iPAC v2 user guide v2.txt
Contents
1. 64 701 949 949 396 05 153 1 680 2 275 2 275 a ne gt a a mt bs a ax 2 J 16 997 61 063 61 063 i TA ma fi x m an o Indirects Gross Income 31 072 54 055 54 055 22 523 161 705 College Contribution 5 925 e7008 7 008 2 920 23 657 za z5 ARENAN EEA A EEN A ER nas mat ATs O 795 36 997 J gt ae i S x Figure 7 Budget Table Normal and Advanced view Spend profiles The Spend Profile Figure 8 shows a comparison of the budget green against the actual spend red The information in the bubble displays the data from the end of the most recent completed month Due to staff cost being incurred at the end of the month this is the most accurate point to display the data The delay can cause the total in the table and the bubble to display different numbers if any changes have occurred in that time Project Totals Table up to 22nd May 2012 TRAVEL 1 384 CONSUMABLES 7 350 ACCOMMODATION SUBSISTENCE 871 REFRESHMENTS HOSPITALITY 647 Budget Actual Budget 78 6k Actual 80 5k Diff 1 9k Jan Apr Jul Oct Jan Apr Jul Oct Jan Apr Jul Oct Jan Apr Jul Oct 10 10 1 JQ 11 11 a u 12 12 Ia 32 13 13 13 13 Budget 6 1k _ Actual 8 1k SENES aE eee Se ee eee Diff 2k Jan Apr Jul Oct Jan Apr Jul Oct Jan Apr Jul Oct Jan Apr Jul Oct 10 10 12. 0 10 S Ra KON th JI It 12 12 I2 lt 12 19 43 13 13 TRAVEL 569 815 1 384 CONSUMABLES 206 7 144 7 350 ACCOMMODATION SUBSIS 6 163 5 293 871 REFRESHMENTS HOSPITAL 647 647 Figure 8 Spend Profile Normal and Advanced view Advanced View Budget Budget 83 6k Actual 84 8k NE E IEEE EE EN N IE EIEEE sara A Diff 1 2k Jan Apr Jul Oct Jan Apr Jul Oct Jan Apr Jul Oct Jan Apr Jul Oct 10 10 10 10 a 11 11 11 12 12 12 12 13 13 13 13 Budget Actual Budget 6 1k Actual 8 1k a ie pene creat sas eae Se pt a ate aie creas Diff 2k eee e ese see e eee eee eee eee ee ese ee eee SR See ee eee eee eee eS Jan Apr Jul Oct Jan Apr Jul Oct Jan Apr Jul Oct Jan Apr Jul Oct 10 10 10 10 TI 11 11 IL 12 12 12 12 13 13 13 13 Each of the screens in the projects section has an advanced view which is accessible by using the checkbox shown in the top right of each screen This provides additional information including breaking down the spend profile by year More specific information can be viewed by clicking the calculator icon which appears on several screens On the spend profile screen for example this button this can be used to e Display a list of the transactions for that category or year e Bring up the monthly spending view People and Sponsor Dashboards Applications z E E Export Sponsor List to Tab Delimited F
3. 0 100 1st Mar 2012 1 784 810 1 922 102 UNSUCCESSFUL 90 100 1st Oct 2012 1 631 183 1 Data Quality and Questions Asking Questions iPAC pulls data from many different sources and while every effort is made to ensure the underlying data is correct it is possible that there may some inconsistencies A simple communication system has been built into iPAC where users can report these errors where they appear e Click the Ask A Question Figure 2 Gd Ask A Question Ask Question Figure 12 Question Dialogue e Type your query into the dialogue box that appears and press the green button The questions button at the top will take you to the main questions interface This will allow you to view open questions which can be assigned and answered Answering Questions The main questions interface shows you all the questions linked to projects you have access too For individual academics it means you can monitor questions you or others have raised against your projects For people with a view over a larger group for example college RAFT office staff you can monitor all the questions people in your group are asking Admin staff can assign questions tothemselves using the Assign to me button Clicking on any of the items on the questions row in the table will take you to the question detail screen where you can see the whole conversation and add replies There is also a link to the project th
4. 3 Project Type Number Application T Research OST Research Councils 17 7 1M A Research UK Based Charities 9 1 8M gi EU Research Hi 2 4M H Research No HESA Category 4 0 H Contract Research D 69 8k H Research Other Overseas 3 7 14 2k i Research UK Industry and Commerce Public Corporations 1 45k Theme Number Application ll NOT LINKED TO THEMES 36 6 4M f SYSTEMS BIOLOGY ASSOCIATED 6 3 6M fl RKT STRATEGY 2 1 4M SYSTEMS BIOLOGY 1 48 4k Figure 2 Researcher Summary Screen Award 1 4M 1 3M 2 4M 69 8k 14 2k 45k Award 3 7M 882 4k 575 7k Proj Status total Mine inner vs Institution HM CONCEPT MI APPLICATION Gl AWARDED CLOSED I ASSUMED UNSUCCESSFUL ENOT SUBMITTED MB REJECTED MB UNSUCCESSFUL Application Award Application Award Dashboards Dashboards are graphical representations of the data stored in iPAC Figure 3 The Dashboards section focuses on project data allowing you to see e In Year Progress e Applications e Awards e Success Rates e Income and Earnings These subsections by default show all of the data you have access too and can be filtered down further Each section contains a number of graphs displaying the data visually by clicking these you can see the data in tabular form Each graph also has three buttons in the top right which allow you to e Pre filter the project list based on the Dashboard s filte
