Transcript Slide 1

Subcontract Manager
The Subcontract Manager
Introduction:
The Subcontract Manager is used to define and maintain
subcontract bills, register subcontractors and assign them to
specific subcontracts.
Subcontractor progress quantities are controlled through the
subcontract bills together with other subcontractor costs, claims,
charges, materials on site and VO’s, culminating in Subcontractor
valuations and certificates. It is integrated with the Candy main
BOQ, the Subcontract Adjudicator and Subcontract Liability
reporting system.
The Subcontract Manager
Creating Subcontracts:
Subcontracts already setup and priced in the Subcontract
Adjudication system can be brought directly into the
Subcontract Manager including rates from a chosen
subcontractor.
New subcontracts can be entered in the Subcontract Manager
and the bills populated by dragging items from the main BOQ.
Once a new subcontract and its bill are established, it is awarded
to a Subcontractor and his rates are entered into the subcontract
bill. Information about the Subcontractor in the Subcontract
Database can be used to populate the appropriate fields
required about a Subcontractor.
The Subcontract Manager
Progress valuations:
The Subcontractor’s monthly quantities can be entered to record
progress and to handle the Subcontractor’s certificate.
Additional cost items such as extras, contras, materials on site,
etc. can be recorded to complete the monthly certification
process.
The Subcontractor submits his progress as “Invoice quantity”,
you evaluate his actual progress as “Due quantity” and authorise
the “Pay quantity” for the certificate. These terms are used to
avoid confusion with the main contract. The Due quantity
represents the Actual quantity in your BOQ, and the difference
between the Due and Pay quantities is the Liability quantity.
The Subcontract Manager
Other:
Multiple subcontracts can be entered against BOQ items, each
subcontract having its own “awarded quantities” with
subcontractor specific rates.
Labour-only or supply-only subcontracts can be handled as well,
where only a part of a BOQ item is covered by the subcontract.
Different descriptions, units and factored quantities can be
accommodated on these subcontract bills to suit the
subcontractor’s more narrow view of the BOQ item.
The Subcontract Manager
Stages of the process:
There are several stages in the use of the Subcontract Manager
and these are discussed in the following slides:
1. Getting there
2. Create Subcontracts
3. Subcontract bill
4. Subcontract bill and the BOQ
5. Many Subcontracts to BOQ items
6. Progressing a subcontract
7. Subcontractors
8. Making Certificate Templates
9. Subcontract liability
10. Subcontracts summary
11. VO’s
Getting there…
Subcontract Manager
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Getting there
Select the Subcontract Manager from
the menubar1 and then use the S/C
icon2. These display the Subcontract
Manager selector.
You will find icon to download
tutorial3 and a help dialogue4 in the
top-right of all documents.
When you go into the Subcontract
Manager the first time there is only
the heading and a blank subcontract
as shown here5.
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Subcontract Manager
The Selector
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A typical Subcontract Manager
selector will look something like this.
On a new job it will be empty and you
need to register the subcontracts as
discussed in the next slides.
The panel on the left is a list of the
subcontracts1 and the panel on the
right holds information about the
subcontractor who was awarded each
subcontract2.
We’ll focus on the subcontracts first
and return to the subcontractors
later.
Subcontract ‘awarded’
to this subcontractor
List of Subcontracts
Creating a Subcontract
Subcontract Manager
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Re-naming the Subcontract
Manager Heading
The first step is to re-name the
Subcontract Manager Heading and
create a sub-heading for the
subcontract group you are going to
deal with.
Use your mouse and <Right-Click> on
the name Subcontract Manager
Heading or alternatively you can hit
the function key F2 and re-name.
Choose the Rename Heading in the
dialogue box option1 and enter the
name of the Subcontract Manager
Heading – ‘Subcontracts Area 1’ in this
example2.
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Subcontract Manager
Making a sub-heading
The New button is used to make
subcontracts, headings and subheadings. Clicking on the button is for
making a subcontract, but clicking on
the up arrow on the button displays
the wider choices shown here1.
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Choose the New Sub-heading option2
and enter the name of the subcontract
group – ‘Earthworks’ in this example3.
Headings are purely cosmetic but they
help to organise the subcontracts.
Now lets create a subcontract….
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Subcontract Manager
Making a subcontract
The New button1 displays this dialog2
where there are three ways to make a
subcontract:
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A. Choose a subcontract from the
Subcontract Adjudicator.
B. Select a Package code from the
list of your standard Subcontract
Packages.
