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The Subcontract Manager Introduction The Subcontract Manager is used to define and maintain subcontract bills, register subcontractors and assign them.

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Presentation on theme: "The Subcontract Manager Introduction The Subcontract Manager is used to define and maintain subcontract bills, register subcontractors and assign them."— Presentation transcript:

1 The Subcontract Manager Introduction The Subcontract Manager is used to define and maintain subcontract bills, register subcontractors and assign them to specific subcontracts. Subcontractor progress quantities are controlled through the subcontract bills together with other subcontractor costs, claims, charges, materials on site and VOs, culminating in Subcontractor valuations and certificates. It is integrated with the Candy main BOQ, the Subcontract Adjudicator and Subcontract Liability reporting system.

2 The Subcontract Manager Creating Subcontracts Subcontracts already setup and priced in the Subcontract Adjudication system can be brought directly into the Subcontract Manager including rates from a chosen subcontractor. New subcontracts can be entered in the Subcontract Manager and the bills populated by dragging items from the main BOQ. Once a new subcontract and its bill are established, it is awarded to a Subcontractor and his rates are entered into the subcontract bill. Information about the Subcontractor in the Subcontract Database can be used to populate the appropriate fields required about a Subcontractor.

3 The Subcontract Manager Progress valuations The Subcontractors monthly quantities can be entered to record progress and to handle the Subcontractors certificate. Additional cost items such as extras, contras, materials on site, etc can be recorded to complete the monthly certification process. The Subcontractor submits his progress as Invoice quantity, you evaluate his actual progress as Due quantity and authorise the Pay quantity for the certificate. These terms are used to avoid confusion with the main contract. The Due quantity represents the Actual quantity in your BOQ, and the difference between the Due and Pay quantities becomes the Liability quantity.

4 Other Multiple subcontracts can be entered against BOQ items, each subcontract having its own awarded quantities with subcontractor specific rates. Labour-only or supply-only subcontracts can be handled as well, where only a part of a BOQ item is covered by the subcontract. Different descriptions, units and factored quantities can be accommodated on these subcontract bills to suit the subcontractors more narrow view of the BOQ item. The Subcontract Manager

5 Stages of the process There are several stages in the use of the Subcontract Manager and these are discussed in the following slides: 1.Getting there 2.Create Subcontracts 3.Subcontract bill 4.Subcontract bill and the BOQ 5.Many Subcontracts to BOQ items 6.Progressing a subcontract 7.Subcontractors 8.Making Certificate Templates 9.Subcontract liability 10.Subcontracts summary 11.VOs The Subcontract Manager

6 Getting there…

7 Getting there On the Valuations tab 1 call up the Subcontract Manager from the menubar 2 or use the S/C icon 3. These display the Subcontract Manager selector. The help icon on the menu gives you detailed information about the Subcontract Manager 4. You will also find help on dialogs and a help icon in the top-right of all documents 5. Subcontract Manager is only available in Valuations Subcontract Manager 1 1 1 2 2 3 3 4 4 5 5

8 The Selector A typical Subcontract Manager selector will look something like this. On a new job it will be empty and you need to register the subcontracts as discussed in the next slides. The panel on the left is a list of the subcontracts 1 and the panel on the right holds information about the subcontractor who was awarded each subcontract 2. Well focus on the subcontracts first and return to the subcontractors later. Subcontract Manager Subcontract awarded to this subcontractor List of Subcontracts 2 2 1 1 2

9 Creating a Subcontract

10 Making a sub-heading When you go into the Subcontract Manager the first time there is only the heading as shown here. The first step is to make a sub-heading for the subcontract group you are going to deal with. Subcontract Manager 3

11 Making a sub-heading The New button is used to make subcontracts, headings and sub- headings. Clicking on the button is for making a subcontract, but clicking on the up arrow on the button displays the wider choices shown here 1. Choose the New Sub-heading option 2 and enter the name of the subcontract group – Earthworks in this example 3. Headings are purely cosmetic but they help you organise the subbies. Now lets create a subcontract…. Subcontract Manager 4 1 1 3 3 2 2

12 Making a subcontract The New button 1 displays this dialog 2 where there are three ways to make a subcontract: A.Choose a subcontract from the Subcontract Adjudicator. B.Select a Package code from the list of your standard Subcontract Packages. C.Enter a code and description. Choice A 3 is the best method if you have packages in the Subcontract Adjudicator - it copies the package bill and rates directly into a subcontract. We will use this method for now…. Subcontract Manager 2 2 5 3 3 1 1

