Phase, Item, Formula & Addon

1. Phase, Item, Formula & Addon

2. Review • What makes up a database? • phase, item, formula, addon • When starting to work with the database, what is the 1st area you should check before continuing? • top left corner of the window for database name & location

3. Review • What are some of the advantages of using Estimating Extended? • easy updating / changes, merging of estimates, existing estimates can be re-used, reports can be customized, no saving, ……. • How many different ways can you enter quantities and what are they? • direct quantity entry, calculator, item formula • Can you make item changes in the estimate without affecting the item in the database? • yes

4. Database & Estimate Files • PES.DAT : contains records that define phases, subcontractors, addons and formulas • PEI.DAT :contain records that define items • PWA.DAT:contains item assembly information • ESTIMATE NAME . PEE :contains data that defines a particular estimate (takeoff)

5. Setting up of database • the database that you build is the foundationfor all “future” estimates • PrEcIsIoN eStImAtInG iS cAsEsEnSiTiVe • the location of your database should be the same location for all future estimates (spreadsheet) • general information for the database consists of : • information  about  your  company • phasecodeformat (number of decimal places) • number of working hours per day & per week 

6. Phases • Group phase • highest level of the database • general work category (division) • 3000.00 CONCRETE • Regular phase • type of work or type of material • 3111.00 Forms: Footings

7. Items • Lowestlevel of the database • represents specific task or material • 10 Footing Forms (single use) • used for takeoff to create estimate and where costs are stored

8. Phases & Items • PHASES & ITEMS are identified by a code & a description • group phases are recommended to be entered all in upper case for visualization

9. Item setup areas • there are two main areas in the item window screen: • ITEM INFORMATION • COST CATEGORY INFORMATION

10. Main item areas • Item information • consists of general information about the item, including the phase code, item code, description, takeoff unit, formula, crew and waste factor • Cost category information • you specify information such as item price, order unit, the conversion factor for the order unit if required, the rounding method, taxable and price linking

11. Item basics • each item is identified by a phase code, item code, description and a takeoff unit • each item has one takeoff unit, which is the unit of measure used during the takeoff process

12. Item basics • each item has up to five ( 5 ) order units (cost categories ), which is the unit by which the item is priced • you take off vapor barrier in sf ( takeoff unit), but order and price it by the roll (order unit ) • cost categories are: • labour, material, subcontractor, equipment and other

13. Coding items • item codes are case sensitive and can include spaces but not dashes (-), asterisks (*), bars (|), or the letters L, M, S, E, and O • item code determines the order in which the items are listed under their corresponding phase & the order in which they print on reports

14. Alphanumeric Codes are More Descriptive • 3.188 Wiremesh • w64 Wiremesh 6x6 4/4 sq • w66 Wiremesh 6x6 6/6 sq • w610 Wiremesh 6x6 10/10 sq 6.110 Studs 2x4 • s4 8 Studs 2 x 4 x 8 • s410 Studs 2 x 4 x 10 • s6 8 Studs 2 x 6 x 8 • s610 Studs 2 x 6 x 10 • s612 Studs 2 x 6 x 12

15. Steps for setting up an item 1- enter the general item information 2- specify the cost category 3- specify the cost category information 4- enter a memo if required

16. Enter general item information ( step 1 ) • Description • should be specific • 25 mpa conc., for sidewalk w/ 6% air, m3 • Takeoff Unit • is the unit of measure used during the takeoff process • formula answer • not always the same as the order unit

17. Enter general item information ( step 1 ) • Formula • used to calculate the takeoff unit • use list available or pick inside the formula field to activate edit formula button if the formula does not exist • Waste factor • specifies a waste percentage for the item • waste can be applied to one or all cost categories under Rounding tab

18. Select Cost Categories ( step 2 ) • Categories • specifies the cost categories for the item (labor, material, subcontract, equipment, other ) • you can specify up to five ( 5 ) categories for an item

19. Specify cost category information ( step 3 ) • Price- • specifies the price per order unit • / (per) - • specifies the order unit for the item to be priced • DATE - • shows the last time the item was updated

20. Specify cost category information ( step 3 ) • CONVERSION / PRODUCTIVITY • defines the relationship between the takeoff unit and the order unit as a conversion factor • if the units are different they are automatically displayed in the convert field • you can switch between conversion ways by using ( / ) button

21. Specify cost category information ( step 3 ) • Link Button- • allows the linking of items together for fast price editing to several items at once

22. Specify a default memo ( step 4 ) • pick the NOTES button and it allows you to enter a memo which is displayed on reports and in the spreadsheet detail window EXAMPLE: concrete to have 5 % air-entrainment and must be purchased from RL Concrete Supplies

23. Saving time • Copy • uses the item list, and duplicates a selected item then edit the information as needed • Prefill • uses the last item’s information to create a new item, then edit as required

24. Formula Basics • a formula lets you convert drawing dimensions into quantities • formulas are stored as part of the database and are attached to items • formulas are made up of standard mathematical symbols and variables

25. Formula Basics • variables are the values you specify during takeoff • wall length’ • conc. depth” • the rules of algebraic logic apply • left to right within parentheses • * and / operation performed first • then + and - operations are performed

26. Formulas in takeoff window SF Conc Wall Forms = Length’ x Height of all Wall’

27. Formulas • Number of pipes • length’/pipe length’ • 10’/4’ = 2.5 pipes • Roundto(length’/pipe length’,1,1) • 10’/4’ = 2.5 roundup = 3 pipes

28. Addons ( markup ) • profit, bond fee, permit fee, insurance fee, overhead, sales tax • each is identified by three digit numbers which you define • can be set up to be allocated across those items from which it was earned • the cost of supervision can be allocated across those items that include labor ( L ) as a cost category

29. Setup steps Database 1- General information 2- Group phases & regular phases 3- Items 4- Formulas 5- Addons Estimate 1- Spreadsheet 2- Select items for takeoff 3- Enter dimensions

30. Assignment • Perform assignment as per information in Blackboard • Assignment due at the beginning of next class 11:10 am • PRINT BEFORE GETTING TO CLASS