Work Order Estimates

Table of Contents Work Order form…………………………………………………………………………………………………………………………………….1 Viewing Work Order Estimates………………………………………………………………………………………………………………..2 Work Plan Form (Main Tab)………………………………………………………………………………………………………..3 Estimates Form……………………………………………………………………………………………………………………………4 Creating a Detailed Estimate……………………………………………………………………………………………………………………5 Estimating Tab Window………………………………………………………………………………………………………………6 Applied Detailed Estimate Window………………………………………………………………………………………………………….7 Work Plan Information………………………………………………………………………………………………………………………….10 Viewing Work Plan Information………………………………………………………………………………………………..11 Viewing Supporting labor Work Plan Information……………………………………………………………………..13 Estimating the Work………………………………………………………………………………………………………………….14 Anatomy of the Estimates Form…………………………………………………………………………………………………………….16 The Estimates form…………………………………………………………………………………………………………………..17 Description of forms used to generate the estimates……………………………………………………………….18 Emails……………………………………………………………………………………………………………………………………………………21

Estimated Hours

Enter or display information about the estimated cost of this work order. Work Order Form

The Work Order form is used to display active and inactive work orders. Tabs on the form provide a convenient way to enter work order information such as Tasks, Crews, and more. More information about these tabs can be found at FAMIS Online Help. For entering the Estimate information, the Main tab will be used used.

When a work order is queried, fields are populated with data associated with the work order. Greyed out fields out cannot be modified. For more information about the Work Order form, see the FAMIS Online Help. The Primary labor section of the form describes the work order’s Primary Labor requirements: • • • • •

Crew: The Crew to perform the work. Craft: Craft to perform the work, e.g., CARPENTRY. Crew Size: Number of crew members required for the work; up to three digits. Est Hrs: Estimated Hours to perform the work. Format 9,999.99 Current Est Hrs: The current estimate for the number of hours required to perform the work. This field provides the ability to update the estimated hours. The updated value will be used in calculations.

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Viewing Work Order Estimates This window, accessed by the Estimates button on the Work Order form (see picture above) is used to enter or display information about the estimated cost of this work order. Information can be entered in the Work Order Estimate area of this form only in fields not protected against update (greyed out). To generate a list of line items comprising this estimate, press the Detail Estimates button to invoke the Detail Estimate window. If a detailed estimate has already been entered, the totals of that estimate will be displayed here in the Detailed Estimate area. To apply the detailed estimate to this work estimate, press Apply Estimate to invoke the Apply Detailed Estimate form. The Work Order Estimate area is used to enter the estimated cost of this work order. All fields are in the form 999,999.99. The Estimate column consists of the following fields: •

Primary Labor: Estimated Cost of Primary Labor. FAMIS will calculate and display the primary labor cost unless the cost is coming from the application of a detailed estimate. (See the section “Applying a Detailed Estimate” for more information. FAMIS calculates the primary labor estimate by multiplying the Estimated Hours (entered in the Main Tab of the Work Plan window) by the crew’s labor rate (as defined in the Crew form). The Work Plan form is available as a button on the Service Request form. Service Request Form

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Work Plan Form(Main Tab)

Estimated Hours are the original estimated number of hours required to perform the work. This field will be automatically filled if a procedure library is chosen where the estimated hours have been entered. Crew Form is used to maintain a listing of all the authorized crews that will perform maintenance. Each service request, project phase, and PM (and, therefore, each work order) is assigned to a crew.

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This form is also used to enter the hourly labor rate and the number of man hours available for the crew. This information is used for general planning purposes. Supporting Labor: Estimated Cost of Supporting Labor. Supporting labor costs are estimated by FAMIS. The primary labor estimate is calculated by multiplying the estimated hours (entered in the Supporting Labor Tab of the Work Plan window) located on the Service Request form, by the crew’s labor rate (as entered in the Crew form). Supporting Labor can also be entered from the Work Order form using the Crew tab. Labor: The total of the estimated primary and supporting labor costs. Material Field: Estimated cost of material, in the form of 999,999.99. Invoices: Estimated cost of invoices, in the form of 999,999.99. Equipment field: Estimated cost of equipment in the form of 999,999.99. Contingency field: Total estimate for contingency cost, in the form 999,999.99. Total field: Total Cost of Labor, Material, Invoice, Equipment, and Contingency, calculated automatically.

The Markup column displays markup costs for each of the above fields (with the exception of Equipment and Contingency). These amounts are calculated automatically, based on the Markup Code specified on the Billing window. The Total column provides the sum of each estimate and its markup. A grand total for the service request estimate is also calculated. The Detailed Estimate area will display information if a detailed estimate has already been entered. This area contains the following fields:

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• • • • • • •

DE Number: The Detailed Estimate Number, entered automatically. Hours field: Estimated number of hours required to perform this work. Labor field: Estimated cost of labor. Material field: Estimated cost of material. Invoices: Estimated cost of invoices. Equipment: Estimated cost of equipment, in the form 999,999.99. Total: Total Cost of Labor, Material, Invoice, and Equipment, calculated automatically.

