Post Tender Valuations & Budget Control

Better Financial Control for your Projects using Candy Valuations

Course Notes

Evelio De Abreu - November 2010

Post Tender Valuations & Budget Control

Post Tender Valuations & Budget Control

Contents

Chapter 1. Starting Up ....................................................................................................................... 1 1.1 Starting Candy ..................................................................................................................................................... 1 1.2 Company Manager ............................................................................................................................................ 1 1.3 Create a New Company ................................................................................................................................... 2 1.4 Job Manager ........................................................................................................................................................ 3 1.5 Create a new Job ................................................................................................................................................ 4 1.6 Recover the CCS Demo Job ........................................................................................................................... 5 Chapter 2. Candy User Interface ....................................................................................................... 7 2.1 Candy Navigation............................................................................................................................................... 7 2.2 Document Navigation ...................................................................................................................................... 8 2.3 Right click menu functions ............................................................................................................................. 9 2.4 Keystrokes, Icons and Mouse Functions.................................................................................................. 11 Chapter 3. Post Tender Checks ....................................................................................................... 13 3.1 Job Information................................................................................................................................................. 14 3.2 Confidence Check ............................................................................................................................................ 16 3.3 Selling Rate ......................................................................................................................................................... 17 3.4 Copy the final quantity from the bill quantity ....................................................................................... 21 3.5 Check and review reports ............................................................................................................................. 23 3.6 Value Analysis .................................................................................................................................................... 27 3.7 Resource Checks............................................................................................................................................... 29 Chapter 4. Pricing using Worksheets ............................................................................................. 35 4.1 Price Code ........................................................................................................................................................... 35 4.2 Price Plug and Split Rate items using Worksheets .............................................................................. 35 Chapter 5. Value Engineering (or Re-modelling) .......................................................................... 43 5.1 Job Remodelling ............................................................................................................................................... 43 5.2 Explode Macros................................................................................................................................................. 45 Chapter 6. Coding using Cost and Group codes ........................................................................... 49 6.1 Cost codes & Group codes .......................................................................................................................... 49 6.2 Defining the Cost codes ................................................................................................................................ 50 6.3 Allocating the Cost & Group codes to Simple resources ................................................................. 52 6.4 Resource Analysis Reports ............................................................................................................................ 54 Chapter 7. Controlling Labour and Plant using Task Codes ........................................................ 61 7.1 Defining the Task codes ................................................................................................................................ 62 7.2 Task code allocation........................................................................................................................................ 63 7.3 Task code analysis............................................................................................................................................ 67 7.4 Task code reports ............................................................................................................................................. 69 Chapter 8. Variation Pricing and VO codes ................................................................................... 75 8.1 Variation pricing ............................................................................................................................................... 75 8.2 VO Codes ............................................................................................................................................................ 77 8.3 Variation Order documents.......................................................................................................................... 77 Chapter 9. Valuation No.1 using Calcsheets .................................................................................. 79 9.1 Valuation Setup ................................................................................................................................................ 79 9.2 Primary Valuation Quantities ....................................................................................................................... 81 9.3 Measuring Final qty’s using Quantity Calcsheets ................................................................................ 83 9.4 Entering Valuation quantities ...................................................................................................................... 86

............................ 107 12........................................................................ 125 14.................................................................................................................................................10 Cost & Allowables using Task and Cost Codes ...................9 S/C Summary .................8 S/C MOS ..............................................................................System Registration ...................................................................................................................3 Import To-Date costs ...4 Subcontractor Details ........................3 Apply area code ..............2 Importing the bill items in the area bills ......................................... 144 14................................... Set up Next Valuation ..................................................................................................................... 2 Using Subcontract Manager .................................................................................................................................................................... 147 Chapter 15..........1 Setup Next Valuation ..............................5 Subcontract Progress Measure .........10 S/C Liability ...... Valuation Report Manager .........................................................119 13.......................................................6 Extras ....................... 140 14..............................................................................................................................................................................................2 Cost & allowable columns ......................... 89 10................................................7 Analyse Allowables to date vs........ 111 12.................................................................................................................2 Valuation Listings report ...........2 Creating Subcontract Bill using the Main Bill ......... Valuation No........................................................................................................ 98 11.......................... 123 14... 119 Chapter 14..................Post Tender Valuations & Budget Control Contents Chapter 10...................................................................................................................................................................................................................................... 111 12....................3 Creating the Subcontract Bill using S/C Adjudicator ................................... 103 Chapter 12............................................................ 142 14....4 Check import file .......................................................................................................................................................................................................................... 117 12........................................ 92 10...................................................................................................................1 Interim Payment Claim report ...........3 Valuation Resource Analysis report ............................... 135 14...................................... 112 12........................................................................1 Analyse Allowable to-date ....................4 Measure Area Actual Quantities ................................. 97 11......................................153 Appendix B – System Settings ..............................1 Area manager .. Costs & Allowables ..155 ..................... 118 Chapter 13........................................................................................................................... 97 11................................. 1 using Area Bills ................................................................. 130 14............ Subcontract Manager..... 100 11............................................................................................................... Valuation No..................................................................................................................................................................... 89 10..... 101 11............................................................................. 109 12....................6 Release costs ..................................................... 96 Chapter 11.............................................................................................................................8 Cost to complete using cost rates ................... 143 14..........123 14....................... 95 10...................................................................................................................................................................................................................... 113 12.......................................................4 Project Codes Resource Analysis report ................................................5 Update Valuation Actual qty’s using Areas .................................................... Costs to Date..................9 Cost & Allowables at Completion ........7 Charges ..............................................................................149 Appendix A.......................................................... 107 12..................................................105 12............................................................................. 106 12.......................................................................................5 Valuation Trade Total Display..................................................... 90 10.............................................................................1 Create a new Subcontract ............................................................. 133 14.................................................................5 Cost Adjustments .....................

you can create a brand new company for that bid. if you are tendering in a joint venture with another firm.Post Tender Valuations & Budget Control Company & Job Manager Chapter 1.2 Company Manager This is the top level menu in the system where a maximum of 24 companies may be created. position the cursor on the required company and use Enter or Double click. For example.1 Starting Candy Start the System from the windows desktop by double clicking on the Candy shortcut. Starting Up 1. 1. Initials and Company name. 1 . To select a company. Complete the user Login with your User Name.

click . Edit the company name to read “CCS Training Company”.Post Tender Valuations & Budget Control Company & Job Manager 1.3 Create a New Company Do this Click the Company > New > Company menu. Note: You may enter a Company Code and a Password for your company 2 .

deleted and backed up using the Job menu or using the Right-click Menu. You may create up to 99 jobs within a company that may be copied.4 Job Manager Double click on the “CCS Training Company” to access the Jobs in the company. The job manager generates a new header and new job automatically. Company & Job Manager 1.Post Tender Valuations & Budget Control The company “CCS Training Company” has now been created. renamed. 3 .

Edit the job name to read “Waste Water Treatment Works” and then click Note: You may designate a Job Code and Password for your job Open the job by double clicking on the job or by clicking 4 .Post Tender Valuations & Budget Control Company & Job Manager 1.5 Create a new Job Do This Click the Job > New Job menu.

6 Recover the CCS Demo Job From the Job Manager click Job > Backup/recover job > Recover into a NEW job > from file Recover the Ventshaft and Substation Contract using the following directory on the Candy Installation CD <CD Drive>/FSCOMMAND/Demo Jobs/Ventshaft and Substation Contract 5 .Post Tender Valuations & Budget Control Company & Job Manager 1.

Post Tender Valuations & Budget Control Company & Job Manager Click to confirm Click on to access the Ventshaft & Substation Contract 6 .

Post Tender Valuations & Budget Control User Interface Chapter 2. 2.1 Candy Navigation Candy button System toolbar Title Bar Candy version Application tabs Application menu General menu To select the job manager. Application Menus & Toolbars. daily dairies. system settings and to exit the software Job manager and system settings toolbar buttons Displays the company and job you are working in Displays the software version installed on the computer and displays the system information To select the Various Candy applications Displays the menus of the application selected Menu for Utilities & Help including telephone list. support information & a website link to Update the Candy version Displays general tool buttons for use on all applications Displays shortcuts specific to the application selected. This tool bar changes when a different application tab is selected To select the toolbar buttons displayed on the different toolbars General toolbar Application toolbar Customise Toolbar 7 . help files. Candy User Interface Candy Button System Toolbar Title Bar Application Tab Candy Version General Toolbar Application Menu Application Toolbar General Menu Customise Toolbar The Candy user interface consists of four main sections namely: Title bar. Application Tabs. licence registration. card games.

