Prime Contract and Job Cost Codes Example - Design Build Firm

Business Scenario

• Single Project
• Separate Client/Prime 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

Related Help Topic and Training Videos:

• Resource Center - Contact Management
• Training Videos - Contact Management

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

Related Help Topics and Training Videos:

• Help Topic - Add Project Manually
• Resource Center - Projects
• Training Videos - Projects

3) Implementation Plan - Project Directory

The following companies should be added to the Project Directory.

• Client
• Your Firm
• Subcontractors
• Suppliers

Related Help Topic and Training Videos:

• Help Topic - Project Directory
• Training Videos - Projects and Project Directory

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 and Training Videos:

• Help Topic - Contract Setup Wizard
• Help Topic - Job Cost Codes Overview
• Help Topic - Prime Contract Overview
• Training Videos - Contract Administration

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
  • 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

5) Implementation Plan - POs and/or 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

Related Help Topic and Training Videos:

• Resource Center - Procurement
• Training Videos - Procurement

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
• Training Videos - HR and Labor Timecards

7) Implementation Plan - Prepare Client/Prime Invoice for Phase

Prepare one or more progress invoices during each phase.

Related Help Topics and Training Videos:

• Help Topic - Prime Invoice Overview
• Training Videos - Prime Contract Invoice

8) Implementation Plan - Mark Design Prime Contract '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.

Related Help Topic:

• Help Topic - Prime Contract Overview

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.

Related Help Topic:

• Resource Center - Project Financial Analytics

10) Implementation Plan - Repeat Steps 4-9 for the Build Phase