5. adline figure As well as that you can filter the people dashboard by sponsor and sort it by success rate in the same way the headline figure is displayed as a total at the bottom of the page How can save dashboard filters use regularly On any of the dashboards except in year progress once you have set a filter you can save it by simply pressing the Add Filter Favourite tab and giving it a name To retrieve your saved filters press the Filter Favourites button and select the one you want from the drop down list How can see the data that makes up a dashboard Clicking on the graph reveals a summary table of the data that makes it up To see it in more detail you can press the table view button in the top right hand corner which will take you to a pre filtered view of the projects list Using those buttons you can also export the summary table to Excel or display an enlarged printable version of the graph and the table How can see which projects are overspending On the Project list press the Change Table Columns button and make sure Spend Difference and or Spend Difference are ticked You can then sort the list by clicking the column heading and see all the projects which are over or under budget at a glance without having to manually check each record How can find our top sponsors The sponsor dashboard is pre sorted to show the highest value sponsors first It is important to note that it only takes into ac
6. ate custom reports for Excel manipulation 1y The Project pages The Project pages Figure 6 contain detailed information on the selected project including e Project Summary e Budgets e Transactions e Spend Profiles i e actual spend against the budget Summary Project Information PAC ID a 74766 Name ARIADNE Status AWARDED Date entered in PAC Monday 21 September 2009 04 39 PM Last Update Monday 21 May 2012 05 01 AM Overview FP7 MC ITN P ARIADNE Type EU Research Theme NOT LINKED TO THEMES Application Value 123 838 Award Value 161 705 Grant Holders Associated Staff Name Role Professor Nick Talbot 100 Grant Holder PI Dr Enda Clarke RKT Lead Figure 6 Project Overview Project Summary Project Timescales Proposed Start Date ist Oct 2009 End Date 30th Sep 2013 Months Project Length 48 Time Since Start 29 Time Remaining 19 Sponsor List Name J opean Lomi sion e mafia Actual Difference Ist Jan 2010 92 days 31st Dec 2013 92 days Weeks Days 209 1460 124 871 84 589 E Time Since Start Bl Time Remaining a HESA Sponsor Category EU Government Bodies Data Quality Quality Score Cd Acknowledge this score Comments Ga Ask A Question Sub Category Application Value 123 838 100 100 There are no data quality acknowledgements Award Value 161 705 You are initially taken to the project summar
7. ation to provide users with up to date information on their research grants The system has been designed to be easy to use however we have put this guide together to give you a very brief overview The system includes a how to section including context sensitive step by step video guides on each screen Navigation The Top Bar za ee es ss E Figure The Top Bar Searching and browsing the data in iPAC is done through the top bar Figure It contains seven buttons relating to different areas of the system and different access routes to the data which are visible on each page e Researcher Summary Screen which contains details about your own projects e Dashboards takes you to graphical Dashboards which can highlight trends in the data you have access to e Projects is a customisable and filterable list of projects you have access to You can also export data from this screen e People takes you to a custom dashboard which lets you see an overview of people whose data you can access It includes highlights such as their number and value of applications and awards as well as success rates and income e Sponsors takes you to a dashboard which displays information about organisations that sponsor projects It shows graphically how many projects an organisation are sponsoring and their total value It also shows how many applications are in the pipeline for each sponsor e Data Quality takes y