NB: If the rates and heading totals require re-calculation. export to Excel and print screen. Calculate (F12). Right click to display the column menu Scrolls between different pages namely. Selects all records in the Bill of Quantities. first page. click the red calculate button. The menus available for this document Tool buttons for larger or smaller screen fonts.1 Standard Bill of Quantities to open the document. Document Menu Document Toolbar Split Screen Buttons Document Title Escape Column Selector Select all records Record Selector Page Navigation Buttons Function Buttons Document Title Split screen buttons Escape Document menu Document toolbar Select all records Function Buttons The name of the document Resizes the document to the top or bottom half of the screen. Namely.2 Document Navigation Do this To add the Standard Bill of Quantities Document to the Document Manager click on Documents>Estimating Documents then click and confirm then click and Select 1. Go back to the previous menu.Post Tender Valuations & Budget Control User Interface 2. line deletion. 8 Record selector Column Selector Page Navigation Buttons . find & replace. next page and last page of the bill. Right click to display the record menu Selects the entire column. Worksheet (F11) and Go to Page (F10). These buttons relate to the function keys on the keyboard. previous page. Selects the entire record.

therefore. In a cell: Right Click In a record selector: Right Click 9 . or column by right clicking for additional options.3 Right click menu functions The menu functions in Candy are context sensitive. record. specific tasks can be performed directly on the documents cell.Post Tender Valuations & Budget Control User Interface 2.

Post Tender Valuations & Budget Control User Interface In a selected column: Right Click 10 .

Ctrl C – Copy. Right-click Double Click Row Record +Left-click Row Record Shift+Left-click Alt+Left-click Keystrokes This is a list of the Editing and Cursor Movement Keystrokes. Moves the cursor to beginning of the field Moves the cursor to the end of the field Move to the next page Move to the previous page 11 . Fetch another document. Ctrl V – Paste etc. Icons and Mouse Functions Mouse Functions Note: This table assumes that the mouse buttons are configured for a right-handed user. Set an Alternate document.e. Shift+Tab moves the cursor backwards.moves the cursor line to and positions the editing cursor at the mouse pointer. Mouse action Left-click Function On an Active Document . with a brief explanation of the function. i.: Double Click on a Net Rate calls up the Worksheet. On an Inactive Document . On an Active Document calls up the context menu. and the equivalent Icon if available.g.Post Tender Valuations & Budget Control User Interface 2.Turns the document Active and acts as above. Select a line of data for Dragging and Dropping. Inserts a new line at the cursor position Deletes the current line at the cursor Moves the cursor forward to the next Field. Marks the Start and End of a Range of records for Dragging and Dropping. Shift+Esc(ape) Esc(ape) Ctrl+Tab Ctrl+Insert Ctrl+Del Tab Home End Ctrl + > Ctrl + < Returns to the job selector Returns to the previous menu Moves the document currently on top to behind all other documents.4 Keystrokes. Note: Normal Windows shortcut keys can be used e.

the line is stored and the undo button will not function 12 . Close All Documents.Post Tender Valuations & Budget Control User Interface Ctrl+Page Up Ctrl+Page Down Ctrl+Enter Backspace Ctrl+Backspace Ctrl+Left-arrow Ctrl+Right-arrow Ctrl+Up-arrow Ctrl+Down-arrow Shift+Ctrl+Downarrow Shift+Ctrl+Uparrow Ctrl+Space Bar Shift+Ctrl+Space Bar Ctrl+R Shift+Ctrl+R (Ctrl+D) Ctrl+U Ctrl+L Ctrl+T Ctrl+K Ctrl+J Alt+Del Shift+Alt+Del Ctrl+Z Takes you to the first line of the first page of a document Takes you to the first line of the last page of a document Split the line at the cursor position Deletes one character at a time Deletes one word at a time Bubble Up .move the current line down Collapse level headings (to hide all text under headings) Expand level headings (to show all text under headings) Opens all sub headings within the cursor position heading Closes all sub headings within the cursor position heading Open all headings completely Close all headings completely Pick Up the current Line Drop (insert) Lines picked up using Ctrl+R at the current line Turn current line to UPPERCASE letters Turn current line to lowercase letters Turn current word to Sentence case Copy the Field above Copy the Field above and moves cursor down one line Close the active Document. Undo. Note: As soon as the cursor is moved off the line.move the current line up Bubble Down .

Post Tender Checks Explanation The estimate created by the tender department in Candy Estimating can now be used by the Site Team. Eventually the Q. rename the job to Ventshaft & Substation Contract. 13 .Remodelled. It is essential to do some post tender check to prepare the Tender for Post Tender use.Post Tender Valuations & Budget Control Post Tender Checks Chapter 3.S will have and electronic copy for the Job at Estimate Stage and a copy for the Remodelled Job for use at Post Tender Valuations stage. Recover the estimate and do the following Checks. It is good practice to copy the job before Remodelling the job for Post Tender Valuations. Do This Go to the Job Manager Duplicate the Ventshaft & Substation Contract.

Note: These options may be changed later if required. Initial Valuation setup The Initial Valuation setup dialog appears when accessing the Valuations Application for the first time. Trade Totals Display Do this: Choose the Valuations application tab. The job total by trade can be displayed by clicking the (Trade Totals) icon. 14 . Cost and Allowable options Cost and Allowables options allows for inclusion or exclusion of Variation orders in Cost and allowable documents.1 Job Information Certain useful information like the Contract Value and Job Size can be analysed. Enter the Valuation Date. The valuation setup dialog is used for entering details for the first Valuation. Choose the Cost and Allowable options. Variation orders and Cost and Allowables will be covered in detail later.Post Tender Valuations & Budget Control Post Tender Checks 3. Number and header.

The Gross Trade Total and Selling Trade Total can be displayed using the same selecting the appropriate rate. icon and 15 .Post Tender Valuations & Budget Control Post Tender Checks Select the Bill Quantity Select Net rates The Net Trade Summary is shown.

2 Confidence Check Checks the entire estimate and reports problems found.Post Tender Valuations & Budget Control Post Tender Checks 3. data copied from the master. Unpriced or plug/split pricing codes. provisional items and resources. markup and selling rates are checked and recorded. Do this: In the Trade Totals Display click Select Perform full error check with report 16 .

the selling rate must be entered or we can copy the Selling rate from Gross rate. The confidence check shows items that do not have a selling rate therefore.3 Selling Rate At Tender Stage the: Net Rate + Applied Mark Up = Gross Rate.Post Tender Valuations & Budget Control Post Tender Checks Job Size Display Gives an overall listing of the job and is an important indicator for the time factor allocated to the job. This is ideal at tender stage but not ideal for the post tender stage of the contract. for Post Tender Stage the: Net Rate + Calculated Mark Up = Selling Rate The selling is a fixed contractual rate by adjusting the Net (job remodelling) the Calculated Mark Up will change. Do this: Click Check & Review > Job Size Display 3. The gross rate is calculated based on the net and mark up applied therefore any changes made on the net or applied mark up will change the gross rate. 17 . Adjusting the net or Applied Mark Up will not affect the selling rates. a Selling Rate is available in Candy. One of the essential checks at post tender is to ensure that the job contains a selling rate. The selling rate is used as the contractual rate for printing the Interim Payment Claim to the client. At the Post tender stage. Therefore.

18 . Right-click in the selling rate column header.Post Tender Valuations & Budget Control Do this: Post Tender Checks Open the Document Manager by choosing Documents > Valuation Document Manager. At Tender Stage the job was priced and the Mark up was applied.1 Gross to Sell Bill Note the selling rate column on the right side of the document. select Copy > Copy Selling rates from Gross. Now open document 1. the selling rates can now be established by copying the Gross rate.

If the totals do not balance then go back to the problem bill page and check the selling rate of each bill item on that page. Note the selling rates are displayed next to each bill item. 19 . NB: Check the selling amount balances back to the signed contract document.Post Tender Valuations & Budget Control Post Tender Checks Right Click Check the option to lock selling rates after copy and Copy zero gross rates click OK… …and confirm the message.

Post Tender Valuations & Budget Control Now open this document 1.2 Selling Bill of Quantities Post Tender Checks Unlock & Lock the Selling Rate The indicator in the selling rate column indicates that the rate is locked. To fix the rate we must first unlock it. 20 . Right click on the selling rate and select Lock/Unlock > Unlock selling rate.

.. The bill quantity will normally be used for the first Final Value projection and as a starting point can be copied to the Final Quantity column.4 Copy the final quantity from the bill quantity Something to consider...2 Primary Valuation Entry Right-click on the Final Quantity column header and choose > Copy from selected quantity. NOTE: It’s best to do this before entering any valuation quantities.. Then select the Bill Quantity as the source and confirm..Post Tender Valuations & Budget Control Post Tender Checks 3. Do this: Open the document 2.. Click YES 21 .

See that the Bill qty have been copied to the Final Qty Post Tender Checks Note: Later in the course the final qty will be re-measured using the quantity calc sheet. 22 .Post Tender Valuations & Budget Control And then OK the quantities copied.

