Work Element Window Tabs - WebTMA 5

Work Elements Notes Tab

Path: Transactions > Capital Planning > Work Elements / Notes Tab

Use the Notes Tab to add details about the element including suggestions for fixing the problem, coordination with other departments or contractors, and general comments.

Sub-location – Enter a specific area to help identify the location of the work element.

Solution – Use this free-form text field to describe the remedy for this deficiency or a solution to the problem.

Coordination – This text field is used to describe any coordination required among various departments or contractors.

Comments – Enter any additional notes or comments in this free-form text field.

Work Elements Estimate Tab

Path: Transactions > Capital Planning > Work Elements / Estimate Tab

The Estimate Tab is used to create cost estimates for the work element solution.
The Pricing Notes Subtab is an elective field to add notes about your pricing strategy. In View mode, you can double-click an estimate line to see a read-only popup of the Estimate Entry window illustrated in the topic How to Add Work Element Estimate Lines.

How to Create Work Elements Estimates

Path: Transactions > Capital Planning > Work Elements / Estimate Tab

1. Click Edit on the WebTMA toolbar
2. Enter Estimator.
3. Select the Estimate Model.
4. Click the Add Item link at top of Estimate grid to open the Estimate Entry If you have the RS Means software, you can click the Add RS Means Item link.
5. Go to the next topic, How to Add Work Element Estimate Lines.

How to Add Work Element Estimate Lines

Note: The label for the fourth field on this popup varies depending on the Cost Type selection. For Labor, it reads Technician/Desc. Selecting Material causes the label to change to Part/Description. Other and Miscellaneous change to Description.

By default, the Active check box is marked.

1. (Optional) Enter a Trade.
2. Select the Cost Type from the following options: Labor, Material, Other, or Miscellaneous. See note above regarding related field label changes.
3. (Optional) Choose an Estimate Type. Note this Type is from Organization > Lookups > Estimate Type (not restricted to Capital Planning).
4. (Optional) Select the Technician/Desc (or appropriate label described above).
5. Enter Quantity.
6. Enter Unit Cost. Note the Total Cost is calculated automatically.
7. Click the Save
8. Click Save on the WebTMA toolbar.

Once the record is saved, you can double-click an estimate line in View mode to see a read-only version of the Estimate Entry popup window.

Work Elements Estimate Adjustments

Path: Transactions > Capital Planning > Work Elements / Estimate Tab

After adding an Estimate line it is possible to add one or more Adjustments or Markups to the Estimate line. It is also possible to add a set of Default Adjustments to a line. The Default Adjustments are derived from the list of Markup Defaults you create from the Capital Setups / Identity Tab.

How to Add a WE Estimate Adjustment

In Add or Edit mode:

1. Click the plus icon to the left of an Estimate line.
2. Click the Add Adjustment link to open the Estimate Adjustment Entry
3. Type or select the appropriate Markup Code.
4. Enter the Sequence #. The Sequence is the order of operation for how the adjustments are applied. Since some of the adjustments / markups are compounded against other markups, the order of operation can make a difference.
5. The Rate % defaults if you selected a Markup from Lookups. This rate can be overridden if you want a different rate.
6. (Optional) Click the Compound check box if you want the Rate % An Estimate line can have multiple Adjustment lines.
7. Click the desired radio button: Labor, Material, Other, Misc, or Sub-Total. This indicates the type of Estimate lines that are affected or marked up. For example, if a markup has the Labor button selected, then only Labor estimates will have the markup applied. The Sub-Total radio button indicates that the estimate is applied to the overall subtotal of all the estimate lines.
8. Click the Save button to add the Adjustment Line.
9. Click Save on the WebTMA toolbar.

How to Add WE Estimate Default Adjustments

In Add or Edit mode:

1. Click the plus icon to the left of an Estimate line.
2. Click the Add Default Adjustments link which reads in the Markup Defaults from the Setup record linked to this Work Element. One or more Estimate lines can be added to any existing Adjustment lines under the Estimate line.
3. Edit the Default Adjustments or Markups by clicking the pencil icon to the left of the Adjustment line. They can also be deleted individually by using the trash can icon to the left of each Adjustment line.
4. Click the Save button after editing to add the Default Adjustment Line.
5. Click Save on the WebTMA toolbar.

