The Valuation routines take the priced Bill of Quantities and reprocess the data in a form suitable for the fast and efficient assessment of the value of the work in progress. There are special facilities for automatically calculating the adjustments for "Fluctuating" contracts based on cost indices.
There are two types of valuation routines in the calculix system for producing -
'Tick' Chart Valuations Traditional Valuations
The routines for these valuations are completely separate.
The basic aim of the Valuation procedure is to re-process the bill into "work packages" which can be easily identified and measured on site. These "work packages" can then be individually assessed in terms of % completion as the work proceeds.
The advantages of this approach are:-
(a) No items can be accidentally omitted from the valuation process because the Valuation chart automatically reconciles with the Bill and, therefore all of the work must be allocated to one work package or another.
(b) Cumulative errors are not made and work previously measured cannot be inadvertently omitted later.
(c) The Valuation process is easily organised on site.
(d) The chart format is similar to that used on the Contractors programme and the correlation between the valuation chart and the contract programme provides a direct connection between the Contractors measurement of progress and the Valuation of the work to date.
(e) It provides a fairer method of assessment and allows all parties to the contract to agree the value of the work to date.
The focal point of the valuation process is the "work package" or Work Stage. Each Work Stage has two important attributes:-
The Valuation Stage is a collection of operations (or bill items) which are grouped together and generally performed at the same time by the same group of tradesmen.
Traditionally a Trade pass such as Joiner 2nd Fix corresponds to a valuation stage and for Valuations based on Trade Bills therefore the valuation stage defaults to Trade Subsections within the SMM6 Description Library.
The new SMM7 Common Arrangement System has replaced trades with Work Groups and trade sub-sections have been superseded by Work Sections. For Valuations based on SMM7 therefore, the valuation stage defaults to the Work Section.
Although the use of a default Valuation Stage ( either Trade sub-section or Work Section ) saves a considerable amount of work it will be desirable for some items to be separated from their default valuation stage and valued independently.
Rogue valuation stages can be assigned to any item in the Calculix system by using the valuation stage level of the Item Code ( column 26 ). Every item which is not blank at the valuation stage level will be separated from the default valuation stage and collected together with all other items with the same valuation stage code. The valuation stage code works in conjunction with the Trade or Work Group so that rogue valuation stages are collected within Trades or Work Groups. It is not therefore possible to amalgamate items from different Trades or Work Groups for valuation purposes.
Calculix determines whether it is processing a Trade or Work Group valuation from the choice made when selecting the "Calculate Valuation" process. Thereafter it automatically uses the Trade or Work Group codes and descriptions as appropriate.
The Valuation Stage is a collection of work items and the total value is for all such work items on the Project. In practice this work may not all be done at the same time and so each Valuation Stage will be broken down into locations around the building so that each Valuation Stage / Location Stage combination can be separately assessed as the work proceeds.
These physical locations will typically be an individual room or a complete floor of a building, i.e. foundations, ground, first etc., but can be any other arrangement to suit the needs of the contract. It is not essential that a Valuation Stage is sub-divided into Location Stages and some Valuation Stages will often be kept to one Location eg. Roof Covering.
Generally different buildings on the site will each have a Valuation Chart of their own but it is possible to merge different buildings into one consolidated chart.
In order to provide the necessary input for the Valuation process it is necessary to allocate each room to a particular location stage and this is done by allocating each room to a column of the valuation chart. All rooms to be merged together will be allocated the same column number.
Although the Valuation chart column number forms an integral part of the room data, it is not necessary to Edit the room data in order to enter this number.
A special facility is provided on the Room Data menu :
Valuation Chart Column
and when selected this will systematically display every room in the contract and allow you to enter the appropriate column number. Although the option will automatically start at the first room and work through the project, you can also enter any particular room and start from there.
You can re-edit the column number assigned to any room as often as you like to obtain the desired arrangement but each time you must re-calculate the valuation chart to see the effect of the changes.
The entry of the Valuation chart column number is the only special data required for the Valuation process.
There is one slight complication with the data and that arises when 'timesing' factors are used.
all create "extra" rooms which are not individually addressable. Because they are not individually addressable, they cannot be allocated Valuation chart column numbers and a procedure is, therefore, required to determine which columns these rooms should be assigned to on the Valuation Chart. There are two basic choices :
(i) They can be added to the same column that the original room, of which they are a copy, was assigned. To achieve this the column offset should be set to 0 (zero).
