1. 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

2. 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?

3. 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

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

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

6. Summary page One Excel Workbook per Department
One worksheet per account

7. Account Detail Sections

8. History by Month/Year

9. An Employee Centric View

10. How To Use iPar

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

12. Demo

13. 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

14. 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”

15. 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.

16. 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.

17. 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

18. Simulation results
Added a manual forecast of $1,000 to 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.

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

20. 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

21. Fiscal Month and Year History
By Year
By Month

22. 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.

23. 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.

24. 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.

25. Employee Funding History
2 Employees the First Year
6 Employees Now

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

27. Finally!