13 - End of section - Subcontract from a Package The packages in the Subcontract Adjudicator are displayed with a list of the subcontractors in each package. For example, if you select the package EARTH 1 and then OK, EARTH will be installed in the Subcontract Manager and the package bill will be copied as the bill for subcontract EARTH. However, selecting a subcontractor 2 from the list for EARTH, installs the package bill and the rates for that subcontractor. Subcontract Manager 6 1 1 2 2

14 - End of section - Subcontract from a Package (cont) So now a new subcontract called EARTH 1 has been registered in the Subcontract Manager selector and subcontractor Diggers 2 has been awarded the job. We will return here later to discuss the completion of this screen and the other tabs for subcontractor Diggers. Well now focus on the subcontract bill and how it relates to the BOQ. Double-clicking on EARTH (or Enter) displays the bill for this subcontract… Subcontract Manager 1 1 7 2 2

15 The Subcontract bill

16 - End of section - The Subcontract bill This is the bill created from package EARTH in the Subcontract Adjudicator, including the rates for subcontractor Diggers 1. The subcontract name and certificate number are shown in the heading of the document 2. Bill items can be added at any stage by dragging and dropping from the main BOQ or deleted from the subcontract bill with Ctrl+Delete. Note – only items on the main BOQ can be used on a subcontract bill and their order is determined by the BOQ. Relevant headings are automatically included in the subcontract bills. Subcontract Manager 8 2 2 1 1

17 Subcontract bill layouts There are a large number of columns available for the S/C bill. The column picker is used for changing columns on the bill. The menu item Add/Remove columns 1 on the View menu or Ctrl+F1 displays it. Using the Toolbar open book icon 2 you can swap the current document with another from the S/C Document Manager. View menu > Swap documents 3 does the same thing. The Tools menu on the Subcontract Manager selector gives you access to the S/C Document Manager where you can select other layouts or make your own. Subcontract Manager 9 2 2 1 1 3 3

18 The Subcontract bill & the main BOQ

19 - End of section - The main BOQ BOQ documents with subcontract columns are found in the Valuation and Subcontract Managers document managers. The subcontract codes are shown against the BOQ items 1 and the Final quantity of each item is awarded 2 to the subcontract. Changing the Awarded quantity of the second item to 6,000 immediately shows 4,807.07 in the S/C Over/Under column 3. If another subcontract were to use item B as well, it would be awarded the quantity in the S/C Over/Under column as shown in subsequent slides. Subcontract Manager 2 2 10 1 1 3 3

20 - End of section - Allocating from the main BOQ Items on the main BOQ can be allocated to a subcontract at any time. In this example, item E was originally omitted from the package. It is easy to add it in now: Right-click in the Subcontract code column, choose Allocate to S/C 1 and select from the list of subcontracts 2. Theres only one subcontract in our list so far and choosing it will put this BOQ item onto the subcontract bill and award it the Final quantity. Note: Final quantities are grey when they reflect the Bill quantities. Subcontract Manager 2 2 11 1 1

21 Many subcontracts to items in the main BOQ

22 Making another subcontract More than one subcontract can be allocated to a BOQ item – to illustrate this we need to make another subcontract. Use the New button to display the dialog for making a new subcontract 1. Use method C this time and enter the code for a second earthworks subcontract 2. This makes the entry for the new subcontract EARTH2 3. Double clicking on EARTH2 displays its subcontract bill… Subcontract Manager 12 2 2 1 1 3 3

23 Populating the subcontract bill EARTH2 had a blank bill - it was not made from a Subcontract Adjudicator package and therefore had no pre- existing bill. Getting BOQ items onto a subcontract bill is easy. From any BOQ document drag items from the main BOQ to EARTH2 1. The quantities in the S/C Over/Under column on the BOQ were awarded to the subcontract items as they were dropped onto the Subcontract bill 2. Relevant headings are automatically brought over from the BOQ 3. Subcontract Manager Copy & Paste or Drag & Drop selected BOQ items onto the subcontract bill 1 1 13 2 2 3 3

24 The BOQ view of subcontracts On the BOQ, multiple subcontracts against items are shown as a list of codes 1. Here we can see both EARTH and EARTH2 against some BOQ items, each with its own quantities and rates. The quantities awarded should add up to the Final quantity 2. Any un-allocated quantity of a BOQ item is shown in the S/C Over/Under column 3. This may be correct if the main contractor intends handling some of the work, otherwise this column should be blank. Subcontract Manager 14 1 1 3 3 2 2