8. count the sponsors of projects you have the ability to see so it is already filtered to those most relevant to you How can monitor open questions The Questions area sorts questions by status of open or closed Open questions are further divided into unassigned questions and questions which are pending How can find out how much there is left to spend on a project The remaining budget of a project is shown in the tables of each project s Spend Profile page If you want to see a top level figure for all your projects you can add the Spend Difference column to the Project list and see them all at a glance How can find out the date a particular transaction was processed On the transactions list you can view details about each transaction by simply clicking on the transaction s row This brings up a pop up with detailed information about the transaction from APTOS Definitions of terms Term Academic lead Application Assumed Unsuccessful Award Budget Closed Concept Earnings Groups Income Not Submitted Rejected Success rate Transactions Definition A group comprising the reportees of a particular member of academic staff Proposals which have been submitted to a sponsor and are awaiting a decision Proposals which were submitted to a sponsor over a year ago with no record of decision Applications which have been funded and are currently running The static budget in Univ
9. e Applications e Awards e Success Rates People can also be viewed by income The lists themselves are filterable and sortable on screen as well as allowing exports Each of these Dashboards allows you to see a tabulated list of people or organisations in addition to the graphical views which can be exported to Excel Clicking anywhere on a line on these dashboards highlights the row in yellow These highlights remain if you re filter or resort the list and also if you move to another tab so you can quickly find the people or organisations you are interested in You can also click on the or La button on the far left of the row which in the case of people will take you to the person s record If you do this for sponsors it will take you to the sponsor summary where you can see an overview of that organisation s projects Figure 1 European Commission EC Sponsor Details Details Name European Commission EC HESA Category EU Government Bodies HESA Sub Category Ga Ask A Question Figure 1 Sponsor Summary Screen Projects Showing 1 to 50 of 543 results Show All E PER ba Project Title Status e Skart Date Grantholder PI Quality Value Value GENBLAST fp erc adv 2011 Talbot Functional Genomics AWARDED of Plant Infection by Ithe Rice Blast Fungus BO21C An Ontology of Life for 21st Century Biomedicine Where Process Meets iPracticefp7 ere ladv 2011 Dupre 10
10. e question is about and the option to close a question once it has been resolved Data Quality If you have access to a large number of projects it can be time consuming to check them all for errors iPAC is able to check for various errors with the data for example a project s grant holder not being linked to a user account These errors give each project a score which is displayed on the colour coded Data Quality Grid Figure 13 This allows you to see projects with errors and an indication of the number or severity of them at a glance DF a QIIE r y Filter Sort Group by Colour Scheme 6 E ta A E O og Q 271 0 projects Score Distribution FEE E FERRER HERRHRARH TENRVAZAZENRSEVHAZENRAN SERRE ease SE PAPAS ERATE RRS ERASER eRe FEE FE FEER E E FERE E R FAE SESE SEEETIESESESETOEEETIESTS FEH E E E F SEETEESETEESEESETISSETIESETEDETTESETIEETT e p e e e Series PEE E FEE E REARAANARE Z Taine ETT a BSR RRS Ree sae EEE PEE E SEEREEEEESEREEEE SERERERREREEEs See BRE aaa ARSA eee REZEN E BERARTAN EE e H e ee ded EA EE A E CG SA AA S A EE DA E C SE Sa a A E Da E A S ey BABA PH E E E HHEH HH Figure 3 Data Quality Grid Sample questions Here are some examples of the types of questions which iPAC gives you the tools to answer How can check success rates with particular sponsors There is the option on the Sponsor Dashboard to sort the organisations by success rate by using the tab at the top to see a he
