Budget Administration Contractor)

Integrated Software Solution for model based Design & Construction
Budget Administration (contractor)

User Manual
RIB Software AG
Copyright
Copyright
This manual is intended for use as a working document for users of RIB product families. The procedures described in this document and the products belonging to them are the property of RIB Software AG. We reserve the right to change the information in this document without prior notice, and the contents pose no obligation to the RIB Software AG. The software described in this document is provided in conjunction with a licence agreement. All information is given without warranty. Reproduction or transfer of this document, or parts of it, is only permitted with the explicit written permission of RIB Software AG. With respect to liability for the software described here, please refer to our software contract conditions. Copyright RIB Software AG Published by:
RIB Software AG Vaihinger Strae 151 70567 Stuttgart-Mhringen Post office box 80 07 80 70507 Stuttgart Tel.: +49 711 7873-0 Fax: +49 711 7873-119 E-Mail: info@rib-software.com
Imprint: http://www.rib-software.com/impressum Trademark RIB iTWO, ARRIBA (Germany only), RIB|EPC, RIBTEC STRATIS, DIGIMASS, TRIMAS, PONTI and ZEICON are registered trademarks of RIB Software AG. Other product names mentioned in this documentation may be owned by other trademark holders and are used only for information purposes. This product contains software that was developed by the Apache Software Foundation (http://www.apache.org/).
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Table of Contents
Table of Contents
Before you begin... 1 1.1 1.2 1.2.1 1.2.2 1.2.3 1.2.4 1.2.5 1.2.6 1.3 1.3.1 1.4 2 2.1 2.2 2.3 2.4 3 3.1 3.2 3.3 4 4.1 4.2 4.3 4.4 4.5 Budget controlling Definition of budget Budget values from contract/job estimate Fixed and variable budget values Carriers of budget values Fixed budget Budget for lump sum items Budget in reference items Budget for change order items Rules for working with budgets Budgets for various quantity types Comparisons with the budgets Display budget values in the estimate Budget display in 'Margin' Budget (property) Budget of the estimate details Identify budget errors Edit budget (BoQ and estimate) Spread budget Set flag for fixed budget Delete flag for fixed budget Edit budget (estimate only) Update budget from DJC Update budget from original DJC Spread item budget over detail lines Generate item budget from detail line budgets Calculate budget bottom-up 5 7 7 7 8 10 14 14 15 15 16 21 21 22 22 22 24 25 26 26 28 30 31 31 31 32 32 32
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4.6 4.7 5 5.1 5.2 5.3 5.4 5.5 5.6
Change budget about % Generate item budget from URs Additional budget functions Rapid budget spread via shortcut <Ctrl>+<B> Estimate filter for budget Budget analysis Options for phase transition for AQ quantities and budget Automatic data synchronisation via the work item allocation Rounding the budget values Index
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Before you begin...
Before you begin...

General instructions
Before you begin, please observe the following notes: We assume that you are familiar with your computer and its operating system. The processes described are based on a complete program version with all licences and administrator rights. The instructions for the mouse functions are aimed at right-handed individuals. We recommend our training sessions for effective work. The dates can be found on our training calendar or on the Internet.
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Icon Meaning Safety instructions must be read. They contain warnings which must not be ignored. Notes contain important information such as exceptions or special cases. Working steps are instructions that should be followed in the given sequence. Tips facilitate your work. Examples relate to work steps or serve to clarify relationships. Troubleshooting deals with a problem and its solution. Target (only in training documents and introductions) defines the next learning target Exercise (only in training documents and introductions) shows a practical example for better understanding. Conclusion (only in training documents and introductions) provides a short summary of the course content.
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Budget controlling
1 Budget controlling
Various functions for budget editing, administration, controlling and analysis are available in the framework of budget controlling (Budget-A licence).
1.1 Definition of budget

Budget = means available for covering costs Budget = originally assumed costs = costs according to contract estimate
It is irrelevant which type of cost determination has resulted in these budget values. It is up to you as the user to meet the accounting target of keeping the actual costs within budget. See also Budget values from contract/job estimate [ 7] Fixed and variable budget values [ 8] Fixed budget [ 14] Budget for lump sum items [ 14] Budget in reference items [ 15] Budget for change order items [ 15]
1.2 Budget values from contract/job estimate

The definition
Budget = Costs according to contract estimate

results in a problem, because the current estimate status of Project Phase 3 is the job estimate and not the contract estimate. The comparison of costs with budgets is a constant task for the contractor in the project phase of construction execution. However, you are required to update your assumptions concerning the costs in project phase 3. This is achieved in the job estimate. The cost statements of the job estimate are therefore no longer identical to those in the contract estimate. Any comparison of current cost statements with original assumptions would therefore necessitate a comparison of two estimate stages, i.e. two project stages. Such a comparison is only possible under certain conditions, since the structures of the job estimate may have changed with respect to the contract estimate. From a conceptual design point of view, this comparison could only be warranted between
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Budget controlling
objects of the contractual arrangement (contract items), and only on condition that all AQ and IQ quantities are updated in the contract estimate as well. However, it is not realistic to expect the user to manage two project stages in parallel. Moreover, the contractual arrangement is subject to modifications via the change order items. The question would then arise if these should also be updated in two project stages. The only solution is to have all values within the same project data stock that are used for a particular comparison. Of course, you as the user always have the option of editing your change orders in the contract estimate and subsequently copying them to the job estimate. The following solutions have been selected for the above-mentioned reasons: If the project is transferred to phase 3, the DJCs of the contract estimate are calculated as the budget values per UoM of the item and stored in the separate fields Budget/UoM. Budget values for the quantity total of the item and for divisions and the BoQ are calculated based on these budgets/UoM according to the rules given below. For any items that are only introduced in phase 3, you can use a function to transfer the DJC/UoM into the Budget/UoM field. The solution mentioned is also valid for the GC-BoQs. See also Client perspective [ 8] Contractor perspective [ 9] Hierarchically structured objects, e.g. BoQ [ 13] Objects from combinations of other object types [ 13]
1.2.1 Fixed and variable budget values

By definition, budgets are initially fixed quantities that are used for the comparison with the actual costs that arise later. This does not imply, however, that the budgets are always immutable fixed values for every project unit or the entire project.
1.2.1.1 Client perspective

