Athena User Guide for Contractors Sept 2019.pdf

ATHENA USER'S GUIDE

FOR CONTRACTORS

Not subject to the ITAR/EAR: This publication does not contain information which falls under the purview of the U.S. Munitions List

(USML), as defined in the International Traffic in Arms Regulations (ITAR), 22 CFR 120-130, and is not export controlled. This publication does not contain information within the purview of the Export Administration Regulation (EAR), 15 CFR 730-774, and is not export controlled. This publication is not intended for distribution outside of the NASA community. Release to the public requires approval through the appropriate NASA Release Process (e.g., FOIA, NASA STI, etc.).

FOD BUSINESS OFFICE/CA3

REVISED 9/03/2019

INDEX

Page

Page

3 Introduction

Charts in Executive View

4 Organization of Data Within Athena 29 Edit Query Information (Name, Desc, Public Access) The Basics of Using Athena 30 - 31 Multi-Year Reports

5 - 9 Athena Views and Modules 32 - 34 Designate a Saved Query for Display in Executive View

10 - 11 Report Filters 35 - 36 Remove / Add Report Charts to Executive View

12 - 15 Report Panels-Selecting Data for Display 37 Replace an Existing Chart Using Drag and Drop

16 - 18 The Menu Buttons Tool Bar 38 Display the Report Data as Tabular vs. a Chart

19 Running Averages and Cumulative Data 39 Access the Task View Report Data for a Chart

20 Grouping Report Data 40 - 41 Maximize a Selected Report Chart to Full Screen 42 Deselect a Data Series Within a Chart Report Query Saves 43 - 44 Change the Query Listing Display Order and/or Text Color

21 - 24 Report Query Saves in Executive View

25 - 26 Opening / Using a Saved Query 45 - 46 Labor View

27 - 28 Modifying a Query

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INTRODUCTION

Athena is the primary project management system used to monitor and control the resources and risks within FOD.

Data can be viewed by contract, program, division or by work breakdown structure (WBS).

The FOD data source in Athena contains the official FOD plan.

• The actuals for the major contracts are contractor provided.

• Minor contracts reflect the actuals from the NASA business system.

Athena contains multiple modules which are used to access the different data types for the FOD and contractor data sources.

• Access to these modules and data sources is controlled though the use of assigned "roles" within Athena.

• Based on their role, users will have access to a defined set of modules and data sources.

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ORGANIZATION OF DATA WITHIN ATHENA

All of the data in Athena is organized using a data hierarchy:

• Employee and procurement charges are collected at the task level (and in some cases the subtask level).

• Each task has an associated fund code, which is known as the PMII code in Athena.

• The Cost Account Manager (CAM), program, project, element and organization are identified for each task.

• In the contractor data sources the Technical WBS data field may contain either the contractor technical WBS or the Task Order number.

The chart displayed below an example of the hierarchy data structure within Athena for the contractor data sources.

Every task within Athena has this type of data associated with it.

REPORT PANELS-SELECTING DATA FOR DISPLAY

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The Athena panels are opened and closed by clicking on the panel's title bar. This option provides compatibility for viewing Athena data with PDA devices

The Data Source Panel contains separate data sources for each of the major contracts.

• This data reflects the contractor provided plan and actuals for their cost and EP on that contract.

• The FOD data source reflects the contractor provided actuals for the major contracts and the NASA actuals for all other contracts. These actuals are pulled from the business warehouse.

• The plan for contracts in the FOD source reflects the FOD budget plan.

• Separate data sources are created for each of the major FOD contracts. These sources contain the contractor provided plan and actuals.

• Based on the user roles established within Athena by Admins, contractors have access to their own data source only.

The Program/Organization panel is used to enter your report criteria.

• This enables you to filter the data using any of the data fields shown (Program, Responsible Organization (division), Project, Task, Subtask, etc.)

The Threat Manager panel is used to enter threat criteria when generating a Threat Report and is not for use by contractors.

The Cost panel allows you to select different data types for your report.

• The Procurement Plan/Actuals and Forecast Cost are included in the Cost Panel.

• Cum values for each of these are also available for report inclusion.

REPORT PANELS-SELECTING DATA FOR DISPLAY

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• In the Athena panels you have the option to deselect or select items for display .

• To change the items displayed within a panel click on the icon to the left of the panel name.

A drop down list with the available options will display. Items can then be selected for display or removed from display.

In this example the Chart Type is deselected to remove it from the panel display.

Chart Type is no longer displayed in the panel. You can reselect it at any time if you want it displayed.

THE MENU BUTTONS TOOL BAR

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G Column Setup allows you to reorder the columns on your report.

Use the up/down arrows on the right side of the panel to move the columns and then click on Submit.

The columns are reordered. The column reordering is retained when a query is saved.

H. The Excel Export allows you to export the tabular report data to Excel. The PDF option generates a PDF document for your report.

The Chart option is used to generate a chart for the report data. There are multiple chart options/formats available.

GROUPING REPORT DATA

In Athena you can group your report data by any of the data fields included on your report. This feature is available in Task View and Labor View.

To group your data:

• In the Display Panel (at the bottom of the criteria screen), enable the Group Totals option if you wish to see totals for the groups on your report.

• Enter your report criteria and then Submit to generate the report.