Note: unused Priced codes should be deleted before printing this report.5 Check and review reports Explanation Now Candy can generate a number of reports to help you check for any possible problems on the tender. To do a Pricing Check Report Do this: Go to Check & Review > Pricing Check Select all price codes on Direct Cost bill pages and select priced in plug and priced in split.Post Tender Valuations & Budget Control Post Tender Checks 3. 23 .

1 Price Code Listing ( and click Tools > Delete unused Price codes ) … and choose YES to confirm the Price Code deletion Note: 12 unused price codes deleted. You should consider deleting unused price codes which will result in having a less confusing job. To delete unused price codes go to the document 1. The job will therefore only contain price codes used in the bill.Post Tender Valuations & Budget Control Post Tender Checks To delete unused price codes Explanation The Price code list may contain price codes not used in the bill. … and OK 24 .

click Tools > Delete ALL unused resources > Delete Key resources as well And click YES to confirm deleting ALL unused resources The list shows what unused resources were deleted. 25 .1.Post Tender Valuations & Budget Control Post Tender Checks Similarly unused resource can also be deleted directly from the resource list. Do This Go to the document 1.Resource List ( ).

a report will be generated. resources and bill items. resources and bill items as provisional.09 will be used on the calculation line. Provisional Listings: Worksheets Explanation At tender stage the estimator may mark worksheets. How many errors were detected? If errors are detected a report will be generated. Locate the provisional worksheets. If there is a space between +5%waste then the wastage report would be incorrect. 26 .09 then 1. Check & Review > Worksheet calc line check Click OK. If *CONC] is used instead of *[CONC] the first occurrence would be seen as a comment and not a variable if 1.O9 is used instead of 1.Post Tender Valuations & Budget Control Post Tender Checks Worksheet calc line check Explanation Checks for mistakes on worksheet calculation lines.00 instead of 1. Check & Review > Provisional Listing Choose Worksheets In this example the check shows that no Provisional Worksheets were found. Ensure accuracy at all times. If errors are detected.

27 .Post Tender Valuations & Budget Control Post Tender Checks 3. identify which items contain the value and which items should be concentrated on at pre and post tender stage. Print the Value Analysis (68) report and choose Final Quantity.6 Value Analysis Explanation 80/20 rule of thumb. Open the Valuation Reports by choosing Reports > Valuation Reports Manager.

Post Tender Valuations & Budget Control Post Tender Checks Select 80% Percentage of total to be printed. 28 .

Estimating layouts > 1.Post Tender Valuations & Budget Control Post Tender Checks 3. Click the New Document button to open the list of template documents and choose 1.1 Resource List Now right click on new 1. click Customise 29 . Do this Open the Resource Document Manager by choosing VALUATIONS >Documents > Valuation document Manager.7 Resource Checks Resources can be checked for potential problems like provisional rates or out-dated rates. Select the Resources tab to display the available resource documents.1 Resource List and rename it to 1. To change the columns shown. Resource List with Date Here we will alter a standard document to make a new Resource List with Date document and customise it.1a Resource list with Date.

Look for resources that have old dates and check the rates. you can move available columns (left hand side) to the right with the green arrow.2 Date of resource rate change and confirm. To include column data into your document.1a Resource list with Date. to remove them use the red arrow. Now open your new document 1. Add the column 4. 30 .Post Tender Valuations & Budget Control Post Tender Checks Explanation This is the column layout selector.

Post Tender Valuations & Budget Control Sorting the resources by the date The resources can be sorted by the date in ascending order. To do this. right-click in the Final rate changed column. select Sort > Ascending Post Tender Checks When you are finished you can clear the sort with 31 .

click 32 . you will notice that these are marked as provisional. like this: Alternatively. a fixed filter can be used to find resources that where marked as provisional.Post Tender Valuations & Budget Control Post Tender Checks Provisional resources If you move the pointer over the red dots on the Final rate. Select the document menu View > Filter > Provisional Resources Note: “Filter toolbar – 6” indicating 6 filtered provisional resources. You can now show just the resources you want with On the filter toolbar.

Open the Valuation Reports by choosing VALUATIONS >Reports > Valuation Reports Manager.Post Tender Valuations & Budget Control Post Tender Checks Resource percentage report Value Analysis can be performed on resources to identify which resources contain the value and which resources should be concentrated on at pre and post tender stage.5 Resource percentage (74) Select Primary sort by Resource type Select Final Quantity 33 . Click Select 8. Resource Analysis Reports > 8.

Post Tender Valuations & Budget Control Post Tender Checks 34 .

4. To rate a bill item. a Price Code is entered against it and the bill item adopts the rate from the Price Code (regardless of whether it was generated by plug rate. The description of the bill item is totally independent of the Price code description. To control your allowable the plug rate and split rate must be priced using worksheets.1 Price Code Price codes and how they work The Price code’s function is to deal with the unit price of a bill item. one Price Code may be used for multiple Bill Items effectively speeding up the pricing process. Pricing using Worksheets Plug rates and split rates must also be converted to Worksheets to generate the required resource budget. Note that the Price code has its own Description. split rates or worksheet). 4.Post Tender Valuations & Budget Control Pricing using Worksheets Chapter 4. The Price code can be up to 8 alpha-numeric characters in length. The first character of the Price Code must start with a Trade Code letter and the rest of the code is entirely up to you.2 Price Plug and Split Rate items using Worksheets The pricing check report printed earlier listed Price code E1133 as a Plug rate and Price code E42111 as Split rate. Therefore. The list of price codes for the job can be displayed by clicking on the 35 .

… to show the Price code’s worksheet.Post Tender Valuations & Budget Control Pricing using Worksheets Do this Go to document 1. Right click in the rate and select Display worksheet. Price Code E1133 using a Worksheet Price Code E1133 Site clearance is plugged. 36 .1 Price code listing Note: Price code document lists all the Price codes available in the job in Alpha numeric order.

The worksheet fetches the resources from the Resource List. Type in the multipliers: 32511 JD 410 Digger loader 3171 2211 6m3 Tipper Labourer *1off *2off *4off 37 . type resource codes 32511 3171 2211 …at the beginning of calculation lines 2. Beginning with a space will only create a comment line.Post Tender Valuations & Budget Control About Worksheets Pricing using Worksheets 315 Calculation lines are available to calculate the net rate for the price code. Note: A calculation must start in the beginning of the line using a resource code. 3 & 4. Pricing description and pricing qty of “8250m2”. The worksheet header also display where the price code is used in the bill “Page 4 item A and Page 1 item A”. Do This To add the required resources to the worksheet from the Resource List. The worksheet header displays Price code. Therefore the change in rate for the price code will change the rate on the items where the price code is used. Now multiply each resource by the required number.

End the applied factor using a “=” followed by the calculation *0. Use the shifted function on the Store & next w/s function button to change the store mode from Store & Next worksheet to Store & return to document. Click Store Worksheet This message will offer to change it from Plug Rate mode to Worksheet mode.5day/710m2. 38 .Post Tender Valuations & Budget Control Pricing using Worksheets Start an applied factor using“#” on calculation line 1. Note: The Enter key or moving off the line will automatically calculate the result and the words “APPLIED FACTOR” will appear.

39 . 600m3 on Page 4/Item C. ne 2m is Split. Price Code E42111 using a Worksheet The Price Code E42111 Exc fnd. Right click in the rate and select Display worksheet Note The worksheet header displays the total pricing qty of “1725m3”. Typing the resource code requires knowing the correct code.Post Tender Valuations & Budget Control Pricing using Worksheets Click YES to change to worksheet mode and OK to store the worksheet. If you don’t know the code you can add a resource by right-clicking on the calculation line and choosing Resource list. and 1125m3 on Page 1/Item C.

Post Tender Valuations & Budget Control Select the resource 32511 JD 410 Digger Loader W&O” Pricing using Worksheets and to add the resource to the w/s calculation line. Place the cursor on the next calculation line and add “2211 Labourer” Multiply each resource by the required number. 32511 JD 410 Digger loader 2211 Labourer *1off *2off Price worksheet using the applied factor applying a production of 85m3/day and adding 10% for battering. 40 .

Post Tender Valuations & Budget Control Pricing using Worksheets The net rate is calculated to “34.74” Click Store worksheet Click YES and store the worksheet. 41 .

Post Tender Valuations & Budget Control Pricing using Worksheets 42 .

Better buying. the site team takes ownership of the tender and any losses cannot be blamed on the estimating department. the site team could have more financial gain with productivity and innovation making a profit from better buying and alternative construction methods. better S/C rates are taken into account.4 Utilisation and value – bill quantity 43 . By remodelling.1 Job Remodelling Let’s assume the site team will purchase diesel for 6/ Litre instead of 6. Resource List Open resource document 1.Post Tender Valuations & Budget Control Value Engineering Chapter 5. the site team agrees on the productions in the worksheets and relooks at the construction methods used. Macro price codes must also be exploded so that progress quantities may be entered. 5. By doing this. Value Engineering (or Re-modelling) Purpose of Value Engineering The site team can now re-visit each of the worksheets and adjust the productions to what they will achieve on site.3/ Litre.