For the client, the budget values usually represent fixed quantities, because he defines budgets as the upper limits for the costs of complete units, i.e. the project
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the object element the work category the accommodation unit etc. He can also define per-unit of measure budgets for smaller units. For the client, every budget for the quantity total of particular units is therefore a lump sum value. However, even the client has a need to modify budget values with respect to original values, e.g. for the following reasons: Several accommodation units are built, and the buyers desire better finishings and pay for these modifications. In this way, more funds become available in certain units in certain work categories. The construction volume or the quality of execution is modified with acceptance of all consequences. Partial and total budgets change. For several work categories or construction ranges, a higher quality of execution is planned. Reductions are carried out in other ranges. Partial budgets change, possibly also the total budget. Budget values can therefore only be fixed values if type and extent of the performances in the range have conclusively been defined. Therefore, budget values must initially be modificable at any time. Lower level modifications are required more frequently. The comparison with original values of upper levels is of interest. Significant modifications can be included using internal change orders, with the effect that original values can be preserved and the effect of the changes is identified separately. This work method of using purely internal change orders should also be applied by the client. All change order items can be budget carriers. Internal change orders that should not become a component of any enquiry obtain the "Cost Risk" characteristic. A client is ultimately free in the determination of the budgets. He can calculate them via guesstimates or estimates. However, he can choose to ignore the computation results eventually. To arrive at meaningful budget values, he nevertheless has to fix them after type and extent of the performances have been determined and manage any later changes separately. Any different method will result in a loss of cost control. Budgets for each package must be considered the minimum demand for structuring on the client's side.
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1.2.1.2 Contractor perspective

For the contractor, parts of the revenue are budgets for cost coverage. There can therefore only be budget changes if there are changes in revenue. If a lump sum contract has been agreed on with the client, your situation is comparable to that of the client: the budgets are usually fixed values. However, even for this situation change order agreements with the client that result in revenue changes can occur. In this case, the budget modifications are clearly caused by the client's change orders, however. The budget for a defined performance scope will be a fixed value in the case of a lump sum contract with the client. Change order items to the client are causes of budget modifications. If a unit rate contract with the client has been agreed on, only the budgets per unit of measure of the work items will be fixed values, while the budgets of the items and all parent units will be variable in dependance on the billed quantities, since the revenue will also depend on these quantities. Only items with a lump sum quantity of 1.000, for which the billed quantities will also remain at 1.000, are exceptions in this case. Change order items likewise only have a fixed value per unit of measure. The budgets per unit of measure of the contract items are fixed values for a unit rate contract. All other budgets are variable and will depend on the installed or billed quantities. Project budgets are moreover influenced by the daywork awarded. The level of this partial budget only becomes known once the billing total of these performances has been determined.
1.2.2 Carriers of budget values

Budget values can exist both for the construction project as a whole and for each unit of the project. Out of the existing data classes, the following object types in particular must be mentioned as budget carriers: Object elements Work categories (packages) Work category groups (parent SPs, e.g. "inhouse work" and "subcontracted services")
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Activities and activity groups Work items (items/divisions/BoQ) Individual work items (subitems, detail lines = cost codes) Any combination of the above object types can also be a budget carrier, e.g. "Work Category 'Heating' in Object Element 2" or "Finishing work in Accommodation Unit 27" or "Sanitary work on 2nd Floor". Budgets are created either using cost guesstimates or cost estimates. The originally estimated costs that resulted in a contractor's bid price are the budgets for cost coverage. These budgets may also have to be modified in accordance with any changes in revenue during the award procedure, with the effect that the definition of budgets as being the revenue portions that are available for the coverage of construction site costs ultimately remain valid. If you regard BoQ and estimate with their levels of hierarchy as a unit, the budget carriers are: BoQ Divisions Items Subitems Detail lines Since any detail lines are directly or indirectly filled with cost codes, the following additional budget carrier exists: Cost codes Since a particular cost code can appear in many elements of the BoQ, the cost code is a budget carrier that does not depend on the hierarchies of BoQ and estimate, however. The budgets based on these two arrangements are computationally interconnected via the estimate. It is for this reason that you can use both the hierarchy elements of BoQ/estimate and the cost codes independent of these elements as budget carriers within the project. A number of functions are available to transfer budgets from the budget carriers of one arrangement to those of the other arrangement and achieve equivalence in the project total. You must eventually decide only whether the budgets of the BoQ elements are sufficient for your controlling task or whether you also need to include the cost codes as budget carriers into the controlling. For the first case, you normally have to pay little attention to the budgets in those detail lines that are generated by the program. You may always choose to hide the corresponding columns in the estimate dialog box. In addition to the "classical" editings of the job estimate, the
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second case also requires a sophisticated editing of the budgets in the detail lines of the job estimate. The following information from the conceptual design is helpful in deciding on the work method: 1. A cost code-adjusted estimate of the actual execution types in the job estimate is a prerequisite for a successful comparison of budgets and costs at cost code level. For example, you must estimate an execution that was formerly estimated as inhouse work but which is now awarded to a subcontractor, in the respective CoC for the subcontracted service as well. This entails that the decisive parent budget of the item be initially recorded as a revenue portion. Next, the cost estimate is restructured according to the actual execution, and only finally is the recorded budget of the item assigned to or spread over the new detail line(s). The budget by cost codes is then no longer available under the originally estimated CoCs, but under the new CoCs according to actual execution type. In this way, the comparison between budget and costs is performed for the same type of CoC assignment, which permits a comparison across items. Budgets under "old" CoCs are transferred to different CoCs. 2. For the monitoring of planned costs in the items in comparison with budgets, a consideration of the budgets at item level is sufficient. Irrespective of the cost codes in which the execution takes place, the estimated total costs must be adhered to. Considering this principle, you will not pay any attention to the budgets of the detail lines, i.e. by CoC, particularly because during the restructuring of the job estimate, the original budgets of the detail lines either disappear with the deletion of lines or cease to be correct upon the assignment of new cost codes and the possible insertion of new lines. The CoCs are also not required as budget carriers for the monitoring across BoQ areas (work categories) or the entire project, which implies that any budget editing/analysis by estimate detail line is unnecessary. 3. If controlling should be performed in the structure of the individual work categories, budgets and costs must be planned and recorded in this structure. This is always required for buildings that are turnkey-ready. The award controlling and development of the award targets from the budgets must then also be conducted in this structure. The required ordering of the BoQ/estimate data by work categories is always achieved via the packages (SPs) and the work item allocation between PA-BoQ/estimate and SP-BoQs. If you take an extended perspective of the tasks of the SPs, you can also use them to structure your inhouse work. The only difference is that it is not awarded to S/Cs. In such a case, the work category classifications via BoQ and SP
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automatically provide the budgets by work category. The cost codes are therefore not required in addition as budget carriers. Any editing of budgets in estimate detail lines is then unnecessary. 4. Compared to the situation described in Item 3 above, the somewhat more complex case of a particular work item that must be spread over more than one SP can also occur. In this case, the cost estimate will contain more than one detail. You now must consider the budgets of subitems. However, since every subitem is assigned to an SP, every partial budget is thus already assigned to a particular work category, i.e.the CoC is not required as a budget carrier for the controlling. 5. A switch from one to the other perspective with respect to budget carriers is always possible. If the budgets of the detail lines and their possible adjustment to the modifications of the job estimate are ignored in the BoQ/SP-oriented approach, this work must of course be made up for once the cost codes are given precedence as budget carriers at a later time. However, auxiliary functions are available to spread the previous budgets in the structure of the BoQ consistently to the estimate detail lines, thereby guaranteeing the equivalence of the results in both structures. 6. If you worked by orienting yourself toward the cost codes as budget carriers from the start, auxiliary functions will ensure that the budget considerations in the BoQ structure result in equivalent results. This is necessary for obtaining correct values in the S/C analysis anyway.
1.2.2.1
Hierarchically structured objects, e.g. BoQ

