The Subcontract Manager Introduction The Subcontract Manager is

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

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

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

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

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

Getting there…

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

Subcontract Manager 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 1 is a list of the subcontracts and the panel on the right 2 holds information about the subcontractor who was awarded each subcontract. We’ll focus on the subcontracts first and return to the subcontractors later. 2 1 Subcontract ‘awarded’ to this subcontractor List of Subcontracts 2

Creating a Subcontract

Subcontract Manager Making a subcontract The New button 1 is used to create subcontracts – it displays this dialog 2 where there are three ways to make a subcontract: 2 3 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…. 1 3

Subcontract Manager Subcontract from a Package The packages in the Subcontract Adjudicator are displayed with a list of the subcontractors in each package. For example, if you select the package 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. 4 1 2

Subcontract Manager 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. We’ll 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… 5 1 2

The Subcontract bill

Subcontract Manager 2 The Subcontract bill This is the bill created from the EARTH package from 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 and deleted from the sub- contract 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. 6 1

Subcontract Manager Subcontract bill layouts There 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+F 1 displays it. Also from the View menu, use Select another layout 2 to display a list of the documents in the S/C Document Manager - you can swap the current document with any of these. 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. 7 2 1 Fix doc list

The Subcontract bill & the main BOQ

Subcontract Manager The main BOQ Document 8. 1 is useful to see the subcontracts against BOQ items. 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. Note: Final quantities are grey when they reflect the Bill quantities. 8 1 2 3

Subcontract Manager Allocating from the main BOQ Items from the main BOQ can be registered on a subcontract at any time. Right-click in the Subcontract code column 1 and select from the list of subcontracts 2. There’s only one subcontract in our list so far and choosing it will put this BOQ item onto the subcontract bill and award it the Final quantity. 1 2 9

Many subcontracts to items in the main BOQ

Subcontract Manager Making another subcontract More than one subcontract can be allocated to a BOQ item – to illustrate this we need to make another subcontract. 3 Use the New button for the dialog used to make a new subcontract 1. Use method C this time and enter the code for a second earthworks subcontract 2. This makes the entry on the left for the new subcontract 3 EARTH 2. 2 Double clicking on EARTH 2 displays its subcontract bill… 1 10

Subcontract Manager Populating the subcontract bill EARTH 2 had a blank bill - it was not made from a Subcontract Adjudicator package and therefore had no preexisting bill. Getting BOQ items onto a subcontract bill is simple. From a BOQ document (8. 1 from the Valuations Document Manager is best) drag items 1 from the main BOQ to EARTH 2. 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. 11 2 Copy & Paste or Drag & Drop selected BOQ items onto the subcontract bill 1

Subcontract Manager The BOQ view of subcontracts Multiple subcontracts against a BOQ item are shown as a list of codes 1. Here we can see both EARTH and EARTH 2 against some BOQ items, each with its own quantities and rates. 3 2 The quantities ‘awarded’ should add up to the Final quantity 2. Any ‘un-allocated’ quantities of the BOQ items are 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. 12 1

Progressing a Subcontract

Subcontract Manager Subcontract progress 1 On the Subcontract Manager selector, the Tools menu gives you access to the S/C Document Manager 1 – choose 2. 2 to handle subcontract progress 2. Hint: which bill document is displayed when you select 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. So if you double click on EARTH to display its bill, the default document will be used. To make a new bill document, come back to the S/C Document Manager shown here. 13 2

Subcontract Manager Entering Subcontract progress The quantity columns shown here 1 are those used for recording progress: Invoice quantity: the subcontractor’s claimed quantity – say 1, 000. Due quantity: your measured quantity of his actual progress – say 800. Pay quantity: the quantity you approve for payment – say 700. The Due quantity is reflected on the BOQ as your Actual quantity, 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. 14 1

Subcontract Manager 2 Subcontractors on the BOQ There 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 on the S/C Document Manager shown previously. 15 1

The Subcontractor

Subcontract Manager 3 4 The Subcontractor We now have the two subcontracts, EARTH and EARTH 2 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. 16 1 2

Subcontract Manager 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 in your database. In this example, choosing Diggers from our list populates the fields of this tab with the database information. 17 2

Subcontract Manager 1 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 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. 18 2

Subcontract Manager 1 The Contract tab 1 The information in the Contract tab is not mandatory but provides a place to record information relevant to 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. Amounts: 4 These values are updated automatically showing the current progress status for the contract. 19 2 3 4

Subcontract Manager 1 The Extras tab 1 4 Extras: 2 Any additional work the subcontractor does outside of his bill should be recorded here. These are “internal VO’s”. Repairs charged: 3 Charges from one subcontractor to another can be entered here. A reciprocal charge will be shown on the Charges tab 4 of the other subcontractor. 20 2 3

Subcontract Manager 1 The Charges tab 1 Contra charges: 2 Charges from the main contractor to the subcontractor are entered here. 2 Charges from Subcontractors: 3 All charges for repairs from other sub- contractors will appear here. 3 21

Subcontract Manager 1 The Materials on Site tab 1 The subcontractor’s materials on site 2 are recorded here each month. When the next certificate is setup (in the Summary tab), last month’s MOS entries are frozen and become the previous month’s MOS on the certificate. The previous month’s MOS is subtracted from the certificate and the current month’s MOS is added. 22 2

Subcontract Manager 1 The Certificate tab 1 The previous and current certificates are listed here 2. 2 The current certificate can be sent to Excel. You create your own Excel templates and specify which template each subcontract must use. If you don’t have templates, a default CCS template 3 is provided as well as a path to a 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. 3 4 5 23

Subcontract Manager 1 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 copy. When the Next certificate 2 button is used, the current certificate becomes the previous month’s certificate. All previous month’s certificate spread- sheets are preserved and cannot be changed. The next certificate action moves the current quantities in the S/C bill to previous and the certificate number is advanced. 24 2

Making Certificate Templates

Subcontract Manager 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 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 2 subcontracts. Next you need to specify the cells where the certificate data is to be written on the spreadsheet…. . 25 1 2

Subcontract Manager 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. 26 1 2

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Subcontract Manager The BOQ view of subcontracts More than……