00/Ltr of Diesel.Post Tender Valuations & Budget Control Adjust the diesel rate accordingly and click Calculate Value Engineering Note that the Diesel allowable decreases from 280 155.64 representing a buying saving of 13 340. The tender rate for Diesel at 6.80 and a Markup of 757 249.87 Do a Trade Totals Display on Selling at 6. Trade Totals Display Do a Trade Totals Display on Selling at 6.3/Ltr calculates Material Net Amount of 2 583 388.37 to 266 814.3/Ltr of Diesel.73. 44 .

72 Now return to page one of the Bill of Quantities Do this: Open document 1. Brickwork etc. The Selling rates remained fixed and the calculated mark-up has increased in relation to the Selling. 45 . Brickwork may be progressed against.1 Gross to Sell Bill Notice that the Net and Gross rates have changed as these items use the cheaper diesel in their make-up.2 Explode Macros Macro Price codes are ideal for the estimator to price but are not suitable for the site team to progress against.Post Tender Valuations & Budget Control Value Engineering The Diesel at 6/Ltr calculates Material Net Amount 2 570 048. For example progressing 50% of the Manhole will generate 50% allowable for Excavations.1 Variation Pricing This document is ideal for variation pricing. 5. Do this: Access document 3.08 and a markup is now higher at 770590. The solution to this problem is to explode Macro Price codes so that Excavations. Concrete. An increase in markup of 13 340.59. Concrete.

Post Tender Valuations & Budget Control Value Engineering Right click on the price code column header and select Explode Macro Price codes > Explode Macros without recoding Click Yes 46 .

Post Tender Valuations & Budget Control Value Engineering Note: The additional Internal Items were added below Item F. Do this Do a filter for internal Items. Internal items are marked with an “I” in the attributes column and therefore will not be printed on the Interim Payment claim to the client. select filter > Internal items. 16 Internal Items are filtered 47 . Copy Bill to Final Qty Note the Internal items do not have final qty’s. they can be copied from the bill qty. Internal Items only have a net rate and no Selling rate. Right click in the attributes column header. Item F is the external item and therefore only has a selling and no Net rate.

Post Tender Valuations & Budget Control Value Engineering Right click in the Final Qty Column header. Select filtered records Copy from selected quantity Select Bill Quantity Yes to confirm 16 Quantities copied to final 48 .

The Cost code is defined in the Definitions and Settings (Blue hammer) and allocated to simple resources using a resource document. Resource Document 1. 6.6 Resource Group and Cost code allocation displays both group and cost code columns.1 Cost codes & Group codes At Post Tender Stage the Allowable to date in Candy can be reconciled to the Costs to Date in Accounts. It is therefore important to have the cost code in Candy matching the accounting ledger code.6 Resource Group and Cost code allocation is available as a template document. Similarly the Group code is used to summarise resources into suppliers. Summarising Resources using Cost & Group codes Cost codes together with Task codes provide a summary of the allowable. Add a new template document by clicking on New Document 49 . For example all the Task codes are defined in the Definitions & Settings (Blue hammer) and are allocated to the price codes using either the price code document or Bill document. Do this: Open the document manager and select the resources Tab Resource document 1. The matrix below illustrates the various the codes available and where to define and allocate them.Post Tender Valuations & Budget Control Cost and Group Codes Chapter 6. The Cost Code is used to summarise the resources into Cost codes.

Choose 4.Post Tender Valuations & Budget Control Cost and Group Codes Select 1. Do this: Click on the to access the definitions and Enter and check the following Cost and Group Codes.2 Defining the Cost codes The Cost and Group must be defined before allocating them to the resources.6 Resource Group and Cost code allocation Open resource document 6.1 Cost codes (Ledger code) 50 .

Post Tender Valuations & Budget Control

Cost and Group Codes

Choose 4.2 Group codes

Click OK to close the Definitions

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Post Tender Valuations & Budget Control

Cost and Group Codes

6.3 Allocating the Cost & Group codes to Simple resources
Cost Code
Check that all the simple resources have a cost code and that the correct Cost code has been allocated to the simple resources. The money is summarised into the cost codes for Cost & Allowable control. Return to the resource list and allocate the Cost and Group codes to the various resources. Cost and Group codes should only be applied to Simple resources, those resources that are bought and are defined with a letter in the resource type column i.e. M for Material, P for Plant.

Complex resource
Complex resource is a combination of simples and complexes. A complex resource is identified by using a number in the Type column. The number represents the level of the complex from level 9 being the most basic to 1 being the most complex. Applying a cost code to a complex resource such as JD 410 Digger Loader W&O would be incorrect because the complex includes a combination of Plant, Fuel and Labour.

Filter Simple Resources
To make it easier to allocate cost to simple resources only use the filter facility shown below. The same filter can be used to check if all simple resources have cost codes. Do this: Go to View > Filter > Blank codes> Cost codes (simples only)

Click

to view only the simple resources with blank cost codes.

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Post Tender Valuations & Budget Control

Cost and Group Codes

Allocate codes using double click
Double click in the Cost code column for resource code 60329 – High Tensile Steel

Select 506 Reinforcing and confirm.

Click Abandon

Allocate Group code
Similarly allocate the group code ABC to all the stone and sand resources.

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Post Tender Valuations & Budget Control Cost and Group Codes 6.4 Resource Analysis Reports Resource analysis reports can now be printed showing the resource Utilisation and Amount including a Cost code or Group code summary. Do this: Open the Valuation Reports by choosing Reports > Valuation Reports Manager Select report Valuation Resource Analysis (70) Click Customise 54 .

Page 1 reflects all the complex resources 55 .Post Tender Valuations & Budget Control Cost and Group Codes Select Cost Codes as the Summary Click OK. select Allowable rates and Print Report Now print the report and preview the report. select Bill Quantity and confirm.

Post Tender Valuations & Budget Control Page 2 reflects all the root complexes Cost and Group Codes Page 3 reflects all the simple resources. Note that all simple resources should have a Cost Code allocated. …and Page 4 is the Cost Summary 56 .

Entering a cost code in the sieve will print out only those resources that contribute to that particular cost code.Post Tender Valuations & Budget Control Cost and Group Codes Cost and Group Code Audit Reports Analysis by Cost code report This report will list those resources that contribute to a particular cost code. By leaving the sieve blank will analyse all the cost codes. Customise the report and select Sort by Cost Code. 57 . Do this: From the report manager select report Analysis by Group/Cost (72).

Post Tender Valuations & Budget Control Cost and Group Codes Tracer report The Tracer report will list all the bill items that contribute to a particular cost code. Print the Tracer report and select Cost Codes in the tracer selector. 58 . The tracer report is available under the Check and Review Reports heading.

Post Tender Valuations & Budget Control Cost and Group Codes Type in the cost code 400 and click OK. Customise the report and select Sort by Group Code. 59 . Do this: From the report manager select report Analysis by Group/Cost (72). Analysis by Group code report This report will list those resources that contribute to a particular Group Code.

Post Tender Valuations & Budget Control Cost and Group Codes Click OK 60 .

The Task Code summarises bill items into categories of Function or Activity. The Task Code is used to implement Functional Control on the Job. so immediately there is the Labour and Plant allowable for each Task. By summarising items with like production and are summarising items with like resources and. like cost sensitivity. There would be different controls on plant versus labour. e. Machines for bulk earthworks and labour for hand excavation would be used. 61 .g. The key is to summarise items with similar production. If the machine is not being used effectively. therefore. The Cost Code will provide limited control to productive resources such as Plant and Labour but is not ideal. The allowable for each bill item is broken down into the various Resource Types. the exact information required to control the productive resources. it is costing a lot more than if labour is not being productive.Post Tender Valuations & Budget Control Task Codes Chapter 7. CCS provides a simple method of summarising the Bill items into Tasks. The engineering site staff will require the Labour and Plant allowable in more detail typically the allowable per Task completed on site. Controlling Labour and Plant using Task Codes The Cost Code provides resource-based control for managing fixed resources such as Materials. bulk earthworks items would be summarised separately to hand excavation.

1 Defining the Task codes The task codes must be defined before allocating them to the Bill items or Price codes. Therefore. The task code accumulates the amount of money and quantity. Note the m2 quantity of Clear site must be factorised by 0. therefore. the Earthworks Tasks of Clear site and Excavation may be summarised into the level 1 heading Earthworks. Task codes may be summarised into Task code headings.10 to calculate the m2 to m3. The level column represents the heading level from level 9 to level 1. Do this: Open the Definitions and enter the following Task codes.Post Tender Valuations & Budget Control Task Codes 7. 62 . each task code should have a unit.