Initially, the principle applies that within a hierarchically structured order, the budget value of a parent element is the total of the budgets for the subordinate elements. The value of the parent element is therefore a calculated value. However, it must also be possible to obtain budget values for a parent level for which no budget values for the subordinate elements exist. This need exists e.g. for a contractor in the case of a lump sum contract as long as the item BoQ does not exist. Any previous values for the total budget must not be automatically deleted upon the subsequent stepwise addition of the BoQ, which introduces items that are not yet assigned budget values. This need also arises for the client/architect if partial and total budgets were determined and the associated enquiry BoQs are subsequently entered. Normally, no budget values for the items are then introduced, but the total of the prospective costs from the items according to the bid is compared to a corresponding partial budget at the parent level instead.
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1.2.2.2 Objects from combinations of other object types

The "classical" combination of object types would be "Activity - Work Item/Split Quantity". It is used here as an example. The essential feature of such combinations is the assignment of objects of a different type (work items) to the leading object type (the activity). Normally, this is not done completely (using the AQ quantity) but with split quantities. An n:m relationship exists between these objects. If budgets exist for these work items, the budget value of the activity is again calculated as the total of the individual budgets according to the rule of the chapter above. The question arises if it should be possible to also record the budget value of the activity. It must be recordable in any case if the activity stands by itself, i.e. if no work items are assigned to it. However, it must also be recordable if work items are assigned to it that have no budget values, e.g. because the BoQ only has budgets for divisions (work categories). A control by comparing the budgets across all activities and the budgets across the project BoQ is then only possible via object areas that are connected by a 1:1 relationship (an activity group describes exactly one complete BoQ area). As the user, you can e.g. achieve this by defining activities that describe exactly one package in total, which is in turn described by the S/C-BoQ. You thus define a parent activity that corresponds to the package. The budget value of this parent activity corresponds to the total of the budgets of the S/C-BoQ, i.e. of the package. If several work items within an activity are budget carriers, and others are no carriers because only budgets for divisions exist for them, the budget for the activity cannot be calculated. It must also be recordable in this case. The control of budgets is thus also only possible between areas that exhibit a 1:1 relationship. It is left up to the user whether activity budgets should be recordable or not. For any individual activities, he can decide for himself whether a budget calculated from the assigned objects or rather a recorded budget value should apply.
1.2.3 Fixed budget

The budget will be entered as a lump sum budget in the BoQs of the package, independently of the type of contract (UR contract or lump sum).
A value can only be entered if the fixed budget flag is set.
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1.2.4 Budget for lump sum items

For lump sum items (lump sum marker is set), or indirect lump sum items (a parent division is a lump sum), only one total budget can be entered. The budget per unit of measure, related to the AQ quantity, is displayed for your information (Budget/UoM).
The total budget is calculated via BoQ quantity x budget / UoM and shown again in the budget / UoM field with reference to the AQ quantities if an item budget is calculated or is entered as a fixed budget and the item is then made into a lump sum. In the case of lump sum items, the revenue is fixed on the side of the project alternative, so that only one corresponding budget is available. The costs are fixed on the side of the packages when a lump sum is formed. Here, the BoQ quantity should be brought into line with the AQ quantity (adjusted quantity).
1.2.5 Budget in reference items

In order to prevent data loss, 1. the total of the budgets from the estimate details is adopted as the budget of the new (not visible) assembly detail when you create a reference item. 2. the budget of the previous (not visible) assembly detail is spread over the reimported estimate details when you liquidate a reference item.
1.2.6 Budget for change order items

Change order items with a budget which is determined automatically will not be considered for the following functions: Update budget from DJC Update budget from original DJC Delete flag for fixed budget Set flag for fixed budget Generate item budget from detail line budgets All other change order items are considered. See also Update budget from DJC [ 31] Update budget from original DJC [ 31] Delete flag for fixed budget [ 30] Set flag for fixed budget [ 28]
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Generate item budget from detail line budgets [ 32]
1.3 Rules for working with budgets