C. Enter a code and description.
Choice A3 is the best method if you
have packages in the Subcontract
Adjudicator - it copies the package bill
and rates directly into a subcontract.
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We will use this method for now….
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Subcontract Manager
Subcontract from a Package
The packages in the Subcontract
Adjudicator are displayed with a list of
the subcontractors in each package.
For example, if you select the package
EARTH1 and then OK, EARTH will be
installed in the Subcontract Manager
and the package bill will be copied as
the bill for subcontract EARTH.
However, selecting a subcontractor2
from the list for EARTH, installs the
package bill and the rates for that
subcontractor.
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Subcontract Manager
Subcontract from a Package (cont)
Because we elected to create the
Subcontract from the Subcontract
Adjudicator and we selected GBD
Excavations, a new subcontract called
EARTH1 has been registered in the
Subcontract Manager selector with
the subcontract rates for GBD
Excavations who has been ‘awarded’
the job.
Double-clicking on EARTH (or Enter)
displays the bill for this subcontract.
We will discuss the completion of this
screen and the other tabs for
subcontractor GBD Excavations later.
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The Subcontract bill
Subcontract Manager
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The Subcontract bill
This is the bill created from package
EARTH in the Subcontract Adjudicator,
including the rates for subcontractor
GBD Excavations1.
The subcontract name and certificate
number are shown in the heading of
the document2.
Bill items can be added at any stage by
dragging and dropping from the main
BOQ or deleted from the subcontract
bill with <Ctrl+Delete>.
Note – only items on the main BOQ
can be used on a subcontract bill and
their order is determined by the BOQ.
Relevant headings are automatically
included in the subcontract bills.
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Subcontract Manager
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Subcontract bill layouts
There are a large number of columns
available for the S/C bill.
The column picker is used for changing
columns on the bill. The menu item
Add/Remove columns1 on the View
menu or Ctrl+F1 displays it.
Using the Toolbar ‘open book’ icon2
you can swap the current document
with another from the S/C Document
Manager. View menu > Swap
documents3does the same thing.
The S/C Document Manager4 enables
you to select other layouts or make
your own.
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The Subcontract Bill
&
the Main BOQ
Subcontract Manager
The main BOQ
BOQ documents with subcontract
columns are found in the Valuation
and Subcontract Manager’s document
managers.
The subcontract codes are shown
against the BOQ items1 and the Final
quantity of each item is ‘awarded’2 to
the subcontract.
Changing the Awarded quantity of the
second item to 6,000 immediately
shows 4,800 in the S/C Over/Under
column3.
If another subcontract were to use
item B as well, it would be awarded
the quantity in the S/C Over/Under
column as shown in subsequent slides.
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Subcontract Manager
Allocating from the main BOQ
Items on the main BOQ can be
allocated to a subcontract at any time.
In this example, item E was originally
omitted from the package. It is easy
to add it in now:
Right-click in the Subcontract code
column1 , choose Allocate to S/C2 and
select from the list of subcontracts3.
There’s only one subcontract in our list
so far and choosing it will put this BOQ
item onto the subcontract bill and
award it the Final quantity.
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Note: Final quantities are red when
they reflect the Bill quantities.
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Many subcontracts to
items in the main BOQ
Subcontract Manager
Making another subcontract
More than one subcontract can be
allocated to a BOQ item – to illustrate
this we need to make another
subcontract.
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Use the New button to display the
dialog for making a new subcontract1.
Use method C this time and enter the
code for a second earthworks
subcontract2. This makes the entry
for the new subcontract EARTH23.
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Double clicking on EARTH2 displays its
subcontract bill…
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Subcontract Manager
Populating the subcontract bill
EARTH2 had a blank bill - it was not
made from a Subcontract Adjudicator
package and therefore had no preexisting bill.
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Getting BOQ items onto a subcontract
bill is easy. From any BOQ document
drag items from the main BOQ to
EARTH21.
The quantities in the S/C Over/Under
column on the BOQ were awarded to
the subcontract items as they were
dropped onto the Subcontract bill2.
Relevant headings are automatically
brought over from the BOQ3.
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Copy & Paste or Drag & Drop
selected BOQ items onto the
subcontract bill
Subcontract Manager
The BOQ view of subcontracts
On the BOQ, multiple subcontracts
against items are shown as a list of
codes1.
Here we can see both EARTH and
EARTH2 against some BOQ items,
each with its own quantities and rates.
