The following handy hints assume at least a beginner’s level of knowledge of Benchmark Estimating Software.  These hints do not take you through detailed step by step instructions, and are mainly designed to provide you with an overview of various commonly asked questions.  If you have any questions on these please Contact Us. 

If you would like more detailed instructions on these or any other topics, simply open Benchmark Estimating Software, select HELP from the main menu and you then have access to the PDF User Manual and Online Help.  You can also access the latest PDF Release Notes from the Help menu by selecting What’s New. 

1. Copy and paste between Projects

You can copy and paste data between Projects in various ways in Benchmark Estimating Software.

In the Project Browser

1. Simply expand the Project you wish to copy data from.
2. Highlight the Section or Item you wish to copy, right click and select Copy (or press the windows <CTRL+C> keyboard shortcut).
3. Expand the Project you wish to paste the data into.
4. Highlight the Project or Section you wish to paste your copied Section or Item (respectively) into, right click and select Paste (or press the windows <CTRL+V> keyboard shortcut).

When you are working in a Project

You can also use powerful features such as “Add Item from Project” to copy and paste multiple Items between Projects in one simple operation. You do this by right clicking in the Project Items window.

This feature is more powerful than your typical copy/paste function.  This is because, during the process, you can type in your new Item Quantities and Benchmark automatically recalculates your Resource quantities and updates your Item rate and Cost as part of the “paste” process.

2. Comparing Projects side by side

In our newest release version – Version 7.5 – we have implemented a new “Project Comparator” feature that allows you to compare related projects side-by-side.  Accessed from the Project Browser window, you can run this feature by one of two means:

1. If you wish to compare 2 or more Projects that you have “linked” together for Market Share purposes, simply highlight ANY of the linked projects, right click and select “Compare selected Project and all linked Projects“; or
2. If you wish to compare any Projects regardless of whether they are linked or not, simply highlight the Projects you wish to compare, right click and select “Compare Selected Projects“.

An example of the Project Comparator window is below; you will find numerous options at the top to help you customise your analysis, and you can also export the data to Excel to undertake your own, custom data manipulation/analysis/comparisons.

3. Preparing a “budget” version of your estimate

Many customers, following successful contract award, prepare a “budget” version of the successful estimate.  This version of the estimate is used as the basis to give to the Project Manager/Supervisor to use to run the project.

BUT what many customers also do as part of this process is that they edit the “budget” version first before handing it over to a Project Manager.. why do they do this? The main reason is that the business may wish to increase production rates for various Items or modify the breakdown of some Items to, effectively, “raise the bar” for the Project Manager.  This sets higher standards/levels of production, giving the Project Manager and his/her team a more challenging work schedule.  Combined with a performance based rewards-based scheme for project managers and their teams, this can help a business generate more profits, but also help projects run on schedule.

Here is a brief step-by-step guide how to do generate this “budget” version of the estimate:

1. Firstly you should DUPLICATE the original Project. Open the Project Details window and press <CTRL+D> on your keyboard (or right click and select Duplicate).
2. When duplicating the Project make sure:
   • In the “Duplicate Project” window, you select the option to link the duplicated project for “Market Share” purposes.
   • Always edit the description of the duplicated project to have the words “Budget” – before or after the normal description – this makes it easy for everyone to know what this duplicate is for.
3. In the duplicated Project, open the SPREAD feature and select the feature called “Fix All Rates” – this will “lock” your submission rates so any adjustments you make do not alter your Submission values. THIS IS A CRITICAL STEP.
4. You can now adjust anything you wish in the duplicated Project.  You may adjust Production Rates or Variable values for example, or even manually over-ride Resource data for some Items.  You may also wish to consult with key Suppliers to get better prices for some key Materials for example.
5. You now have your budget!  You can now use the extensive Reporting/Export features of Benchmark Estimating Software to generate the necessary “handover” data for your Project Manager.

EXTRA TIP – combine this tip with the Project Comparator tip.  This will enable you to see the differences between the accepted Estimate and the Budget.  Management can see the estimated additional Profit margin and/or drill down to individual Sections/Items to see the estimated cost.

