Estimates

Overview

Estimates are created for each project/sub-project entity.

Need and Background

An estimate is prepared for each Works project so as to get technically sanctioned and proceed with tendering/contract.
Estimates are created for each project/sub-project entity.
There are multiple estimate types for each project prepared with different levels of abstraction.

Estimate Type

Definition

Proposal

A single line item has the overall project cost against the project title. This requires in-principal Admin sanction. Once approved detailed estimate for the same is created.

Detailed

A detailed estimate contains engineering drawings done on AutoCAD & other drawing tools. Modern tools also abstract out many measurements and materials from drawings created by these tools.

Abstract

An abstract estimate is prepared using standard SOR & Non-SOR Items defined by PWD (mostly ULBs customise SOR and have their own copies). SOR items are created internally using item rates.

Revised

When a project's finances are increasing then to what is initially estimated, revision estimates are created and approved. revision estimates may or may not have the same SORs as initial estimates. Revised estimate line items added to initial line items will give overall project cost.

Deviation

A deviation statement is a type of estimation when the scope of the project changes but the project cost is meant to remain the same. The deviation statement and revised estimate are the same as far as the estimation process is concerned. The approving authority changes only.

Spill Over

For a multi-year project, an estimate is financially broken down into pieces and budget allocation is done for each year instead of allocating the entire budget in the first year.

Functional Requirements

After creating the project (and getting it approved if it is in the workflow) the Junior Engineer estimates it.
The following details are required to create an estimate -
- Line items from SOR
- Non-SOR line items
- Overheads
There are 3 ways how estimates can be added.
- Manually adding from the SOR master list
- Using estimate template
- Copying the format of existing similar projects and changing the values
To select line items for SOR, select the SOR category, search for the SOR line item by SOR code or SOR description and select the SOR.
- To the SOR line item, add the quantity required for the project.
- SOR standard amount multiplied by this quantity gives the line item-wise cost.
Measurements are captured at the SOR line item level directly by the specified UOM or length, breadth, height, and quantity are captured and stored in an empty measurement book. The measurement book recordings can be used later.
- Multiplication of will give the required quantity of the line item for the estimate.
A non-SOR line item will not be defined in MDMS and hence will not be searchable using the SOR category or Code.
- Rate, Quantity and Description have to be entered manually.
- Just like SOR, capture details.
All SOR and Non-SOR items in the way captured in the estimates will be created as empty records in the Measurement Book to capture readings later.
Overheads are predefined masters.
- The project cost becomes the cost of SOR and non-SOR items plus overheads.
- Overheads are either added on top of SOR and Non-SoR separately or can be derived from SOR Sub Line items.
- Overhead amounts will not be going to the contractor but will be going to specific heads defined in the Master for respective overheads. (GST 12% to GST department, Cess 1% to labour dept etc). This means Contracts will selectively capture only a few overheads for contractors.
Each estimate will have a unique ID that is generated
- ID: EST/<ULB/Department Code>/<Year>/<month>/<Date>/<running sequence number>
Status of an estimate
- Created
- In progress
- Approved
- Rejected
- Cancelled

Masters

Schedule of Rates (SOR)

SOR is a line item that represents the rate for a single unit of work. SOR is defined by the Central PWD or state PWD and is revised based on the market needs from time to time. In general, there are about 3000+ SOR line items
Each executing authority ULB/Department may modify the rates of these SORs by applying lead charges.
- Lead Masters will vary for each project as the project site will be different for each.
- For simplicity, SORs are usually kept constant under a ULB.
Each SOR Item may have multiple variants with slight changes in description and amounts.
- Example: The estimate of tiling for the ground floor and the estimate of tiling for the first floor will change by 15 Rs to capture the carriage charges. These should be captured with .serial_number. (Parent.Child)

Field

Data Type

Required (Y/N)