The Detailed Estimate button allows the user to create a detailed estimate using the Detailed Estimate window. Once you have entered a detailed estimate, you may press Apply Detailed Estimate to apply these details to this work order’s work estimate. Estimates Form

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Creating a Detailed Estimate The Detailed Estimate window is used to enter or view detailed estimate information. This window has two tab windows. Select the Estimate tab for a list of line items that comprise this estimate. Estimate Tab-Window To create a list of line items for the estimate, enter the following: 1. Description: of the estimate (to the right of the Estimate No field) • The Estimate No (Number) is assigned by FAMIS. 2. ID of the employee making the estimate. • The name of the employee will auto-fill when the employee ID is entered. 3. Description of the line item. 4. The quantity of the line item. 5. U/M (Unit of Measure) (e.g., EA for each.) (The Total field will be displayed automatically.) The following line item fields are optional: 6. Hours of labor required for the line item. 7. Cost of labor for the line item. 8. Material cost for the line item. 9. Cost for equipment . 10. Cost for invoices . The following fields are for viewing purposes only. : •

Est Book

•

Line ID

•

State Ind

•

City Index

•

Zip Index

•

Totals

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Apply Detailed Estimate window The Apply Estimate Window allows you to define how the detailed estimate should be applied to the *calling form. You will select which estimated costs should be applied to which the estimate fields. *Many forms within FAMIS can be invoked by buttons located on other FAMIS forms. The form from which other forms are invoked is referred to as the “calling form”. The window displays the question “Where should the Detailed Estimate be Applied?” You are required to specify the destination for the following four types of costs that were entered in the Detailed Estimate Window: • • • •

Labor Material Invoices Equipment

You will specify where each of these costs should be applied by selecting one of the following destinations from the listbox: •

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•

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Labor Estimate: When you elect to have costs of any type (i.e., Labor, Material, Invoices, Equipment) applied to the Labor Estimate, the following changes will occur: o The labor costs from the detailed estimate will be applied to the Primary Labor field in the Work Estimate area of the calling form. The actual amount that will appear in the Primary Labor field will depend on which labor rate you choose to use (the detailed estimate’s or the primary crew’s). Refer to the section Applying a Detailed Estimate for more detail. o The estimated hours value in the following fields will change to the same number of hours as the detailed estimate’s hours:  Original Est Hours on the Main tab-window of the Work Plan (Service Request form).  Est Hours field on the Labor Resources window of the Preventative Maintenance form.  Est Hours field on the Phase form (called from the Project Plan form). Labor Estimate is the default destination for the application of labor costs as entered on the detailed estimate. Material Estimate: When you elect to have costs of any type (i.e., Labor, Material, Invoices, Equipment) applied to the Material Estimate, these costs will be applied to the Material field in the Work Estimate area of the calling form. This is the default destination for the application of material costs as entered on the detailed estimate. PO/Invoices Estimate: When you elect to have costs of any type (i.e., Labor, Material, Invoices, Equipment) applied to the PO/Invoices Estimate, these costs will be applied to the Invoice field in the Work Estimate area of the calling form. This is the default destination for the application of invoice costs as entered on the detailed estimate. Equipment Estimate: When you elect to have costs of any type (i.e., Labor, Material, Invoices, Equipment) applied to the Equipment Estimate, these costs will be applied to the Equipment field in the Work Estimate area of the calling form. This is the default destination for the application of equipment costs as entered on the detailed estimate.

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Contingency: When you elect to have costs of any type (i.e., Labor, Material, Invoices, Equipment) applied to the Contingency, these costs will be applied to the Contingency field in the Work Estimate are of the calling form. None: When you select None for a cost, this means that this particular cost from the detailed estimate will not be applied when you apply the detailed estimate to the calling form’s work estimate. This allows you to apply some detailed estimate costs to a work estimate, but not others.