4. Recording and reporting on Marketing data

Recording Marketing data  

To record marketing data you can do this in one of two ways.

Firstly in the Project Details window, simply select the Analysis tab – here you can edit fields like the project status (Won, Lost), Reason for Loss and the Competitor who won the Project (if you lost it), as shown in the screen shot below.

OR if you have many Projects to update, you can do this very quickly in the “Update Marketing Data” feature.  You access this feature from either the MARKETING tab in the Command Centre or the “My Favourites” section of the new “MY BENCHMARK” feature. The ”Update Marketing Data” feature displays all projects and allows you to quickly edit marketing data for many Projects in one window.

Reporting on Marketing data

The “Project Analysis” feature is designed for you to generate a multitude of Marketing graphs & reports based on user-defined parameters.  As can be seen in the screen shot below you have various options to select from at the top of the window.  Once you have selected your options you can then generate a Graph, list-style Report or export the data to Excel for your own more detailed analysis.

In the Project Browser window you can also generate further marketing and business reports.  The screen shot below shows these reports:

Links to other handy hints:

• How to track and analyse a project under construction more
• Keyboard shortcuts more
• Using CEILING and FLOOR to round-up and round-down quantity calculations more

Written by Nigel Watts

Marketing & Product Manager

Consumers and businesses are being inundated with more and more choice these days.  We all know the reasons why and when a Company comes to researching and selecting a new a business solution(s), this aspect of today’s business world can cause various challenges.  One particular challenge for businesses in this quest is whether to select:

1. an all-in-one solution, or
2. to adopt a “best-of-breed” approach.

In this blog post I hope to shed some light on some of the pros and cons of each approach to help you select a way forward that is right for your business.

Some of the pros and cons of each approach

Notes about table above:

^ With a best-of-breed approach you have the option to implement individual systems one at a time. This reduces cost, helps with cash flow and helps minimise risk as well.

* Integration – the table above suggests that all in one solutions have tighter integration.  But this is not always so.   I have personally experienced this with our own systems we have implemented and also directly with customers; some customers have gone down the all in one solution approach, only to come back to me 6 months later saying that the modules do not integrate that well (and generally that the estimating module does not do the job).  Sometimes these larger all in one solutions result from larger companies buying smaller best of breed solutions too and bolting them together – with software this doesn’t always work.  I will be talking more about integration in a future blog article.

Other key things to consider:

1. What is most important for your Company at this point in time?
2. What your Company is capable of implementing at this point in time?
3. The economic environment
4. Your company culture – how will it react to change; bigger systems cause bigger change management issues
5. Your budget, and
6. Your company’s strategic direction.

What this means for you Estimators out there

Quite often when dealing with new customers I have seen Management pushing for a single solution whereas the end-users want to make sure it covers “their patch of turf”.  If you are an Estimator and if you have unique and/or intensive estimating needs you want to make sure the estimating solution you use has the functionality, flexibility and power that you need to produce accurate Quotes quickly and with confidence (something also in the Company’s interest).

Adopting an 80/20 approach

The approach we have taken in our business relates to the good old 80/20 principle.  80% of our overall solution is one system which relates to a core part of our business and one that has most end-users being customer management.  The remaining 20% of systems are niche systems where we need highly specialised tools for critical areas of our business and/or ones where integration is not a major need or simply not needed at all (sometimes when you workshop integration and look at what you really need to integrate, it does not always deliver a cost benefit).

Why can’t a software company develop an all in one solution that does everything really well you ask? 

I have been asked this question a lot over the years… personally I think this is a very difficult task unless it is a highly focused tool aimed only at one industry and possibly at a particular size of company.  Software by it’s nature needs business rules to be implemented at the design stage.  It’s like designing and building a house, you design it with parameters and specifications in mind.  If those parameters don’t take into account every nuance it may “fall down” in one or more areas; similarly after a house is built if you try and re-work it to suit modified specifications you are always fighting a tough battle and sometimes it may be easier and cheaper to start again.  The same principles apply to software.

I hope you found this article interesting and has given you some information to assist you if you are considering this in your business.  Watch out soon for a related article on integration and why it isn’t as scary as you may think…

With operations across Australia, Enviropacific Services sets a nationwide benchmark in Environmental Engineering and Petrochemical Services, providing quality services to the industrial, government, petrochemical, resources, infrastructure and construction sectors.