Comments

SOR Category ID

Drop down

Options will be the list of Category Code from the SOR category type master

The combination of category Code and Item code is unique

Item ID

Alphanumeric

System generated

Item Description

Item description of the selected Item

Unit of Measurement

Options will be the list from Unit of measurement master

[Array] for specific date ranges

Item Rate

Numeric

Multiple entries can be specified for each Item, but there cannot be an overlap in the rates for a range of dates

Item rate Applicable From

Date

To be entered in the format dd/mm/yyyy

Item rate Applicable To

Date

To be entered in the format dd/mm/yyyy

Analysis of Rates

Each line item of a SOR master/SOR variant will further be divided into Sub line items that come from a set of category Masters like Labour Master, Material Master, Royalty Master, Carriage Master etc.
- A group of sub-line items together will form an estimate line item.
- Each sub-line item will have Item detail 1, item detail 2, quantity, UOM, rate, and estimated amount.
- The sum of all sub-line items will become the total of the SOR line item
- Item detail 1 will capture whether it is material/labour/carriage/overhead/royalty etc
- Item detail 2 will capture the exact details of the item from the respective item master. rates need to be auto-populated.
With this when extracted, we should be able to produce labour analysis, material analysis and other standard reports, coming from the estimates.

Basic Rates of Materials Master

Field

Data Type

Required (Y/N)

Comments

System generated ID

Department

Dropdown

Labour rates may vary by each department

Material Category

Dropdown

brick and tile, stone and road, metal and iron etc

Description of Material

Alphanumeric

Second Class Table Moulded Chamber Burnt Bricks 9" x 41 /2" x 3"

Quantity

Numeric

Quantity for which base rate is defined. Default to 1

Unit

Dropdown

Nos, Ton, etc

[Array] for specific date ranges

Item Rate

Numeric

Multiple entries can be specified for each Item, but there cannot be an overlap in the rates for a range of dates

Item rate Applicable From

Date

To be entered in the format dd/mm/yyyy

Item rate Applicable To

Date

To be entered in the format dd/mm/yyyy

Note: There are roughly about 200 materials, some of whose rates change quarterly.

Labour Rate Master

Field

Data Type

Required (Y/N)

Comments

System generated ID

Department

Dropdown

Labour rates may vary by each department

Skill Category

Dropdown

Highly Skilled, Semi Skilled Unskilled etc

Description of Labour

Alphanumeric

Technical Assistant, Stone Polisher, Smith etc

Quantity

Numeric

Quantity for which base rate is defined. Default to 1

Unit

Dropdown

Day/Week/Month

[Array] for specific date ranges

Rate

Numeric

Rate of Labour for specified (Quantity' units)

From Date

Date

Date from which these rates are applicable

To Date

Date

Date to which these rates are applicable

There are about 80 types of labour.

Lead Master

The Lead Master will have the carriage and royalty details of each item that goes into the individual SOR items.

Field

Data Type

Required (Y/N)

Comments

System Generated

Item ID

Dropdown

Item for which Lead SOR is present

Item Name

Autofill/Dropdown

Item for which Lead SOR is present

Name of Quarry

Dropdown

For Materials. Doesnt appy for labour

Unit

Dropdown

Unit of Measurement

Lead (Km.)

Numeric

Distance from quarry

Basic Cost

Autofill

Basic cost pulled from material rate master or labour rate master

Conveyance Cost

Numeric

Royalty

Numeric

Royalty on applicable material, abstracted, will go into specific head defined during estimation

Total

Calculation

Total new cost of line item

When a lead master is set on a particular material in a particular ULB, all SOR line items that contain this item will take the amount from the lead master and not from the basic rate master

Non-Schedule of Rates (SOR)

CPWD does not define non-SOR items and based on project requirements will get added to the estimate.
They will have the same attributes as the SOR item but not a defined SOR ID or SOR category.

Example - Purchasing fancy benches & themed dustbins at the Park. The rate, in this case, is fixed by JE upon discussion with potential vendors.

Overheads

Overheads can be of two types.

