Steps to Create a Cost Estimate

Creating a Project
Creating a Scope of Work
Creating a Cost Estimate
1. Creating a new Cost estimate
2. Loading expenses
3. Entering resource data
4. Entering non-resource data
5. Using the new feature "Carry Over"
Cost Estimate Approvals

Creating a Scope of Work

Scope of Work Selector

"View as Owner Dept": Through this view, you can see projects assigned to your department as the "Owner Dept" in the CPMS. You can edit and create scopes through this view.
GREEN: A green bar next to the project means at least one scope has been created.

Scope of Work Form

Create a unique name for each Scope of Work.
Have Implementation Manager review scope before you lock it.
You cannot unlock a "locked" scope of work. To create a new version, simply click on the "New" button;
All fields with a gray background are read only fields.
The scope of work should be as detailed and complete as possible—the more details you provide, the better Implementation Manager will be able to accurately estimate cost the project;
Upon completing/locking the scope of work, request an estimate from the Implementation Manager by clicking the "Request Estimate" button to send an e-mail request.

For more further reading, go to the Scope of Work form - a deep dive.

Creating a Cost Estimate

Cost Estimate Selector

"View as Owner Dept.": This view allows Owner Department managers to view and approve estimates. No estimate creation or editing allowed.
"View as Implement. Dept.": This view allows Implemention Managers to create and edit estimates.

New features:

"Current FY" lists only the estimates set up for the current fiscal year and are available to the user based on the selected role.
"Last FY" lists the estimates set up for the last and current fiscal year.
"All FYs" lists estimates from all fiscal years.

Creating a New Cost Estimate

The cost estimate user interface also allows for the creation of a project estimate based on a completed estimate from a the same project.
Beginning with the FY 10-11 cost estimating/budgeting process, projects with close-out costs in the coming fiscal year, anticipated projects, master plans and program management activities will require cost estimates using the Cost Estimate/Resource Allocation module.
Cost estimates should be created based on the appropriate Budget Stage/Scenario for the project.

The Main Cost Estimate Form

Some items to remember:

Remember to create a unique estimate name for each cost estimate.
For projects that have accumulated expenditures, you can upload expense data from FMS (for projects set up with valid FMS IDs).
Click on any blue hyperlink to access the Resource Module and assign staff resources by task.
If a project requires Survey, Materials Testing Lab and/or Inspection support services, be sure to coordinate the cost estimate with staff from those appropriate groups.
Click on the "Enter Non-Resource Costs" button to add other costs to the estimate.
You can have as many locked (and unlocked) estimates per project as you like. However, you can only have one finalized estimate for a project at any one point in time.
Click on the Calculated Delivery Cost button to see the anticipated delivery cost percentage for the project.
Click on the "Help!" tab to access the expanded list of resources that can assist you as you complete the cost estimate form.

Resource Costs

Enter (and save) information on this form to populate your cost estimate. Make sure you read the "Help" button to provide information on using this form. As shown below, you can toggle between sub-phases on this form without returning back to the cost estimate.

Non-Resource Costs

Enter (and save) information on this form to populate your cost estimate.

Consider the impacts escalation will have on your project and whether you need to apply a rate other than what is set as the default.
Alternate escalation rates for construction costs associated with building and building renovation projects may be required. In addition, bond-funded projects will include the CAP rate for all Resource and Non-Resource costs.
If you are unsure about what escalation to use, please consult with your division manager. In addition, you MUST indicate the escalation that you use in the "assumptions" box on the cost estimate form when using an escalation factor that is different than the current standard escalation.
For more info, go to Escalation Rates.

Cost Estimate Scheduler

This cost estimate scheduler must be filled in for every cost estimate. It will be saved as part of your estimate and serve as a reference to others who are trying to determine the timeline of your estimate. To access the scheduler, click on "Sched" from the Resource or Non-Resource forms.

Cost Estimate Approvals

Select the "Options" drop down list to approve the estimate. Note that you must Finalize the estimate prior to approving it.

Printing

There are 2 main method of printing the cost estimate:
1) To print the entire estimate, select "Printer Friendly" view. The form prints best with the following printer settings: 11X17, 90% reduction, landscape.
2) Or, you can select reports and print a consolidated 8.5X11 report. Please remember, anytime you print up and submit or file your estimate, you must always attach the applicable Scope of Work.
There's also a handy "Condense" feature that hides the columns with all zeroes in them. It also hides the detail rows (e.g. City Staff or Consultant Fees) that are all zero. This mode stays active in the "Printer Friendly" view.

Final Thoughts

Remember, you can have as many locked estimates as you want but only one final estimate. If you have a finalized estimate, and you decide to finalize another estimate, your previous final estimate will revert to a locked state. The "final" status of your cost estimate is meant to tell people that this is the estimate that you are moving forward on and are submitting data to the City's Capital Budget.