(ii) Alternatively, they can be put into separate columns. This is done by offsetting the column number by the appropriate amount. The amount of the offset must be sufficient to go beyond all previously used columns but it is easily calculated because the offset will be the same as the total number of columns used in the Floor, Unit or Building which is being "timesed".
e.g. If the rooms on the first floor are allocated to columns 5 and 6, then successive floors must be offset by 2 if they are to be kept in separate valuation columns.
Similarly if a Unit is repeated and each Unit uses 12 columns then the offset required against the unit is 12.
The cumulative effects of offsetting can get complex and so by the time you get to the Estate Configuration you can "reset" the column numbering by entering a completely new column start number for the start of each building. In practice, it is much easier to produce a separate valuation chart for each building and this avoids the need for column offsetting of buildings altogether.
The valuation process operates on the Bill prices and it is, therefore, imperative that these prices are entered onto the system using the Pricing routine.
If any prices are omitted all dependant totals will be printed with an asterisk to draw attention to the omission. Unpriced items should be entered with 0.00.
The Valuation Chart Format must be set-up and selected before calculating the Valuation Chart. (See the relevant section of Chapter 16 of this manual). The relevant Chart format must be specified for all subsequent processes involving the valuation chart.
Like the Bill, the complete production of the Valuation chart is divided into two separate processes. First the chart must be calculated and then it must be formatted. These two options are similar to their Bill counterparts and are included on the same calculix menus.
As mentioned earlier the Valuation Chart is available in two forms.
The choice is made when selecting the Calculation process and thereafter calculix automatically chooses the appropriate options for further processing.
The Description used at the top of each valuation column is set up slightly differently to other descriptions in the system.
Because the column width is much narrower than usual the options for formatting are severely restricted. For this reason the description is divided into two lines with a maximum of 8 characters in each. The required descriptions are entered on the two lines and the Valuation Chart will include the descriptions EXACTLY as entered here. If no entry is required on either or both lines you can leave them blank.
NOTE The descriptions for Valuation stages are obtained from the description library in the usual way. The default valuation stages will use the Trade Sub-section or Work Section descriptions and the rogue valuation stages will use the special descriptions for the appropriate valuation stage code.
Once the valuation chart has been calculated it can be output as a complete document using this option.
You will be prompted for the appropriate Chart Format and Estate Configuration and the document will be output as a Calculix report i.e. not via the word processor.
The Chart Total will probably not reconcile to the penny with the Bill of Quantities. This is due to the fact that the Bill has it's quantities rounded to whole numbers. In fact the Valuation Chart does not have it's quantities rounded and is therefore technically more accurate than the Bill.
This is a specialised version of the Basic Valuation Chart printed without the values of each work stage. In place of the prices is printed a row of underline characters so that it is easy to see which stages have a monetary value without showing the value itself. It is included for those people who like to do their site measurement without prior knowledge of the values involved.
It is anticipated that the measurement periods will be based on a monthly cycle of measurement. The system does not, however, insist on this. The Gross valuation for any date will be based on the first encountered measurement entered ON OR BEFORE the date of the Valuation. In this way it is possible to re-process any month even if a following period has been processed. It also allows Net Valuations to be obtained for any period as required.
For usual monthly processing it is easiest if the dates used for measurement are entered for the last day of the month.
The worksheet is obtained after the Valuation Chart Name and the Date for the period have been entered.
The measurement system assumes that you will always measure the GROSS COMPLETION TO DATE.
(Separate processing will compare gross measurements at different dates to give Net results for the period).
The measurement worksheet displays each Work Stage in turn. For each Work Stage the following data is shown:
The current measurement is entered quite simply by typing in the appropriate numbers.
If you want to enter a fixed value enter the amount in the Value field.
If you want to enter a Percentage completion simply type the percentage. Do not enter a % sign. eg an entry of 50 represents 50% complete.
If a field is left BLANK subsequent processing will interpret this as the measure last entered for the item. In this way it is not necessary to repeat measurements for items which have not changed since they were last measured.
The Current measurement does not have to be equal to or greater than the previous measurement. A lower measurement will reduce the Gross value to date and give a Negative Net Valuation for the period.
After each Work Stage is measured the <RETURN> key will move on to the Next Valuation Stage i.e. down the chart on the same column. If the current Work Stage is the last in the column then you will move to the first Valuation Stage in the next column.
To move across the chart to other columns in the same Valuation Stage you should press <PAGE UP> followed by the column number. If there is no entry for this Valuation Stage in the selected column the next Valuation Stage in the original column will be displayed.
