FS95 Survey Materials - Generating a Report

Federal Support Survey

FSS Data Entry Program Instructions

Example of How to Generate a Report

Once all data have been entered/imported and checked, you can produce three types of reports:

Summary report - produces a formatted report which displays the total obligations for each type of institution (academic, academically administered FFRDC, nonprofit, and nonprofit administered FFRDC) to which obligations can be reported. If any field of science and engineering obligations are reported, the total for each field will also be displayed on the report. The summary report will display FY 1995; you will be able to select whether FY 1994 data will be displayed or not.
Detailed report - produces a formatted report which displays the obligations to each individual institution in the FSS database which has non-zero obligations. The detailed report will display FY 1995; you will be able to select whether FY 1994 data will be displayed or not.
Trend report - produces a formatted listing of all institutions which have a large increase/decrease in obligations from FY 1994 to FY 1995. You will then be able to either correct the obligations being reported or provide the reason for the large increase/decrease; the Comments option can be used for this.

To produce one of the above reports, select the Reports option (<Alt>+O). The "Print Options" screen will appear:

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This screen provides you with the following options:

whether to send the report to a printer or to a file (if you are sending the report to a file, a file name must be provided);
which type of report you want;
if sending the report to a file, whether to append to the previous file (if one was created), or to replace the previous report file (if one was created);
whether to include the prior year's data or not; and
the number of copies to be produced (useful for printed reports).

First, select where the report will be sent (printer or file). In our example, we will generate a summary report and save the report as a file with the file name "summary.rep."

Second, select whether to append or replace the file. The normal and default option is to replace.

Third, select the type of report you want to produce. To select a summary report, press <Alt> and S simultaneously.

Fourth, select the number of copies by tabbing to the Copies field and entering the desired number of copies.

Fifth, select whether or not to include prior year's data on the report. If you are producing a report for only a portion of your agency's data, you should select not to include prior year's data. If prior year's data are included, the obligations shown on the report from the prior year will reflect your agency's total obligations. In addition, if you are generating a detailed report, the report will show every institution to which obligations were made by your agency regardless of whether current-year obligations were reported (i.e., the list could be quite long).

Finally, either produce the report (Select OK) or cancel report generation (Cancel).

A sample screen showing the process of creating a summary report in a file called summary.rep, which will replace any other reports which may have also been called summary.rep, and includes prior year's data is shown on the next page.

If you have produced a report which was not sent to the printer, but was sent to a file, you can get a hard copy of the report later. To do so, exit the FSS PC survey disk program and return to DOS. From DOS, type "copy filename printerport" where filename is the name of the report you gave when it was first created and printerport is the printer port you use (LPT1 is the most common printer port).

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