The company has recently selected the “Corporate” edition of Benchmark Estimating Software as their new, nationwide estimating system.

With a lot of diversity in their business and with many project managers and managers undertaking estimating tasks, Enviropacific needed an estimating system that was flexible to handle their wide range of project requirements and also one that was easy to use.  “With many offices across Australia we also needed a system that could cater for the regional pricing variances with ease, which Benchmark does” comments David Wood, Managing Director of Enviropacific Services.  Enviropacific is commencing a national rollout of Benchmark Estimating Software and according to David Wood they are “… looking forward to greater levels of consistency across the business, improved transparency and accuracy of estimates, and the improved collaboration and centralised business reporting that Benchmark offers”.

More about Enviropacific Services

Enviropacific consists of two divisions: Environmental Engineering and Petrochemical Services.  The Environmental Engineering division is an acknowledged industry leader in the provision of innovative, integrated site remediation services to solid and liquid contamination problems.  The Petrochemical Services division provides design, installation and maintenance services to retail, industrial and bulk petrochemical storage and handling facilities.  The two divisions generate substantial synergy for Enviropacific as the majority of petrochemical projects require some form of environmental engineering services.  Enviropacific is the only petrochemical market participant on a national level, that is able to provide both diversified environmental and installation services.

The capabilities of the company include petrochemical, site remediation, soil treatment, thermal treatment, water treatment, engineering solutions, civil construction, asbestos management and demolition.   The company currently has offices in Newcastle, Sydney, Melbourne, Adelaide, Perth, Brisbane and Gunnedah and employs over 130 people.
Enviropacific prides itself on its ability to offer innovative, flexible and sustainable project delivery approaches to deliver optimal outcomes for clients whilst maintaining the highest standards in QHSE management and compliance with all relevant laws and regulations.

Visit the Enviropacific Services web site for more information www.enviropacific.com.au

Benchmark Estimating Software is now compatible with Windows 8 for desktops/laptops and Windows Server 2012 for servers.

We are always ensuring our software works with the latest operating systems from Microsoft and this “… recent development is great news for users investing in new computers or those upgrading their operating system” says Nigel Watts, Marketing & Product Manager at Benchmark Estimating Software.

An important note for all our users and prospective clients is that Windows 8 and Windows Server 2012 is not compatible with Microsoft Office 2003.  Refer to this support article from Microsoft for more information -  http://support.microsoft.com/kb/2777626.  If you have Office 2003 you will need to upgrade to a later edition if you are upgrading to one of these new operating systems.

More about our Technology & integration with Microsoft applications

Award winning, leading edge technology

Benchmark Estimating Software is developed on the award winning Microsoft .NET platform.  Our software can write to multiple database platforms including two of the world’s leading database systems being Microsoft SQL Server and Oracle.  Not only does this give you optimum performance, data stability, security and premium integration benefits, it also offers your IT department/administrator the flexibility to select a database platform that leverages your existing IT infrastructure and skills.  We also offer a “lightweight” SQL database solution for smaller users.

Integration with Microsoft Office

Benchmark Estimating Software has excellent integration with Microsoft applications.  Not only do we have an export to Microsoft Project which creates a gantt chart automatically and saves time, we also have numerous features that export data to Microsoft Office applications which are:

• “Microsoft Word Quote” templates to allow you to set up your own Quote/Proposal templates in Word to give you the ultimate competitive advantage and flexibility
• “Exports to Excel” for job costing purposes, and a budget breakdown by Cost Codes for integration with Accounting, to name but a few, and
• Email integration with Microsoft Outlook; you can email Quotes directly from Benchmark Estimating Software to your client with an attached PDF all at the click of a button, and these emails can be sent via Outlook (or by SMTP method as well).

Read more about all of our features.

ROCK Australia provides specialist supply and contracting services for Mining and Civil projects throughout Australia and overseas.

A user of Benchmark Estimating Software for over 6 years, we talked to them about the unique and diverse nature of their projects, and how Benchmark Estimating Software is helping them to prepare accurate quotes no matter what the challenge.