25 Progressing a Subcontract

26 Subcontract progress On the Subcontract Manager selector, the Tools menu gives you access to the S/C Document Manager 1 – choose 1.3 to handle subcontract progress 2. Question: which bill document is displayed when you double click on a subcontract? The last bill document you chose becomes the default bill until you choose a different S/C bill, which takes over as the default. To make a new bill document, come back to the S/C Document Manager shown here. Choose 1.3 now and it becomes the default subbie bill…. Subcontract Manager 15 1 1 2 2

27 Entering Subcontract progress The quantity columns shown here are used for recording progress 1 : Invoice quantity: the subcontractors claimed quantity – say 1,000. Due quantity: your measured quantity of his actual progress – say 800. Pay quantity: the quantity you approve for payment – say 700. The Due quantity should be your Actual quantity on the BOQ, while the Pay quantity is used to calculate your cost for this item. The difference between Due and Pay is the Liability quantity. The terms Invoice, Due and Pay are used to avoid confusion with Actual, Claim and Paid in the main contract. Subcontract Manager 1 1 16

28 Subcontractors on the BOQ If you prefer to work from the main BOQ, you can enter progress, adjust rates, introduce new items on a subcontract, etc. Any changes made to a subcontract from the BOQ will immediately be registered on the subcontract bill. When there are multiple subbies against a BOQ item, the total of all the subcontracts quantities are also available – eg: the Total Due quantity column shown here 2. Subcontract Manager 17 1 1 2 2

29 Subcontractors on the BOQ There are a large number of columns available for displaying subcontract information against BOQ items 1. You can make new BOQ documents showing the subcontract columns you want either in the main Valuations Document Manager on the Toolbar 2 or they can be kept in the S/C Document Manager found in the Tools menu of the Subcontract Manager. Use Ctrl+F1 for the column picker to make adjustments to your current document. Subcontract Manager 18 1 1 2 2

30 The Subcontractor

31 We now have the two subcontracts, EARTH and EARTH2 established 1. We created EARTH using the package from the Subcontract Adjudicator and chose Diggers 2 as the Subcontractor. We now need to complete the Details tab 3 for Diggers and then deal with the other tabs for this subcontractor 4. Subcontract Manager 1 1 4 4 19 3 3 2 2

32 The Details tab 1 The Details tab holds information about the subcontractor. If you have data in the Subcontractor Database, clicking on the S/C code field 2 displays a list of subcontractors from your database. In this example, choosing Diggers from our list populates the fields of this tab with the database information. Subcontract Manager 20 2 2 1 1

33 The Details tab 1 (cont) The information in these fields can be used on certificates or printed reports for the subcontractor. The Cost code 2 entered against the subcontractor is the code that will be used to record all allowables and costs related to this subcontract. The popup list displays the Cost codes defined in the Definitions & Settings. The Cost code is mandatory and must be entered for each subcontract. Subcontract Manager 21 2 2 1 1

34 The Contract tab 1 The information in the Contract tab is not mandatory and is used to record information about the subcontract. Contract document: 2 A copy of the contract documentation can be stored in the S/C External Documents folder – click on this button to go to it. Guarantee: 3 The type of guarantee and details about it are entered here. Subcontract status: 4 Choose the status of the subcontract from a list. Contract amount: 5 Enter the original contract value here. Amounts: 6 These values are updated automatically showing the current progress status for the contract. Subcontract Manager 6 6 22 2 2 3 3 4 4 5 5 1 1

35 The Extras tab 1 Extras: 2 Any additional work the subcontractor does outside of his bill should be recorded here. These are internal VOs. Repairs charged: 3 Charges from one subcontractor to another can be entered here. A reciprocal charge will be shown on the Charges tab of the other subcontractor 4. Subcontract Manager 23 4 4 2 2 3 3 1 1

36 The Charges tab 1 Contra charges: 2 Charges from the main contractor to the subcontractor are entered here. Charges from Subcontractors: 3 All charges for repairs from other sub- contractors will appear here. Subcontract Manager 24 1 1 2 2 3 3

37 The Materials on Site tab 1 The subcontractors materials on site are recorded here each month 2. When the next certificate is setup (in the Summary tab), last months MOS entries are frozen and become the previous months MOS on the certificate. The previous months MOS is subtracted from the certificate and the current months MOS is added. Subcontract Manager 25 2 2 1 1

