helpline at 265-6677 and state that you need to speak with someone regarding Grantworks .

2.0 Data Entry and Management Forms

 Information about the data entry forms you'll need to enter and manage budget information and produce reports (if desired).

2.1 Form Buttons
You will notice that there are four buttons at the top of each of these forms. The buttons with left and right arrows are for navigational purposes and will move you the previous and next pages respectively. The print button will print the current record on the layout you are viewing. The menu button will move you to the menu page.

2.2 Menu

GrantWorks Main Menu:
This is the main menu for the application package. It is used as a convenient way to navigate between PHS forms, data entry sections, the PHS-398 instruction manual, and help documentation.
G398 or G2590 Menu:
When you go to one of the PHS applications, both PHS 398 and 2590 include their own menu page. This allows navigation and printing within each application, between the data sections, the form pages and help section. Records between the 398 and 2590 are separate, only sharing data from the Person and Biosketch Files.
Project Title-enter title as is should appear on the face page of the application form.
Project Begin/End Date-Enter dates accordingly, it can be modified any time.
Principle Investigator-Enter name as it should appear on the form pages. If a name matches on in the Person File, it will automatically enter information pertaining to degree, organization and address.
Project Deadline-enter and modify according to your needs.
RFA Number-Enter number at any time.
Award Number-Enter number at any time.
Agency-Enter information as you need.
Printing:
Click on appropriate button to print a set of the form pages for the current record you are viewing. Print all form pages will print all the form pages, including any blank pages, for a proposal. Print Budget pages will print the First year budget page 1 & 2 and the Entire budget page. The Print select pages will give you a menu from which you can choose each page to be printed.
Menu Buttons:
The buttons in the middle of the page allows navigation. The New Proposal button starts a new record, while Previous and Next buttons take you to the corresponding records. GrantWorks Menu takes you back to the main menu and the Close button closes the particular section of the application.
The bottom half of the section takes you to specific data entry and form pages, as well as the help sections. Click on any underlined item to go to that section.

2.3 Data-Personnel
The Data-Personnel form is where you will normally enter all personnel budget information. It is recommended that you begin the personnel information by entering the Universal data for all employees in the Person File. The following columns appear on the form.
Note: Start with the Principle Investigator.

Name:
Enter the name as it should appear on the first year budget form. If you have maintained entries in the Person file (see documentation on the Person file) when you enter a name that has an exact match in the Person file, GrantWorks will look-up the full time rate for that individual and place it in the current salary column automatically. (Remember, to initiate a look-up or automatic calculation you must tab out or exit the field that has just been modified.)
Type Ap:
Type appointment should be entered according to PHS-398 directions.
Pct Effort:
Enter the percent effort as it should appear on the first year budget form. Enter the number as a decimal.
Crnt FTR:
This is the current full time rate for this individual. If an amount is not copied from the person file based on name (see above) enter the current full time rate to the nearest dollar. If an amount is copied from the person file you may override it by simply entering another amount.
Sal Incr:
The salary percent increase column is used to derive the institutional base salary amount that will appear on the first year budget form. It is the percent increase over the current full time rate you wish to build into the institutional base salary amount. For example, if an individual has a current full time rate of $20,000, a 5% salary percent increase would result in a $21,000 institutional base salary. Enter this number as a decimal.
Adjusted Salary:
The adjusted salary column is used to override the automatic calculation of the grant salary amount that will appear on the first year budget page. This is useful in cases where the percent effort does not match the percent salary requested. Anything entered in this column will also appear in the grant salary column.
F Rate:
Enter the fringe benefit rate you wish to use for this individual. Enter this number as a decimal.
Inst Base Salary:
Institutional base salary is automatically derived by multiplying current FTR by salary percent increase. This column is not modifiable.
Grant Salary:
Grant salary is derived by multiplying percent effort by institutional base salary, unless an adjusted salary amount is entered, in which case the adjusted salary amount is taken. This column is not modifiable.
Fringes:
Fringe amount is automatically derived by multiplying grant salary by the fringe benefit rate. This column is not modifiable.
Total:
The total is automatically derived by adding grant salary and fringe amount. This column is not modifiable.
Role:
Enter the role of each person in this column as it should appear on the PHS budget page.