Any of these destinations can be selected for any of the four types of estimated costs coming from the detailed estimate. For example, the application of the labor costs entered on the detailed estimate will default to the Labor Estimate on the calling form. However, you may elect to apply the labor costs to the Equipment Estimate instead. You select the same destination for more than one type of cost. FAMIS will calculate the total of these costs and apply it to the selected destination. For example, the labor cost is $200 and the equipment cost is $300. If you select the equipment estimate as the destination for both types of cost (labor and equipment), FAMIS will display $500 in the estimated equipment field. Select one of the following to indicate which of the labor rates you want used when labor from the detailed estimate is applied: • Use Detailed Estimate labor rate o If you choose this option, FAMIS will calculate the estimated labor rate by dividing the total estimated labor costs by the estimated number of hours. • Use Primary Crew’s labor rate o If you choose this option, the labor rate defined for the primary crew (i.e., designated as the source for primary labor) will be used in calculations. The labor rate you select will affect the amount displayed in the Primary Labor field of the work estimate area on the calling form. For example, you have a detailed estimate with 20 hours and labor costs of $2000. The detailed estimate's labor rate is $100/hour (labor cost/hours). The primary crew assigned to this work is a crew whose rate has been defined as $200/hour. If you choose to use the labor rate from the detailed estimate, the $2000 cost will be applied to the Primary Labor field in the work estimate. If you choose to use the primary crew's labor rate, the Primary Labor field will display an estimated cost of $4000. This results from multiplying the detailed estimate's hours (20) by the primary crew's labor rate ($200). NOTE: If you go back and re-apply the detailed estimate, the estimated costs will be updated with the most recent application of the detailed estimate. For example, if you elect to apply the detailed estimate’s material costs of $200 to the material estimate, the material estimate value will be $200. If you apply the detailed estimate later and this time elect to apply the detailed estimate’s material costs to “None”, the material estimate value will change to $0.

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Work Plan Information

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Viewing Work Plan Information This window lets you generate Work Plan for this service request, including labor and cost requirements, and start and due dates. Work Plan information can be entered manually, or the information can be filled in by choosing a procedure library using the Build Plan From Library Button. Main Tab • • •

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Start Date: Date the work should begin. Due Date: Date the work should be completed. Method Field: Method of work, e.g., CONTRACT or IN HOUSE, up to 10 characters. Press [LIST OF VALUES] for options. Methods can be configured in the Requests Configuration/Methods window. Outage Class: Condition of the equipment when the work should be performed, e.g., EQUIP DOWN or IN PROCESS. Press [LIST OF VALUES] for options. Outage class codes can be configured in the Requests Configuration/Outage Class Codes Window.

The following information is provided in the Primary Labor section • •

• • •

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Crew: Crew to perform the work, e.g., HVAC. This field is filled in with the crew from the Main Tab of the Service Request form. This field cannot be modified. CP Budget Code: Capital Project Budget Code. The field is required when a capital project number has been associated with the service request and when FAMIS Capital Projects is installed. Press [LIST OF VALUES] to select a budget code. Craft: Craft to perform the work, e.g., CARPENTERS. Press [LIST OF VALUES] for a list of crafts. Crew Size Original Est Hours: The original estimated number of hours required to perform the work. This field will be automatically filled if a procedure library is chosen where the estimated hours have been entered. Current Est Hours: Current or revised estimated hours to perform the work, in the form 9,999,999.99.

Finally, Task List allows you to enter the details of the tasks required by this service request. This field is scrollable, allowing you to enter as much information as necessary. Click on the Supporting Labor and Estimate tabs to enter supporting labor or an estimate for the work.

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Work Plan Form

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Viewing Supporting Labor Work Plan Information The Supporting Labor Tab lets you estimate Secondary Labor Requirements for each crew assigned to the request. Provide the following required information when adding supporting labor work plan information: • • •

Crew: This field is required. The secondary crew to perform the work, e.g., HVAC. Press [LIST OF VALUES] for a list of crews. Size: This field is required. Minimum Crew Size, up to 3 digits. Status: Status of the secondary labor, up to 10 characters. Press [LIST OF VALUES] for a list of statuses.

The following fields, which are not required, provide additional information pertaining to the supporting labor work plan: • • •

Craft: Craft to perform the work, e.g., CARPENTERS. Press [LIST OF FIELD VALUES] for a list of crafts. Est Hours: Estimated Hours of work, in the form 999999.99. Task List: Task List for this crew. This field will scroll to the right, so you can enter as much information as necessary.

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Estimating the Work The Estimate tab window is used to enter or display information about the estimated cost of this service request. You may enter the estimate directly in the Work Estimate area of this form. Alternatively, you can generate a list of line items comprising the estimate by pressing Detailed Estimate to invoke the Detailed Estimate window. If a detailed estimate has already been entered, the totals of that estimate will be displayed here in the Detailed Estimate area. To apply the detailed estimate to this work estimate, press Apply Estimate to invoke the Apply Detailed Estimate form. The Work Estimate area is used to enter the estimated cost of this service request. All fields are in the form 999,999.99. The Estimate column consists of the following fields: • Primary Labor: Estimated Cost of Primary Labor. FAMIS will calculate and display the primary labor cost unless the cost is coming from the application of a detailed estimate. (See Applying a Detailed Estimate for more information).

