In Part 1, we examined the process of creating a filter using Project attributes. In this post we will describe creating a filter based on Budget Item column values. There are three types of Budget Item column that can be used for filtering: Value Columns; Text Columns; and Date Columns. There is a tab for each of these on the Budget Item Constraints pane.
Value Column Filtering
Value Column filtering allows the user to create a filter which only includes budget items whose values meet some defined criteria. We’re going to step through the process of creating an example filter to demonstrate what can be achieved. As a starting point, imagine we wish to create a filter which only displays budget items with a Control Budget of €10,000 or greater.
The first step is to select our column. This is done by selecting Control Budget in the available columns box, then clicking the arrow button to move it into the used columns box. We want to filter out any budget items with a Control Budget of €10,000 or less, which means we select the Apply Minimum Only option in the radio button control, then enter 10000 in the Minimum edit box. We now need to specify the currency, by selecting Euros from the Currency drop-down control. As some budget item values may be in currencies other then Euros, we will need to convert them to Euros before comparing them to our €10,000 minimum. To do this we need to specify a conversion method, choosing from Global or Project, and a date setting for the currency conversion. A more detailed explanation of currency conversion can be found in the KCM User Guide.
Our filter could be extended to also filter out Budget Items with a Contingency of greater than $2000. As before, select the Contingency column from the available columns box and move it into the used columns box. The used columns box should now contain Control Budget and Contingency. Select Contingency, then set the radio control to Apply Maximum only, and enter a Maximum of 2000. Now select US Dollars from the Currency drop-down.
We have now created a filter which will only display Budget Items with a Control Budget of €10,000 and greater, and a Contingency of $2000 or less.
Text Column Filtering
Now imagine we wish to further extend our filter to only include items with a Budget Item Code starting with “ABC”. If we switch to the Text Columns tab, we see an available columns box, and a used columns box. Select Budget Item Code, and click the arrow button to move it into the used column box. Select Partial Match at Start from the radio group, then enter “ABC” (without quotes) into the edit box.
As with Value Columns, filtering can be performed on multiple text columns.
Date Set Column Filtering
Let’s say we now wish to refine our filter to only include items with a Planned Start Date of October 1, 2013 or later. If we switch to the Data Columns tab, we again see an available columns box and a used columns box. As before, select the Planned column and transfer it into the used column box. Check the Start Date Minimum checkbox, and set the calendar control to October 1, 2013.
By following a few simple steps, we have created a powerful and sophisticated filter that displays Budget Items which:
- have a Control Budget of €10,000 or greater
- have a Contingency of $2000 or less
- have a Budget Item code which starts with “ABC”
- have a Planned Start Date of October 1, 2013 or later
In Part 3, we will look at Function Constraints, which allow us to create filters based on the results of functions.