Subcontract Manager

The Subcontract ManagerIntroduction:

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 ManagerCreating 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.

The Subcontract ManagerProgress 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 is the Liability quantity.

The Subcontract ManagerOther:

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 ManagerStages of the process:

There are several stages in the use of the Subcontract Manager and these are discussed in the following slides:

1. Getting there2. Create Subcontracts3. Subcontract bill4. Subcontract bill and the BOQ5. Many Subcontracts to BOQ items6. Progressing a subcontract7. Subcontractors 8. Making Certificate Templates9. Subcontract liability10. Subcontracts summary11. VO’s

Getting there…

Getting there

Select the Subcontract Manager from

the menubar1 and then use the S/C

icon2. These display the Subcontract Manager selector. You will find icon to download

tutorial3 and a help dialogue4 in the top-right of all documents.

When you go into the Subcontract Manager the first time there is only the heading and a blank subcontract

as shown here5.

Subcontract Manager

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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

subcontracts1 and the panel on the right holds information about the subcontractor who was awarded each

subcontract2.

We’ll focus on the subcontracts first and return to the subcontractors later.

Subcontract ‘awarded’ to this subcontractor

List of Subcontracts

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Subcontract Manager

Creating a Subcontract

Re-naming the Subcontract Manager Heading

The first step is to re-name the Subcontract Manager Heading and create a sub-heading for the subcontract group you are going to deal with.

Use your mouse and <Right-Click> on the name Subcontract Manager Heading or alternatively you can hit the function key F2 and re-name.

Choose the Rename Heading in the

dialogue box option1 and enter the name of the Subcontract Manager Heading – ‘Subcontracts Area 1’ in this

example2.

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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 here1.

Choose the New Sub-heading option2 and enter the name of the subcontract

group – ‘Earthworks’ in this example3.

Headings are purely cosmetic but they help to organise the subcontracts.

Now lets create a subcontract….

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Subcontract Manager

Making a subcontract

The New button1 displays this dialog2 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 A3 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….

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Subcontract Manager

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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

EARTH1 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 subcontractor2

from the list for EARTH, installs the package bill and the rates for that subcontractor.

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Subcontract Manager

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Subcontract from a Package (cont)

Because we elected to create the Subcontract from the Subcontract Adjudicator and we selected GBD Excavations, a new subcontract called

EARTH1 has been registered in the Subcontract Manager selector with the subcontract rates for GBD Excavations who has been ‘awarded’ the job.

Double-clicking on EARTH (or Enter) displays the bill for this subcontract.

We will discuss the completion of this screen and the other tabs for subcontractor GBD Excavations later.

Subcontract Manager

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The Subcontract bill

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The Subcontract bill

This is the bill created from package EARTH in the Subcontract Adjudicator, including the rates for subcontractor

GBD Excavations1.

The subcontract name and certificate number are shown in the heading of

the document2.

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.

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Subcontract Manager

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 columns1 on the View menu or Ctrl+F1 displays it.

Using the Toolbar ‘open book’ icon2 you can swap the current document with another from the S/C Document Manager. View menu > Swap

documents3does the same thing.

The S/C Document Manager4 enables you to select other layouts or make your own.

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Subcontract Manager4

The Subcontract Bill&

the Main BOQ

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The main BOQ

BOQ documents with subcontract columns are found in the Valuation and Subcontract Manager’s document managers.

The subcontract codes are shown

against the BOQ items1 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 4,800 in the S/C Over/Under

column3.

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.

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Subcontract Manager

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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

column1 , choose Allocate to S/C2 and

select from the list of subcontracts3.

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.

Note: Final quantities are red when they reflect the Bill quantities.

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Many subcontracts to items in the main BOQ

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 subcontract1.

Use method C this time and enter the code for a second earthworks

subcontract2. This makes the entry for

the new subcontract EARTH23.

Double clicking on EARTH2 displays its subcontract bill…

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Subcontract Manager

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

EARTH21.

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 bill2.

Relevant headings are automatically

brought over from the BOQ3.

Copy & Paste or Drag & Drop selected BOQ items onto the subcontract bill

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Subcontract Manager

The BOQ view of subcontracts

On the BOQ, multiple subcontracts against items are shown as a list of

codes1.

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 quantity2.

Any ‘un-allocated’ quantity of a BOQ item is shown in the S/C Over/Under

column3, this should be corrected and if the main contractor intends handling some of the work, an internal item must be made.

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Subcontract Manager

Progressing a Subcontract

Subcontract progress

On the Subcontract Manager selector,

select the Document Manager1 and choose document 1.3 to handle

subcontract progress2.

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 document 1.3 now and it becomes the default Subcontract Bill.

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Subcontract Manager

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Entering Subcontract progress

The quantity columns shown here are

used for recording progress1:

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 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.

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Subcontract Manager

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 here1.

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Subcontract Manager

Subcontractors on the BOQ

You can make new BOQ documents or customise existing documents showing the columns you wish displayed in the main Valuations

Document Manager on the Toolbar1.

Use <Ctrl+F1> for the column picker or select Customise to make adjustments

to your current document2.

There are a large number of columns available for displaying subcontract

information against BOQ items3.