Several rules concerning the behaviour of the dialogs concerning the editing of budgets are given here: If a unit rate contract exists, the overall budget of the project is a quantitydependent budget. The overall budget as a portion of revenue thus changes in parallel to the revenue in terms of quantity dependence. If a lump sum has been formed for a division or the BoQ, this revenue lump sum also must result in a lump sum for the budget, because the budget is a particular portion of the lump sum revenue. The budget is then a lump sum budget. For its value, the program will suggest the budget total of the subordinated elements based on the BoQ quantities. You can change this default if desired. Manual modifications of this fixed budgets become necessary if e.g. the contract lump sum should deviate from the bid total calculated so far. Fixed budgets (lump sum budgets) can be spread across the subordinated elements (top-down). You can choose from the following methods for the spread: Uniform spread across the number of subordinated items (this method is only applicable in exceptional cases) Spread in proportion of the ITs of the items Spread in proportion to the costs of the items based on AQ quantities The spread of fixed budgets across their subordinated elements is required in order to be able to determine any split budgets associated with partially complete performances via their IQ quantities. A fixed budget is also recorded for elements at levels below a fixed budget for which particular fixed budgets should be given in turn. This will exclude these elements from the automatic spread of the fixed budget given at the parent level. A budget rest is calculated for subsequent spreading by subtracting the subordinated fixed budgets. This budget rest is then spread over the remaining elements without fixed budgets. By using "subordinated" fixed budgets in the case of lump sum contracts, you can prevent modifications in the AQ quantities for certain items to result in budget modifications in all other BoQ items due to the new allocation formula arising from a quantity change. A "subordinated" fixed budget is set for all
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elements that should not be affected by any quantity modifications in other areas. Provided that budgets were generated when moving the project to Phase 3, either calculated projects or fixed budgets exist, depending on the respectively selected switch settings. Calculated budgets are always write-protected and can only be modified using certain functions. For the elements of each levels, fixed budgets can (conditionally) be recorded (BoQ, division, item, subitem, detail line). A particular function is activated for this purpose which revokes the write-protection of the calculated budget. The calculated budget is then used as a default value for the fixed budget. If another value is now recorded, the calculated value can only be reconstructed conditionally. A budget value can be reconstructed from the following sources: from the 'Original DJC' field using a function from the current DJC using a function from the redistribution of a parent budget using a function The calculated budget of a parent element is the budget total of the subordinated elements for AQ quantities. The budget values decisive for the forecast for the entire project are always those based on AQ quantities. Total values are therefore displayed for AQ quantities. Any values based on BoQ quantities are of purely theoretical significance. In the PA-BoQ, a fixed budget for a division or BoQ should only be recorded if the corresponding element, or a parent element, is included in a lump sum. If the revenue of a division or BoQ is quantity-dependent, the entire budget, being a portion of the revenue, must also be quantity-dependent. For a S/C-BoQ within a package, the input of fixed budgets is generally (i.e. independent of any lump sum) free, provided the element or a parent element is not linked to an element of the PA-BoQ via the work item allocation. If such a link exists, no independent budget exists for the S/C-BoQ (see the following note). If a fixed budget is set for a parent element, the difference formed with the budget total for the subordinate elements is identified as Budget Error. The "higher-level budget" is always decisive for the project. Provided that the budget is not overdetermined, you can resolve a budget error by spreading the fixed budget over its subordinated elements.
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A budget overdetermination exists if a subordinated fixed budget exists at any branch for a higher-level fixed budget. In this case a parent fixed budget cannot be computationally spread, and a budget error remains. For a lump sum formation, the program suggests the budget based on BoQ quantities (= revenue basis) as a fixed budget, because the revenue lump sum also references the BoQ quantity. If an item is neither directly nor indirectly included in a lump sum, you can only record a fixed budget per UoM. In the case of direct or indirect lump sum formation, only a total fixed budget can be recorded for items. The program proposes the budget that was calculated based on the BoQ quantity (= revenue basis) as the default fixed budget. The budget/UoM is then obtained as (total budget)/AQ quantity If an item is directly included in a lump sum, its total fixed budget corresponds to the BoQ quantity. The program suggests:
Total fixed budget = (Calculated budget/UoM) x (AQ quantity)

The new budget/UoM resulting from this is
Budget/UoM = (Total fixed budget)/(AQ quantity)

If BoQ and AQ quantities differ, the budget/UoM is therefore modified upon lump sum formation. If the AQ quantity is modified, the value for Budget/UoM also changes, because the total fixed budget must remain constant. As usual, the budget for an IQ quantity of the lump sum item is then given by
Budget for IQ quantity = (Budget/UoM) x (AQ quantity)

If an item is indirectly included in a lump sum (i.e. a lump sum exists for the division or BoQ), the item's Budget/UoM is obtained via the spread of the parent fixed budget. This fixed budget is spread in proportion to the costs for AQ quantities. It is nevertheless possible to assign a total fixed budget to the item. The rules in accordance with the point above then apply for this recorded budget. The item budget is spread over the estimate components in relation to their costs. If fixed budgets are contained in estimate lines, the above-mentioned rules concerning the budget spread or the calculation of budget errors also apply to the relationship between item and estimate lines. If an item is neither directly nor indirectly included in a lump sum, you can only record a fixed budget per UoM of the item for the estimate lines.. If an item is either directly or indirectly included in a lump sum, you can only record total
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fixed budgets in the estimate lines. The program then calculates the Budget/UoM value. The budgets in detail lines or subitems are only of conditional interest. The budgets at item level and their assignment to packages are usually sufficient for the determination of work category budgets. The item budget is not necessarily calculated from the budgets of the estimate components, unless the user determines this using an appropriate function. The reason is that only the item has the valid budget as a share of the revenue. The estimate cannot automatically create this value anew, because any estimate modification would otherwise cause a budget modification that is unaccompanied by any change in revenue. If objects of a package (SP) are linked to objects of the project alternative (PA) via the work item allocation, a concomitant dependency exists for the respective budgets. In such a case, only the budget value under the PA is significant. That amount is available for the S/C as is budgeted in the PA for the same work item.
SP Budget = Total budget of the directly linked element of the PA

The budget available for an item of the S/C-BoQ depends on the budget which is available for the assigned item(s) in the project BoQ. Finally, the following applies to the billing quantities: 1:1: Budget
Project BoQ item budget for billed quantity = Total S/C-BoQ item budget
n:1: Budget total
Total project BoQ item budget for billed quantity = Total S/C BoQ item budget
Therefore the billing quantity with the client is always decisive. The proportional budget amount is available for those costs originating from the S/C irrespective of whether they invoice a lower or higher quantity. An element of the SP-BoQ which is linked to an element of the PA does not have its own budget, but has a budget dependent on the PA. In this case, the budget in the SP element is a read-only fixed budget. If items/subitems of the PA are copied into a BoQ of the SP with a permanent link to the source element using the Work Item Allocation program, then the total budget of the source element is copied to the element of the SP-BoQ and is write-protected there. Due to the conditions in the SP-BoQ, the following applies to the total budget: Element not lump sum:
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Total budget = (Budget per UoM) x AQ quantity (PA)

Element lump sum:
Total budget = (Budget per UoM) x BoQ quantity (PA)