Work Element Estimate Tab COI Subtab

Path: Transactions > Capital Planning > Work Elements / Estimate Tab–COI Subtab

Many Work Elements can have Cost of Inaction (COI) dollars associated with the item, especially when the work is not done in a timely manner. For example if a leaky roof is not replaced, there may be costs associated with water damage, increased maintenance on the old roof, and heat loss due to lack of proper insulation. These costs also increase over time due to inflation. The Capital Planning batch process (Admin > Batch Management / Capital Planning Processes) not only inflates the Cost Estimate to fix a problem but it also inflates the COI (Cost of Inaction) over time. The ratio between the Cost Estimate and the COI is a good tool that can be used to prioritize projects.

How to Add Work Element Cost of Inaction (COI)

Adding a Cost of Inaction line is identical to adding an Estimate line described on page 18.

With the COI Subtab selected:

1. Click Add item link above the COI grid to open the Estimate Entry
2. Add and save as many COI lines as necessary.
3. Click Save on the WebTMA toolbar.

The COI Index field updates automatically at the top of the Estimate Tab.

WE Energy Conservation Measure Tab

Path: Transactions > Capital Planning > Work Elements / Energy Conservation Measure Tab

Use the Energy Conservation Measure Tab to record the energy savings related to an individual Work Element. You can also use it to document the portion a facility’s sustainability efforts related to Capital Planning efforts. There is a one-to-one relationship between a work element and an ECM record. ECM’s are optional.

The Energy Conservation Measure Tab is the same window that opens when you click the ECM link on the Action Menu. The ECM number is optional and is added to the ECM Ref. # field.

Tip: If a Work Element has an ECM, the ECM icon will appear near the Active check box field on the Work Elements / Identity Tab.

How to Add an Energy Conservation Measure

1. Locate the desired Work Element record.
2. Click the Energy Conservation Measure
3. Click on Edit on the WebTMA toolbar.
4. Enter the ECM Title that describes the ECM.
5. Type the ECM Ref #.
6. Add an Energy savings line. See instructions in the next topic, How to Add Energy Savings Lines to ECM.
7. Click Save on the WebTMA toolbar to save your changes.

Default values may have populated the ECM record when the ECM window opened. These are derived from Utility defaults, which may have been set up on a Capital Setups record. The Capital Setups record linked to the Work Element determines which, if any, Utility defaults flow to the Energy savings grid. If you don’t want any of these defaults, they can be individually removed using the Trash can icon to the left of each Energy line.

How to Add Energy Savings Lines to ECM

In Add or Edit mode:

1. Click the Add Item link at top of grid to open the Add Code
2. Check the desired utility services on the popup. Note that utility services must have been defined previously in Organization > Lookups > Utility Service.
3. Click the Add Selected button to close the window and add the selected items to the grid.
4. Click Save on the WebTMA toolbar to save your changes.

Energy Conservation Measure Elective Fields

Source – Select from options created in Capital Planning > CPPM Lookups > Sources. It describes the source of the ECM document.

Payback – The payback value is normally recorded in years.

Implement. Cost – Any extra cost to implement beyond the Cost Estimate of Work Element.

Deficiency (Subtab) – Free-form text field to describe the deficiency. This can be different from the deficiency on the Work Element and can be related more to the ECM’s or energy deficiency.

Coordination (Subtab) – Free-form text field to describe any coordination required among departments or contractors to carry out the work.

Comments (Subtab) – Free-form text field to add additional comments.

Notes (Subtab) – Free-form text field to add additional notes.

Work Element Regulation Xref Tab

Path: Transactions > Capital Planning > Work Elements / Regulation Xref Tab

Use the Regulation Xref Tab to list all Regulations that may be impacted by the current Work Element.

These Regulations may include those driving the work or ones impacted by the changes that result when solving this problem. For example, a new fire code may require the work that is listed on this work element. If this is the case, then that fire code can be listed here.

How to Add Work Element Regulation Xref

From the Regulation Xref Tab:

1. Click Edit on the WebTMA toolbar.
2. Click the Add Regulation link at the top of the grid.
3. Check the boxes for the desired code(s) on the Add Code selection window.
4. Click the Add Selected button to add the selected codes and close the dialog.
5. Click Save on the WebTMA toolbar.

Work Element Sub-Assemblies Tab

Path: Transactions > Capital Planning > Work Elements / Sub Assemblies Tab

The Sub-Assemblies Tab displays a tree list of any Parent/Child relationships you have created by populating the Parent # field on the Work Elements / Identity Tab.

An unlimited number of levels or relationships can be created to connect different Work Element records. The records displayed here are informational only. The Sub Assemblies Tab also shows any ECM (Energy Conservation Measure) records that have been linked to a Work Element. The ECM icon is displayed in the tree list.

Click any item in the tree list and click the Zoom To Selected button to open the record in a new window.