2.4 Data-Other
The Data-Other form is used to view and enter consortium/contractual detail data.

Consortium/Contractual Detail:
If their is more than one sub-contract in the budget you must use this section in order for the calculation of indirect costs to be performed correctly. If this is the case, select "Yes" from the pop-up menu signifying more than one sub-contract and enter the yearly amounts for each in the appropriate boxes.

2.5 Data-First Year
The Data-First Year form is used to enter the itemized list of budget items for the first year. All items and their totals will appear on the PHS First Year budget page.
Enter the data in the white spaces provided according to PHS directions and the budget will be calculated automatically. Enter data as it should appear on the PHS budget page.

Personnel Subtotal:
The total figure from the Personnel Page will be automatically added to the Total Direct Cost.
Subcontract Application:
A checkbox at the bottom of the page can be used to show the Total Indirect and Total Period costs if the application is a subcontract. To calculate the indirect costs go to the Checklist form page.
Custom Total Direct Cost:
If you need to enter your own Total Direct Cost, without itemizing, check the box at the bottom of the page. Enter the figure in the white box provided and it will replace the Total Direct Cost figure.

2.6 Data-Multi Year
The Data-Multi Year form is used to view and modify category totals for years 2 through 5. These totals also appear on the Entire Project Budget form.

Number of Years:
The Number of Years pop-up menu is used to set the number of years for the project. The default is 4 years. Changing this value automatically modifies the budget accordingly.
Entire Project Budget Calculations:
The yearly amounts for each category are automatically calculated based on the number of years selected and the inflation rate for that category. Upon creation of a new record the default inflation percent is 4% for each category. This value is modifiable if another inflation rate is required. Simply enter the new amount as a decimal (5% would be .05). If custom total amounts are required in any year or category, enter that amount in the white space provided. This new amount will then override the automatic calculation. This is especially useful when category amounts rise or fall inordinately, such as when an individual drops off the budget in any given year.
Custom Direct Totals:
Enter custom totals for each year, 2 through 5, by checking the box at the bottom of the page. Enter the figures in the white boxes provided and it will replace the Total Direct Costs for all the years.

2.7 Record List
The Record List form is a simple report format intended to provide a basic list of records in the database. The selected records can be sorted in whatever order you wish. You can quickly sort in ascending order by PI name, project beg date, project end date, or application deadline by clicking on the appropriate column heading, as indicated at the top of the form.

2.8 Person File
The primary purpose of the Person file is to act as a supporting database to other Filemaker Pro Desktop Tools, such as GrantWorks and others. GrantWorks, both the 398 and 2590, look-up information based on a name and copy information found in the Person record. Example: when a name is entered for the PI, a look-up to the Person file is performed and if a matching name is found, title, organization, and address information is copied back to the Proposal record.
Employee Information:
This simple data entry layout is where you enter and maintain the Person data. It is important to be consistent in the way you enter data and to take care in managing its intergrity.
Name: The full name of the person. A good convention to use is lastname, firstname MI. However you format the name, be consistent because this is the field that other databases search for matches.
Gender: Choose either male or female from the pop-up list that appears when you enter the field.
Employee Type: Choose the type of employee from the list which appears when you enter the fireld or choose other to enter your own.
Birthdate: Birth date in MM/DD/YY format, required by PHS applications.
SS Number: The social security number. It's probably a good idea to enter the number with dashes.
Title: The official title of the person. Enter it as it should appear in the grant applications.
Email address: Internet E-mail address.
Degree 1,2,3: Enter highest degree in degree 1, second highest in degree2, etc.
Full time rate: The current full time rate for the individual.
Employee Organization:
Organization: The official organization name for the University. This should be "University of Wisconsin-Madison" or something similar for anyone employed on campus. This is a requirement in PHS 398 applications, so enter it the way you would like it to appear there.
Department: department name only.
Major Subdivision: major subdivison, for example Medical School.
Room/building: The room number and building name. For example K5/999 CSC.
Street: The street address of the person's office building.
City, state: City and two letter abbreviated state.
Zip Code: Zip code.
Phone: Phone number with area code.
Fax: Fax number with area code
Navigation and Printing:
Use the menu buttons at the top of the page to go to other menus or to print a record. Click on the List button to see a complete listing of your person records.
List Page:
This layout allows you to look at a tally of all the records you have on file. You can organize them in order by name, title, department, degrees, by clicking on the highlighted column header as instructed on the page.