If the linked element of the PA is a subitem, then the above formulae apply in the same way for the budget portion of the subitem, whereby the appropriate quantity of the subitem is calculated from the quantity of the item and the internal quantity of the subitem. If the subitem is a "lump sum", then its internal quantity = (Subitem quantity) / (AQ quantity of item). For the work item allocation program, there is the option that budgets of directly linked elements are balanced automatically according to the above rules. We urge you to activate this option. Should elements be linked at a later date, then this function carries over the budget of the element in the PA to the element in the SP. If the option was not activated, then the budget transfer to the SP can also be carried out using a special function. For change orders to the client, special conditions for the budget determination apply. Since the budget is the revenue portion available for cost coverage, and since the revenue is only determined with a change order's final approval or rejection, the estimated DJCs cannot be the only standard for the determination of the budget. If you e.g. expect only 50% of the submitted price to be approved, which is internally expressed using the corresponding valuation factors for change orders, the budget must be reduced accordingly. You must monitor the determined budget to ensure that the following value is not exceeded: max. Budget =
UR x (Valuation factor Cause) x (Valuation factor Amount) x

(100% - Planned margin %) The program performs the preceding monitoring for the following change order statuses, provided that a corresponding options switch is set for the respective status: submitted rejected w/ protest accepted in principle The program calculates the budget accordingly and write-protects it. If the valuation factors of the change order are modified, the budget is updated. If the change order switches to a status that is not among those mentioned above, the budget will not be calculated according to the above formula but must be determined freely depending on the submitted or final fixed price, just as for a standard item.
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For a limit of the budget according to the above formula, any included surcharges for GC are added to the budget of the change order item. Any change orders for work items that must be billed therefore indirectly modify the budget available for GC. If portions of the change order budget should be effectively included in the GC budget, this must be carried out manually by the user, i.e. you must reduce the budget of the change order item manually and add the corresponding portion to one or several items of the GC-BoQ. There is usually no need to carry out such a redistribution.
1.3.1 Budgets for various quantity types

Work items (items) have budgets per unit of measure We can therefore calculate a budget on any quantity basis: BoQ quantity AQ quantity IQ quantity BQ quantity AQ - IQ quantity (remaining quantity) The following simple rule applies to the budget calculation:
Budget = (Budget per unit of measure) x (Quantity)
1.4 Comparisons with the budgets

The following comparisons with the budgets are of interest: Budget - Planned costs Budget - Actual costs Budget - Forecast costs Budget - Award target For information on this, refer to the "Controlling" documentation.
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Display budget values in the estimate
2 Display budget values in the estimate

The budget values are displayed in the following locations: in the Margin (estimate document) in Budget (BoQ, division or item) in the estimate detail lines
2.1 Budget display in 'Margin'

In Margin of the Job Estimate document, the following amounts are displayed: Revenue Costs Margin Budget reserve Budget error (budget without CoC reference)
The budget values are only shown in Phase 3 (execution). a) Budget error = Total budget (Budget costs) - Budget on CoC details (excluding inhouse work)
The Budget error value is accordingly only of interest if the budget is recorded at the level of the estimate detail lines.
In the open estimate document, the margin can be displayed using Home | Estimate | Margin.
2.2 Budget (property)

Budget/UoM
Value calculated by the program. This value could have been obtained in one of the following ways: Calculated on the basis of the DJCs of the estimate upon transition of the project into phase 3, if the corresponding option was set. This value corresponds to the original DJCs, which have been imported into a separate field. You can display this field in the tabular view of the item edit mode. By spreading a fixed budget of a parent division or of the BoQ.
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Via a forecast based on the budgets of detail lines by using the function
Generate Item Budget from Budgets of Detail Lines, which can be accessed via
the menu item Tools | Budget in the open estimate. For any unapproved change orders, via a calculation based on a user-defined formula, provided that the corresponding option is set (see also the "Enquiry" documentation).
Budget
This displays the total budget on the basis of the realistic AQ quantity = (Budget/UoM) x (AQ quantity)
Budget error
Difference between the visible total budget and the total of the budgets from the detail lines of the estimate. A value is given here only if the item has a fixed budget and the total of the budgets from the detail lines results in a different value.
Fixed budget
Characterictic for the item identifying the budget as a fixed budget, i.e. a value that can no longer be changed by calculation. Setting the flag makes it possible to enter budget values, i.e. the write-protection for budgets is disabled. Depending on the property Lump sum or Not lump sum, the following dependency exists: The item has neither a direct nor an indirect (division or BoQ level) lump sum:
Budget/UoM can be entered. The total budget cannot be entered as it is

quantity-dependent, in parallel with the revenue. The item has either a direct or an indirect (division or BoQ level) lump sum: The total budget can be entered. The program then calculates the Budget/UoM as follows:
Budget/UoM = (Total Budget) / (AQ Quantity)

In accordance with the logic for the revenue, the program suggests the following value as the total budget when lumps sums are generated:
Suggested Total Budget = (Budget/UoM old) x (BoQ Quantity)

The Fixed Budget flag is set automatically for lump sum items. Both the calculation of a suggested total budget as described above and the calculation of a new Budget/UoM via division by the AQ quantity happen automatically as well. If a fixed budget is set without generating lump sums (Budget/UoM only), the program will suggest the previously used value of Budget/UoM as the fixed budget. The total budget is the result on the basis of the AQ quantity. If fixed budgets are set in estimate detail lines, so that the total does not correspond to the fixed budget of the item, a budget error is indicated:
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Budget error =
(Total fixed budget of item) (Total of fixed budgets in estimate)
WARNING
Budget errors in items, which can only stem from the estimate, should not be checked in BoQ edit mode but rather in the estimate itself, as the cause of the error can only be identified in the estimate.
The cause of a budget error can simply be that a fixed budget was set in one line of the estimate although the redistribution of the remaining item budget to the other lines had not yet been carried out. Another cause of the error could also be that a parent fixed budget of a division/of the BoQ had been directly spread over estimate detail lines (Spread to Estimate Detail Lines switch activated): In this case, the item budget (no fixed budget) from the distribution is not recalculated. It must be updated manually using the function Generate Item Budget from Budgets of Detail
Lines.
The cause of very small budget errors can be that a previously calculated budget value was entered in one estimate detail line in a supposedly identical way as a fixed budget with the same value using 2 decimal digits. More than two decimal digits were, however, reserved internally for the calculated value. The entered value with only 2 decimal digits therefore causes a slight budget error. Other slight budget errors are caused by rounding differences if the item budget was spread over the detail lines using a function.
WARNING
Please consider the following: a) A calculated or a fixed budget (per UoM or in total) of an item is automatically spread over the estimate lines in proportion to costs. If you would like to avoid this, the budget of the detail lines must have been previously protected against modifications using the function Set Flag for Fixed
Budget (or manually). If, however, a fixed budget is set in a subitem/detail line, the item budget is
not automatically redistributed to the estimate detail lines; this must be done using the function
Spread Budget Over Detail Lines.