Profile of ROCK Australia

• Company Name: ROCK Australia www.rockaustralia.com.au
• Industry: Mining and Civil
• Location: Perth, Brisbane, Townsville and Kalgoorlie
• Year Established: 1987 as a fully owned subsidiary of Structural Systems Group
• Number of Employees: More than 200
• Services Offered: Drilling & Blasting, Geotechnical Services, Movement & Surveying Radar, Mine Radar, Slope Stabilisation and Rockfall Protection

Thinking outside the box

The projects that ROCK Australia do are a bit different to your every day civil projects. Being a mining company they deal with some pretty big machinery, to say the least! Their staff can be seen abseiling down the face of mines and have been known to have to scuba dive for a site inspection.  Reagan Rumbold, a project manager with ROCK Australia, says that ‘the projects that we do are never as easy as you would think – there are lots of curly jobs!’

ROCK Australia has grown and become a greater presence in the mining industry in recent years. 6 years ago Rock Australia took on Benchmark to speed up their quoting and to eliminate the errors that they were experiencing with spreadsheets. The estimators at ROCK Australia use Benchmark to quote on some very interesting and difficult projects meaning that they test the software on a regular basis. Reagan says that they have to think outside the box and ‘we have to take initiative and be innovative in how we approach our projects.’

ROCK Australia is a company that is full of smart people who are looking for the best way of doing things, including their quotations.They are a diverse group of people and many have started on the deck and worked their way to management, making sure that lots of experience and knowledge is kept in the company. It is by capturing this knowledge within Benchmark that has meant that it is shared and used, helping the company to grow.

Innovative Estimating

Like many of our clients, ROCK Australia were using spreadsheets before advancing to Benchmark.  However, as many people have found a spreadsheet is constantly fraught with errors.  Reagan says that using Benchmark ‘gives us the confidence to know that we won’t miss anything.’

With 4 offices, over 200 staff and an extensive fleet of drilling rigs ROCK Australia are an original company who are using Benchmark Estimating Software in innovative ways. Reagan says that ‘there are many ways to do things and we’re always improving our estimating … I’ve previously spent days doing something that I can do with the click of a button with Benchmark.’

ROCK Australia has established a reputation for delivering superior solutions and services to the mining industry, with a focus on drilling & blasting, mine services and geotechnical services, ROCK Australia also offers cost-effective solutions for Civil projects. They work on mine sites all around Australia and they need a system that can keep up with the different elements and regions of their work. It is for this reason that they use Benchmark Estimating Software. Reagan says that ‘Benchmark is logical and extremely functional for our team.’’

The need for Accuracy

One of the most important things for the business of ROCK Australia is getting accurate estimates. Reagan says that ‘because the estimates we do are complex and comprehensive we need to ensure that we comply with all the requirements within the tender documents.’ It is for this reason that Benchmark Estimating software works so well for them. It is imperative that their estimates are right and they have found that with more accurate, consistent estimates their business goes from strength to strength.

As part of this growth and innovation ROCK Australia was winner of the ‘Contract Miner of the year’ and ‘Australian Mining Prospects Award’ in 2012. Also, recently ROCK Australia was awarded an additional 3 year contract for provisional radar slope monitoring services at a large Nickel mine in WA.

Read more about ROCK Australia on their web site.

Return to our comprehensive list of Case Studies.

Written by Rob MacDonald

CEO & Director

Parametric estimating sounds really geeky – and it is! However, something that enables you to produce an estimate for a project in a matter of minutes rather than weeks is worth considering.

Firstly, what is parametric estimating? I’ll borrow a definition from the Parametric Estimating Handbook¹:

“Parametric Estimating is a technique that develops cost estimates based upon the examination and validation of the relationships which exist between a project’s technical, programmatic, and cost characteristics as well as the resources consumed during its development, manufacture, maintenance and/or modification.”

Parametric estimates are brilliant at the early and concept stages of the project. In fact, the Parametric Estimating Handbook says that “Early costing cannot be done effectively any other way”.

In many cases the model that you use to do the estimate is actually doing the design of the project for you as it is producing the cost. This ensures that the costing is completely aligned with the technical aspects of the proposal.