2.9 Biographical Sketch
Much like the Person file, each person will have a separate Biosketch record which can be updated as needed. Thus a person can be a participant in several grants but the administrator need only keep one biographical sketch.
Follow the instructions for PHS-398 to fill out a form for each person. If a name matches one in the Person file, their position title and degree information will be automatically copied from that database.

Navigation and Printing:
Each biosketch is allowed 2 pages. The arrow buttons at the top of the page take you back and forth between them. The Print button prints the current record and page. The List button takes you to a full listing of all records. The Close button closes Biosketch. The GrantWorks Menu button takes you back to the main menu.
You may find records by selecting "Find" From the Select menu.
Note: Make sure the PI name (or Grant number) is correct so when printing a proposal, it will print the right set.
Listing Biosketch Records:
All your records can be viewed in a table format according to name, title and PI name. The sort button on top of the page will alphabetize the list by name. Use the BIO398 or BIO2590 button to return to the Biosketch form page. To go to a specific record, click on the name you want to see, then click on the BIO398 or BIO2590 button.

3.0 Application Forms

Application forms are replicas of the PHS 398 and PHS 2590 form pages. Complete each application form according to the directions available in the PHS application packet or from the electronic version given with this package. Important information for each form is described in this section.

3.1 Form Buttons
You will notice that there are four buttons at the top of each of these forms. The buttons with left and right arrows are for navigational purposes and will move you the previous and next forms respectively. The print button will print the current record on the form you are viewing. The menu button will move you to the menu.

3.2 Face Page

PI name (item 3a):
If the PI name matches one in the Person file then the following values will be automatically copied from the person file: position title, department, telephone and fax numbers, degrees, and mailing address.
Begin date (item 6):
Note that this date is the same value as the begin date on the first year budget page or the G398 and G2590 Menu pages. It can be edited in either place, but they will always match.
First year and project period costs (items 7 and 8):
These amounts are calculated automatically and can not be altered.
Entity ID number and congressional district (item 12):
The currently appropriate values for these two items is pre-printed here by default. They can not be altered.
Applicant organization, Administrative official and Signing authority information (items 9, 13 and 14):
Upon creation of a new record, these values default to those currently appropriate for the UW Madison campus. If for some reason they need to be changed you can enter new values in these fields.

3.3 Description and Personnel
Enter the description of the project and the performance sites in the spaces provided. You may type it directly into the form or you can copy and paste it from a word processing document.
Enter the information required for the personnel engaged on the project. If you enter a name that matches exactly the entry in your Person file, the organization information will be looked up and copied automatically. The role information will still need to be entered manually.

3.4 Personnel Continued
This form is a continuation of the personnel section and should be used when there are more than fourteen individuals engaged on the project.

3.5 Table of Contents
Complete the form according to PHS 398 directions. There are additional spaces for some of the form pages to include text for more details.

3.6 First Year Budget

Personnel section:
The values listed here are the same as those on the Data-Personnel form. If you've completed the Data-Personnel page, you will not need to complete this section. You may edit other modifiable values in this section if you wish. Changes made here are also made on the Data-Personnel form.
The remainder of the page is copied from the information entered in the Data-First Year page. Changes made here will be reflected on the Data-First Year page.
Other category detail:
Enter the item descriptions and costs in each category, following the PHS directions. The category sub-totals and the total direct costs are automatically added.
Subcontract Application:
A checkbox at the bottom of the page can be used to show the Total Indirect and Total Period costs if the application is a subcontract.

3.7 Personnel Budget Continuation
This form is a continuation of the personnel section of the first year budget form and will be used when there are more than eight individuals listed.

3.8 Entire Project Budget
Amounts for year one are copied from the first year budget form and years 2 through 5 amounts are automatically calculated or copied from the Data-Milti Year page. To adjust year 2 through 5 amounts, use the Data-Multi Year form to enter the changes.

Subcontract Application:
A checkbox at the middle of the page can be used to show the Total Indirect and Total Project costs if the application is a subcontract. (For PHS-398 only)

3.9 Budget Justification Continuation Forms
Use these forms for the budget justification text. Some formatting of text is possible. See 5.3 on changing font styles and types.