b) If direct or indirect lump sums are generated for the item, the rule that the total budget based on the BoQ quantity will be decisive for is adopted for the estimate detail lines also. This implies that the previously used Budget/UoM old and the BoQ quantity are used for calculating the total budget for each detail line, and then a new Budget/UoM is calculated via division by the AQ quantity. The conversion is even carried out if the previous Budget/UoM old was a fixed budget.
2.3 Budget of the estimate details

The value Budget/Unit considers the cost factor of the cost code. The item budget is determined automatically from the estimate detail lines, provided that the item is located below a lump sum (division, BoQ). An automatic update is performed for the following modifications:
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Modification of the budget of an estimate detail Deletion of an estimate detail Disabling of a subitem Deletion of a fixed budget flag of a subitem
2.4 Identify budget errors

Budget errors are identified for items without estimate details, provided that an estimate exists. for divisions without subordinated items. for subitems without subordinated estimate details.
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Edit budget (BoQ and estimate)
3 Edit budget (BoQ and estimate)

You can select the following via Enhanced | Tools | Budget (BoQ) or Enhanced |
Specialities | Budget (Estimate):

Spread budget Set flag for fixed budget Delete flag for fixed budget See also Edit budget (estimate only) [ 31] Additional budget functions [ 35]
3.1 Spread budget

Only active if the selected element contains a fixed budget. It is inactive for items.
Spread budget
BudgetIf item budgets should be spread over the elements of the estimate, select
Enhanced | Specialities | Budget | Spread Item Budget Over Detail Lines in the
opened Estimate document. The Spread Budget dialog box is displayed by the program. In the tree, select the BoQ or division over which the budget should be spread.
Spread with deduction of subordinated fixed budgets

This function refers to the case that divisions with fixed budgets appear in turn below the element with the fixed budget to be spread. If the function is activated, both the parent fixed budget and the subordinated fixed budgets are spread over the respectively eligible elements. Eligible elements are elements without a fixed budget. If the function is deactivated, subordinated fixed budgets are not spread.
WARNING
The budget is only spread over elements that do not have a fixed budget.
If there are fixed budgets below the fixed budget to be spread, only the following partial amount of the parent budget is spread over the elements without fixed budgets: (Fixed budget to be spread) = (Fixed budget) (Subordinated fixed budget total for AQ) = Remaining fixed budget
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This remaining fixed budget is spread over those elements that do not have a fixed budget.
Spread of Budget
Use the following options to manage the spread: Uniform portions to all items For e.g. the case of 5 destination elements, each destination element will be assigned 1/5 of the fixed budget. This option is only selected in special situations, however: It is designed for e.g. the spreading of the fixed budget of a building over several identical accommodation units. The destination elements are the accommodation units in this case. In proportion to item totals based on AQ quantities The budget is spread over the items in the ratio of their (UR x AQ quantity) to the total of the ITs at the level of the fixed budget based on AQ quantities. The following equation applies here:
Budget/UoM =
(Remaining fixed budget) x (UR x AQ quantity) / (IT total for AQ quantities) You will make this selection for the S/C-BoQs, because no estimate available in this case. Here, the spread is only made over elements that are not linked with any elements of the PA-BoQ/the estimate. In proportion to costs based on AQ quantities This selection requires that an estimate is available. It is therefore not an option for an S/C-BoQ. The program will not permit you to make this selection there. The budget is spread over the items or the detail lines of the estimate by the ratio of their DJCs for AQ quantities to the DJC total on the level of the fixed budget based on AQ quantities. The following equation applies here:
Budget/UoM =
(Remaining fixed budget) x (DJC x AQ quantity) / (DJC total for AQ quantities) Spread over estimate detail lines If this function is activated, a fixed budget derived from BoQ or division level is only spread over the detail lines of the estimate. Budgets on the item level are not modified. The values in the elements of the BoQ will only be updated by the function Generate Item Budget from Budgets of Detail Lines. The following behaviour is also caused by using the Spread budget in BoQ function or by changing a fixed budget: Function not activated
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The parent fixed budget of BoQ or division is spread over the items in accordance with the DJCs. Fixed budgets in detail lines do not affect this distribution at item level. The calculated item budget is automatically spread over the detail lines, i.e. the budgets of the estimate are automatically updated, provided that no overdetermination due to fixed budgets exists there. Activated function The parent fixed budget of BoQ or division is spread over the detail lines in accordance with the DJCs of the detail lines. Any fixed budgets in detail lines remain unchanged. Any budgets on item level are not modified. The difference between the updated budgets of the detail lines and the unmodified budget of the item is displayed in the Budget error field. If you as the user would like to adjust the item budgets to the budgets of the estimate, you will have to use the corresponding function.
The function has no meaning for the executing contractor if there are no fixed budgets for BoQ or division, i.e. in the case of the unit rate contract with the client. In such a case, item A has no effect on item B.
WARNING
In the case of fixed budgets for BoQ or division, the following applies: a) This checkbox is only activated if budgets are actually to be determined for each individual cost code and to be pursued consequently in this order. Then, the comparison of budgets and planned costs on the cost code level has priority over the budget controlling in accordance with the hierarchies of PA-BoQ and SP, which is always possible, of course. When the fixed budget is spread, the codes of the estimate lines have priority over the codes of the DJCs of the items. If no special significance is attached to the budgets in the detail lines because the controlling tasks can already be fulfilled in the structure of BoQ and SP, this function is not activated.
See also Spread item budget over detail lines [ 32]
3.2 Set flag for fixed budget

