Estimate Captures
Background
The Estimate Capture record captures the construction estimate prior to award to provide the basis for construction contract forecast generation. Use tools such as the Project Cost Planner Tool, Phase Estimate Worksheets, Engineering Estimates & Market Analysis Estimates (EEMA), or other independent methods to determine the project estimate.
Access: From the module menu, Plans --> Estimate Captures
Available reports: Estimate Capture Details, Estimates Log
Estimate Captures Record - Field Guidance
Updating Estimate Captures
Here, we will review the purpose of each field in Estimate Captures.
Project: Select the desired project.
Description: Use "Estimate updated YYYY-MM-DD" as a standard description. The sub-account or Project Control Number is not entered in the Estimate Capture Description field.
Category: Select the stage in the project lifecycle relevant to the current estimate.
Reference: Clarify the source (Project Cost Planner Tool, EEMA, Phase Estimate, etc.) of the estimate in the Reference field.
Status/Revision: An approved estimate enables drawdown projects in the Forecast Record when there is no Form 65 Line 7.
Use WalkMe to generate the Estimate Capture record including standard cost elements or line items.
6. Line #, Description, Cost Code: The line number, description and cost code populate after selecting the standard recommended cost elements.
7. Attachments: Use the attachment tab to link your ProjectWise folder with includes the completed estimate (or source of the Estimate Capture record details).
8. Total Cost: The summation of all cost line items. Consult with your Resident Engineer, Program Engineer or PMO Rep to understand when to use the Project Change Record in conjunction with Regional Change Control to formally adjust the project's budget or scope to address variances between the planned budget and current estimate.
9. Notes: Provide additional information regarding the methodology, valuation or to clarify your thinking.
Estimate Captures Workflow for Approval
Workflow in the Estimate Capture record allows the Engineering PM on the project to submit the current estimate to an automated workflow to enable Forecast projection if there is no executed contract. When available, the Form 65 line 7 will supercede the Estimate Capture Construction Contract Cost**.
Here, we see the steps for submitting a completed Estimate to Workflow:
When the estimate is complete, navigate to your Workflow tab.
2. Insert any additional comments and then click Submit to launch the Estimate Capture record Workflow auto-approval process.
3. Here, you select SAVE to submit the record and finish the auto-approval step.
Use the NOTIFICATIONS (A) tab or add an ADDITIONAL CC (B) line to share the project estimate with others.
4. Here, you can see the auto-approve date and timestamp under the workflow log which verifies the auto-approve workflow is complete.
Project Cost Planner Tool Guidance
Use the most current Project Cost Planner Template. This is an optional but recommended tool to create and update the Construction Cost Estimate from Scoping to FOR. All cost estimates after FIR must.
Follow the EEMA Process for additional user guidance for creating Scoping level estimates.
This example illustrates the fields populated in the Estimate Capture Record with data from the Project Cost Planner Tool at FOR.
Enter the TOTAL CONSTRUCTION BID ITEMS+FORCE ACCOUNTS value in the 20-10 Construction Contract Cost** Total Cost Column of the Estimate Capture Record.
Enter the CONSTRUCTION ENGINEERING value in the 20-10 Construction Engineering Cost Total Cost Column of the Estimate Capture Record.
Enter the CONSTRUCTION INDIRECTS value in the 20-10 Construction Indirect Total Cost Column of the Estimate Capture Record
FAQs
How does PMWeb work with SAP?
PMWeb is integrated with SAP through Mulesoft (every night). PMWeb projects can be created as soon as needed. Once a SAP project is created, the PCN is entered into the PMWeb project record for data syncing; that evening (and every subsequent evening) specific SAP data fields are read into PMWeb. As needed, additional data fields are integrated.
Duplicate entry is not intended between PMWeb and SAP as these systems have different primary purposes -- PMWeb for the delivery teams managing projects, SAP for controlling costs as the source of financial transaction data. Until PMWeb is used by all projects in your respective region, some activities will take place in both systems. For example:
Drawdowns continue to be entered into SAP so that DAF receives construction expenditures forecasts for their cost model. Forecasts will be automated within PMWeb based on estimates/contracts. Once all region projects and schedules are in PMWeb, SAP drawdowns can end.
Milestones continue to be entered into SAP as the source of milestone dates across projects. Once region project schedules are in PMWeb, SAP milestones can end.
As additional functionality is configured into PMWeb, it will become the source of non-financial transaction data, which will further the project data that is managed in PMWeb, rather than SAP.