Prime Contract and Job Cost Codes Example: Design Build Firm
Business Scenario
- Single Project
- Separate Client Contracts for Design and Construction
1. Implementation Plan: Contact Management
Make sure all firms involved on the project including the client are added in the Contact Management module.
Example Firms:
- Client
- Subcontractors
- Suppliers
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2. Implementation Plan: Project
Create the Project (not Lead) to represent the structure being designed and built.
Example Project:
- Project # 2018-Stanford
- Project Title: Standford Residence - New Construction - 3000 SF - Stucco Facade
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3. Implementation Plan: Project Directory
The following companies should be added to the Project Directory.
- Client
- Your Firm
- Subcontractors
- Suppliers
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4. Implementation Plan: Job Cost Codes and Prime Contract Budgets
Create Job Cost Codes and Prime Contract for the design phase. The fastest way to create these records is to use the Microsoft Excel option when running the Contract Admin Setup Wizard.
Sample Job Cost Code and Budget Import Spreadsheets:
- Design Phase
- Build Phase - Residential - NAHB Style
- Build Phase - Commercial - CSI 95 Divisions
- Build Phase - Commercial - CSI 2016 Divisions
Related Help Topics:
- Help Topic - Contract Setup Wizard
- Help Topic - Job Cost Codes Overview
- Help Topic - Prime Contract Overview
Example Project, Prime Contract, and Job Cost Budget Structure:
In the example shown below, there are only two cost codes shown for design and construction phases which is for simplicity sake. In reality, there would be far more codes referenced in each Prime Contract.
- Project # 2018-Stanford
- Prime Contract 001: Design Phase
- Design Cost Code 1: Architecture Design Services
- Cost Budgets: Materials/Labor/Equipment/Sub/Other
- Revenue Budget (i.e. Contract or Bank Draw Amount)
- Labor Hour Budget
- Equipment Hour Budget
- Design Cost Code 2: Interior Design Services
- Cost Budgets: Materials/Labor/Equipment/Sub/Other
- Revenue Budget (i.e. Contract or Bank Draw Amount)
- Labor Hour Budget
- Equipment Hour Budget
- Design Cost Code 1: Architecture Design Services
- Prime Contract 002: Build Phase
- Build Cost Code 1: Sitework
- Cost Budgets: Materials/Labor/Equipment/Sub/Other
- Revenue Budget (i.e. Contract or Bank Draw Amount)
- Labor Hour Budget
- Equipment Hour Budget
- Build Cost Code 2: Concrete
- Cost Budgets: Materials/Labor/Equipment/Sub/Other
- Revenue Budget (i.e. Contract or Bank Draw Amount)
- Labor Hour Budget
- Equipment Hour Budget
- Build Cost Code 1: Sitework
- Prime Contract 001: Design Phase
5. Implementation Plan: Purchase Orders and Subcontracts
Each Prime Contract will have it's own set of POs, Subcontracts, and/or Labor Timecards as shown in the example below.
-
Project # 2018-Stanford
- Prime Contract 001: Design Phase
- PO or Subcontract # 001 : Lighting Consultant
- PO or Subcontract # 002 : Interior Designer
- PO or Subcontract # 003 : Landscape Designer
- PO or Subcontract # 004 : Media/Entertainment Designer
- Labor Timecards
- Prime Contract 002: Build Phase
- PO or Subcontract # 005 : Sitework Subcontractor
- PO or Subcontract # 006 : Foundation Subcontractor
- PO or Subcontract # 007 : Framing Subcontractor
- PO or Subcontract # 008 : Electrical Subcontractor
- PO or Subcontract # 008 : Mechanical Subcontractor
- ....
- Labor Timecards
- Prime Contract 001: Design Phase
Related Help Topic:
6. Implementation Plan: Enter and Approve Labor Timecards
Related Help Topics:
- Help Topic - Labor Timecards
- Help Topic - Adding Labor Timecards - Daily
- Help Topic - Adding Labor Timecards - Weekly
- Help Topic - Adding Crew Timecards - Daily
- Help Topic - Import Timecards From Microsoft Excel
- Help Topic - Approving Labor Timecards
7. Implementation Plan: Prepare Client/Prime Invoice for Phase
Prepare one or more progress invoices during each phase.
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8. Implementation Plan: Mark Design Prime Contract As Approved and Closed Upon Completion
After the design phase is complete and invoiced in full, the status of that particular Prime Contract should be changed to 'Approved and Closed'. This will prevent the design contract from being referenced on future changes, expenses and timecards that occur during the build phase.
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9. Implementation Plan: Review Standard Job Cost Dashboards in Project Analytics
In Project Analytics, there are dashboards available to show financials rolled up by prime contract (ie. unit) and by job cost code for cost tracking.
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