• Select the report field you want to group the data by and drag the column title to the top of the report as shown in the example below.

• You can have multiple groupings on a report.

Report example with data grouped by Element:

REPORT QUERY SAVES

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2 - Enable the Public option if you want to share your query with the other Athena users. They can view your query but they cannot modify your query.

3 - Enable the Save Date Range option only if your report query does not utilize the default of the current FY, or if the query covers multiple years.

• For queries using the current fiscal year date range you do not need to enable this option.

4 -

In order to enter variance information for display on a saved query displayed in Executive View, enable the option Allow Notes/Vars.

5 -

Enter additional information about the query in the description field.

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6- You can associate a previously saved Chart Setting with a query using the Chart Setting drop down menu. This is optional.

7 -

Click on Ok once you have completed the information

8 -

After you click Ok the criteria name you entered will be displayed above the report.

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To open an existing saved query:

1. Click on the menu button Open Saved Query.

2.

The option View Public Queries is activated by default.

All public queries as well as your own queries will be displayed.

3.

Use the filters at the top of the panel to locate your query. Change the filter type to Contains or Starts With if you are unsure of the exact name.

4.

Click on the query name, and then click on Submit to generate the report.

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5. The report data is displayed.

MODIFYING AN EXISTING SAVED QUERY

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To modify an existing query (either your own or a public query):

1. Click on the menu button Open Saved Query

Select the query you wish to modify , then click on Submit to generate the report.

2.

Once the report is generated click on the Criteria menu button and enter the changes you want to make to the query

3.

Click on Submit to generate the revised report.

MODIFYING AN EXISTING SAVED QUERY

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4. To save the updated query under a new name click on the Save As button

Update the query name and description as required

• Note that for multi-year reports the option Restore Date Range must be enabled, otherwise the system default of the current fiscal year will be used.

• Click on Ok to save the modified query.

5.

The new query name is displayed above the report data.

MULTI-YEAR REPORTS

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If you have multiple years of data in Athena for your contract, you can view multiple years of data in Task View and Labor View by using the following criteria selections:

• Select the Time Scale option Yearly.

• Enter the years In the Date Range.

• Enable the Phasing View option in the Data Display panel.

DESIGNATE A SAVED QUERY FOR EXECUTIVE VIEW DISPLAY

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To select a report/chart for display in Executive View, you must first designate it as a "Favorite".

To designate a saved report query as a favorite:

• Open Task View or Labor View and select the menu button Open Saved Query.

This will open up the list of saved report queries.

• User the filters at the top of the screen to locate the report query you wish to save as a favorite

• Click on the query name

• Next click on Manage Favorites from the top menu & select the option Add to Favorites.

DESIGNATE A SAVED QUERY FOR EXECUTIVE VIEW DISPLAY

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• This query is now designated as a favorite.

• The star in the right hand column tells you that is a favorite query which can now be displayed in Executive View.

If you go to Executive View you will see that this report is now included in your Favorite Views list.

REMOVE AND ADD REPORTS TO EXECUTIVE VIEW

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• Click on the link Add Favorite View

The report/chart is added to the view.

DISPLAY THE REPORT DATA AS TABULAR VS. A CHART

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The report information for a favorite can be displayed as tabular data vs. a chart by deselecting the check mark to the right of the report name.

ACCESS THE CORRESPONDING REPORT DATA IN TASK VIEW

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When you are viewing a report chart in Executive View you can go directly to the corresponding Task View report by clicking on the blue arrow in the upper right hand corner of the chart.

Task View details for the selected report chart displayed.

To return to Executive View from Task View use any of the following options:

1) Click on the back arrow next to the internet address

2) Click on the word Athena located in the upper left corner

3) Select Executive View from the main menu

MAXIMIZE A SELECTED REPORT CHART TO FULL SCREEN

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You can maximize a selected chart within Executive View to full screen by clicking on the Maximize icon in the upper right hand corner of the chart.

EXECUTIVE VIEW CHARTS - DESELECT A DATA SERIES FOR DISPLAY

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Within an Executive View chart you can deselect a data series for display. To deselect a series, click on the series name in the chart legend.

The series is no longer displayed within the Executive View chart. To restore the series, click on the legend name again.

CHANGE THE EXECUTIVE VIEW QUERY LISTING DISPLAY ORDER AND/OR TEXT COLOR

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• To change the text color of the Criteria Name click on the Text Color drop down menu and select a color for the text.

• Click on OK to save your changes.

In Executive View your Favorite Views will now reflect the order and the text colors you have selected.

LABOR VIEW

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Labor View contains the employee hours submitted by the contractor. Hours are submitted each month for the completed pay periods.

The lay out of the Labor View module is similar to that of Task View. Report queries can be saved in Labor View similar to Task View.

There are no Cost options/dollars associated with Labor View.

• In the Program/Organization panel criteria selections have been added specific to labor.

• These are Employee Type, Employee Name, Pay Code and Pay Code Type.

• These data selections have also been added to the Task View Columns panel, and can be selected for display on a labor report.

• The only Workforce option available is Labor Hrs Act

• The default Time Scale in Labor View is set to Pay Period.

• The pay period is determined by the submitting contractor. It may be weekly, bi-weekly or monthly.