England’s Highways Agency was interested in converting much of their highway system to Managed Motorways. They used a parametric cost model in Benchmark Estimating Software to produce sixty-four estimates in a six-week period, an impossible task using conventional estimating methods. For the full story you can download the white paper case study on the Managed Motorways model on this web site.

If you produce estimates at the early or concept stages of the project life-cycle then you may wish to consider producing a parametric model. If you would like to discuss whether to do this, and how it might be done, then feel free to contact me.

Note:

¹The Parametric Estimating Handbook is developed by the International Cost Estimating and Analysis Association (ICEAA). Visit the ICEAA web site for more information about this association.

Written by Rob MacDonald

CEO & Director

What is BIM?

In a very short space of time, BIM has certainly made a splash in the construction industry around the world. So, what is BIM – it stands for Building Information Modelling. Professor Chuck Eastman of the Georgia Institute of Technology is generally attributed as the founder of the term BIM; Eastman defines it as “a modelling technology and associated set of processes to produce, communicate and analyse building models”.

More than a simple 3D model of a project, 5D BIM is now a hot topic with Cost and Scheduling being the additional dimensions and recognised as integral parts of a successful project. A project developed under the BIM process/model can now include:

• a 3D design
• the technical specifications of all the mechanical items that are to be included in the project; for example it may give the model numbers of all the fans in the structure as well as their capacities and their expected life in terms of operation as well as showing where each of them is in the 3D design
• the cost estimate
• schedule information
• specification details of what is to be constructed, and
• contract conditions.

Who will be using BIM?

While the roots of BIM lie in Architecture it is now gaining momentum over the globe and in many industry segments.  Mandated by Government departments in the UK, US and Singapore, many other countries including Australia are starting to see the huge benefits of BIM and taking initiatives to implement BIM processes with Government support.

When working on a BIM project the different personnel involved will all utilise the BIM process and data:

• Designers of projects will be creating a BIM model.
• Specifiers will be including the specification and contract conditions within the model.
• Estimators will be using the model as a basis for the preparation of their prices and also for the submission of their bid.
• The winning contractor will be using the model as the basis for construction, as well as noting details of actual componentry that is installed during the building process, and the model will also serve as a Works as Executed record.
• On completion of the work the contractor may hand the model over to the asset owner who may then issue it to seek prices from facilities or asset management contractors.  They will then update it progressively and it will serve as a continuing, accurate record of the state of the project at any particular time during the whole lifecycle.

This, of course, is just an example of the uses of a BIM model, there are many other people and uses that can tap into the model during the life of the project.

Why is BIM so good?

Previously a project has been made up of a set of 2D drawings. Because it is 2D every drawing had to be understood by someone reading it and people needed to link the drawings in their mind. Information was scattered everywhere – for a project you would have the architectural drawings, separate structural, civil and HVAC drawings etc. The architect would have joinery, colour, door, window schedules etc. In every case users would have to read the schedules and in their mind put it together. With BIM, where that element is shown in the model, we will see all information about it including its relationship with other elements of the project.

But wait there’s more….

Over the next few months we will explore more about BIM and if you have any questions please comment below and I’ll do my best to answer them.

Due to the continual success and demand for our software, Benchmark Estimating is pleased to announce the opening of a Sydney office.

This office, our 3rd in Australia, will be a base for new members of our expanding Sales Team who will be helping to grow and service our increasing customer base here in Australia and New Zealand.

Liz Shaw and Terry Brouner are two new members of our Sales team who will be based in Sydney.  Liz and Terry have decades of experience as technology-focused sales consultants in various industries including construction, civil, engineering, mining and telecommunications.

Rob MacDonald, CEO and Director of Benchmark Estimating, says “It is great to have Liz and Terry on-board.  Possessing a wealth of experience and knowledge, they will help to ensure that our new customers are handled quickly and with professionalism, and that Benchmark Estimating Software continues to be the #1 estimating solution in Australia and New Zealand.  Following the amazingly successful release of Version 7.5 in October 2012, and with some great product developments underway, this exciting announcement sets the scene for a very successful 2013 for Benchmark Estimating.”