38 The Certificate tab 1 The previous and current certificates are listed here 2. The current certificate data can be sent to Excel. You create your own Excel templates and specify which template each subcontract must use. If you dont have templates, a default CCS template 3 is provided. You need to enter the path to the folder where it and all future certificates will be stored 4. The Export to Template 5 button writes the current certificate to the template and stores the spreadsheet in the folder specified. Subcontract Manager 3 3 4 4 5 5 26 2 2 1 1

39 The Certificate spreadsheet 1 The certificate is displayed on the screen 1 and stored in the folder with all previous certificates. If you make changes and Export to Template again, the currently stored certificate will be overwritten – ie you can only have one current certificate. When the Next certificate 2 button is used, the current certificate becomes the previous months certificate. All previous months certificate spread- sheets are preserved and cannot be changed. The next certificate action moves the current quantities in the S/C bill to previous and the certificate number is advanced. Subcontract Manager 1 1 27 2 2

40 Making Certificate Templates

41 Creating Certificate templates The certificate data is written to a copy of an Excel template certificate that you nominate. A CCS template is always available and you can modify it or use any other Excel certificate. To make a template, use the Tools menu 1 on the Subcontract Manager and name your template – eg: you may need to make one for domestic and one for labour-only subcontracts 2. Next you need to specify the cells where the certificate data is to be written on the spreadsheet….. Subcontract Manager 28 1 1 2 2

42 Template definition On this document you must specify the folder 1 where the template is kept as well as the cells where the Candy data will be placed in the spread- sheet 2. Once the template is ready it can be specified for use on the certificate tab of a subcontract as described in the previous slides. Subcontract Manager 29 2 2 1 1

43 Other tips and issues

44 Variation Orders (VOs) In this example, a Variation Order was issued by the client – Construct drainage sump and this is registered in the Variation Order definitions as VO1 1. The new bill item was entered in the BOQ and marked as VO1 2. The new BOQ item can then be allocated to the appropriate subcontract bill 3. Internal VOs that are not main contract VOs should be entered on the Subcontractor Extra tab, or create an Internal item on the main BOQ which can then be allocated to a subcontract. Subcontract Manager 30 2 2 1 1 3 3

45 Comparison rates Allowable rates are imported into the Comparison rate column to compare against the subcontractors rates 1. Use the columns header menu and select the rate component required 2. The difference between the Compari- son 3 and Awarded 4 rates multiplied by the Awarded quantity produces the Comparison Variance 5. Note: The Comparison rate is not updated when rates in the BOQ change – you have to explicitly re- import the rates if there are changes. Subcontract Manager 31 3 3 4 4 5 5 1 1 2 2

46 Comparison rates - example This example shows a comparison rate that consists of the labour portion of the BOQ rate. The BOQ has brickwork net rates which include labour and material 1. The subcontract bill has comparison rates which only reflect the labour component of the BOQ rate 2 - see the selection used when setting up the component rates 3. This gives you the correct rate to compare against the labour-only brickwork subcontractors rates. Subcontract Manager 32 2 2 1 1 3 3

47 The Subcontractors View In some situations the bill items need to be expressed in terms and units familiar to the subcontractor 1. Use these columns from the pick list to create an appropriate document 2. The Factor is the key to this process and controls the relationship between the BOQ units and the units of the subcontractors view. Changing either the Awarded rate 4 or the Subcontractors rate 5 calculates the other using the Factor. Note the subcontractors description and unit 6 - using terms familiar to him. Subcontract Manager 33 4 4 3 3 5 5 1 1 2 2 6 6

48 Reflecting quantities Enter a quantity in a field and that number is stored and displayed 1 - as you would expect! However…. If the Pay quantity is blank then it reflects the Due quantity - displayed in a grey font 2. If Due is blank it reflects Invoiced and Pay reflects Due, as above 3. If you dont want quantities to reflect, enter a zero and that is the value that will be used 4. In other words, zero is regarded as a value, and blank is nothing – and reflects. Subcontract Manager 34 3 3 2 2 1 1 2 2 4 4

49 - The End -

50 Still to do….. 1.S/C Summary 2.Cost codes 3.This month Pay and Due amounts are Amount to-date + rate x month qty (in case a rate change) 4.Next month setup Subcontract Manager 26

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