iPar integrated Planning and Reporting A Tool for Managing and Forecasting Sponsored (and Non Sponsored) Accounts Stephen Saunders Research Technology Office Updated 8/1/2017

What Does iPar Do? What Do You Need? Helps you forecast how much budget will be left at the end of a project to avoid deficits AND surpluses. Simulate adding or changing employees and/or their funding. Simulate no cost extensions – at current staffing and spending levels, when will the project end? See your spending history by month and employee. What Do You Need?

iPar vs. Other Systems Account Budget Expenses Encumbrances Super Report, G210, Sources/Uses, My Reports give you the current balance plus encumbrances Account Budget Expenses Encumbrances Future Expenses Available JKS01234 $100,000 $50,000 $10,000 ?? $40,000 iPar predicts the ending balance Account Budget Expenses Encumbrances Forecast Available JKS01234 $100,000 $50,000 $10,000 $43,000 ($3,000) Employee Salaries beyond academic or fiscal year: $15,000 ERE and tuition remission on those salaries: $5,000 F&A or Admin Service Charge: $2,000 Estimate of Operational expenses (supplies, etc): $20,000 Etc ( risk mgmt ins, netcom charge etc): $1,000

How do I find iPar? From http://researchadmin.asu.edu

Documentation is on the top right iPar is one Excel spreadsheet per department, you request a department with the link “Request more departments”.

Summary page One Excel Workbook per Department One worksheet per account

Account Detail Sections

History by Month/Year

An Employee Centric View

How To Use iPar

http:\\researchadmin.asu.edu/iPar Sign in First, Click on the file link Select Save, not open

Demo

There are Two Main Uses for iPar Review summary page for large forecasted surpluses or deficits For problem accounts, check operational forecast for reasonableness, check future employee distributions for accuracy. Review All Accounts Make sure operations forecast is reasonable Make sure future employee distributions are reasonable. Simulate the spending by entering data into Blue cells. Answer a spending question

30,000 Foot View of Account Status Check for Deficits and Surpluses. Are there any accounts currently in deficit? Are there any accounts that are projected to end significantly in deficit? Are there any accounts that are projected to end significantly with a surplus? All columns are filtered, the most useful are: “Months left” column PI To see the account detail, click anywhere on an account row and click the “Account Button”

Account Sheet The account sheet has a summary, shows budget, expenses and forecast by object codes, and shows the employees funded by the account in the past or in the future. The next few slides will go over this in detail.

Account Description Area Press the “Summary” button to go to the list of accounts. Or press the arrows to go to the next or prior account in the list. The grant end date is the obligated end date or the fiscal year end date for non sponsored accounts. The pay period start date is the start date of the current pay period which hasn’t been paid and loaded to Advantage yet. This is the date the system forecasts employees from. The remaining time in work days is used for forecasting employees. 15 work days is 1.5 pay periods. The remaining time in months is used for forecasting operations expenditure code data. It goes from the day after the last recorded date in the Advantage “transaction_detail” file to the grant end date. The “Tuition Remission Type” is used to forecast tuition remission on grad students.

Forecasted Available at the end of the project/year. Financial Summary Latest date in Advantage, used to determine months left. Summarized Same as G210 Forecasted Available at the end of the project/year. G210 Available

Simulation results Added a manual forecast of $1,000 to 7320.05 Lab/Med Sup Added Phil at 2% for 5 days in Spring. The results are captured in the manual forecast column. Note that new ERE and F&A are calculated.

Expenditure Detail by Object Code This is with the “Hide Sub Objects” button pressed.

Expenditure Detail by Expenditure Code Automatic Forecast Manual Forecast This is with the “Show Sub Objects” button pressed. Press the “Show History” button to see the history by month of a row

Fiscal Month and Year History By Year By Month

Employee Detail Forecast Based on PeopleSoft future distributions Summer Position is on short work break but still forecasted Note Summer rate larger for Faculty Change any percent to simulate.

Why is the Faculty Summer Pay Rate Higher? The Academic 9 Month Salary of $90,000 is spread over 20 pay periods which is 6 working days more than the real academic year. The Summer 3 Months of Salary of $30,000 is squeezed into 6 pay periods which is 6 days less than the real summer.

Simulate Changing Resources Added New Grad Student for the rest of the Spring by clicking on the Add Employee button Changed Phil from 30% to 50% for the summer Gave Billy a 10% Raise Note - ERE and Tuition Remission automatically calculated Took Jim off for the summer You can simulate extending all the employees on a grant by changing the working days at the top column.

Employee Funding History 2 Employees the First Year 6 Employees Now

Future Distributions Hover your cursor over the Auto Forecast Salary and see the other accounts and future dates

Finally!