The quantities ‘awarded’ should add
up to the Final quantity2.
Any ‘un-allocated’ quantity of a BOQ
item is shown in the S/C Over/Under
column3, this should be corrected and
if the main contractor intends
handling some of the work, an internal
item must be made.
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Progressing a Subcontract
Subcontract Manager
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Subcontract progress
On the Subcontract Manager selector,
select the Document Manager1 and
choose document 1.3 to handle
subcontract progress2.
Question: which bill document is
displayed when you double click on a
subcontract?
The last bill document you chose
becomes the ‘default’ bill until you
choose a different S/C bill, which takes
over as the default.
To make a new bill document, come
back to the S/C Document Manager
shown here.
Choose document 1.3 now and it
becomes the default Subcontract Bill.
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Subcontract Manager
Entering Subcontract progress
The quantity columns shown here are
used for recording progress1:
Invoice quantity: the subcontractor’s
claimed quantity – say 1,000.
Due quantity: your measured quantity
of his actual progress – say 800.
Pay quantity: the quantity you
approve for payment – say 700.
The Due quantity should be your
Actual quantity on the BOQ, while the
Pay quantity is used to calculate your
cost for this item. The difference
between Due and Pay is the Liability
quantity.
The terms Invoice, Due and Pay are
used to avoid confusion with Actual,
Claim and Paid in the main contract.
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Subcontract Manager
Subcontractors on the BOQ
If you prefer to work from the main
BOQ, you can enter progress, adjust
rates, introduce new items on a
subcontract, etc.
Any changes made to a subcontract
from the BOQ will immediately be
registered on the subcontract bill.
When there are multiple subbies
against a BOQ item, the total of all the
subcontracts quantities are also
available – eg: the Total Due quantity
column shown here1.
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Subcontract Manager
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Subcontractors on the BOQ
You can make new BOQ documents or
customise existing documents
showing the columns you wish
displayed in the main Valuations
Document Manager on the Toolbar1.
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Use <Ctrl+F1> for the column picker or
select Customise to make adjustments
to your current document2.
There are a large number of columns
available for displaying subcontract
information against BOQ items3.
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The Subcontractor
Subcontract Manager
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The Subcontractor
We now have the two subcontracts,
EARTH and EARTH2 established1.
We created EARTH using the package
from the Subcontract Adjudicator and
chose GBD Excavations as the
Subcontractor.
We now need to complete the Details
tab2 for GBD Excavations and then
deal with the other tabs for this
subcontractor.
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Subcontract Manager
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The Details tab1
The Details tab holds information
about the subcontractor.
If you have data in the Subcontractor
Database, clicking on the S/C code
field2 displays a list of subcontractors
from your database.
In this example, choosing GBD
Excavations from our list populates
the fields of this tab with the database
information.
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Subcontract Manager
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The Details tab1 (cont)
The information in these fields can be
used on certificates or printed reports
for the subcontractor.
The Cost code2 is mandatory and must
be entered for each subcontract.
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Subcontract Manager
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The Contract tab1
The information in the Contract tab is
not mandatory and is used to record
information about the subcontract.
Contract document:2 A copy of the
contract documentation can be stored
in the S/C External Documents folder –
click on this button to go to it.
Guarantee:3 The type of guarantee
and details about it are entered here.
Subcontract status:4 Choose the
status of the subcontract from a list.
Hyperlinks:5 You may hyperlink to the
subcontract web-site or link to files on
your computer.
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Subcontract Manager
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The Extras tab1
Extras:2
Any additional work the subcontractor
does outside of his bill should be
recorded here by selecting New3, and
entering detail in the dialogue box4.
These are “internal VO’s”.
Charges to Others:5
Charges from one subcontractor to
another should be recorded here by
selecting New6, and entering detail in
the dialogue box in the same way as
extras above. A reciprocal charge will
be shown on the Charges tab of the
other subcontractor7.
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Subcontract Manager
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The Charges tab1
Contra charges:2 Charges from the
main contractor to the subcontractor
should be recorded here by selecting
New3, and entering detail in the
dialogue box as described before.
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Charges from Subcontractors:4 All
charges for repairs from other subcontractors will appear here.
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Subcontract Manager
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The Materials on Site tab1
The subcontractor’s materials on site
are recorded here2 by selecting
New3, and entering detail in the
dialogue box.
When the next certificate is setup (in
the Summary tab), last month’s MOS
entries are frozen and become the
previous month’s MOS on the
certificate.
