Justify Item Cost - Force Account Estimate

Description

This function allows users to create an item cost justification for a work order or workspace item based on the estimated cost of a force account. This includes a detailed breakdown of the equipment, labor, and material required to perform the work. Authorized users can access the Justify Item Cost - Force Account Estimate function by selecting "Force Account Estimate" from the Add links on the Work Order Item Justification or Workspace Item Cost Justification screen, then creating the three component estimates - Equipment Breakdown, Material Breakdown, and Labor Breakdown on separate screens.

Note: The titles of the screens include either "Work Order" or "Workspace", depending on where the screen was accessed. This Help document is written from the point of view of a work order. The steps for creating a force account estimate for the workspace item are identical. Where necessary, any minor differences have been highlighted in Notes.

Quick Navigation

The following table provides an overview of the steps in this process. Detailed step-by-step directions are provided in the next section.

From this screen…	perform this action:
Navigation bar	Select Contractor Services Select Estimates and Work Orders option Note: To navigate to the Workspace, use the My Projects option beneath Contractor Services. On the My Projects screen, select the project, then choose "Workspace" from the Go links and click the GO button.
Estimates and Work Orders home page	Choose "Work Orders by Status" as the Report type Enter search criteria Click SEARCH button
Work Orders by Status list	Click Work Order Number hyperlink
Work Order screen	Click Number hyperlink in the Number of Items field
Work Order Items list	Click Item Number hyperlink for the item requiring justification
Work Order Item Detail screen	Click Justification link
Work Order Item Cost Justification screen	Choose Justification method from drop-down list Click the SAVE button Select "Force Account" from the Add links and click the ADD button
Force Account Estimate screen	Choose "Material Cost Breakdown" from the Add links and click the ADD button
Material Cost Breakdown	Enter Material Description, Quantity and Unit Price Click ADD button Repeat as necessary Click SAVE&EXIT
Force Account Estimate screen	Choose "Labor Cost Breakdown" from the Add links and click the ADD button
Labor Cost Breakdown screen	Enter Labor Classification, Hours and Rate Click ADD button Repeat as necessary Click SAVE&EXIT
Force Account Estimate screen	Choose "Equipment Cost Breakdown" from the Add links and click the ADD button
Equipment Cost Breakdown screen	Enter Equipment Description, Hours and Rate Click ADD button Repeat as necessary Click SAVE&EXIT
Force Account Estimate screen	Enter Subcontractor Cost Press TAB key Enter Service by Others Costs Press TAB key Click SAVE&EXIT

