Work Package Manager

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Bringing Buyout to the Project

Preparing the project estimate is only half the battle when trying to win work; after a tender has been accepted, the time has come to breakdown the overall estimate into the execution packages. Work Package Manager is seamlessly integrated with the Cost Planner to allow the user’s ability to allocate their budget line items directly into the buyout packages.

Creating and managing work packages is much more than a grouping exercise! Proper work package management is an intensive exercise that ensures the project is carried out in accordance with the plans of the estimator. Packages are created according to the preferred trade partner breakdown, with budgeted quantities and costs being associated.

With packages allocated, Work Package Manager allows the flexibility of outputting an estimate spreadsheet that can be shared with all of the submitting subcontractors. Doing so helps automate the reconciliation process for the sub numbers that come back.  The values that come back from different packages can then be used in diverse ways to help plan for and manage plug and alternate values that must be accounted for during the (sometimes) hectic bidding process.  

Last but not least, Work Package Manager gives you the ability to color code your 3D model according the buyout plan, so that other project stakeholders can easily visualize who is doing what out on site.


Allocating Packages

The key to a successful construction project is often two-fold: first you have to make the plan and then you have to work the plan! Work Package Manager is the module used for working the estimation plan that was created during preconstruction.

Users have the ability to create a limitless number of work packages for a given project; work packages are typically organized according to the sub-contractor breakdown who will perform the work.  Once work packages have been created, cost line items can be mapped directly to the package via drag-and-drop operations.  Doing so will roll up the quantity, cost and labor associated with each of the work packages to a summary level. 

Estimators and procurement teams can then use this information to summarize the cost of any individual work package, as well as to the summary package level. Doing so assists in making sure
that the planned cost is bought out correctly and ensures project financial success.

Bid Management

Once work packages have been created there is a seamless step into the bid management process; each package can be drilled into via the bid management process to help solicit pricing from sub-contractors and trade partners.

With Vico Office relying on quantification to inform all of its’ workflows, the Bid Manager includes an export to Excel that presents all of the quantities that are associated with a work package. The quantities come from the Cost Plan line items, which are fed by the Takeoff Manager. The output bid
sheet can be sent to bidders as a means to help them quantify and validate their take on the work.  

Returning bid sheets can then be compared for discrepancies, which identifies any potential scope gaps.

Bids can be added to the system to track the pricing that comes back from each participant. Pricing can be input at several levels according to the existing breakdown.  Lump sum pricing, detailed line-item pricing and mixed pricing can all be applied against a single work package. Plug values, assumptions and alternates can be applied across all levels to help provide an apples-to-apples comparison of the submissions that come back. 

Once ready, a Bid Package can be awarded to a contractor and locked into the system. Doing so ensures that buyout cost aligns with planned cost and reduces financial discrepancies.


Markups and Adjustments

Everyone is in business to make a little bit of money; Work Package Manager helps with the tracking of this by including support for markups and adjustments at the bid package level. This is in addition to the markups and adjustments that can be made at the cost plan line item level.  Separating the two functions allows users to control their margins at both the macro and micro levels.

Using markups and adjustments makes it easy to distribute project wide costs across multiple packages with ease. Need a crane on-site?  Or trash cleanup for all? Add them as a markup to be distributed across multiple packages and easily see what each trades allocation would be based on a pro rata distribution of fees.

Negative adjustments are also supported by the system. Perhaps it’s been a while since the initial estimates were prepared and there has been a reduction in material price – Work Package Manager can apply this reduction across multiple cost items with a single function.  

Markups and adjustments provide precise control over margins, which is key to financial success on a given project.


Visualizing Work Packages

The beauty of using Vico Office for your BIM needs is that it allows you to visualize your project in many different ways.  With Work Package Manager you can actually colorize your 3D model according to buyout packages, so that others can easily wee where cost is being allocated.

Colorization can be applied according to a simple breakdown: “Show concrete package in gray and steel package in red” or it can be applied to buyout status: “Show committed packages in green and uncommitted packages in red” – either way, other project stakeholders can quickly see the financial status of buyout packages simply by viewing the 3D models.

Work Packages can also be visualized via built in charts and graphs – this additional view in the system allows you to easily see how much of the whole any give package is consuming.  With both bar and pie charts available, you’re sure to find a view that resonates with any stakeholder when using Work Package Manager

What's New
What's New: 

Trimble Vico Office R6.5 is now available

June 2017

With this release we’ve made some enhancements to benefit design/cost/time workflows:

  • Design workflows: have been improved via the introduction of rebar takeoff support for Tekla models.  Users can now publish their detailed concrete models into Vico Office and get full quantity analysis and change management capabilities on rebar models.  Additionally, users will be pleased to experience even more 3D performance enhancements to help support the increasingly larger models that come with support of such high volume elements.

    Further improvements to support the design workflow include the support of BCF integration for communicating constructability issues outside of the Vico Office application.

  • Cost workflows: have been improved by adding a few new features, including conditional formatting of data and the ability to bring parent hierarchies from a reference estimate.
    Both changes will make working in cost planner for long durations easier, as hierarchy adjustments will automate estimate creation and conditional formatting has the ability to draw user’s attention to specific data within the estimate.

  • Time planning workflows: have been improved with some nice new features, including the ability to create tasks without cost components and a significant increase in the amount of production control data to web services for an increased ability to do analytics tracking around install performance data.
    Model-based schedules are now easier and quicker to create, with the production control information available to anyone who has a web connection.


Vico Office 6.0

December 2016

Vico Office release 6.0 is now available to help you harness the power of models for estimating and scheduling.

The latest release of Vico Office is all about the user.  We listened carefully about how to improve the workflow and made several enhancements to simplify and improve the quantity extraction process. Users now have more access to information, as well as control over how that data is managed. We put users first and designed a workflow that makes it faster and easier to get project quantities.

Vico Office is leaner - the installer has been optimized and is nearly half the size as before.

Vico Office release 6.0 includes an overhaul of Takeoff Manager module. Users will find many new features that give them the flexibility to cultivate their project content and quantities in any way that suites their workflow.  This includes:

  • Element import selection

  • Access to all BIM parameters, including ‘user-defined’ fields

  • Support for CAD quantities

  • Templated imports and content grouping

  • Brand-new: Takeoff Items Builder

  • Selective quantification


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