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	Subject File

Program Navigation : Main | Subjects

Section Description

The subject file contains a list of all the subjects, codes, prefixes and other related details that have been entered in. It provides facilities with which you can add new subjects in as needed, edit the details of existing ones or delete subjects if they are no longer needed.

When you open a subject (by double clicking on it), the list of recipes / projects in that subject are displayed. The total cost of all subjects is calculated. The subject file also provides a module which allows you to select specific recipes / projects that you are going to run in that year and hence provide an analysis of the cost per student of that subject.

If you wish to change the prefix of a subject (the prefix appears at the beginning of the project codes for all project / recipes in the subject), you can change it here and then run the Update Prefixes routine, which updates all recipes / projects in the subject to have the correct prefix.

Steps

To get to the Subject File

To get to the Subject File, select the File menu and then select Subjects or click on the Subjects button in the navigator.

Adding a Subject

To add a new subject:

Click on the New button and a blank Subject entry window will appear.
Enter the Unit Code for the new subject. Make it as descriptive as possible for you. Generally, it should be the initials of the subject name. (Eg. ECS for Early Childhood Studies).
Enter the name of the subject.
The Prefix will be automatically generated from the subject description. This can be changed if desired. It is recommended that you make the prefix the same as the unit code but with a separator (such as an * or a ^) at the end. (Eg. ECS*). This is used for grouping recipes into subjects.
Enter the number of students taking the subject for the year. If you are not sure, just enter an estimation, as the number of students is not allowed to be zero.
Click on the Close button to save the subject. Click on the OK button when asked if you would like to save changes.

Editing Subject Data

To edit details of an existing subject (such as change the prefix or name of the subject):

Double click on the subject you wish to edit and the subject data entry screen will appear.
Alter any of the required fields. If you have changed the subject prefix and you wish to update the prefixes of all the projects / recipes in that subject, click on the Update Prefixes button.
Click Close to return to the subject list. Click OK when asked if you want to save changes.

Deleting a Subject

To delete an existing subject:

Click on the subject to delete.
Click on the Delete button to delete the item.
Click OK when asked if you wish to delete. Be careful, projects / recipes could be assigned to this subject and deletion will 'orphan' these files.

Subject Cost Analysis

To perform a subject cost analysis on a certain subject:

Double click on the desired subject to open it and the subject data entry screen will appear.
Click on the Subject Cost Analysis button and the Subject Cost screen will show. The prices shown next to each project / recipe are the prices for 1 student. For example, if the project / recipe is between 4 students, the cost will be divided by 4.
To perform a new analysis, click on New Analysis.
Double click to select any projects you wish to run during the year. Selected projects are shown by a tick next to them. You can use the Select All and Clear All buttons as well.
Enter an inflation amount if it is applicable.
When you have finished selecting the desired projects / recipes, click on the Submit Analysis button. This saves your analysis and generates a print out that can be used as a cost breakdown for your budget.
If you do not wish to run the subject, click on Do Not Run Subject. This deselects any selected projects / recipes and sets the subject cost to zero.

Reports

To view subject reports, click on the Reports tab located at the top left of the subject list screen. The subject file provides 4 reports:

Subject Listing: This report is a listing of subject details including, unit code, name, prefix, total cost, scheduled cost and number of students. To generate the report, select Subject Listing from the report list and then click on Preview or Print.
Project Listing Per Subject: This report is a listing of all projects / recipes in a subject. You can choose to run the report for all subjects or just a specific one. To generate the report, select Project Listing Per Subject from the report list, select a subject in the report options or leave it as ALL SUBJECTS, then click on Preview or Print.
Subject Costing: This is the same report as the one generated when you submit a subject cost analysis. It displays the scheduled projects / recipes for a subject and the total scheduled subject cost. To generate the report, select Subject Costing from the report list, select a subject in the report options or leave it as ALL SUBJECTS, then click on Preview or Print.
Subject Costing Summary: This report displays summary data on all subjects that are being run for the year (all subjects that have had a cost analysis). To generate the report, select Subject Costing Summary from the report list, select the year that your cost analyses are for (ie. the year you would like to have displayed on the report), then click on Preview or Print.