Section 14 - Indirect Costs

An indirect costs schedule, for the pricing of internal preliminaries, can be prepared in Candy. A standard indirect costs schedule can be kept in a master library, and copied into a new job. The indirect costs can be reported separately or as part of the direct works. This utility makes use of the CCS Planning System, SitePlan. Refer to the SitePlan manual for a full explanation of the programming aspects of this section. This section of the Candy manual contains the following topics:

Indirect costs schedule Unit table Copy indirect costs from a master Indirect costs program Reporting Copy indirect costs to bill

- Sheet 14.01 to 14.03 - Sheet 14.03 to 14.04 - Sheet 14.04 to 14.06 - Sheet 14.05 to 14.08 - Sheet 14.08 to 14.10 - Sheet 14.11

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INDIRECT COSTS

SECTION 14

Indirect Costs Menu

The Indirect Costs Menu is located within the Estimating module of the CCS System. From the CCS Menu follow the path Candy System to Estimating to Finalisation to Indirect Costs and select View Manager.

The View Manager is displayed. The closed books represent groups of views, and may be opened or closed by Double Clicking on the book symbols, or by using Ctrl+Down/Up-arrow. There may already be some views set up on your computer, some of which are loaded with a new system installation. There is some Indirect Costs layouts set up already - these are the default layouts, which are installed with the CCS System. Select an appropriate layout. Note: Refer to Candy Manual Section 7 Scrollers & View Manager for more information about View Manager. The view manager may also be called up by using the button on the Candy toolbar.

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New Indirect Costs Schedule

The first time that any indirect costs document is accessed, a selector is displayed with the following options: Copy from master and clear quantities - Select this option to copy an indirect costs schedule from the current master into the current job, excluding the master quantities. Copy from master and preserve quantities - Select this option to copy an indirect costs schedule from the current master into the current job, including the master quantities. Create a new document - Select this option to create a new indirect costs schedule in the current job.

Select the required option and use the button.

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Create a New Indirect Costs Schedule

Select the option Create a new document and use the button.

The new indirect costs program settings document is displayed. Use the and the week. button to set the week start day button to set the working days per

Use the button to display the scrolling calendar, on which the start date for the indirect costs schedule may be selected. Use the button to create the new indirect costs schedule.

Simple Indirect Costs

Indirect Costs may be prepared without using the programming aspect of the system. From the View Manager select an appropriate layout, for example, CCS standard view 3.2 - Simple Indirects.

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Section Headings
Section headings may be created in an Indirect Costs schedule in order to arrange items into logical groupings. Create a section heading by entering a number in the T(ype) field, followed by an Op Code and a Description. The number in the T(ype) field defines that section heading's position in a hierarchy, where a level 0 is the most senior level and a level 9 is the most junior level in the hierarchy. Note: Section headings may be created between existing items. Position the cursor immediately below where you wish to create a section heading and use Ctrl+Ins(ert) to insert a blank line.

Indirect Costs Items

Indirect Costs Op Codes may be created manually or copied from a master. Op Codes that are not time related may be created simply by entering the required information, in this example, Op Code, Description, Number and Unit.

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Unit Table
Op Codes that are time related must have their units defined as such before adding such Op Codes to an indirect costs schedule. Use the softkey to display the Indirect Costs Utilities menu. Select the option Unit Table and use the button. Note: The unit table may be accessed by Double Clicking in the unit column.

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The Unit Table is displayed. Each time unit must be entered in the Unit column, with the number of working days for each defined unit entered in the Days/Unit column. Note: The time units are not case sensitive. Entries are sorted automatically on the unit column. If a unit is deleted, no check is made to determine if it is used in the indirect costs schedule. Any items that do use a deleted unit have their time column blanked out and are effectively converted into non-time related items.

Op Codes that are time related may be created simply by entering the required information, in this example, Op Code, Description, Number, Time and Unit. Note: The Op Codes in an Indirect Costs schedule can be priced in exactly the same way as those of measured works items. Refer to Candy Manual Section 8 - Pricing for a complete explanation of the different pricing methods which can be used in Candy.

Copying Items From a Master

You can copy Op Codes from either the Job or the Master by Dragging and Dropping. Call up the Master Op Code list by using the button Shifted. Select the Op Code(s) that you wish to copy into the job by using Shift+Left-click to select the start and end of a range, and/or Ctrl+Leftclick to select non consecutive Op Codes. Notice that the cursor line is highlighted in a different colour than previously. Left-click on and drag any selected line onto the indirect costs schedule.

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Drop the selected Op Codes onto any line. The Op Codes are copied onto the indirect costs schedule. Note: If you drop an Op Code onto an existing item it always inserts it as a new item. Alternate documents may also be used to copy items from an Op Code list to the indirect costs schedule. Refer to Candy Manual Section 2 - Bill Creation for more information about using alternate documents to copy Op Codes.

Indirect Costs Program

Indirect Costs may be prepared using the programming aspect of the system. From the View Manager select an appropriate layout, for example, CCS standard view 3.1 - Indirect Costs.

The items in the Indirect Costs schedule, which we created earlier in this section, have created a program. The bars that are striped red, with the stripes angled backwards, are time-related items. Those that are striped blue, with the stripes angled forwards, are non-time related items.

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Activity Editing
The duration of an activity can be altered on the screen barchart. Position the mouse cursor immediately to the right of an existing bar. The symbol appears. Left-click and Hold Down the mouse button. Drag the mouse to the right to increase the activity duration or to the left to decrease the duration. A panel appears which displays the Previous Duration and the Current Duration of the activity that is being altered. Continue dragging the mouse to the required duration for the activity. At this point release the mouse button. The position of an activity can be altered on the screen barchart. Position the mouse cursor immediately to the left of an existing bar. The symbol appears.