Using this function, the flags for fixed budget can be set on certain selected levels of BoQ and estimate. The Set Fixed Budget at Level dialog box appears. The following levels are eligible: BoQ BoQ Level 1-5 Item
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not to be billed as a lump sum directly to be billed as a lump sum indirectly to be billed as a lump sum Subitem Estimate detail line You can determine the levels at which the fixed budget flag is to be set by activating the corresponding function.
Depending on the structuring of the BoQ or estimate and the hierarchy level currently selected in the tree, not all functions may be available to you.
The fixed budget flag is set for all elements of the BoQ or estimate that correspond to the function activated in this dialog box. Any previous (calculated) budget is included as a fixed budget value in the process. The budget can be shown in this way, for example, via a correspondingly defined table configuration:
Ref. No. 1. 1.1. 1.1.10 1.1.20 1.1.30 1.1.40 1.2 1.2.10 1.2.20 1.2.30 1.2.40 ... ... ... ... ... ... ... ... ... ... ... X X 16,63 26,18 10,73 21,46 X 295.146,80 357.876,43 128.707,54 20.000 ... Fixed budget Budget/UoM Budget 5.636.762,20 Budget error 0,00 -1.730,77 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00
800.000,00
295.146,80 357.876,43 128.707,54 20.000,00
180.000,00
831,47 130.000,58 16.092,98 32.185,96
A fixed budget has initially been entered and spread in proportion to the costs in Sections 1.1 and 1.2. A fixed budget has then been entered for Item 1.1.40 as well. In the BoQ, the budget is immediately forecast to the hierarchies, and the difference is displayed as the budget error. A renewed distribution would cause the budget error to be spread across Items 1.1.10 to 1.1.30. If, in this case, the budget
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was overdetermined due to a fixed budget being set for all items of Section 1.1, the budget error would be retained after the distribution.
3.3 Delete flag for fixed budget

This deletes the Fixed Budget flag in accordance with your selection in the structure within the dialog box.
Element below which fixed budgets should be deleted

The element selected in the tree of the BoQ or the estimate, including its subelements, is proposed as the range for which the fixed budget flag should be deleted. However, you can also select a different range here, provided that it contains any 'Fixed Budget' flags. For the selected element, the fixed budget flags are deleted in all its subelements.
Entered fixed budget

The entered fixed budget of the selected element is displayed here for information purposes.
WARNING
On the level of contract lump sums, you should not delete the fixed budget.
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Edit budget (estimate only)
4 Edit budget (estimate only)

The functions for editing budgets in the BoQ document are also available in the estimate document. In addition are available: Update budget from DJC Update budget from original DJC Spread item budget over detail lines Generate item budget from detail line budgets Calculate budget bottom-up Change budget by ...% Generate item budget from URs See also Edit budget (BoQ and estimate) [ 26] Additional budget functions [ 35]
4.1 Update budget from DJC

This function requires the existence of an estimate for the concerned elements. It prompts a recalculation of the current Budget/UoM values of the item based on the DJCs. For security reasons, the program will query you whether the budget values of all items should be overwritten by the estimated costs.
The current status of the job estimate is used in this context, which may no longer correspond to the status of the bid estimate as far as the DJCs are concerned.
4.2 Update budget from original DJC

The function prompts a replacement of the current Budget/UoM values of the items by the values from the field Original DJC. The values in the Original DJC field could have been obtained as follows: By moving the project into phase 3. In this case, the values will correspond to the DJCs of the bid/contract estimate. Via input in the tabular view of the BoQ edit mode.
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For security reasons, the program will query you whether the budget values of all items should be overwritten by the estimated costs.
4.3 Spread item budget over detail lines

Use this function to spread item budget over detail lines.
It is irrelevant in this context whether the item budget is a fixed budget or not.
A confirmation query concerning the spread of the budget values appears. If you have selected a division, a BoQ or the entire estimate, the function applies to all respectively subordinated items. In this area, the budget of every single item is spread over the associated detail lines, provided they are not protected from modification by the use of fixed budgets.
Please note the following information: a) Spread Budget in conjunction with the activated function Spread Over Estimate Detail Lines has a different effect:
In this case, not the individual item budgets are spread but rather the higher-level fixed
budget in proportion of the costs of all detail lines of all items that are not protected by the use of fixed budgets. The existing item budget is not spread and also not modified. b) It is possible that no "free space" is available for spreading a budget/fixed budget over lower levels, i.e. each structure branch below the fixed budget is completely assigned with fixed budgets at some point (i.e. the budgets are overdetermined). This is the case if either each subitem, or detail line, contains a fixed budget, or if subitems with fixed budgets are always located between each detail line and the item. In this case, the program does not do anything, (but) any possibly existing budget error persists. Any spread then only becomes possible once the path from the fixed budget to at least one detail line is "cleared" of other fixed budgets.
4.4 Generate item budget from detail line budgets

You can use this function to form the total of the detail line budgets and include it into the item as its budget.
It is irrelevant in this context whether the item budget is a fixed budget or not. If you have selected a division or a BoQ or the whole estimate, the function applies to all subordinated items.
For security reasons, a confirmation request is displayed beforehand. Any budget error that may have arisen at item level is resolved.
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4.5 Calculate budget bottom-up

This function determines all item budgets anew from the estimate details. At the same time, all fixed budgets within the selected branch are recalculated from the subordinated budgets. This applies to subitems, divisions and to the BoQ. For security reasons, a confirmation request is displayed beforehand.
This function overwrites fixed budgets without a corresponding query.
4.6 Change budget about %

Use this function to increase or reduce budget values by a particular percentage which exist in the detail lines of the estimate within a selectable BoQ area and/or a selectable cost code. The % - Modification of the Cost Codes of the Budget dialog box appears.
Structure/area
In the structure of the estimate, select the BoQ area in which the modification should be performed. Select the first element and click From in Area. Next, select the last element and click To in Area. The selected area is displayed.
Cost Code
If you would like to modify the budgets of a particular cost code only, select the cost code here. You may also specify whether the budgets of the subordinated CoCs should also be modified. If you specify a CoC, only budgets in detail lines containing this CoC are modified. Any other budgets of the determined BoQ area remain unchanged. If the cursor is positioned in this field, you can search for a particular cost code. Including subordinated cost codes If this function is activated, subordinated cost codes are considered as well.
% change
The following options are available within this group: Current amount Display of the current budget amount. If no value is displayed here, click Analyse. Change by %
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Enter a percentage here by which you would like to change the budgets. If you would like to reduce the budgets, you must enter a number with negative sign here. Changed amount The modified amount is displayed here once you quit the Change by % field using the <Tab> key. Analyse Click here to determine the budget amount for the selected area. Click OK if you would like to carry out the modification.
Please observe the following notes: a) The budget modification is only performed for the estimate detail lines, provided that no fixed budget is set there. b) The budget is not modified for higher-level subitems with fixed budget and at item level. At these levels, any modification will result in a budget error. c) Once again, the principle applies that no automatic budget modification based on changes in the estimate is ever carried out at item level. Any adjustment of the budget at item level is therefore only prompted by the function Generate Item Budget from Detail Lines.
4.7 Generate item budget from URs

