Summit 5000 includes easy to use import routines to import estimate data into the module saving vital time at the front end of the estimating process and allowing the estimator to commence pricing at an earlier stage on the data as supplied by the customer or QS. Data can be imported in CSV, CITE and image format using a specially designed scanning and imaging routine where hard copy documents need to be worked on.
Once in the system, there is only one copy of the estimate data being maintained, but with the potential for multi-user access so that estimators can be pricing different elements of the same job at the same time, making the best possible use of resources and avoiding duplication.
Estimate Production: Libraries
A single source of library information provides easily updated and maintained pricing information to estimators, buyers, surveyors and all members of the contract team. The system can also be easily accessed through a web browser for interrogation purposes.
Access to the database can be limited to read-only or barred to maintain its integrity if required, and regional variations can be catered for.
A simple search structure makes finding individual pricing information an easy process requiring little training or induction for new employees.
Price increases can be fed into the system to update a range of items as required, keeping pricing information as up to date as possible
The libraries can be easily utilised in building up estimate specific pricing information and the system allows estimators flexibility in terms of how the bid is built up, with various pricing modes allowing fast entry of one-off rates and lump sum entries to be made if required.
User defined screens can be set-up allowing estimators their own views of the centrally held data and integration with other desktop applications such as Microsoft Excel ensures best possible use of common desktop tools to carry out certain functions in estimating. Tools can be used to eliminate mistakes, by highlighting elements of the estimate which require further attention such as un-priced or partly priced items.
As the estimate is compiled resource lists are built up by the system which can be globally adjusted and changed to feed back through to the estimate allowing the estimator to update prices and cater for specification changes quickly. Multi-user access allows buyers to use the facility to update the estimate with quoted supplier rates as the estimate is being worked on. Time savings can be achieved as all departments can work on the same information at the same time – rather than waiting for tasks to be completed or handed over before going to the next stage.
Tender Overview and Summaries
Last minute pricing changes or adjustments can be achieved at a key stroke allowing a bid against a tender deadline to be as up to date as possible and accurately recorded. If further adjustments and negotiations are required, information held on the system in terms of profit, where this is held and adjustments made in anticipation of better buying can clearly highlighted thus allowing faster and more informed decisions to be made.
Allows calculations for Profit and Overheads to be made quickly and distributed across the estimate in a number of ways. This allows the final tender meeting decisions to be made on more accurate information and shows all implications should the job be won.
Standard reports are provided allowing full breakdown of all elements of the data held in the system. The use of Crystal Reporting allows standard reports to be edited and amended to suit individual company requirements. New reports can be added to the system and presentation is completely at the discretion of the organisation using the system.
Supplier and Subcontractor Comparisons
All the functionality here can be used as both an estimating tool and also as a contract management and procurement tool.
Supplier and subcontractor records are held in a central shared location, so that a common database can be used, maintained and updated for the whole organisation and used in procurement, estimating and accounts functions.
Each record can hold vital account information including basic details, locations, trades, product range and performance criteria. This can be used to interrogate the database making it easy to find vital supplier and subcontractor information quickly.
Estimates can be easily tagged or marked up to generate trade packages for both material and subcontractor enquires and comparisons.
Enquiry documents can be generated in a variety of formats to make sending out and controlling the enquiries a more manageable process and allowing easier delegation of the tasks involved to different members of the estimating or contract team. Mail merging in Microsoft Word allows enquiry letters to be generated automatically to the selected suppliers and subcontractors. The system will produce address labels and envelopes if the documents are being posted or enquiries can easily be faxed or emailed. Only the items selected for quotation are printed reducing paper wastage.
This allows detailed analysis, comparison and adjustment of any quote received for each trade or product group. It includes functions such as quote levelling, which can be automatically carried out by the system or with user input, and in the case of subcontractors, identifying what elements are being quoted for in terms of labour, material plant etc.
What-if scenarios can be carried out and all of this functionality allows more accurate selection of the quote to be used and better risk assessment. The comparison records are maintained and are available to the contract team if the estimate becomes a contract and can then be used to carry out further comparisons and include quotations from additional suppliers or subcontractors. This reduces the confusion and misinformation that sometimes accompanies the handover from estimating to the contract team.
Multi-user capability allows comparisons and the estimate to be worked on simultaneously – again making the best use of the time and resources available.
The Planning module allows you to utilize existing estimating documentation and build up a true picture of how the work will proceed. The buildup can be done at whatever detail is required to establish a set of cost heads and associated budgets that the contract team will report on throughout the project.
The process and tools used to enable your organisation to win work are a critical. However once the work is won these systems often lack the ability to support the contract management, buying and QS functions that are vital to deliver on time and to budget. In recognition of this the planning module allows the Import of estimates and associated resource libraries / budgets from most well known third party systems.
Post tender adjustment
Post tender adjustment can be made using a full suite of Estimating functions including:
- Libraries, Bill Pricing and Resource Comparison.
- Work with multiple estimate files and copy existing estimate files to create revisions.
- Maintain central resource libraries for LMPS
- Trade tag and Time code the estimate
- Amend buildup of items
- Add new items
- View and print entire bills, sections, pages
- Generate mini bills for Material, Plant and Subcontract or pricing enquiries, Material, Plant and Subcontractor pricing enquiries Material, Plant and Subcontractor pricing enquiries, manage quotes and perform comparisons.
Manage Variation Orders. Log VO by type or source. Approval workflow can be defined for sign off and inclusion in Contract budget
Create timetabled buy lists from tagged bill Export time tags and associated resources to project scheduling software including Microsoft, Project & Primavera. Import scheduled time tags from project software. Raise Material Requisitions/ Orders by time tag or resource type
Once the plan is complete and a set of budgets agree d the estimate document can be linked to a contract. As the budgets change during the project they can be reflected on the contract analysis at anytime.
Multiple budget sets
Multiple budget sets can be held allowing for an original and re-forecasts to be available for comparison. These can be phased over the periods of the projects. The contract is used to manage the collation of commitment, cost commitment, cost and comparison to budget throughout the remainder of the project’s life. A cost analysis can be defined that is contract specific, based on a contract type or using a systems set of resource and activity resource and activity analysis.
Find out more about Estimating & Surveying or any of RedSky’s construction-specific software solutions.