3.10 Biographical Sketch
Much like the Person file, each person will have a separate Biosketch record which can be updated as needed. Thus a person can be a participant in several grants but the administrator need only keep one biographical sketch.
Follow the instructions for PHS-398 to fill out a form for each person. If a name matches one in the Person file, their position title and degree information will be automatically copied from that database.

Navigation and Printing:
Each biosketch is allowed 2 pages. The arrow buttons at the top of the page take you back and forth between them. The Print button prints the current record and page. the List button takes you to a full listing of all the records. Close button closes Biosketch. The GrantWorks Menu button takes you back to the main menu.
You may find records by selecting "Find" from the Mode menu.
Note: Make sure the PI name (or Grant number) is correct so when printing a proposal, it will print the right set.
Listing Biosketch Records:
All your records can be viewed in a table format according to name, title and PI name. The sort button on top of the page will alphabetize the list by name. Use the BIO398 or BIO2590 button to return to the Biosketch form page. To go to a specific record, click on the name you want to see, then click on the BIO398 or BIO2590 button.

3.11 Other Support
This is not an application form but a sample of how to format other support personnel information. Follow the instructions in the PHS 398 application booklet to create the other support pages.

3.12 Resources
Click on the appropriate checkboxes and enter the text in the space provided. (for PHS-398 only)

3.13 Checklist
Click on the appropriate checkboxes and fill in the form according to PHS directions. Some values are automatically entered upon creation of a new record. You may override these default values if necessary. See 4.15 for a description of how this can be done.
Indirect Costs - The indirect costs base is calculated automatically, and is based on modified total direct costs (MTDC). Indirect costs are then automatically derived by multiplying IC base by the indirect costs rate. The default indirect cost rate is 44%. To change this rate, click on the indirect rate field and select the desired amount from the pop-up menu. Select "Other" to enter a non-standard rate.

3.14 Personnel Report
Enter the information according to PHS directions. If a person's name matches one in the Person file, the social security number and birthdate will be automatically copied from that file. (for PHS-398 only)

3.15 Personal Data
FIll in the form according to PHS instructions. If the PI /PD name matches one in your Person file, the birthdate will be automatically copied. (for PHS-398 only)

3.16 Mailing Address Label
Use this page for mailing applications. Follow the directions on the page. (for PHS-398 only)

3.17 Continuation Page
Use for any additional pages needed as per PHS directions.

4.0 Data Management Considerations

 Detailed information on how to enter, import, export, and manage your data. Remember, GrantWorks is a database, not just a series of forms, so the data you enter is stored for later use if needed.
A more complete explanation of many of these subjects can be found in your Filemaker Pro manual. This section, while not exhaustive, highlights some of the more important data management considerations you should be familiar with before using this Desktop Tool.

4.1 Maintaining Your Data
You will eventually find yourself wanting to use or refer to records you created in the past. You should therefore consider things such as: How long will you maintain records and when if ever can you delete records? Should you archive old data? How will back-ups be done and how often? Should more than one individual have a copy of the database or should you centralize access over a network?
There may not be one answer to questions like these for every department, therefore it's up to you to come up with sound strategies for maintaining your data.

4.2 Creating a New Record
From the PHS398 or PHS2590 Menu, click on New Proposal. Or, select "New Record" from the "Mode" menu.

4.3 Navigation

Between Menus and Layouts:
Use the main menu pages to go back and forth between the different sections of the application. Form pages are accessible only from the PHS398 and PHS2590 menus while the universal data sections or support files can be reached from all menu pages. See section 2.2 for more details on navigation.
All layous have navigation buttons at the top of the page, arrows to get to the previous or next page, menu buttons to return to the main menus and print buttons to print the current record.
Between Records:
From the PhS398 or PHS2590 menus, you can click on Previous or Next buttons to go to those records.
Otherwise, you can move from one record to the next by clicking on the buttons that look like a rolodex or stack of cards, in the upper left hand corner of the screen. The sidebar menu will appear only if you click on the third button (from the left) at the bottom of the application. It is shaped like an application workspace, with a sidebar highlighted.
The top rolodex card moves you to the previous record, the bottom button to the next record. In this way you move through the records which are in the current found set.

4.4 Automatic Calculations and Look-ups
When entering data into a field which will cause a calculation to be done (such as percent effort) or a look-up to another file (such as name on the Description and Personnel form) the calculation or look-up will not be performed until you've exited this field. This can be done by tabbing to the next field, or by clicking on another field or elsewhere on the form.