The Budget from URs dialog box appears and allows you to enter surcharges or discounts to the UR or UR breakdowns. Here, you should activate UR breakdowns if, for items with the UR Breakdown flag, the budget is to be determined via UR breakdowns. Enter a surcharge value or discount value in % for UR and possibly for UR
breakdowns, since not all items are required to have the UR Breakdown flag.
The budgets are now determined from the estimated URs or UR breakdowns for all items below the element selected in the structure.
If the element selected in the tree is the Estimate, the budget can only be determined via the UR breakdowns if all of the BoQs have the same UR breakdown.
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Additional budget functions
5 Additional budget functions

You will find an overview over additional budget functions below: Rapid budget spread via shortcut <Ctrl>+<B> Change fixed budget Estimate filter for budget Budget analysis Options for phase transition for AQ quantities and budget Automatic data synchronisation via the work item allocation Generate budget BoQ Budget and award target in the evaluation Rounding the budget values See also Edit budget (BoQ and estimate) [ 26] Edit budget (estimate only) [ 31]
5.1 Rapid budget spread via shortcut <Ctrl>+<B>

At item level, this shortcut is available for the function Spread Budget Over Detail
Lines.
The function Spread Budget in BoQ is executed at BoQ and division levels. If the function Spread Budget over Estimate Details is to be accessed from a parent level, you must continue to use the shortcut <Ctrl>+<Shift>+<B>.
5.2 Estimate filter for budget

All budget fields are available in the filter.
5.3 Budget analysis

In the execution phase, two budget evaluations are available in Estimate - Total
Job Costs:
Budget analysis according to job estimate Budget analysis according to cost codes
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Additional budget functions
By switching the option With Details (in Group Item Reports in Report Configuration) in the Print Options, you can also print the budget evaluation for subitems and detail lines.
For further information on this topic, consult the "Bid Estimate" and "Controlling" documentations. Additional budget evaluations via reports are available in the BoQ in the packages
5.4 Options for phase transition for AQ quantities and budget

In the System Options (Project / Project Alternative - Phase Change Project), you can use AQ quantities to set defaults for the behaviour of the AQ quantity during phase transitions. You can also enter a setting which allows this information to be individually customised in the project. Calculations for the budget estimate can be defined in Budgets and Original DJC. Please refer to the "System and User Options" documentation for more details.
5.5 Automatic data synchronisation via the work item allocation

In the framework of the work item allocation, you have the option of configuring an automatic budget synchronisation (PA -> SP). The option Automatic Budget Synchronisation (PA -> SP) is relevant in the case of budgets which are managed within the project alternative either in a budget BoQ or in a bid BoQ with an estimate, as it can be used to transfer the budget online to the associated BoQ of the packages.
5.6 Rounding the budget values

The budget is not rounded in the BoQ. The budget is used with absolute precision in the same way as the DJCs, since the budget is derived from the costs here.
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Index
Index
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Index
B
Budget, 7 Additional Functions, 35 Analysis, 35 Automatic Data Synchronization via work item allocation, 36 Calculate bottom-up, 33 Change about %, 33 Change order items, 7, 10, 15 Client perspective, 8 Comparisons, 21 contract/job estimate, 7 Contractor perspective, 10 Display (Margin), 22 Editing (BoQ and Estimate), 26 Editing (Estimate only), 31 Editing rules, 16 Estimate filter, 35 Fixed, 8 Identify error, 25 Lump sum contract, 10 Lump sum items, 15 Options Phase Change, 36 Rapid spread, 35 Reference items, 15 Rounding, 36 Unit rate contract, 10 Update from DJC, 31 Update from original DJC, 31 Variable, 8 Various quantity types, 21 Budget carriers, 10
Budget controlling, 7 Budget for lump sum items, 15
C
Change order items Budget, 15
D
Delete Flag for Fixed Budget, 30 Display Budget (Margin), 22
F
Fixed budget, 14 Flag for Fixed Budget Delete, 30 Set, 28
I
Identify Budget error, 25 Item Budget Generate from detail line budgets, 32 Generate from URs, 34 Spread over detail lines, 32
R
Reference items Budget, 15
S
Set Flag for Fixed Budget, 28 Spread, 26 Budget, 26
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4.6 4.7 5 5.1 5.2 5.3 5.4 5.5 5.6

Budget Administration (contractor)

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Before you begin...

Before you begin...

Instructions for using the documents

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Budget Administration (contractor)

Before you begin...

Budget Administration (contractor)

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1.1 Definition of budget

1.2 Budget values from contract/job estimate

Budget = Costs according to contract estimate

1.2.1 Fixed and variable budget values

1.2.1.1 Client perspective

Budget Administration (contractor)

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Budget Administration (contractor)

1.2.1.2 Contractor perspective

1.2.2 Carriers of budget values

Budget Administration (contractor)

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Budget Administration (contractor)

Budget Administration (contractor)

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Hierarchically structured objects, e.g. BoQ

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Budget Administration (contractor)

1.2.2.2 Objects from combinations of other object types

1.2.3 Fixed budget

Budget Administration (contractor)

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1.2.4 Budget for lump sum items

1.2.5 Budget in reference items

1.2.6 Budget for change order items

Generate item budget from detail line budgets [ 32]

1.3 Rules for working with budgets

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Total fixed budget = (Calculated budget/UoM) x (AQ quantity)

Budget/UoM = (Total fixed budget)/(AQ quantity)

Budget for IQ quantity = (Budget/UoM) x (AQ quantity)

Budget Administration (contractor)

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SP Budget = Total budget of the directly linked element of the PA

Total budget = (Budget per UoM) x AQ quantity (PA)

Total budget = (Budget per UoM) x BoQ quantity (PA)

UR x (Valuation factor Cause) x (Valuation factor Amount) x

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1.3.1 Budgets for various quantity types

Budget = (Budget per unit of measure) x (Quantity)

1.4 Comparisons with the budgets

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