11. ersity financial years which is stored in PAC and updated Awarded projects which have been completed Proposals which have not yet been submitted to a sponsor Cash remaining from a grant once all direct costs have been covered A contribution to the full project cost The staff associated with a particular group in Trent or those manually added to a custom group The value of a research grant or contract received from the sponsor On the dashboards screen income refers to the value from ongoing projects in a period rather than income associated with new awards Proposals which were never submitted to a sponsor Awarded projects which have subsequently been declined by the university The relationship between the number of applications submitted and the number of projects which are awarded Detailed spend against the project cost code from APTOS Tab Separated Value file a form of spreadsheet which can be read and manipulated in excel The people who the named academic has line Calculation management responsibility for in Trent Projects with an Application Submitted Date in PAC Projects with an Application Submitted Date in PAC which is older than 12 months Projects with an Awarded Date in PAC Projects with an Awarded Date and a Project Closed Date in PAC Projects which have no Application Submitted Date in PAC The sum of directly allocated estate costs directly allocated staff costs indirect co
12. iPAC User Guide eae Contents STAN CANON cess ccc Be ee ccc cele se eet ects cee eee nats ces oe eee encase wate ese E 2 Te Top Al ee E eseseqatsesescoee E A 2 The Researcher Summary SCIEEN sssssessnnccececcessssssessesennnecceeeeeeeeeeeseseeeeseeenaaeeeeeeeeeeeeeeeeeeeeceeanaaaeceeeeeeseeees 3 DASNDOAT IS ae A E ee er ree 4 POE ES e O E E E E 5 Pe FPrS Ep EE iea E E E E E E 6 Project Summa yanki EEE E aE N E E EEE E E aE 6 Bude and i ansa ONS eaer E EEEE EEE EEEE EE EEEE EEEE 7 Spend profiles eisesserrsessreiirensisnreeinss runie orinis ie ianiai EREA rer N EER EEEE EIEE ETA Erana NEEE AENEA ERE eer ia 8 AAVA SG VIEN o EE E E E E E E E eee eet 8 People and Sponsor Dashboards sssseeeeeeeesssssssssssseereeeessssssssssssssereeeeesesssssssssssereeeeeeesessssssssssrereeeeeeesssssssseee 9 Data Quality and Questions cc ccccccccccccceessssssssssnecececeeceeeeeeseeeeessnnnaneceeeeeceeeeeeeseseeessaaaeeeceeeeseeeeeseeeeeeeeaaaaaaeecs 10 ASKINE USS ONS re E E ss EE E EA ism ge EE O E E 10 PUSW elle DUESO gorr E E T 10 Data OUA isione n E R E seach EE E EEEE EE EE 10 Sae SS EONS cee A O ee ape E N EA AE A I A E A I Deinos Ol COLINAS eerca a N a a A a E ERE 12 Welcome to iPAC an online post award reporting and research metrics toolkit which collates data on a daily basis from three University systems namely PAC project information and budgets APTOS project transactions and TRENT staff inform
13. ile Group Teaching and research EA Start 2008 098 End 2012 130 Project Type D Project Subtype HESA Category Status g Run Filter Given Name Avg Share of App No Number of Applications Value Value of Applications gt gt C3 European Commission EC 481 57k 353 M 169 99M O C3 Engineering and Physical Sciences Research Council EPSRC 450 47k 198 E 89 19M M Ca Natural Environment Research Council NERC 210 1k 242 531 M 8 CCCC ieee 3 ee een A 2 M sam M BBSRC Figure 9 Sponsor Dashboard E Applications E E E fa Export People List to Tab Delimited File Group Teaching and research EJ start 2008 098 End 2012 13 Project Type g Project Subtype g HESA Category Status Sponsor iv F Run Filter Z Avg Share of pipe ies Given Name Gender Job Title Job Family hie Number of Applications Value of Applications v Al Bi OS Teaching and Ds M 88 32 E ea ee research Teachi d 0 SS M er 81 2 13370 3k research Teachi d A Q Peer Se M oli lage 73 0 11493 4k research Figure 10 People Dashboard As with projects iPAC gives a graphical depiction of the applications academics make and the awards they have received There is also a similar view of applications made to and awards from sponsor organisations Both Sponsors Figure 9 and People Figure 0 are pre filtered with
14. lable headings iPAC will remember these settings when you return Figure 5 Your filters can be exported as a spreadsheet using the Export Project List to Tab Delimited File option so you can manipulate them in Excel Here are some examples of ways the new project list can be used NAL ED IES ED ED IES EADS Select Table Columns General Cost Code Status Theme Groups Job Family Unit Department Financial Application Value Award Value C Spend To Date C Income to Date C Earnings to Date C No Transactions Dates Proposed or Actual Start Date Proposed or Actual End Date Days from Start Unsuccessful Date Rejected Date People PI share RAS Lead Re OLLE Clear Selected Columns researcn Knowledge FSR 50979 SSIS Figure 5 Column heading selection Title Type Sponsor Academic Lead Centres UoA C Predicted Spend C Spend Difference C Spend Difference Date First Transaction C Date Last Transaction Days from End Application Submitted Date Award Date Closed Date Award Recorded Date Co I s share RKT Lead e Gain a quick overview of all the projects you manage without having to view them all individually e Browse for specific projects e Use the spend difference column to highlight quickly which projects need attention without having to check each record e Use date filters to highlight projects about to reach key milestones e Cre