Post Tender Valuations & Budget Control Task Codes 7. Click on New document to add a new template document 2.6 Task coding (Controlling labour & plant) 63 . select Valuation Bills Tab.2 Task code allocation Add an additional document containing the Task code columns Do this: Open the Valuations Document Manager .

Allocate the Task Codes Do this: Open document 2.6 Task coding (Controlling labour & plant) and check to see if all the bill items have Task code.9 Task code unit.Post Tender Valuations & Budget Control Task Codes Customise the document and add columns 26. Click 64 . To filter for Bill items without Task codes Right click in the Task code column select Filter > Filter for blanks.8 Task code description and 26.

the Task Factor column is used to determine the quantity to be added together for each Task code. yet the bill item has a Task Code with a unit of measurement of m2 so a Task factor to factorise the Lm to m2 is applied. For example. Allocate Task codes and factors to each of the bill items. there may be a bill item measured in linear metres of formwork. If the unit of the Bill item is the same as the Task code then a factor of one is used.Post Tender Valuations & Budget Control Task Codes Explanation of the Task code factor The Task Code accumulates the amount of Money and Quantity. the cost of wood float finish could be added to Task Code Concrete in Ground Slabs but only the quantity of the Concrete in Ground Slabs is required and not the quantity of the wood float finish. for example. There may be instances where the unit of measure of the bill item may be different to the unit of measure of the Task Code. the money will be included but not the quantity. By using a Task factor of 0. Allocate the Task codes 65 .

Post Tender Valuations & Budget Control Task Codes 66 .

Post Tender Valuations & Budget Control Task Codes 7. click Finalisation > Job analysis > Job analysis by Task code. Do this: Do an on-screen task analysis. Select document 00 JOB: PROJECT ANALYSIS CODES Update the values by clicking on Update Codes Click Yes Click OK 67 .3 Task code analysis Price Plug rate to a least a Split rate Note: to calculate the Task Code summary no plug rate items may exist in the job.

68 . Clicking the Split Rates or Split Amounts toggles between displaying split rates and split amounts for each of the Task Codes. the total Labour allowable amount for each Task code is calculated and should be reconciled back to the total Labour cost for each Task code. Note the derived Labour rate to place 1m3 of concrete in Foundations is 80. Daily costing should be done against the relevant Task Codes which should be reconciled to the Labour allowable based on the work that has been completed on site.959. The Labour allowable for placing concrete in Foundations is 1. The total allowable for Labour is calculated for each Task Code.Post Tender Valuations & Budget Control Task Codes Note that the Total Quantity. if the derived rate is much lower or higher compared to previous tenders.60 on the Labour team. i. A similar approach should be followed to control Plant.e. Amount and derived rate is calculated for each Task Code. if the concrete team on site has poured 10m3 then you should not have spent more than 10 x 80. then relevant items can be investigated for possible errors in the pricing worksheets.16 per m3.16 = 801. When finalising a tender.352. Once progress quantities have been entered for each bill item.

69 .4 Task code reports Various Task code reports are available in the Report Manager under the report heading Project Code Reports. 7. Project Codes Report The project codes report will list the bill items in Task Code order with a total for each Task Code. Print the Project Codes (78) report.Post Tender Valuations & Budget Control Task Codes Totals for Task code headings may be displayed by placing the cursor on the heading and pressing Ctrl-Up and Down Arrow.

Post Tender Valuations & Budget Control Task Codes Select Task code as Primary and none as the secondary and click OK. Spreadsheet and click OK Report includes the Task code summary 70 . net. Select Final Qty Select Summary only.

Do this: From the report manager click New report and select report 9. 71 . Print the report.Post Tender Valuations & Budget Control Task Codes Project Codes Quantity Summary The Project Codes Quantity Summary report lists the total quantity for each task. Select Final Quantity Select Task code as Primary and none as the secondary and click OK.6 Project Codes Quantity Summary (83). The project code quantity summary report is available in the template reports.

Print codes separately and Summary by Cost Code.Post Tender Valuations & Budget Control Task Codes The Task code summary report displays the total Quantity per Task. Note for this job consists of a total of 27745m3 of excavations. Do this: Print the Project Codes Resource Analysis. 72 . Select Analyse complexes to level 9. Project Codes Resource analysis A complete resource analysis for each Task code may be printed with totals for each Cost code per Task code.

50: Lists the resource analysis per Task and the Cost code summary per Task 73 .Post Tender Valuations & Budget Control Task Codes Select Final quantity then Allowable rates. Select Task code as Primary and none as the secondary and click OK. Page 1 .

Post Tender Valuations & Budget Control Task Codes 74 .

Variation pricing document The variation pricing document includes the ideal columns for V. Variation Pricing and VO codes 8. Do This Go to Valuation bills in the Document manager and open document 3.1 Variation pricing Variation orders can be entered between existing bill items or entered on new page of the bill.Post Tender Valuations & Budget Control Variation Pricing Chapter 8. 75 . To rate a bill item. split rates or worksheet). Heading levels can be used to group each VO in to headings. a Price Code is entered against it and the bill item adopts the rate from the Price Code regardless if it was generated. by plug rate. pricing.O. The practical method would be to add and price all the VO’S in a new page in the bill.1 Variation pricing Recap on pricing and the function of the Price code The Price Code’s function is to deal with the unit price of a bill item. To create a new page Click on the Select New page and Note: The new bill page 7 has been added.

6 Task coding (Controlling labour & plant) Note: The bill item already has a Task code 0100. Sub headings & Variation item including final qty. 76 . Apply the Task code to the variation items. Note: The bill item Clear site North boundary adopts the Price codes Net and Selling rates effectively speeding up the pricing process. If the rate is changed then the changed rate will apply to all the bill items. # 1 Clear site North Boundary using Price code E1133. The Price Code E1133 has a red indicator block indicating that it is used on multiple bill items. Create the level 2 heading called Variation orders and level 3 heading for variation order # 1. Price V. Headings should coincide with existing heading structure. The task code is allocated to the price code therefore by allocating the same price code the bill item will adopt its Task code.Post Tender Valuations & Budget Control Variation Pricing Do This Type in the New heading. Therefore if different rate is required the bill item will require a different Price code.O. Do This Open document 2.

Double click in the VO Status column and mark it approved. 8.Post Tender Valuations & Budget Control Variation Pricing 8.5a My Variation pricing and Allocate VO Code 1 and mark it approved.3 Variation Order documents Variation Orders with BOQ allocations This document groups the bill item by VO code Do This Go to Valuation bills in the Document manager with BOQ allocations and select document 3.2 Variation Orders 77 .2 VO Codes Define VO Code in the definitions and settings Open document 2.

Post Tender Valuations & Budget Control

Variation Pricing

Variation Orders – Financial Summary
This document is used to analyse the Valuation amounts per Variation Order. Go to Valuation bills in the Document manager Financial Summary and select document 3.3 Variation Orders-

Variation Order Bill
This document displays all the bill items on 1 Page per VO. This is mainly used for when the VO’s were entered between existing bill items.

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Valuations

Chapter 9. Valuation No.1 using Calcsheets

The Candy Valuations is used for the post tender stage of a project. The Bill of Quantities created in Candy Estimating is available in Candy Valuations, the difference between Estimating and Valuations is the extra Valuation quantity columns, Valuation layouts and the Valuation reports.

9.1 Valuation Setup
The initial Valuation and every Valuation thereafter commences at the Valuation Setup process listed below: Step 1: Duplicate & Rename the Job Step 2: Setup Next Valuation

Step 1: Duplicate and rename the job.
It is good practice to copy the job before entering the new monthly valuation quantities. Eventually the Q.S will have and electronic copy for each Valuation in Candy, and if required, can back track to previous valuations. Do this: Go to the Job manager , select Ventshaft & Substation Contract - Remodelled, click on Job in the menu and select Duplicate job then rename it to Ventshaft & Substation Contract – Valuation NO. 1

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Valuations

Step 2: Step next Valuation
Setup next valuation is not required for Valuation No.1 because the initial valuation setup has already been done on chapter 4. Therefore Setup next Valuation is only required for all Valuations that follow. In Valuations click on the Main menu, select Valuation setup and click on Setup next valuation.

Please Note: Setup next valuation will copy all to date Quantities to previous. Therefore this step must be done before entering any new quantities for all Valuations that follow.

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2 Primary Valuation Entry & rename it to 2. Final Quantity. Claimed Quantity .     Actual Quantity . Paid Quantity.2 Primary Valuation Quantities This document contains the three primary progress quantities available in the system. Think of it as an External quantity. Valuation Documents Do this: Click on Manager or Open the Valuation Document Manager Documents > Valuation Document Duplicate document 2.This is the anticipated ultimate quantity of the bill item.Actual cumulative quantity to-date for a bill item. Used for internal reporting. it measures the actual amount of work done.This quantity is used to record how much the client has paid you to date.2a Favourite Valuation Entry 81 .Post Tender Valuations & Budget Control Valuations 9.This quantity is used to record how much you are claiming to date in an application for payment.