NOTE The Valuation system only recognises Work Stages that have a real total value. All other cells on the chart are completely ignored.
When selecting the Gross Valuation for a period option you will be prompted for the Valuation Chart Name that you wish to be used.
After that you will be asked for the date up to which the Gross Valuation is to be calculated. The date should be entered in the form DD-MM-YY. The HOME key will access a calendar from which you can 'pick' the dates. For processing monthly periods it will usually be most convenient to enter the last day of the month.
The Gross Valuation of the Work will then be calculated using the MOST RECENT MEASUREMENT for each work stage that was made ON OR BEFORE the date entered. This will, of course, not necessarily be the latest measurement.
The Gross Valuation report shows the Gross Value of each Work Stage with the percentage completion underneath.
When selecting the Net Valuation for a period option you will be prompted for the Valuation Chart Name that you wish to be used.
After that you will be asked for two dates which define the Start and End dates of the Period required. Both dates should be entered in the form DD-MM-YY. For normal monthly valuations enter
The Net Valuations procedure is based on the calculation of Two Gross Valuations: one at the start date and one at the end date and then subtracting one from the other to give the Net Valuation for the period. Both of the Gross Valuations are calculated in accordance with the above rules for Gross Valuations.
The Net Valuation report shows the Net Value of each Work Stage performed during the Period and underneath the percentage that this value represents of the whole Work Stage.
The calculation of the Fluctuations is fully automatic. The calculation is based on a Net Valuation which in turn is based on a start and end date as described in the Net Valuation section above. Once the processor has calculated this it analyses each Work Stage into it's constituent Nedo Categories. It then calculates the cost fluctuation factor from the Base date and current date Indices and finally works out the actual cost fluctuation.
The Output is in the same format as the other Valuation Charts and shows
Because the amounts of money are much smaller than those in the other Valuations reports the values and percentages are automatically printed to 2 decimal places irrespective of the selection made in the Valuation Chart Format.
Decreases in costs are shown as negative values.
Only those Work Stages with any Net Valuation for the period are reported on.
The Nedo indices are stored in the Master Description Library from where they are available to all projects on the system.
The Codes and their associated descriptions are entered in the Description Library in the usual way as described in Chapter 12.
To use the Nedo facilities you should select the Nedo option on the Master Description Library Menu.
To enter a batch of Nedo indices you must first set the date. Select the appropriate option from the Nedo Menu and enter the date in the form DD-MM-YY (using the HOME key and the calendar). This date will be modified internally to the 1st of the month and all subsequent entries will be labelled with this date for reference purposes. The entries can be edited by entering any date for the month in question. This date will also be modified internally to access the entries for the first of that month.
The Add Nedo Indices option allows you to enter a new Months set of Nedo Indices.
The system is Inter-active and automatically moves through the list of Codes stored in the Master Library. As each index is entered the next code is displayed.
Because the Description Library is stored in ascii format it is much more convenient if the Description Library codes are all two characters long. This means that the Nedo categories 1 - 9 ( Demolitions to Non-Structural Precast Concrete ) should be entered in the form 01 - 09. The same notation should be used in the Item Codes and at Work Section and Trade Sub-Section level where the codes form an integral part of the appropriate Descriptions.
Although the system is designed for Nedo Fluctuations other index related procedures can be superimposed on the system by imitating the above procedures.
Any bill can be processed and the items are displayed and measurement data added. Measurement data can be in percentage, quantity or monetary value form. The system is based on the fact that the measurement will always be the gross measure to date. When a new valuation number is entered a complete copy of the previous valuation is made and this forms the basis of the new valuation. The new measure can be less than the previous but can never be less than 0 or more than the value in the bill.
Any combination of entries is allowed and the entries do not have to be consistent from one period to the next. If the value for an item exceeds the value in the bill a warning is displayed and you can return to the item to change the entry by pressing CANCEL. If you leave the figures in, in excess, the item will be written away with an entry of 100%. This feature can be used to force a value to 100% if required.
A Net valuation can be produced which will automatically be the difference between the period specified and the immediately previous period. The net valuation will accept negative values.
The traditional valuation system is intimately connected with it's associated Bill. It is very important that the associated bill is NOT re-calculated once the measurement process has commenced as the data will not align correctly if new items are created in the bill. If further bills are required "Post-Tender" then a new bill type must be created so that the original bill is left unchanged.
The Fluctuations routine on the traditional valuation has not yet been implemented.
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