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The Subcontractor

The Subcontractor

We now have the two subcontracts,

EARTH and EARTH2 established1.

We created EARTH using the package from the Subcontract Adjudicator and chose GBD Excavations as the Subcontractor.

We now need to complete the Details

tab2 for GBD Excavations and then deal with the other tabs for this subcontractor.

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The Details tab1

The Details tab holds information about the subcontractor.

If you have data in the Subcontractor Database, clicking on the S/C code

field2 displays a list of subcontractors from your database.

In this example, choosing GBD Excavations from our list populates the fields of this tab with the database information.

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Subcontract Manager

The Details tab1 (cont)

The information in these fields can be used on certificates or printed reports for the subcontractor.

The Cost code2 is mandatory and must be entered for each subcontract.

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The Contract tab1

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.

Hyperlinks:5 You may hyperlink to the subcontract web-site or link to files on your computer.

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Subcontract Manager

The Extras tab1

Extras:2 Any additional work the subcontractor does outside of his bill should be

recorded here by selecting New3, and

entering detail in the dialogue box4. These are “internal VO’s”.

Charges to Others:5 Charges from one subcontractor to another should be recorded here by

selecting New6, and entering detail in the dialogue box in the same way as extras above. A reciprocal charge will be shown on the Charges tab of the

other subcontractor7.

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The Charges tab1

Contra charges:2 Charges from the main contractor to the subcontractor should be recorded here by selecting

New3, and entering detail in the dialogue box as described before.

Charges from Subcontractors:4 All charges for repairs from other sub- contractors will appear here.

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The Materials on Site tab1

The subcontractor’s materials on site

are recorded here2 by selecting New3, and entering detail in the dialogue box.

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.

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The Certificate tab1

The previous and current certificates

are listed here2.

The current certificate data can be sent to Excel. You create your own Excel templates and specify which template each subcontract must use.

Go to settings tab3 to define your subcontract templates, a default CCS template is provided (see next slide).

The Close & Next certificate4 button writes the current certificate to the template (excel) which must be stored in the folder specified.

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The Certificate1

The certificate template name3 and

folder where certificates are stored4 need to be defined by going to the

Settings tab2, this procedure needs to be executed on each subcontract package prior to updating the first

certificate5.

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The Certificate spreadsheet1

Once you have executed Update

certificate2 and then Show certificate3 the Excel opens up and the certificate is displayed on the screen which must be stored in the folder with all previous certificates.

If you make changes and Update certificate again, the currently stored certificate will be overwritten – ie you can only have one current certificate.

When the Close & Next certificate4 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.

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Making Certificate Templates

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

Definitions & Settings Hammer1 and go

to 7.4 Template definitions2.

From this menu you may import, edit,

delete, export or set as default3.

Next you need to specify the cells where the certificate data is to be written on the spreadsheet…..

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Subcontract Manager

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Editing a Template1

On this document you must specify

the folder2 where the template is kept, the cells where the Candy data will be

placed in the spread- sheet3 and the source and destination range where

previous amounts are to be copied4.

Once the template is ready it can be specified for use on the certificate tab of a subcontract as described in the previous slides.

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Other tips and issues

1. Variation Orders2. Comparison rates3. Subcontractor’s view4. Reflecting rates

1. Variation Orders (VO’s)

In this example, a Variation Order was issued by the client – “Construct drainage sump” and this is registered in the Variation Order definitions as

VO11.

The new bill item was entered in the

BOQ and marked as VO12. The new BOQ item can then be allocated to the

appropriate subcontract bill3.

‘Internal’ VO’s that are not main contract VO’s 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.

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2. Comparison rates

Right click in the column header

menu1 and import the net rates into

the Comparison rate column1 to compare against the subcontractor’s

rates2.

The difference between the Compari-

son3 and Awarded4 rates multiplied by the Awarded quantity produces the

Comparison Variance5.

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.

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2. Comparison rates - example

This example shows a comparison rate that consists of the labour portion of the BOQ rate.

The BOQ has concrete net rates which

include labour and material1.

The subcontract bill has comparison rates which only reflect the labour

component of the BOQ rate2 - see the selection used when setting up the

component rates3.

This gives you the correct rate to compare against the labour-only brickwork subcontractors rates.

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3. The Subcontractor’s View

In some situations the bill items need to be expressed in terms and units

familiar to the subcontractor1. Use View and choose columns from the pick list to create an appropriate

document2.

The Factor3 is the key to this process and controls the relationship between the BOQ units and the units of the subcontractor’s view.

Changing either the Awarded rate4 or

the Subcontractor’s rate5 calculates the other using the Factor.

Note the subcontractor’s description

and unit6 - using terms familiar to him.

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4. Reflecting quantities

Enter a quantity in a field and that

number is stored and displayed1 - as you would expect! However….

If the Pay quantity is blank then it reflects the Due quantity - displayed in

a red font2.

If Due is blank it reflects Invoiced and

Pay reflects Due, as above3.

If you don’t want quantities to reflect, enter a zero and that is the value that

will be used4. In other words, zero is regarded as a value, and blank is nothing – and reflects.

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