Link the valuation tool button Right click on document 2.2a Favourite Valuation Entry > Link/unlink toolbutton > Link document to the VALUATION BILl toolbutton. Note: The valuation toolbutton will now open your Favourite valuation entry. 82 .Post Tender Valuations & Budget Control Select document 2.2a Favourite Valuation Entry Click on in the Valuation document Valuations to select the columns required Select the required columns as per the above layout and click .

a green dot is displayed in the quantity field and the letter is displayed in the quantity calcsheet indicator column. Select the Bill qty as the source selection and type in Page “1” Item “A”.Post Tender Valuations & Budget Control Valuations 9. Alternatively. Actual. Copy the Bill qty calcsheet into the Final Qty calcsheet. 83 . Calcsheets are available for Bill. Measurements from other calcsheets and bill items can be copied using . If there is a calc-sheet. Claimed and Final Quantities. Do this: Using Document 2.2a Favourite Valuation Entry double click on the Final Qty for Clear and Strip site to open a calcsheet. Note: Item 1/A Clear and strip site has a calcsheet for the bill qty therefore indicating a green indicator block on the Bill Quantity and a “B” in the Qty Calcsheet indicator column.3 Measuring Final qty’s using Quantity Calcsheets The quantities can be entered manually against a bill item. double-clicking on the quantity displays a "calc-sheet" where detailed measurements can be recorded to calculate the quantity.

Post Tender Valuations & Budget Control Valuations Click to confirm. On line 4 add the following calculation “20*20” and remarks “Area 4 DRW # 110 Rev1”. Click Select Update after rounding on 4/5 rule and 84 .

Post Tender Valuations & Budget Control Valuations Note: The quantity calc sheet indicator now contains a “B” and “F” 85 .

Concrete and Joints in the ventilation shaft as 100% complete by typing in 100% in Actual % Final column.Post Tender Valuations & Budget Control Valuations 9. Do this: Progress all Earthworks. Formwork. On Page1 On Page 2 86 . Reinforcing.4 Entering Valuation quantities Entering the Actual quantity will automatically reflect the claimed and paid quantity columns.

Post Tender Valuations & Budget Control On Page 3 Valuations On Page 7 87 .

Post Tender Valuations & Budget Control Area Bills 88 .

Section 3 Substation and yard on page 4 consists of two substations. Areas II will be used to isolate the control the measurements for each substation. Valuation No. The measurement from the area bills can be used to update the main bill. copy. rename and backup the area bills Do this: Click on Areas > Area II definitions to access area bills.1 Area manager The area manager is used to create. Click to create new areas for Substations A & B. Each area has an area bill that must contain main bill items. 10. 1 using Area Bills Areas are used to isolate sections or areas of a contract for measurement and control purposes. 89 . Areas provide a location based control within a construction project. delete.Post Tender Valuations & Budget Control Area Bills Chapter 10.

2 Importing the bill items in the area bills Do This Select Sub A – Substation A Document manager holds all the required documents for areas. Select document 1.Post Tender Valuations & Budget Control Area Bills 10.1 Area bill 90 .

Select page range from page 4 to 6.Post Tender Valuations & Budget Control Area Bills Click Tools > Import bill items > Import bill items by page & trade Importing may be done using a page range. Uncheck Select all pages and Select trades. Click OK to confirm. 91 . Message appears confirming 34 items imported.

3 Apply area code The area bill can also be linked to the main bill by allocating the area code to main bill. Do this In the Area manager Select Sub B .Substation B Select document 2.Post Tender Valuations & Budget Control Area Bills 10.1 Valuation bill Area allocation 92 .

93 . Click to select the filtered items. Filter for area code Sub A. Right click in the Area Code column > Filter > Start a new filter.Post Tender Valuations & Budget Control Area Bills Note: The area code Sub A has already been allocated to the bill items. Type Sub A Filter Toolbar indicates 34 Items Filtered.

Post Tender Valuations & Budget Control Area Bills Right click on the selection > Code allocation > Areas > Allocate to Area Select Substation B and to confirm. 94 .

Click OK to confirm. Area Bills 10.4 Measure Area Actual Quantities 95 .Post Tender Valuations & Budget Control Message appears confirming 34 allocated.

Post Tender Valuations & Budget Control Area Bills 10.5 Update Valuation Actual qty’s using Areas 96 .

Valuation Report Manager Print the following Valuation reports from the Valuation Report Manager 11. click Select the following options then click . Interim Payment Claim.1 Interim Payment Claim report The Interim Payment Claim is always based on Claimed Quantity and can only be based on the Gross and Selling rate. Do this: Click on to access the Valuations Job Manager . 97 .Post Tender Valuations & Budget Control Valuation Reports Chapter 11. double click on Valuation Bills and select .

Gross or Selling rate. Do this: Return to the Valuation Document Manager and select Valuation Listings Report then select and Select the following options and click .Post Tender Valuations & Budget Control Valuation Reports 11.2 Valuation Listings report The Valuation Listings report can be based on any Valuation Quantity and can be based on the Net. 98 .

Post Tender Valuations & Budget Control Valuation Reports Select Actual Quantity 99 .

Post Tender Valuations & Budget Control

Valuation Reports

11.3 Valuation Resource Analysis report
The Valuation Resource Analysis can be based on any Valuation quantity. Printing this report on Actual Quantity will list the resource and cost allowable to date. Do this: Return to the Valuation Document Manager and double click on Resource Analysis Reports and select Valuation Resource Analysis report then select Select the following options and click and

…and select Actual Quantity

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Valuation Reports

11.4 Project Codes Resource Analysis report
This report prints the Resource Analysis split into the Task codes. Printing this report on Actual Quantity will list the resource and cost allowable to date per Task code. Do this: Return to the Valuation Document Manager and double click on Project Codes Reports and click on Project Codes Analysis report then select Select the following options… and

…and choose Actual Quantity

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Post Tender Valuations & Budget Control

Valuation Reports

Choose Task code as the Primary code and None as Secondary.

Click

.

102

Post Tender Valuations & Budget Control Valuation Reports 11. 103 . Do this: Click on the tool button select Actual Quantity and select Net rate.5 Valuation Trade Total Display Trade summary can be based on any Valuation Quantity and Rate.

Post Tender Valuations & Budget Control Cost & Allowables 104 .

The comparison of the To-Date allowable generated in Candy with the To-Date costs captured in the accounting system like BuildSmart® is monitored within Candy. Additionally the Remaining and At completion allowables and costs is also monitored in Candy. The Cost & Allowables documents are available in the Valuation document manager.Post Tender Valuations & Budget Control Cost & Allowables Chapter 12. To Date Costs Remaining Allowable vs. 105 . At Completion Costs. Costs & Allowables Cost & Allowables is used to monitor the financial performance of a project. Cost & Allowables is used to analyse the following:    To Date Allowable vs. Remaining Cost At Completion Allowable vs.

Note: The Task code column is included by default in this document. The BuildSmart® accounting system has both the Task code (Activity code) and Cost code (Ledger code) for more comprehensive cost control.Post Tender Valuations & Budget Control Cost & Allowables 12. Summarise by Cost codes only In this course we will import a text file from “another” accounting system that only use Cost codes. Do This From the document menu select View > Column layout. The document is automatically re-calculated and displays only the Cost code information. Remaining and At completion for the current Valuation period. To do the comparison we need to change our Cost & Allowable documents to work with only the Cost code. However some other accounting systems only make use of Cost codes for their cost control.1 Analyse Allowable to-date Go to Costs & Allowables Tab in the Valuations Document manager use doc 2. 106 . Remove the Task code column and confirm.1 Cost Allowables by Period The above document shows the To-date.

Use explorer to find the text (Excel) file and import the file. Imported via a text file (MS Excel) from an accounting software package. 12. Imported from Candy’s Material received module. 2. Open the document 4. – Imported cost to date from the accounting system – Allowable to date less Cost to date – Remaining quantity x Net rate – Remaining quantity x Cost rate in Candy – Remaining allowable less Remaining cost – Final quantity x Net rate – Cost to date + Remaining cost – Allowable at completion less Cost at completion Note: To do a meaningful comparison with the costs from accounts it is essential to measure the actual quantity on the day of cost close (e. 25th of the month). Import BuildSmart’s cost and accruals. 107 . Select Tools > Import and overwrite Cost to date > Import cost from a file.g.2 Cost & allowable columns The following is the definitions for the terminology used in Cost & Allowable: • • • • • • • • • Allowable to date Cost to date Variance to date Allowable remaining Cost remaining Variance remaining Allowable at completion Cost at completion Variance at completion – Actual quantity x Net rate. Additionally Job remodelling is essential to price Plug rate and split rate with worksheets (Refer to Chapter 4).Post Tender Valuations & Budget Control Cost & Allowables 12. Column Identification is used to select column headings that match the imported information. 3. Do This Select the Cost & Allowable tab on the Valuation document manager. Identify columns for the Cost code and Real cost to date.1 Cost import.3 Import To-Date costs The To-date costs can be imported as follows: 1.