4.5 Import and Export of Data
You can import to and export records from GrantWorks PHS398 or PHS2590 in a variety of formats. Reasons for importing or exporting data include: exchange of records with another user, to archive a sub-set of records, and creation of a report in another application. One of the more interesting potential uses for exporting data from GrantWorks PHS398 is the transfer of proposal records via the campus network. Another possibility is to export or import records from a PHS398 proposal to a PHS2590 proposal.

Export:
Make sure you are in the PHS398 or PHS2590 parts of the application. First, be sure that the records you want to export are selected since Filemaker Pro will only export the records in your found set (see 4.8 "Finding Records"). You may export anywhere from one record to all records in the database. Select "Import/Export" from the "File" menu then select "Export Records" from the second level menu. Assign a file name, destination, and file type. Next you will have to select the fields you want to export. By default all fields are selected. (Since GrantWorks PHS-398 has more than 500 fields, you may want to consult with the administrative support manager if you need to export just a sub-set of the fields). The export file can then be created. To export a copy or sub-set of your database in Filemaker Pro format you don't use the export facility. See 4.12 "Saving Records."
Import:
Make sure you are in the PHS398 or PHS2590 parts of the application. You may import records from other Filemaker Pro databases and from files in any of the formats supported through the export facility. Select "Import/Export" from the "File" menu then select "Import Records" from the second level menu. Select the file and file type. If you are importing from another Filemaker Pro file you can only import the records from the found set of this other file. Be sure you have the records you want selected in this other Filemaker Pro file. Next you will see a list of fields in your database on the right and the data being imported to these fields on the left. If you are importing from another Filemaker Pro file you can click on the "Match Fields" button to be sure all the fields match up. If the importing file is another format, be sure the fields in the importing file are in the correct order. You can then import the file.

4.6 Undoing Mistakes
Remember, many actions such as deleting or typing some text can be undone simply by selecting "Undo" from the "Edit" menu.

4.7 Deleting Records
Be sure you really want to delete the record(s) you've chosen because it can not be undone.
To delete the current record you are viewing select "Delete Record" from the "Mode" menu.
To delete the current found set of records--first be sure the correct records have been found, (see section 4.8 then select "Delete Found Set" from the "Mode" menu.

4.8 Finding Records
You may need to find a record or set of records that match some special criteria for a number of reasons. To do this, go to the layout you wish to use for your find and select "Find" from the "Mode" menu. You must activate the side menu by clicing on the third button (from the left) at the bottom of the application. It is shaped like an application workspace, with sidebar highlighted.
You are now in find mode and can enter your search criteria in any field on the layout. For example, if you wanted to find all of the Mary Johnson proposals in GrantWorks PHS398 you could go to the Data-Personnel form, enter find mode, type "Johnson" in the PI name field, click the find button and Filemaker Pro would find all the records with the word "Johnson" in the PI name field. This resulting set of records is your "found set." To make ALL your records become the current found set again, select "Find All" from the "Select" menu.
Much more sophisticated search strategies are possible, including entering search criteria into more than one field, and logical comparisons. See your Filemaker Pro manual for a more detailed explanation of this very important topic.

4.9 Sorting Records
You can sort your current found set by any combination of fields in ascending or descending order by selecting "Sort" from the "Mode" menu and designating your sort order in the resulting dialog box.

4.10 Modifying Old Records
It's easy enough to modify records created some time in the past, but you should consider whether you really want to do this. It is important to maintain the integrity of data in a database. The records in GrantWorks are like computer copies kept in an computer file folder. It is a good idea to maintain them the way the were originally submitted.

4.11 Duplicating Records
Duplicating a record may be useful when you need to create a new record which is similar in many ways to an existing record. You can then alter just the information you need in the duplicate, saving data entry time.
To duplicate the current record you are viewing, select "Duplicate Record" from the "Mode" menu. The new duplicated record will then become the current record.

4.12 Saving Records
Changes you make to GrantWorks are saved automatically by Filemaker Pro. If you need to save another copy of this Filemaker Pro database, first be sure that the records you wish to save are selected as the "Found Set". Then Select "Save a Copy As..." from the "File" menu. Enter the filename and destination. Select the type of file you will save from the pop-up menu. "Copy of Current File" is an exact copy. "Compressed Copy" is a copy without the excess space that accumulates over time in Filemaker Pro files. A "Clone" is a copy of the database with no records. The type of file you save will depend on the reason you are saving the file.