Written by Rob MacDonald

CEO & Director

Estimating from first principles is all about having accurate knowledge of the direct costs of your resources – that is your Plant, Labour, Materials and your Subcontractor prices. Building up your items with knowledge of price and practical experience is crucial.

This method of estimating is regarded as “best practice” and can be used to price all types of projects no matter what the size of the job, what industry you are in or the stage of the project (strategic, concept, hard dollar bid etc).

There are many benefits to estimating from first principles, some of which I have tried to outline below.

1. CLEAR UNDERSTANDING OF THE JOB

When you’re estimating in a competitive environment – you want to win the job so you need a clear understanding of your direct costs. You need to assess the project and work out the exact amount of materials for every item and you then allocate plant and labour, often through the use of production rate data, and then of course subcontractors. Because the estimate that you’ve done is particular to the project it is far more accurate than standard rate data.

2. ACCURATE COST OF MATERIALS

Now, any standard item cost information will not be based on the cost of materials in the region you are working in, it is simply based on costs in certain areas and then a factor applied to them. Conversely, when we are estimating from first principles, we can work out the exact cost of materials in the area. Of course this applies to Plant too as a hire company or subcontractor may be able to offer you a better rate in the area and you can choose to use that rate so that you can win the bid.

3. OVERHEADS AND PROFIT

Of course when you have nailed down your direct costs you will have the confidence to adjust your overhead and profit amounts so as to make your bid as competitive as possible. By that I mean that if you have certainty in your material costs, for that project, and you really want to win it, you will have the confidence to reduce your profit margin as required.

4. WINNING A JOB AT THE RIGHT PRICE

Now I have been talking about certainty of estimating so as to be competitive but, as we all know, anyone can win a job simply by cutting their price, especially jobs that are more difficult. The beauty of first principles estimating, in this case, is to be able to allow the right amount of money for the project. There is nothing wrong with winning a challenging project, as long as you have the money in your bid to perform the job satisfactorily. To summarise this point, first principles estimating allows you to bid those difficult projects where indeed there may be less competition.

5. MAKING MONEY

When you have done a first principles estimate for a bid and you win the project you are in a great position to make money. The estimate that you have done can produce a budget which will enable you to do many things. One is to be able to order your materials as you will know exactly what is needed for the projects. Another is that you will be able to track your progress against this budget so as to ensure that you are on track to be making money.

More information on first principles estimating…

Would you like more information on first principles estimating and estimating in general?  Here are some links to further information on our web site plus some reference books online that you may find of interest:

• READ OUR WHITE PAPER ON FIRST PRINCIPLES ESTIMATING written by our Marketing and Product Manager, Nigel Watts
• Principles of Estimating by Trevor M.Holroyd 
• Construction Cost Management – Learning from case studies by Keith Potts

Benchmark Estimating is pleased to announce a new Integration Partner – LEVESYS

LEVESYS develop and support the LEVESYS ERP (Enterprise Resource Planning) software, designed specifically for the Australian construction, engineering and service contractor industries. LEVESYS ERP software is a fully integrated system that delivers you complete financial, project and business control.

Sold as a modular application, clients can customise LEVESYS ERP to meet their specific requirements. LEVESYS ERP includes modules for:

• project management
• payroll
• reporting and analysis
• forecasting
• management of plant and personnel, and
• customer relationship management.

With Benchmark Estimating Software integrated with the LEVESYS ERP solution, customers have a complete business solution designed for the Australian construction and engineering industry.  On top of the many benefits of Benchmark Estimating Software and LEVESYS ERP themselves, the integration delivers improved productivity, better business processes, less double entry of data, less errors and ultimately improved profitability.

Director and CEO of Benchmark Estimating, Rob MacDonald states:

“Clients who work in the construction, engineering and service contractor industries that want to integrate Benchmark Estimating Software with an ERP solution that has been specifically developed and tailored for their industry, will now be able to leverage this new and exciting partnership. The integration helps our customers leverage the value of Benchmark Estimating Software by ensuring consistent and accurate estimates with an ERP solution that meets their industry’s specific requirements.”

Read more:

• LEVESYS web site
• View all of our integration partners