This comes from a blog I did a while back with a few updates.

I always like to do a blog on a checklist in the New Year for estimating teams. This is not a complete list but perhaps this will make companies really start digging into their HeavyBid setup and estimating workflow.

  • The first thing I always recommend if you have already done it is to review your master estimate(s). First is your master estimate named “ESTMAST”? I recommend that you name it with the year in the code. For example for my company it is 21-EWKSMAST (maximum 12 characters). Dashes are optional. Leaving your master as ESTMAST is not recommended because buried in one of the HCSS folders is the backup of ESTMAST and guess what? It is blank. So there is always a chance that someone makes the mistake of restoring the blank over your master estimate. Plus having the year in the name of the master makes everyone aware that labor and equipment rates should be revised for the new year. Inflation is running a steady 3% a year.
  • Review the equipment fleet and make sure you have any new pieces included in your setup.
  • Are there changes to the company overhead percentage that should be included in the master estimate? Sit down with the accounting department or 3rd party CPA to discuss this important number.
  • Still not using an Activity Codebook? Or the Biditem Codebook? Copying from other estimates can be up to 10 times slower than using codebooks. Buckle down and start the setup of these two essential codebooks.
  • Labor rates correct including taxes and fringes? It is a good time to meet with the payroll department to check what is the actual percentage and fringe for each craft.  I recommended that payroll give you the broken down buildup of the rates and not give you a composite percentage and fringe.
  • Discuss with the accounting department changes to workers comp and other labor insurances.
  • Review the unemployment percentage. I don’t recommend asking the accounting department what rate to use as many times they don’t consider the earning cap per employee (usually $7,000 – $8,000) where there is no unemployment charged after the cap is earned. Ask your accounting department for what was paid last year in unemployment claims and insurance and what was the overall direct payroll. This will give you a much better picture of what is going on.
  • Review your crew setup. Do you really need all those crews? Do they reflect accurately the crew configuration in the field? Maybe meet with the field superintendents or foremen to make sure your crews are accurate.
  • Revise user defaults in TOOLS>USER>PREFERENCES. For the new master estimate set this as the default master (this is user-specific). COLORS setup for each user? Now is a good time to make sure your users are taking advantage of USER>PREFERENCES in the Tree View also.
  • Now is the time to plan some HeavyBid training sessions – whether it be internal training or you have a trainer come in.  Budget tight? Schedule sessions to watch available Youtube videos and recorded Webinars.
  • Evaluate your HeavyBid version and see if it is not time to upgrade to the next version or maybe look into the HCSS Cloud? Upgrading many times will pay for itself in increased productivity.

In conclusion be proactive and don’t slip into the new year without evaluating HeavyBid setup and work flow. My company specializes in training and developing work flow solutions for your estimating team. Contact me for more information or go to my website ewksol.com to see more details on what we have to offer.