In-Line Overheads - Defined within the SOR line items
Estimate Level Overheads -
- These are defined on top of estimates. Each overhead is defined within a time range with either a percentage or lump sum value of the estimated cost.

We should be able to abstract out similar overheads from multiple SOR line items and groups to form a single overall overhead for the estimate.

Field

Data Type

Required (Y/N)

Comments

ID generated for each overhead type

Name

Alphanumeric

Name of the overhead

Ex. Labour Cess, GST, Royalty etc

Description

Alphanumeric

Description

Account head

Dropdown

Account head to which overheads should be credited

[Array] for specific date ranges

From Date

Date

Date from which these rates are applicable

To Date

Date

Percentage/ Lumpsum

Numeric

Percentage or Lumpsum amount of estimate including value

Revised Estimates

Estimate revision can happen before the final bill is submitted and the project is closed. For a revised estimate, the user can come onto the existing estimate and click actions → Revise estimate. This goes for a similar approval cycle as the main estimate.
For a revised estimate -
- New line items can be added.
- Existing line items can be removed
- Quantities in existing estimates can be modified.
A contract created from this estimate needs to be revised and sent to the contractor for approval.
Measurement books accordingly will be changed as per the new estimate.
If some part of the estimate is already measured and the bill has been created/approved, a revised estimate for that line item cannot go under that approved bill quantity for that line item.

Schedule Category

A schedule category is a grouping of SORs for easy identification and filtering. There are a total of about 3000 SOR items divided into 15-20 SOR groups

Examples - Earth work, masonry, brick work, painting, etc

Field

Data Type

Required (Y/N)

Comments

Category Code

Alphanumeric

Unique Code Assigned to the Schedule Category

Category Name

Alphanumeric

Name Assigned to the Schedule Category

Estimate Template

Templates are created for specific types and sub-types of work so they can be reused for future use.
Templates are groupings of SOR items that combine to complete similar kinds of work.
On the UI, the Estimates inbox will have an Estimate Template section and users can see a list of templates, create a new template from there, or modify the existing template.

Example - Template to build 100 mt of 20 ft road, Template to build 8*10 sq ft standard room.

Field

Data Type

Required (Y/N)

Comments

Template Code

Alphanumeric

Define the template code

Name

Alphanumeric

Name for template

Description

Alphanumeric

Description of the template

Status

Dropdown

Status of the template

Active
Inactive

Work Type

Dropdown

Select the Type of work. All the work types defined in the system should be shown

Work Sub Type

Dropdown

Select the Sub type of work. All the work sub types defined in the system should be shown here

[Array] for each line item

Schedule Category

Dropdown

Options are the list of SOR categories from the SOR category master.

SOR

Alphanumeric

Enter the template code and search for it

Non_SOR Code

Alphanumeric

Non_SOR Description

Alphanumeric

Non_SOR UOM

Dropdown

lenght--KM; Area--SQM

Non_SOR Unit Rate

Numeric

Master Data Sample

Master Name

Sample Data

Description

Overheads

{
            "id": "1",
            "code": "SC",
            "description": "Supervision Charge",
            "active": true,
            "isAutoCalculated":true,
            "isWorkOrderValue":true,
            "type": "percentage",
            "value": "7.5",
            "effectiveFrom": 1682164954037,
            "effectiveTo": null
 }

Contains the overhead charges applicable on an estimate.

SOR

- Sample data for SOR

{
"id": "SOR_000188",
"uom": "Nos",
"sorType": "W",
"quantity": 1000,
"sorSubType": "NA",
"sorVariant": "NA",
"description": "1000 Bricks for constructing any wall of length 10*10*10"
}

Contains a comprehensive list of items and rates defined by the department. To be used in preparation of an estimate.

SOR Rates

- Sample data for Rates

{
    "rate": 989,
    "sorId": "SOR_000152",
    "validTo": "1697846400000",
    "validFrom": "1697587200000",
    "amountDetails": [
                        {
                            "type": "fixed",
                            "heads": "MH.2",
                            "amount": 979
                        }
                    ]
                }