Post Tender Valuations & Budget Control Cost & Allowables Click Continue 108 .

109 . Most likely it would be column headings in the import document that have not been defined as cost codes in Candy. If the imported file contains data with costs codes that do not exist in the job a message will be displayed listing which line/lines are not compatible. Select Check import file and select the codes for checking. These lines will also be filtered out and displayed.Post Tender Valuations & Budget Control Cost & Allowables 12.4 Check import file When the import is complete. The check is used to verify if all the imported cost codes exist in the Candy Job. Click Check Import file and select Cost Codes. the imported information needs to be checked against the Candy formation for differences. Use CTRL+DELETE to remove this unwanted information.

110 . Most likely it would be column headings in the import document that have not been defined as cost codes in Candy. Use CTRL+DELETE to remove this unwanted information. Re-check the file and you should get a Validation successful message. These lines will also be filtered out and displayed.Post Tender Valuations & Budget Control Cost & Allowables If the imported file is not fully compatible with Candy’s information a message will be displayed advising which line/lines are not compatible.

further adjustments can be made by the site team to reflect the site situation.Post Tender Valuations & Budget Control Cost & Allowables 12. Do This Use the cost import document to make some reallocations and additional cost provisions as per the screen below. Do This Click Tools > Release costs for Costs & Allowables 111 .5 Cost Adjustments After the “real” cost have been imported.6 Release costs Having made the adjustments as required. the adjusted costs can now be released for comparison with the allowable. Note: Reallocation total must always add up to zero. 12.

The cost import document should form part of your Cost reporting pack.1 Costs & Allowables by period Do This Open doc 2. Cost & Allowables 12.. 2.1 Cost Allowables by Period and Click Calculate to view 112 . Costs to Date The variance between the To-date Allowable and To-date Cost can now the analysed using Doc...7 Analyse Allowables to date vs..Post Tender Valuations & Budget Control Something to consider....

53411 Face Bricks rate change cost rate from 915.75/Thou to 800/Thou.92 to 980/Thou. The remaining costs are derived by the use of a resource cost rate and the use of the cost worksheets. 113 .8 Cost to complete using cost rates Thus far the comparison was only used to monitor the To-Date performance of the project. The Tocompletion performance of the project can now also be monitored by the use of the remaining Allowable and remaining Costs.Post Tender Valuations & Budget Control Cost & Allowables 12.00/Ltr to 6.    4914 Diesel rate change cost rate from 6.2 Resource cost rates to completion In the Cost rate column change the simple resource’s cost rate to the following resources. Cost to complete using resource cost rate Do this Use doc 7.20/Ltr. 53111 Stock Bricks rate change cost rate from 750.

114 .2 Bill with cost rates for cost w/s adjustment. Cost to complete using cost worksheets Production outputs. wastages and could even go as far changing construction methods will affect the remaining costs. Do this: Open the document 6. These adjustments can be done using the cost worksheet.Post Tender Valuations & Budget Control Cost & Allowables Re-calculate the document 2. Open the worksheet for item 5/A – One brick wall in foundations.1 Cost & Allowables by period to see the changes in the Remaining Cost column. Select View > Flip to cost worksheet.

Post Tender Valuations & Budget Control Cost & Allowables Adjust the output formulae from 600 bricks per shift /day down to 500 bricks per shift and change the wastage from 10%waste to 15%waste. 115 . Use Net w/s with resource cost rate and Use Cost worksheet. Store worksheet Note: Indicators on the Cost rate will indicate cost rates that use Net rate.

116 .Post Tender Valuations & Budget Control Cost & Allowables Re-calculate the document 2.1 Cost & Allowables by period to see the additional changes in the Remaining Cost column.

Do this: Open document 2.9 Cost & Allowables at Completion Allowable at completion is calculated using the Final quantity x Net rate and the Cost at completion is the sum of the Cost to date and Remaining costs. This information is used to determine the at Completion performance of the project.1 Cost & Allowables by period and Calculate 117 .Post Tender Valuations & Budget Control Cost & Allowables 12.

118 .10 Cost & Allowables using Task and Cost Codes The Cost Code provides resource-based control for managing fixed resources such as Materials. The Cost Code will provide limited control to productive resources such as Plant and Labour but is not ideal. The example below illustrates a loss for labour on Vertical formwork and a gain on Excavation. The engineering site staff will require the Labour and Plant allowable in more detail typically the allowable per Task completed on site. we know we losing money on labour but now we need to know what Task is the cause of the losses.Post Tender Valuations & Budget Control Cost & Allowables 12. Cost Code “201 General Labour” is a typical problem.

Therefore Setup next valuation is required before entering any new valuation quantities. Set up Next Valuation In Valuations we can track Previous. It is good practice to backup each valuation job before entering the next monthly valuation quantities.Post Tender Valuations & Budget Control Set up Next Valuation Chapter 13.Date quantities into the previous quantities. Do This Go to the Job manager .S will have and electronic copy for each Valuation in Candy and if required can back track to previous valuations. 1 and rename it to Ventshaft & Substation Contract – Valuation No. 13. Eventually the Q. 2 119 .1 Setup Next Valuation Step 1 – Backup or Copy the job. Months and To Date Qty’s.1 Valuation Input – Actuals. Setup next valuation will copy all the To. Open 2. For this course we are going to just copy and rename the job. copy Ventshaft & Substation Contract – Valuation No. Note the Previous Actual qty is empty because this was the first Valuation.

Post Tender Valuations & Budget Control Set up Next Valuation Step 2 – Setup next valuation Select Main > Valuation setup > Setup next valuation. Set the date and entre the Valuation Header. The archived quantities can be viewed using valuation document 4. Note the option to Archive previous quantities is also Checked Note: The option to Archive previous qty is checked. 120 . This will archive all previous quantities.3 Archive Valuation Quantities.

Post Tender Valuations & Budget Control The Bill is now ready for Valuation 2. Set up Next Valuation 121 .

Post Tender Valuations & Budget Control Subcontract Manager 122 .

Do this In Valuations select Subcontract > Subcontract manager Click New 123 . Multiple Subcontractors can work on one Main BOQ Item. These subcontracts are bills that define the work to be carried out by a certain Subcontractor. Progress is recorded in the subcontract bill and is used to create a Subcontractors payment certificate and may also be used to update the Quantities in the main BOQ’s.Post Tender Valuations & Budget Control Subcontract Manager Chapter 14. 14. Each subcontract is awarded to a subcontractor. Subcontract Manager The Subcontract Manager is used at post-tender to handle the project’s subcontractors. contras and inter-subcontract charges can be recorded for each subcontractor and included in the Subcontractors payment certificate.1 Create a new Subcontract The S/C manager is used to create and manage various subcontracts. and his rates and 'awarded' quantities are entered in the subcontract bill. Extras. Subcontract manager contains Subcontract bills which are created using items from the main BOQ.

Selecting a subcontract from the adjudicator: This option is used to select subcontracts from the Subcontract adjudicator.Post Tender Valuations & Budget Control Subcontract Manager Explanation A new Subcontract can be added using the following options:    Manually: This option is used for when we need to create a new subcontract from scratch. Selecting a s/c package code: This option is used to select pre-defined subcontracts. 124 .

When a subcontractor is appointed he is attached to this subcontract and his rates are entered into the subcontract bill. Do This Import the bill items by page & trade Click on Tools> Import bill items > Import bill items by page & trade 125 . copied or imported into a subcontract bill .the code for that subcontract will be displayed against the BOQ item. Any item on the BOQ (or a selection of items) can be dragged. Alternatively. Do This Open the Painting subcontract by double-clicking on the subcontract.in other words.2 Creating Subcontract Bill using the Main Bill The Subcontract Bill This bill must be populated with items from the main BOQ together with the relevant quantities. or by pressing the Select softkey or Enter. Many subcontract codes can be entered against a BOQ item . many subcontracts can refer to the same BOQ item.Post Tender Valuations & Budget Control Subcontract Manager 14. entering a subcontract code against a Main BOQ item will insert that item into the subcontract bill.

Post Tender Valuations & Budget Control Subcontract Manager Importing may be done using a page range or trade. Select the trade “V Painting” Note: 6 Items imported 126 . At the tender stage trades have been and therefore check the option Select Trades to import by trade.

called the Awarded Quantity. Do This Right click in the Awarded Quantity column.called the Subcontract Rate. The contract quantity must also be entered . select Copy from selected Bill quantity Select Final Quantity Check Overwrite existing items and click Yes 127 .Post Tender Valuations & Budget Control Subcontractor Awarded Rates and Quantities Subcontract Manager The subcontractor's rate for each item in his bill must be entered .

