Numerical Analysis Using MATLAB and Excel Spreadsheets- (2007)
HOW TO SET UP EXCEL SPREADSHEETS TO MEASURE, TRANSFER AND ... · How to Set Up Excel Spreadsheets...
Transcript of HOW TO SET UP EXCEL SPREADSHEETS TO MEASURE, TRANSFER AND ... · How to Set Up Excel Spreadsheets...
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HOW TO SET UP EXCEL SPREADSHEETS TO MEASURE, TRANSFER AND BILL
BILLS OF QUANTITIES IN A REAL TIME MANNER
by
Mr. TANG KI-CHEUNG FHKIS, RPS(QS), AVS, FSZCEA, MHKIVM
Director, K C Tang Consultants Ltd., Hong Kong (E-mail [email protected])
representing The Hong Kong Institute of Surveyors at
15th Pacific Association of Quantity Surveyors Congress 23rd - 26th July 2011 Colombo, Sri Lanka
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How to Set Up Excel Spreadsheets to Measure, Transfer and Bill Bills Of Quantities in A Real Time Manner
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What if you don’t have
BIM (Building Information Modelling), or proprietary software, or
in-house software
capable of
measuring accurate quantities, and suiting your local method of measurement, and
your financial capability?
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Traditionally
paper based
dimension sheets and schedules to measure
Now
Excel to measure and bill
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Excel good
schedules for measuring inter-related items instant calculation
save a lot of calculation time
Care required
proper format good looking and meaningful
correct formulae correct transfer of totals
integrity of the cross-references in the formulae
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How to Set Up Excel Spreadsheets to Measure, Transfer and Bill Bills Of Quantities in A Real Time Manner
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Template
uniform format over and over a few simple formulae
simple set-up simple formula checking
entirely user-defined coding instant updating of final quantities
measurement by composite items first
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How to Set Up Excel Spreadsheets to Measure, Transfer and Bill Bills Of Quantities in A Real Time Manner
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Applications
bills of quantities cost estimates
bills of variations remeasurement bills
etc.
where extensive measurement and billing are required
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Excel functions used
PRODUCT(range_of_cells)
SUM(range_of_cells)
SUMPRODUCT(range_A_of_cells, range_B_of_cells)
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How to Set Up Excel Spreadsheets to Measure, Transfer and Bill Bills Of Quantities in A Real Time Manner
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Excel functions used
VLOOKUP(search_value, lookup_table, return_column, FALSE)
IF(criteria, A, B)
COUNTIF(range_to_search, search_value)
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Excel functions used
{=SUM(IF(criteria, range_A, range_B))}
curly brackets {} by pressing key F2 to edit the formula cell, then press Ctrl+Shift+Return
SUMIF(range_to_search, criteria, range_to_sum)
no curly brackets but can handle only one criterion
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How to Set Up Excel Spreadsheets to Measure, Transfer and Bill Bills Of Quantities in A Real Time Manner
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Excel functions used
ROUND(number, number_of_digits)
“$” for anchoring column or row reference
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Worksheets
One “Primary” Worksheet for generating Primary Quantities
One “Secondary” Worksheet for generating Secondary
Quantities using the Primary Quantities
More than one “Bill Page” Worksheet using the Secondary Quantities
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Work Flow
Use Primary Worksheet � measure work items �
get Primary Qty � assign Primary Codes �
Switch to Secondary Worksheet �
enter Primary Codes � obtain totals of Primary Qty �
process further to generate Secondary Qty � assign Secondary Codes
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Work Flow
Switch to Bill Page Worksheet � enter Secondary Codes �
obtain totals of Secondary Qty � assign BQ descriptions
For experienced users
write up BQ Descriptions first �
assign Secondary Codes � assign Primary Codes �
measure following the normal flow
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Composite measurement
Primary
Quantities Further processing (where “*” = multiplied by)
Column height * cross section = column concrete; * column girth = column formwork
Beam length * cross section below slab = beam concrete; * beam soffit = soffit formwork; * beam side * 2 = side formwork
Window number
* window width * window height = total window area; * window width = total window cill length; * (window width + window height * 2) * reveal width = total wall reveal area
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Primary Quantities
Further processing (where “*” = multiplied by)
Door number * door leaf width * door leaf height = total door leaf area; * frame or architrave girth per door = total door frame or architrave girth; * ironmongery number per door = total ironmongery number
Room internal area
= ceiling plan area = floor area
Room internal girth
* ceiling height = wall area; = skirting length
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Primary Quantities
Further processing (where “*” = multiplied by)
Plaster and paint composite area
= Plaster area = Paint area
Tile and screed composite area
= Tile area = Screed area
Roof area = Roof tile area = Roof screed area = Waterpoofer area = Insulation area = Levelling screed area
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User-defined Codes
systematic structured
readily understandable
e.g. RC30-CL, RC30-BM, RC30-WL FWK-CL, FWK-BM, FWK-WL
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Cautions
Cut and paste: would corrupt integrity of formulae Use “copy and paste”: to replicate the contents and then delete the original contents Insertion and deletion: borrow format and formulae from existing rows or columns
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Cautions
Upper and lower boundary rows: common error to insert a row before or after the rows to be summed up – to prevent this, use pair of specially narrowed rows as the upper and lower boundaries of the formulae Seed rows: do not disturb seed rows for replication of format and formulae to other rows, use them to ‘refresh’ all formulae of the same kind
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Cautions VLOOKUP: watch out whether the formulae using this function is disturbed by reason of insertion or deletion of columns Assigning sequence number: to record the original or logical sequence of the dimension rows Advanced filtering and sorting: to obtain a unique and sorted list Insufficient row height: in case of long BQ Description
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Counter-checks
Integrity of Units: units to be consistent with the number of dimensions used Sum totals: sum totals of the relevant table columns are given for cross-checking Replication of the columns by “copy and paste”: to maintain the same formula pattern
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Counter-checks
Times of Row Qty used: to ensure that measured quantities are actually used and not left out Revealing the formulae: to see all the cell formulae and print them out
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Floor Analysis
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Miscellaneous
Drafting descriptions and coding first
Frozen view panes
Print page headers
Print page footers Word-wrapping
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Miscellaneous
Alignment
BQ item references
Smaller font size of Bill-Column C (Code)
Indentation of headings at the third or lower level of BQ Descriptions
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Miscellaneous
Use of Sum() to deal with non-numeric entries like “Rate only”, “Included”, etc.
Anchoring by “$” as appropriate
Before distribution: converting formulae to values; hiding
or deleting the unnecessary
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Epilogue
Excel easy, powerful and flexible
but needs cautions and a lot of safety belts
dangerous to set-up ad-hoc worksheets
worksheet with a uniform format, proven formulae and safety belts more desirable
- End -