Note: If the symbol appears red, it indicates that the start of the bar is determined by the network logic, and cannot be moved manually. Altering the duration of time related items alters the amount of money against those items. Altering the duration of non-time related items does not alter the amount of money against that item. Moving the position of an item alters the distribution of the money over time.

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Copy Indirect Costs From a Master

One approach that can be taken in the Master Indirect Costs schedule is to have a priced item for all the things that are likely to be provided, only entering a Number and Time when it comes to pricing a specific job. Taking the approach that is described above you can now scroll through the Indirect Costs schedule, entering a Number and a Time for those items which are required on this job. When you access the indirect costs for the first time in a job, select the option Copy from master and clear quantities and use the button.

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Change Start Date

The complete indirect costs schedule, including the program, is copied from the master. All the Number values are blank. The start date, which is copied from the master program, requires to be altered to reflect the start date for the current job. Use the softkey to display the Indirect Costs Utilities menu. Select the option Customise Program and use the button.

The Program Settings document is displayed. On the Start Date tab you can change the start date for an existing program.

Change the current start date - Select this option and use the button to display the Scrolling Calendar, on which a date may be selected, or enter the new start date in the field.

When changing the program start date, it is possible that there are existing scheduled dates that occur prior to the new start date. The following options are available:

Keep dates fixed - Select this option to maintain existing scheduled dates that are later than the new start, while moving earlier dates to after the new start. Move dates relative to new start date Select this option to move all scheduled dates, maintaining the same working day number in the calendar. button.

Use the

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The bars for the items in the Indirect Costs schedule are initially open when they are copied from the master. This indicates that they are not used in the current job. Enter values as required in the Number column. As soon as you do this , the bars are coloured either red, to indicate time-related items, or blue to indicate non-time related items. The nett rate is also completed by the automatic copying of the worksheet for each Op Code from the master.

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Using Tied (Hammock) Activities

It is possible to create a summary construction program, which ties to the start and end of time-related indirect costs items. In this example, the top part of the indirect costs schedule is a summary construction program. There are links to the start and end of specific indirect costs bars. The indirect costs items that use this linking mechanism are indicated by the letter T in the T(ype) column. Setting up the indirect costs schedule in this manner allows for quick what-if? situations to be assessed by altering the duration and/or sequence of the summary construction program.

Indirect Costs Trade Totals Display

A Trade Totals Display of the Indirect Costs can be produced. From the Indirect Costs menu select Indirect Costs Total Display. Alternatively, from the CCS Menu follow the path Candy System to Estimating to Candy Query and select Trade Totals Display. A selector is displayed; the options for which are explained in Candy Manual Section 8 Pricing. Select the required options and use the button. Note: A Trade Totals Display may also be obtained by using the button.

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This is an example of an Indirect Costs nett trade totals display. In this example, the Indirect Costs Op Codes have only one trade. Multiple trades can be defined for Indirect Costs, subject to the overall maximum of 52 trades in any given job.

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Indirect Costs Resource Analysis

The resources that have been used to price the Indirect Costs items can be analysed and quantified. Because the same list has been used to price the measured works, an overall resource analysis can be obtained. Use the softkey to display the Indirect Costs Utilities menu. Select the option Resource Analysis and use the button.

Note: This analyses only those resources used to price Indirect Costs items. The same report is available from the CCS Menu. Follow the path Candy System to Estimating to Reports to Resource Analysis and select Indirect Costs Resource Analysis.

A selector is displayed; the options for which are fully explained in Candy Manual Section 16 - Reporting. Select the required options and use the button. The standard print screens follow, from which you can Print, Preview, Spool or Export the report. Note: Most of the standard reports, which are available in the Candy System, have an option to include the indirect costs.

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Indirect Costs Report Manager

All program related reporting in the indirect costs is done through the report manager. A selection of standard reports is available, any of which may be adapted to suit your specific requirements. Use the softkey to display the Indirect Costs Utilities menu. Select the option Report Manager and use the button.

Note: Report manager is also available from the Indirect Costs menu.

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The report manager selector consists of two sets of reports. Use the button to switch between the two sets of reports. Program reports - Any reports that are set up in the program reports area are only available to the Indirect Costs schedule in which you are currently working, however, they are backed up as part of a Candy or Complete Job backup. Global reports - Any reports that are set up in the global reports area are available to All Indirect Costs schedules on your computer, however, they are not backed up. Report information - The report information panel displays various set up data and information from the details sheet for the report on which the cursor is positioned.

Each of the two areas, that contain reports, contains one or more books. These books represent headings or groupings of reports. Any report may be copied between the program reports and global reports area by using Windows copy and paste keystrokes Ctrl+C and Ctrl+V. A report may be deleted by using Ctrl+Del(ete). To add a new report or report heading to either the Program Reports or Global Reports area, position the cursor in the area and use the softkey.

The list of CCS standard reports is displayed. Select the required report on which to base the new report and use the button.

A new report is added to the report group. Over type the default report name with your own description and hit Enter.

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Further softkeys on the program manager selector have the following functions: - For inserting a cover page report on the report manager. - For inserting a new report or report heading on the report manager. - For copying a report and all the settings of that report. - For changing the name of a report or report heading. - For editing the report settings. - For printing a report or group of reports.

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Copy Indirect Costs to Bill

The Indirect Costs schedule can be copied into the measured works part of the bill if required. From the Indirect Costs menu select Copy Indirects to Bill Page.

A selector is displayed on which you can specify the CCS page number, to which the Indirect Costs items are to be copied. Enter the required page number and use the button. A confirmation message is displayed. Use the button.

The Indirect Costs items have been copied into the measured works bill. Notice that the Billed Quantity has been calculated as Number x Time x Percentage.

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