The Workflow Navigator in SharpeSoft Estimator

The Workflow Navigator is an interactive map meant to guide users through the process of creating and managing a bid from setup to closeout. Accessed from the Setup menu, the Workflow Navigator provides a graphic representation of the various tasks estimators will perform as they work their way through the beginning phases of a bid, and provides instant access to all of their corresponding windows. Users can return to the Workflow Navigator throughout a bid’s lifespan to help keep things on track and moving forward.

The Workflow Navigator opens when you click the Workflow Navigator selection in the Setup menu. However, if you go to the Defaults menu > Preferences > Settings tab and check Open Workflow Navigator on Startup, the navigator for the last project you worked on will automatically open each time you access the Estimator program.  This setting will also automatically open the navigator whenever you activate a project by selecting it from the recently opened projects list in the Setup menu.

The navigator is grouped into three main quadrants - Job Setup, Job Bidding & Information, and Job Closeout. A fourth quadrant containing the Tables information is also included for ease of access. Users will begin with the first section of the Job Setup quadrant where they will set up a new job, and end at the last step of the bid creation process, where the final proposal will be generated. Users will follow along the intuitive roadmap, from left to right. Each workflow point is identified by an icon that is linked to its corresponding window.  When you hover your cursor over an icon, a tooltip identifies the window.  Clicking on an icon immediately opens the window for editing. 

To return to the Workflow Navigator after opening any window for editing, simply hit escape.

Workflow Navigator Steps

Below is a list of each step in the Workflow Navigator, as well as a brief summary reminder of the window’s function. 

Job Setup

• Jobs

  The list of jobs associated with the user's company and office. Here new jobs can be created or edited.

• Job Information

  More specific information about the currently activated job. Includes such things as job location, start date and time of the bid, owner information, etc.

• Bid Bond Request

  Information entered in this window will print out on a request form that can be emailed to your bonding company. This window consists of three tabs: General, Job Breakdown/Warranty and Special Instructions.

• Job Conditions

  In this window you will enter the specific job conditions, header, and the footer text that will accompany the proposal for the job you are working on.

Job Bidding Information

Bid Items

• Indirect Items

  Indirect items are overhead costs that do not necessarily pertain to specific bid items, but to the overall job. Indirect item costs in this window are ultimately spread to all of your bid items, except for any subcontractor or joint venture costs.

• Prorate Items

  This window allows you to create an additional "fictitious" bid item that can be used to proportionately spread the item price back to the actual bid items, take multiple items and bid them as one, and then spread the total back to the individual bid items.

• Spread Prorates

  In this window you will spread the amount for each prorate item previously entered in the Prorates window to the individual bid items that make up that prorate. The prorate total will be spread according to the original bid item quantity or by a percentage of the bid item cost. You can also enter individual amounts directly into the window.

• Trench Profiler

  This window allows you to define your various job trenches (their width, depth and design, including ‘benched’ or ‘V’ shaped). The Profiler will also accommodate the placement of multiple pipes at various locations within a trench and allows detail to be entered by station start and end location if wanted.

• Material Comparison

  From this window you will set up job material packages (aggregate, pipe, etc.) that will be sent to the vendors from whom you want to receive materials quotes. You will begin by opening the Material Package Wizard, which will guide you through the steps of setting up the package, selecting the materials that will go into it, selecting the bid item that the package will be applied to, and selecting the vendors that you want to include in the quote request.

• Subcontractor Comparison

  The Job Subcontractors window is a list of all subcontractors who are part of the active job, along with their bid items, quantities, DBE information, and costs. Most of this window is read only, with the exception of the Listed Bid Amount column. Double clicking on any record takes you to its respective detail window.

• Bid Alternate Packages

  If you are using Alternate Bid Item Groups in a job bid, and have created and populated those groups in the Bid Items window, you can use this window to create Bid Packages and then select the alternate groups that belong to each package.

Job Close Out

• Summary Sheet

  The job Summary window is made up of seven tabs which include various costs, breakdowns, mark-ups and other details essential to the final job bid. Markups, cuts, adds, or any other changes made in this window will be used to calculate the bid price of all of the bid items and prorate items. Costs of bid items and prorate items are not affected by the entries made here. Also, if you are using alternate bid item groups in your bid, costs for the alternates are included.

• Rounding Sheet

  The Rounding Sheet is used to round off the bid unit price of your top-level bid items as the final step before printing and submitting your final bid proposal. You can have the system automatically round each item or you can enter the rounded amount for one or all items yourself. Items may be rounded up or down depending on the nearest whole dollar amount.

• Reports

  The Reports Tree lists all system reports in a 'tree' format on the left side of the window. Upon opening the window, the right side of the window displays the SharpeSoft logo. When you click on a report selection in the navigation tree, an example of that report is displayed on the right.

• Proposal

  The final step of the bidding process, and a specific report option found within the Reports window.

Conclusion

Getting started with SharpeSoft is a breeze. Whether you are looking to create a new job or add one, SharpeSoft has got your back. We have the tools and expertise necessary to help you make it happen without breaking a sweat.

You can continue on to other helpful Fast Trax articles found in the Blog section. To learn more about this particular subject, consult your system Help manual, or just give us a call and we’ll be glad to walk you through it.