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• • • • • •

FAMIS calculates the primary labor estimate by multiplying the estimated hours (entered in the Main Tab of the Work Plan window) by the crew’s labor rate (as defined in the Crew form.) Supporting Labor: Estimated Cost of Supporting Labor. Supporting labor costs are estimated by FAMIS. The primary labor estimate is calculated by multiplying the estimated hours (entered in the Supporting Labor Tab of the Work Plan window) by the crew’s labor rate (as entered in the Crew form). Labor: Total of the estimated primary and supporting labor costs. Material: Estimated cost of the material, in the form of 999,999.99. Invoices: Estimated cost of the invoices, in the form of 999,999.99. Equipment: Estimated cost of the equipment, in the form of 999,999.99. Contingency: Estimated cost for the contingency, in the form of 999,999.99. Total: Total Cost of Labor, Material, Invoice, Equipment, and Contingency, calculated automatically.

The Markup column displays markup costs for each of the above fields (with the exception of Equipment and Contingency ). These amounts are calculated automatically, based on the Markup Code specified on the Billing window. The Total column provides the sum of each estimate and its markup. A grand total for the service request estimate is also calculated. The Detailed Estimate area will display information if a detailed estimate has already been entered. This area consists of the following fields: • • • • • • •

DE Number: The Detailed Estimate Number, entered automatically. Hours: Estimated number of hours required to perform this work. Labor: Estimated cost of labor. Material: Estimated cost of material. Invoices: Estimated cost of invoices Equipment: Estimated cost of equipment. Total: Total Cost of Labor, Material, Invoice and Equipment, calculated automatically.

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If this information has not yet been entered, press the Detailed Estimate button to invoke the Detailed Estimate window. Once a detailed estimate has been entered, you may press Apply Detailed Estimate to apply these details to this work estimate.

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Anatomy of the Estimates Form

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The Estimates Form The images below will show origin of the values that are used to calculate the values that appear on the Estimates form:

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Primary Labor (Estimate) = Crew’s Rate (Crew Form) X Est Hrs (Work Order form). In this example, the crew ‘RATE’ for CREWBOBBI is 50.00. The ‘Est Hrs’ on the Work Order form is 2. The Primary Labor estimate is 100.00. Supporting Labor (Estimate) = Supporting Labor can either be entered on the ‘Work Plan’ accessed from the Service Request, or the ‘Crews” tab on the Work Order form. In this example, the crew CARPENTER is the supporting crew at a RATE of 20.00. On the CREWS tab of the Work Order form, the ‘Est Hrs’ are 5.00. 20 x 5 is 100.00. Material, Invoice and Equipment can be entered directly into the Estimate form, or are derived from the Work Plan of the Service Request form.

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Description of forms used to generate the estimates Work Order form:

Crew’s Tab from Work Order form:

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Crew Form: CREWBOBBI

CARPENTER

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EMAILS

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The equation to determine the Total Estimated Cost for a Work Order includes the (TOTAL of all crew members) estimated hours needed to complete the Work Order. The number of members of the crew doing that work is not relevant. The only issue we had in the past was when the “Crew’s Hourly Rate” changed during the course of the estimate job. That changed the estimate which billed and it was different from the estimate previously agreed to by the customer. The “FREEZE ESTIMATE” check box (bottom left of the Estimate form) fixes this problem and should be used when the customer agrees to do the job so changes to the crew’s hourly rate won’t change the estimate to be billed. Hint: if you are asked to change a Crew’s Rate, run this to see whose jobs may be affected: select R.FREEZE_WO_EST_FLAG, wo_number, R.ESTIMATE from famis_req r where R.FREEZE_WO_EST_FLAG = 'N' and Estimate > 0 and R.WO_ACTIVE_FLAG = 'Y';

Ty ******************************************* J. Ty Dibble Facilities Computer Services University Facilities and Services Direct:

585.273.5740

Cell:

585.748.5893

Home:

585.654.9377

Email:

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Since no one jumped in to talk about this, I’ll add some clarification. The estimated hours on the WO is “man-hours” that is expected for this particular task. With this being the case, if you felt that it would take 2 people each an hour of their time to complete the task, then the estimated time would be 2 manhours (even though working together they may complete the task in 1 clock hour). This is the basis for the calculation.

This must also be taken into account when you are trying to throw people at a problem to get it done faster. If a job is estimated to take 1 crew member 1 man-hour to complete and you throw three people at the task, you may get it completed in 30 minutes, but the billing will end up being for 1.5 man-hours and will most likely be over your estimate.

Tim McLean Director, Industry Solutions Accruent O 423.886.9844 M 949.439.9764 www.accruent.com

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