4.13 Access Privileges
Each desktop tool comes with a default password. With this password you will be able to create and modify records and import and export data. However, you will not be able to modify any layouts or field definitions. This default password can be changed by selecting "Change Password" from the "File" menu, and entering the appropriate information.

4.14 Sharing Files Over a Network
It may be more efficient for a variety of reasons to share access over a network to this or any other Filemaker Pro Desktop Tool. There are several issues to consider when networking a database including: Should all the data for this database be centralized in one location (one server) or can there be multiple locations (several servers). Who will have access and what privileges will they have? Will Mac and Windows computers need to share the same file? Is the necessary networking infrastructure in place?
This can be a complex issue. Read chapter 7 of your Filemaker Pro manual "Networking and Access Privileges" for an explanation of what can be done, and feel free to e-mail a message to the support address listed in section 1.8 for advice and consultation.

4.15 Altering Default Data Entries
To make data entry easier and to help you keep information consistent, some fields in GrantWorks PHS398 are filled automatically with default values, upon creation of a new record. To change the value which is automatically entered into one of these fields (for example, if the misconduct in science date changes) you will need to log into GrantWorks PHS398 with a password which will allow access to field definitions. This should be discussed with the administrative support manager listed in section 1.8 to make appropriate changes or to allow access. Also, chapter 2 of your Filemaker Pro manual contains information on auto-entry of data.

5.0 Special Considerations

Some special information to take into account particularly regarding printing and use of the Person and Biosketch files.

5.1 Printing Shaded Areas
To print the shaded areas of the first year budget page adequately your printer and printer driver will have to support shading and should have at least 600 dpi resolution. Be sure that the color/grayscale option is selected in the print or print setup dialog box. (For PHS398 only)

5.2 Printing Forms and Records
When you print a form in Filemaker Pro you can select how many records you want printed by choosing the appropriate setting in the print dialog box. "Current Record" will print only the current record. "Records Being Browsed" will print a form for all the records in the current found set (see section 4.8 "Finding Records"). "Blank Record" will print only a blank form.
It is recommended that you use the print buttons on the menu or at the top of each form when you want to print only the current record, since these buttons will run a script that makes sure the current record option is set correctly.

Print All Form Pages: will print all the form pages, including any blank pages for the record you are currently viewing.
Print Budget Pages: will print the First Year budget page 1 & 2 and Entire budget page for the record you are currently viewing.
Print Select Pages: will give you a menu from which you can choose the pages to print for the record you are currently viewing.

5.3 Changing Font Types and Setting Tabs
On some forms you may find a need to change the font size or style. This can be accomplished by selecting the text you wish to alter, then choosing the appropriate editing tool in the Text Ruler at the top of each page or from the "Format" menu.

Text Ruler:
Change font type, size, and style by clicking on the appropriate button. You can also change the following:

ALIGNMENT: align text by entering the desired field and clicking on the right, center, left, or full alignment tool in the Ruler.
TABS: set custom tabs in any field with the small arrows in the Ruler. Place cursor in a field, simply click on the appropriate tab tool, either left, center, or right aligned tabs, and click on the Ruler at the proper position. The corresponding arrow icon will appear in the ruler. To set several tabs at one time, use the tab dialog box by double clicking on an existing tab icon in the ruler.
To use the tabs to enter data, press Tab & Alt buttons at the same time.

5.4 Supporting Files
Supporting files are databases that are used as a source of information by the main database. A supporting file for GrantWorks is the Person file. Several application form pages include fields where entering a value into a field will initiate a look-up to the Person file for additional information. If there is a match, information is copied into appropriate fields. For example entering the PI name will initiate a look-up and copy of a number of things such as address, phone number, title, etc.
Supporting files should always be located within the same folder/directory, at the same level of the filing system as other Desktop Tools files. They should also never be renamed since the main databases will no longer be able to find them under a different name.
The Biosketch file can be considered a type of support file. Even though it is a part of the PHS398 and PHS2590 applications, it exists as a separate file and as such, it should follow the same guidelines as the Person file. It should be located in the same folder/directory and its name should not be altered.

 

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