Step-by-Step Directions

User Action	Result
Open your browser software and access the ECMS Welcome page.	The ECMS Welcome page is displayed with the navigation bar on the left.
Using the Registered Users Login fields at the top of the navigation bar, enter your user ID and password. Click GO or tap the Enter key.	The ECMS Welcome page appears. Your user name now appears at the top of the navigation bar, and the navigation bar options are tailored to your security group(s).
From the navigation bar, select the Contractor Services option.	The Contractor Services option available to your user group are displayed.
Select the Estimates and Work Orders option beneath Contractor Services on the navigation bar.	The Estimates and Work Orders home page is displayed. Note: To navigate to the Workspace, use the My Projects option beneath Contractor Services. On the My Projects screen, select the project, then choose "Workspace" from the Go links and click the GO button. From the Workspace screen, click the Item Number hyperlink to navigate to the Workspace Item detail screen, then click the Justification link.
Select “Work Orders by Status” from the Report field.	The entry you selected appears in the field.
If desired, enter additional search criteria, such as project number or work order status to narrow the search.	The criteria you entered appear in the fields.
Click the SEARCH button.	The Work Orders by Status list is displayed and includes work orders matching the search criteria you entered.
Click the Work Order Number hyperlink.	The Work Order screen for the selected work order is displayed.
Click the Number hyperlink in the Number of Items field.	The Work Order Items list is displayed.
Click the Item Number hyperlink for the item whose cost you wish to justify.	The Work Order Item detail screen is displayed.
Click the Justification hyperlink.	The Work Order Item Cost Justification screen is displayed. Note: For Workspace items, the screen title changes to "Workspace Item Cost Justification".
Select the Justification Method from the drop-down list.	The method you selected appears in the field.
Select Force Account Estimate" from the Add links and click the ADD button.	The Force Account Estimate screen is displayed.
	*****Create Material Cost Breakdown*****
Select "Material Cost Breakdown" from the Add links and click the ADD button.	The Material Breakdown screen is displayed. Note: The breakdown screen titles change based on whether this is a work order item or a workspace item. For example, when accessed via a work order item, this screen title will be "Work Order Material Breakdown".
Enter a description of the material in the Description field.	The text you entered appears in the field.
Enter the quantity of the material in the Quantity field.	The value you entered appears in the field.
Enter the unit price in the Unit Price field.	The value you entered appears in the field.
Click the ADD button under the Amount column.	The system calculates the total for the material by multiplying the quantity and unit price. The result is displayed under the Amount column, and a new line for data entry appears below it.
If desired, continue to add material descriptions, quantities and unit prices, clicking the ADD button after each entry.	As you add the material information, the system sums the amount, calculates the dollar amount of the sales tax, multiplies it by the material amount, and displays the subtotal. The system then multiplies the subtotal by the overhead and displays the total at the bottom of the screen.
When you are finished entering the material breakdown, click the SAVE&EXIT button.	A 'please wait' message is displayed. When processing is complete, a 'successful' message is displayed. Note: To change a line in the material breakdown, you must delete then re-add it. Select the line using the checkbox to the left of it, then click the SAVE button to delete it.
Click OK on the message box.	The message box closes, and you are returned to the Force Account Estimate screen. A link to the material breakdown you just created appears in the Total Material Cost field.
Click the EDIT button.	The screen switches to edit mode.
	*****Create Labor Cost Breakdown*****
Select Labor Cost Breakdown from the Add links and click the ADD button.	The Labor Breakdown screen is displayed. This screen performs the same function as the Material Breakdown but for the labor portion of the force account estimate.
Enter the name of the labor classification in the Classification field.	The title you entered appears in the field.
Enter the estimated number of hours required for this classification in the Hours field.	The value you entered appears in the field.
Enter the hourly rate in the Rate/Hr field.	The value you entered appears in the field.
Click the ADD button under the Amount column.	The system calculates the total for the labor by multiplying the number of hours by the rate per hour. The result is displayed under the Amount column, and a new line for data entry appears below it.
If desired, continue to add labor classifications, hours and rates, clicking the ADD button after each entry.	As you add the labor information, the system sums the amounts, calculates the dollar amount of the insurance/taxes percentage (defaults to 10%), multiplies it by the labor amount, and displays the subtotal. The system then multiplies the subtotal by the overhead and displays the total at the bottom of the screen.
When you are finished entering the labor breakdown, click the SAVE&EXIT button.	A 'please wait' message is displayed. When processing is complete, a 'successful' message is displayed. Note: To change a line in the labor breakdown, you must delete then re-add it. Select the line using the checkbox to the left of it, then click the SAVE button to delete it.
Click OK on the message box.	The message box closes, and you are returned to the Force Account Estimate screen. A link to the labor breakdown you just created appears in the Total Labor Cost field.
Click the EDIT button.	The screen switches to edit mode.
	*****Create Equipment Cost Breakdown*****
Select "Equipment Cost Breakdown" from the Add links and click the ADD button.	The Equipment Breakdown screen is displayed. This screen performs the same function as the Material and Labor Breakdown screens but for the equipment portion of the force account estimate.
Enter a description of the equipment in the Equipment Description field.	The description you entered appears in the field.
Enter the estimated number of hours required for this equipment in the Hours field.	The value you entered appears in the field.
Enter the hourly rate in the Rate/Hr field.	The value you entered appears in the field. (The hourly rate includes estimated operating costs).
Click the ADD button under the Amount column.	The system calculates the total for the equipment by multiplying the number of hours by the rate per hour. The result is displayed under the Amount column, and a new line for data entry appears below it.
If desired, continue to add equipment descriptions, hours and rates, clicking the ADD button after each entry.	As you add the equipment information, the system sums the amounts, calculates the dollar amount of the overhead and displays the total at the bottom of the screen.
When you are finished entering the equipment breakdown, click the SAVE&EXIT button.	A 'please wait' message is displayed. When processing is complete, a 'successful' message is displayed. Note: To change a line in the equipment breakdown, you must delete then re-add it. Select the line using the checkbox to the left of it, then click the SAVE button to delete it.
Click OK on the message box.	The message box closes, and you are returned to the Force Account Estimate screen. A link to the labor breakdown you just created appears in the Total Labor Cost field.
Click the EDIT button.	The screen switches to edit mode.
	*****Complete Force Account Estimate Fields*****
If applicable, enter the estimated subcontract cost in the Subcontractor Cost field, then use the Tab key to move to the Service Costs by Others field.	As you tab to the next field, the system automatically calculates the dollar amount of the Subcontractor Overhead, and adds it, along with the base subcontractor cost to the Grand total.
If applicable, enter the estimated costs of services in the Service Costs by Others field, then click the Tab key.	As you tab to the next field, the system automatically calculates the dollar amount of the SBO Overhead, and adds it, along with the base SBO cost to the Grand total.
Click the SAVE&EXIT button.	A 'please wait' message is displayed. When processing is complete, a 'successful' message is displayed.
Click OK on the message box.	The message box closes, and you are returned to the Work Order (or Workspace) Item Cost Justification screen. A link to the Force Account Estimate appears in the Force Account Estimate field.

Created by
Joseph D Howe/PennDOT on 03/16/2005 at 10:53:48 AM