15. ou to an area where you can crosscheck the data held in iPAC with its source data to check inconsistencies e Questions allows you to view questions you have raised using the Ask a Question function It also shows questions other users have raised that may require a response The Researcher Summary screen The Researcher Summary Screen Figure 2 is the first screen you see when you login it contains some basic statistics on the researcher including e Their projects by Status Type and Theme e High level statistics such as the researcher s largest project and most common project role e Comparing the percentage of the researcher s projects to the institutional average by status From this page you can use the tabs to navigate to a projects list pre filtered for that researcher which functions the same as the main projects list e The user s details screen which includes information including their groups and the date of their last login E Research Profile Summary Number of Records 45 Awarded Total 5 2M Your biggest single project is worth 1 9M contributing 37 1 of your total Awarded Count 26 Awarded Stats Your most frequent role is Grant Holder Pl you have been this 23 times Your averaged PI CO I share is 89 96 Application Total i 11 4M Application Count 45 Application Stats Your most frequent role is Grant Holder Pl you have been this 39 times Your averaged PI CO I share is 74 5
16. r e Export the data behind the graph to Excel e View a larger version of the graph for printing or adding to papers You can also add filters to your Favourites List so if you need a particular subset of the data regularly you don t have to set up the filters from scratch each time In Year Progress Applications Awards Success Rates Income amp Earnings ss Highlight Nothing g E ea h E h By Month Cumulative Value of Applications By Month 200m Figure 3 Dashboards Projects List M Awarded P Change Table Columns Export Project List to Tab Delimited File Showing 1 to 50 of 1692 results Group All Groups v PAC Cost iD ae Status Title Type Theme v v Sponsor Figure 4 The Project list control bar and column headings Academic Job Famil Unit ob Family ni r Show All Centres Department UoA The Project List displays all of the projects which you have access to Initially it will display awarded projects and the status can be changed by clicking on the tabs along the top including the option to show all projects Figure 4 As well as this filter groups can be selected from the dropdown list so narrowing the list by department unit of assessment academic lead or job family In iPAC Version 2 the option to change the filterable column headings has been added By clicking the 22 Change Table Column button you can select from a list of avai
17. sts and College Contribution All groups other than Centers are automatically created and updated by data in Trent The sum of a project s direct staff costs direct non pay costs direct equipment costs directly allocated staff costs directly allocated estates costs indirect costs and school contribution Projects which have no Application Submitted Date in PAC but which have a Project Closed Date Projects with an Award Rejected Date The number of awards in a given period divided by the number of applications in the same period ossi Applications which were not funded Projects with an Unsuccessful Date
18. y tab which shows basic project information such as e Project Status Type and any linked Themes e Associated Research and Admin Staff e Partners and Sponsors e Project timetables including proposed and actual start and end dates e Time elapsed remaining e The status of the data in iPAC including the date it was last updated Budgets and Transactions Budgets shows a table of the budget breakdown by year Figure 7 The Transactions tab shows a list of the project s transactions which is a sortable and filterable in the same way as the projects list These transactions are imported from APTOS ona nightly basis Summary Budget Transactions Spend Profile Advanced View O Project Listings Total Budget Biological Sciences Ca Ask A Question Total Budget 33 637 33 863 33 863 14 110 Direct Staff Costs Direct Non Pay 5 388 15 353 15 353 6 397 Direct Equipment Directly Allocated Staff Costs 579 E ere e 7 579 4 Pec ee yar 3 593 27 785 Summary Budget Transactions Spend Profile Advanced View Project Listings Total Budget Biological Sciences Ca Ask A Question otal Budget Direct Staff Costs 33 637 33 863 33 863 14 110 115 472 5 388 15 353 15 353 6 397 Direct Non Pay 14 Direct Equipment Directly Allocated Staff Costs Directly Allocated Estates 6 367 8 623 8 623 3 593 27 785
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