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The previous month’s MOS is
subtracted from the certificate and
the current month’s MOS is added.
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Subcontract Manager
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The Certificate tab1
The previous and current certificates
are listed here2.
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The current certificate data can be
sent to Excel. You create your own
Excel templates and specify which
template each subcontract must use.
Go to settings tab3 to define your
subcontract templates, a default CCS
template is provided (see next slide).
The Close & Next certificate4 button
writes the current certificate to the
template (excel) which must be stored
in the folder specified.
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Subcontract Manager
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The Certificate1
The certificate template name3 and
folder where certificates are stored4
need to be defined by going to the
Settings tab2, this procedure needs to
be executed on each subcontract
package prior to updating the first
certificate5.
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Subcontract Manager
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The Certificate spreadsheet1
Once you have executed Update
certificate2 and then Show
certificate3 the Excel opens up and
the certificate is displayed on the
screen which must be stored in the
folder with all previous certificates.
If you make changes and Update
certificate again, the currently stored
certificate will be overwritten – ie you
can only have one current certificate.
When the Close & Next certificate4
button is used, the current certificate
becomes the previous month’s
certificate. All previous month’s
certificate spread- sheets are
preserved and cannot be changed.
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Making Certificate Templates
Subcontract Manager
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Creating Certificate templates
The certificate data is written to a
copy of an Excel template certificate
that you nominate. A CCS template is
always available and you can modify it
or use any other Excel certificate.
To make a template, use the
Definitions & Settings Hammer1 and
go to 7.4 Template definitions2.
From this menu you may import, edit,
delete, export or set as default3.
Next you need to specify the cells
where the certificate data is to be
written on the spreadsheet…..
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Subcontract Manager
Editing a Template1
On this document you must specify
the folder2 where the template is
kept, the cells where the Candy data
will be placed in the spread- sheet3
and the source and destination range
where previous amounts are to be
copied4.
Once the template is ready it can be
specified for use on the certificate tab
of a subcontract as described in the
previous slides.
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Other tips and issues
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2.
3.
4.
Variation Orders
Comparison rates
Subcontractor’s view
Reflecting rates
Subcontract Manager
1. Variation Orders (VO’s)
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In this example, a Variation Order was
issued by the client – “Construct
drainage sump” and this is registered
in the Variation Order definitions as
VO11.
The new bill item was entered in the
BOQ and marked as VO12. The new
BOQ item can then be allocated to the
appropriate subcontract bill3.
‘Internal’ VO’s that are not main
contract VO’s should be entered on
the Subcontractor Extra tab, or create
an Internal item on the main BOQ
which can then be allocated to a
subcontract.
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Subcontract Manager
2. Comparison rates
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Right click in the column header
menu1 and import the net rates into
the Comparison rate column1 to
compare against the subcontractor’s
rates2.
The difference between the Comparison3 and Awarded4 rates multiplied
by the Awarded quantity produces the
Comparison Variance5.
Note: The Comparison rate is not
updated when rates in the BOQ
change – you have to explicitly reimport the rates if there are changes.
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Subcontract Manager
2. Comparison rates - example
This example shows a comparison rate
that consists of the labour portion of
the BOQ rate.
The BOQ has concrete net rates which
include labour and material1.
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The subcontract bill has comparison
rates which only reflect the labour
component of the BOQ rate2 - see the
selection used when setting up the
component rates3.
This gives you the correct rate to
compare against the labour-only
brickwork subcontractors rates.
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Subcontract Manager
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3. The Subcontractor’s View
In some situations the bill items need
to be expressed in terms and units
familiar to the subcontractor1. Use
View and choose columns from the
pick list to create an appropriate
document2.
The Factor3 is the key to this process
and controls the relationship between
the BOQ units and the units of the
subcontractor’s view.
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Changing either the Awarded rate4 or
the Subcontractor’s rate5 calculates
the other using the Factor.
Note the subcontractor’s description
and unit6 - using terms familiar to him.
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Subcontract Manager
4. Reflecting quantities
Enter a quantity in a field and that
number is stored and displayed1 - as
you would expect! However….
If the Pay quantity is blank then it
reflects the Due quantity - displayed in
a red font2.
If Due is blank it reflects Invoiced and
Pay reflects Due, as above3.
If you don’t want quantities to reflect,
enter a zero and that is the value that
will be used4. In other words, zero is
regarded as a value, and blank is
nothing – and reflects.
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Subcontract Manager
- The End -