Post Tender Valuations & Budget Control Subcontract Manager To import the bill rates into the subcontract bill. 128 . right click on the Subcontract rate column and select Import Bill rates.

Post Tender Valuations & Budget Control Subcontract Manager Select Net Rate by resource type Select “S Subcontract” 129 .

The S/C quote in the S/C Adjudicator can then be used to create the Subcontract in Subcontract manager. The subcontract adjudicator contains quotes from various Subcontractors on various S/C Packages.3 Creating the Subcontract Bill using S/C Adjudicator The S/C Adjudicator may have been used at the tender stage. One of the S/C quotes can be used to price the main bill item.Post Tender Valuations & Budget Control Subcontract Manager 14. Do this On the S/C Manager click New and choose the option Select a subcontract from the Subcontract Adjudicator Choose Drainaway Limited and Import Subcontractor rate 130 .

Post Tender Valuations & Budget Control Subcontract Manager Click OK Click Select to open the Plumbing Subcontract. 131 .

Post Tender Valuations & Budget Control Subcontract Manager Note: The S/C Bill Items have been imported using the rates quoted by Drainaway limited in the S/C Adjudicator 132 .

Post Tender Valuations & Budget Control Subcontract Manager 14. Then entre the subcontractor details.4 Subcontractor Details The Subcontracts for Painting and Plumbing can now be awarded to the subcontractors. 133 . Do This For the Painting subcontract entre the code SEAGREEN and Name Seagreen Painters Click Allocate a subcontractor to this subcontract Entre all the required Subcontractor details For the Plumbing subcontract entre the code DRAIN010 and Name Drainaway Ltd. Seagreen Painters will do the Paintwork and Drainaway Limited will do the Plumbing.

the drop down list can be used to copy the details.Post Tender Valuations & Budget Control Subcontract Manager Note: Subcontractors code could be the code used for the subcontractor in your company’s accounts system. If the subcontractor is already in your Subcontractor database. 134 .

quantity claimed by the subcontractor.Post Tender Valuations & Budget Control Subcontract Manager 14. Progress Painting subcontract Do this Choose the Painting contract To access the s/c document manager click Tools > Document manager Select 2. Actual and Paid are avoided to prevent confusion with the main contractor's progress quantities. Pay quantity .quantity used to pay the subcontractor.5 Subcontract Progress Measure Progress Quantities As the Subcontractor contract progresses.2 Subcontract Bill with progress update 135 . Note: the terms Claim. the following quantities must be entered: Invoiced quantity . Due quantity – quantity measured by the main contractor.

Post Tender Valuations & Budget Control Subcontract Manager Note: the Subcontract Bill with progress update includes Due and Pay quantities. Do the Progress measure as per the screen below. Progress the Plumbing contract Choose the Plumbing contract 136 .

2 Subcontract Bill with progress update Do the Progress measure as per the screen below.Post Tender Valuations & Budget Control Subcontract Manager Click tools > Document Manager Select 2. 137 .

Post Tender Valuations & Budget Control Subcontract Manager Customising the document Click View > Column layout And add the pay amount column 138 .

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14.6 Extras
Any additional work done by the subcontractor outside his contract can be added as an extra cost. VO’S between the main contractor and the subcontractor are extras. VO’S that need to be claimed to the client will not be an extra. Client VO’S must be entered as a Main bill Item and then imported into the Subcontract bill. Repairs charged to others will be additional work done that must be contra charged to another subcontractor. Do This Seagreen Painters damaged an eaves gutter during painting. The damaged gutter must repaired by the Plumber and contra charged to the Painter. In the Plumbing subcontract select the Extras Tab and click New in the “Repair charged to others” section

Entre the required information as per the next screen picture.

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Note: Repair charged to other must have a charged to Subcontract

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7 Charges Any items that incurred by the subcontractor will be a charge. Charges from Main Contractor will be some additional items supplied to the subcontractor like safety equipment.Post Tender Valuations & Budget Control Subcontract Manager 14. Do This In the Painting subcontract select the Charges tab Note the charge from the Plumbing subcontractor automatically appears as a Charge from other Subcontractor. 142 .

Only the entries for the current period are regarded for this period’s certificate .8 S/C MOS Materials on Site claimed by the subcontractor. Do This Add MOS for the Plumbing Subcontractor as per the illustrated below. Select the MOS Tab then Click New and add the rainwater pipe.in other words. When the next certificate is made. any lines that are displayed in grey text are ignored in determining the current month's MOS. the previous certificate's entries will be displayed in grey text but cannot be changed. Click OK 143 .Post Tender Valuations & Budget Control Subcontract Manager 14.

the Certificate Number cannot be changed as it reflects the sequence of certificates and is in cemented automatically when the next certificate is setup. However. All the information shown on this screen can be edited to reflect the progress of the payment to the subcontractor. Click Ok 144 .Post Tender Valuations & Budget Control Subcontract Manager 14.9 S/C Summary Certificate record All previous and the current certificate are recorded. Do this Click Edit and Entre the certificate details.

The next certificate button will only apply to the current Subcontractor and must be done for each individual subcontractor. Therefore this must be done before entering the next certificate value. Lookup values This is the accumulation of all the Subcontractor data and is used to create the subcontractors certificate. the information can be mapped to your Excel Template by row and column. 145 . The export button will send the data in this list to your Excel template. When used.Post Tender Valuations & Budget Control Subcontract Manager Note: The next certificate button is used to setup next S/C certificate. the to-date values will be copied to previous.

Post Tender Valuations & Budget Control Subcontract Manager 146 .

Do This Click Subcontract liability Note: The Subcontract liability amount is calculated using Total due less Total Pay Amount 147 .Post Tender Valuations & Budget Control Subcontract Manager 14. The liability document displays all the subcontractors’ bill values.10 S/C Liability A summary of all the subcontractors can be viewed in the S/C Liability document.

Post Tender Valuations & Budget Control Valuation using Subcontract Manager 148 .

13) in the main bill which can be copied into the main bills actual qty.13 Subcontract total due quantity 149 .Post Tender Valuations & Budget Control Valuation using Subcontract Manager Chapter 15.2 Bill with Subcontract update to add column 28. 2 Using Subcontract Manager The Valuation S/C Due Quantities accumulate to the S/C total due Quantity (column 28. Valuation No. Do This Open the valuation document Manager Customise document 8.

Post Tender Valuations & Budget Control Valuation using Subcontract Manager Click Ok and open the document Right click on the Actual Quantity and select Update from Subcontract Due quantity Note 11 Quantities copied 150 .

Post Tender Valuations & Budget Control Valuation using Subcontract Manager 151 .

Post Tender Valuations & Budget Control System Registration 152 .

the system must be registered with CCS. If the system has been registered the job selector will be displayed. Please contact the nearest CCS office: 153 . If your system has not been registered.Post Tender Valuations & Budget Control System Registration Appendix A. the system registration dialogue box will be displayed as a broken key.System Registration To use Candy.

Post Tender Valuations & Budget Control System Registration 154 .

Post Tender Valuations & Budget Control System Settings Appendix B – System Settings The Candy desktop may be configured individually to your requirements. and may need to adjust your fonts later. To open and configure the system settings use the Candy button > System settings . Desktop Set desktop images and/or calendars to display in the desktop 155 . Alternatively use the (brown hammer) icon. You may find that the view is limited in a document. style and size for various areas of the system. for example the Bill of Quantities. Fonts Change the font.

Post Tender Valuations & Budget Control Documents System Settings Colours can be selected for cursors and input fields on documents and level headings. Tool buttons Frequently used shortcuts keys can be activated here by applying ticks or removing ticks Do this: Select utilities tool buttons to activate the system tools 156 .

(The backed up data can be recovered by other users) Archived backups . Set number styles to use Set text input and Enter key direction Set the langue file to use (other than English) Set keyboard shortcuts to activate recorded keystrokes in sequence Set keyboard short cut commands to activate tool button functions 157 . Set the folders and network path for backups and network masters.Post Tender Valuations & Budget Control System Settings Folders and Paths This sheet holds various folder paths used by Candy.to set the path to the Archived folder for the individual user wishing to backup data on the organisation’s network. If Excel is installed on the computer.the path pointing to Excel for exporting Candy data directly to Excel. The following paths can be set as below:Common backups – to set the path to the Common folder used by all the users wishing to backup data on the organisation’s network. Tool buttons Job start-up Folders and paths Number format Keyboard Languages Macro keys Toolbar keys Set tool buttons to display in each toolbar button Set the start tool button document to open immediately when a job is selected. The Candy system can be configured on the network by setting up the folders and paths. (The backed up data can only be recovered by the individual user) Candy network masters – To set the path for a master network company enabling users to access the master library job centrally Microsoft Excel . the executable command can be located here for exporting document information direct into Excel. The paths may be entered manually or located by using the Browse button.

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