Measurement Book

The Measurement Book holds paramount significance as a record, serving as the foundation for all accounts related to the quantities of work completed and purchases made. It is imperative that this record is comprehensive, containing detailed and factual information to serve as conclusive evidence in a court of law.

This record acts as the cornerstone for accounting the quantities, encompassing the work executed by contractors, laborers employed departmentally, and materials received. The meticulous documentation ensures that all transactions are easily traceable, contributing to the transparency and accuracy of the overall accounting process.

The completion of an item is determined by the exhaustion of the total quantity specified in the estimate within the Measurement Book. Once the entire quantity of a specific item mentioned in the estimate is consumed and recorded in the MB, that particular item is considered completed. This systematic approach ensures accurate tracking and verification of the completion status of each item in the construction project.

Inbox

The Measurement Book (MB) inbox, dedicated to managing MB, is also utilized for tracking and processing the workflow related to Measurement Books.

Home Page > Measurement Books

To access the measurement book inbox, follow these steps:

Step 1: Navigate to the home page.

Step 2: Look for and click on the Measurement Books option. This redirects you to the measurement books inbox, where you can manage and view the measurement books.

Step 3: Select and apply the filters and search parameters as applicable.

The feature menus are displayed on the top left side.
The bottom panel displays the filters on the left.
1. Assigned to Me - The panel on the right side displays the estimates assigned to the logged-in user.
2. Assigned to All - This option is selected by default and displays all the estimates along with the assignee names.
3. Ward- This filters and displays the applications based on the selected ward on the right side window.
4. Workflow State - This option is displayed only when the application type filter is selected. It filters and displays the applications based on the selected application status on the right side window.
The search parameters are displayed on the top right. Search the measurement book by Measurement Book Number, Project ID, and Project Type.

Step 4: The window on the bottom right lists the measurement books based on the default settings, applied filters and search parameters.

Create Measurement Book

The system enables users to capture measurements of completed work items, whether they are part of the Schedule of Rates (SOR) or Non-SOR items. This recorded information is crucial and becomes the foundation for payment processes involving wage seekers, suppliers, and supervisors (CBOs).

Home Page > Measurement Books > Create MB

Step 1: Follow the navigation link given above. This will open the Search Work Order screen to search for a Work Order to create a Measurement Book.

Step 2: Enter at least one of the search parameters to search for a work order.

Step 3: Click on the relevant Work Order number to open the work order and view the details. Click on the Action button and select the option Create MB.

Step 4: Scroll down the details in the Create MB screen (screenshots below).

Step 5: Enter the Current MB Entry detail as applicable. Click on the + icon to increment the value as required.

Step 6: Enter the Number, Length, Width, Depth/Height details as applicable. Click on the Clear button to reset and enter fresh details. Click on the Done button to proceed with the existing details.

Step 7: Click on the View Utilisation Statement button to fetch the details.

Step 8: Click on the Choose File button to upload worksite photos. Ensure only .jpg, .png, and .jpeg files are allowed and the file size should not exceed 5MB.

Step 9: Click on the Take Action button and select Submit option to save and submit the details. Click on the Save As Draft to save the inputs and submit the Measurement Book details later.

Validations

Measurement books cannot be created if the estimate's revision status is in the workflow for a given project.

Search Measurement Book

The Search MB functionality allows users to search for a specific Measurement Book (MB) created for a particular period. Upon locating the relevant MB, users can open it to view comprehensive details and take the necessary actions based on the information contained within the record.

Step 1: Enter the applicable search parameter (at least one) and click on the Search button to fetch a specific measurement book. Click on the Clear Search button to clear the existing search parameters and initiate a fresh search.

Step 2: Click on the specified MB Number hyperlink to view the measurement book details.

View Measurement Book

The View MB feature empowers users to access and review the details as well as the workflow status of a Measurement Book (MB).

Step 1: Search for the required Measurement Book and click on the MB Number hyperlink to view the details.

Step 2: The measurement book details are available on the screen. Click on the MB History button to fetch the past transaction details for the MB. Click on the Hide MB History button to hide these details.

Workflow

The Measurement Book (MB) workflow involves three key roles: the Creator, Verifier, and Approver. Each role is mapped to specific actions that contribute to the overall processing and approval of the MB. The workflow typically involves a sequence of actions performed by these roles to ensure accurate documentation, verification, and approval of measurements within the MB.

Creator

Save as Draft

The Save as Draft feature provides users with the capability to create a Measurement Book (MB) and retain it in the creator's inbox for subsequent updates. This functionality allows users to initiate the MB creation process, save the work in progress as a draft, and revisit it later for additional edits or finalization before submission.

Submit

When a Measurement Book is created, it is submitted to the next user in the workflow for verification. Upon selecting the Submit action, the system provides the user with the option to either choose a specific user as the verifier or submit it without selecting a verifier.

Edit

If the Measurement Book is sent back to the Creator for correction, it is placed into the creator's inbox, allowing them to make edits and subsequently re-submit it for verification.

Verifier

Verify and Forward

The Verify and Forward action enables the verifier to forward MB to the approver after completing the verification process and adding the comments if required.

Send Back

The Send Back action provides the verifier with the capability to send the MB back to the creator for necessary corrections.

Approver

Approve

The Approve action bestows upon the approver the authority to approve the Measurement Book (MB). Upon approval, the MB attains an immutable status, meaning that it becomes unalterable or resistant to further changes. This step typically signifies the finalization and confirmation of the recorded measurements and associated details within the MB.

Reject

The 'Reject' action empowers the approver to decline the MB. Once rejected, no further action can be taken on the MB, necessitating the creation of a new MB.

Send Back

The 'Send Back' action permits the approver to send the MB back to the previous user in the workflow for necessary corrections, MB is placed into the verifier's inbox, allowing them to take necessary action.

Send Back To Originator

The 'Send Back To Originator' action enables the approver to return the MB to the creator for necessary corrections. The request is placed into the creator's inbox, allowing them to make edits and subsequently re-submit it for verification.

Validations

The amounts in the Muster Roll and Purchase Bill are validated against the corresponding utilization amount in the Measurement Book (MB).

Muster Roll

The approval of the muster roll is restricted if a Measurement Book (MB) for the same period is either missing or pending approval. Additionally, if the labour utilization amount does not match the muster roll wage amount, the approver of the muster roll is presented with an alert message.

Purchase Bill

The creation of the purchase bill is restricted if no Measurement Book (MB) has been created and approved. Furthermore, if the material/machinery utilization amount does not match the muster roll wage amount, the creator is alerted with an alert message.