Create, Collaborate, Construct - A Guide to Projects Presenter: Anne Stevenson

AGENDA Adding a job to Jonas Managing Your Job in Jonas Reporting Job Sort Categories Cost Types Cost Items Estimates Schedule of Value Managing Your Job in Jonas Estimating and Forecasting Committed Costs Cash Projections Reporting

Create, Collaborate, Construct 1. Adding a job to Jonas Job Costing > Files > Job/Project Master When adding a new Job to Jonas, the Job Number can be auto-generated or user defined.

Create, Collaborate, Construct Job Sort Categories: Job Sort Categories are selected to further enhance reporting options within job costing. Entry can be free-form or restricted Job Sort Categories are defined in the Costing System Profile: Job Costing > Files > Costing System Profile & Setup When the Project Manager is identified as a Sort Category, it can be accessed by Digio for Approval processing. Job Sort Categories provide an excellent reporting opportunity. To maximize the reliability of this, I generally recommend that the entry be restricted to only pre-defined option.

Create, Collaborate, Construct Cost Types: G/L integration is used to define the recording of costs and revenue to specific General Ledger accounts as well as Departments and Divisions. G/L integration is copied from a Master Template job that has previously been created in your Jonas database. Select the Master template that has the correct distribution for the type of job you are doing. Job Costing > Files > Setup/Edit Cost Types The accounts related to our cost types should be inclusive of all accounts used to calculate your Cost of Goods Sold. Cost types are used for all jobs

Create, Collaborate, Construct Cost Items: Cost items are used to track all detail elements or “phases” of your project. Cost items are user defined so they can be highly relevant. Some users do opt to use industry standards such as those found in Master Formats and other like products. Job Costing > Files > Setup/Edit Cost Items While it is a good idea to standardize your cost items, they can be job specific. All Detail reports in Jonas Job Costing are organized by the order of your cost items. For this reason, it is important to add cost items in a manner that is rational and thought out. Use numeric codes and allow yourself enough room between numbers for future additions.

Create, Collaborate, Construct Estimates Estimates are critical in Job Costing. In Jonas, the estimate can be added by hand or uploaded. Most good job reports are dependant on an accurate estimate or budget on your job.

Create, Collaborate, Construct Uploaded Estimates The use of an upload template is useful when you have very large estimates Estimates can by uploaded from excel as well as some estimating packages including Accubid.

Create, Collaborate, Construct Schedule of Values The addition of billing lines, or a Schedule of Values is the final step in setting up your Job. Billing lines can be manually created or copied. If you use similar lines on your jobs, you can copy from job to job. You will still want to go in and verify the values and description of each line but it is a great timesaver.

Create, Collaborate, Construct 2. Managing you Job in Jonas Once it is underway, managing your job becomes your next task. The Project view screen in Jonas provides a wealth of information.

Create, Collaborate, Construct Estimating and Forecasting By utilizing the “Forecasted Final” options, you can keep your job up to date without altering the original estimate. Estimates > Enter Forecasted Final Estimate Once entered, the original estimate should be left as is so that there is always a clear idea of “where we started”. Change Orders will automatically update your estimate.

Create, Collaborate, Construct Committed Costs: Committed costs are created in Jonas whenever you create a Purchase Order or issue a Subcontract agreement. Job Costing > Reports/Inquiries > Committed Cost Views Committed costs allow you to accurately report on your current position on a job, even if the Accounts Payable invoice has not been received. If all costs are committed, then committed and actual will tend towards each other over the life of your job.

Create, Collaborate, Construct Cash Projection: In the Tracking area of the Job Cost module, users can create a simple Cash Flow report to track both costs and revenues over the life of your project. Job Costing > Tracking > Cash Flow Analysis

Create, Collaborate, Construct Reporting: There is a wealth of reporting options available in Jonas. In addition to the standard reports and inquiries available for all users, the Job Costing report generator allows you to customize reports to your own unique requirements. Time permitting, I will be showing a variety of reports. I am happy to email the report layouts to any participants that request them.

Create, Collaborate, Construct Reporting cont’d