On-Screen Take-Offs

DATABASE SETUP & MAINTENANCE

1. When a new employee starts
   1. Copy the "_NEW USER TEMPLATE.mdb" from Y:\Shared\Precon\OST Databases\_Templates\ to C:\OCS Documents\ and rename with first initial, then last name, then "– Current" (ex. JSmith – Current). Saved here:
   2. A folder should also be made here: Y:\Shared\Precon\OST Databases\ with "OST" and then employees initials (ex. Y:\Shared\Precon\OST Databases\OST JS). If initials already exist, add a middle initial or another way to distinguish between estimators.
2. All takeoffs should be done in this personal database on the C drive.
3. All estimator's databases are backed up via the synced Y drive (Egnyte) so that it gets backed up. If your laptop crashes or there is just a need to access an estimator's takeoffs, there is a way to do that. It needs to set up the backup. It takes about 5 minutes, and the Y drive needs to be installed first. This can be set to backup at any frequency. Still, the standard is twice a day at 10 am and 2 pm due to the likelihood the computer will be on in order to perform the backup. This will work even when not connected to the internet as long as the backup folder (ex. Y:\Shared\Precon\OST Databases\OST JS) is indicated to "sync for offline access" by right-clicking the folder on Y drive and selecting sync for offline access.

4. NEVER access (open within OST) the database on Y: or P: as this can cause issues. If you need to open a backup or another estimator's database for reference, copy the database to C: drive prior to opening in OST. This has to do with the way a database file works, and it saves automatically as you work. It would create too many versions of the File and use up bandwidth on your computer, Egnyte, and the server.
5. Keep an eye on your database file size either through Windows File Explorer or OST. To view file size on OST, click File->Open, then select the database. To edit compact frequency or do instant compaction, select "properties" or "compact/repair" at the bottom of the dialog box. Compacting can reduce the size significantly depending on the last time it was compacted or your setting for automatic compacting. It is suggested that auto compresses after each use.

6. There is also an option for OST to back up the database. It is recommended to have a backup after each use and limit the number of backups to 30 so there are a month's worth. This will allow for multiple versions to go back to if the database is corrupted, but limit the quantity since this could easily add up to over 1 GB if there are 99 versions of a 20MB file.
7. In January (or more often as necessary to keep the file size under 25MB), everyone should archive their old database and create a new one. The larger your database, the slower it will work. This can be done by:
   1. Rename your database with Archive in lieu of current and the year and Month archived (e.g., JSmith—Archive YYMM.mdb).
   2. Create a new database (refer to step 1 above)
   3. Open both databases in OST and transfer any active projects from Archive to Current. It's faster to move a few projects to a new database than most of the projects to an archive.
   4. Compress both databases.
   5. Close OST
   6. Copy the Archive database to Archive folder Y:\Shared\Precon\OST Databases\_Archive\, and it can remain on C Drive for access when needed.
      1. If changes are made to the Archive (revisit a project and do additional takeoffs), those changes are not backed up unless you copy that File to Y:\Shared\Precon\OST Databases\_Archive\ after changes are made.

PROJECT SETUP

1. Prepare Y: drive folder and copy plans.
   1. Create a new folder in the year the project is due. Use the same name as the cover sheet above.
   2. Copy plans from "to subs folder" to Y:\On Screen Take Off Drawings\YEAR Projects\Project Name Submission YYMM. YEAR is the full year, and YYMMDD is the year, then Month (ex. Y:\Shared\Precon\On Screen Take Off Drawings\2020 Projects\Waterclub 190310\
   3. Plans should be split into individual sheets and labeled with sheet number and sheet name. This is REQUIRED / MANDATORY, so it is easier to navigate the plans. If this takes extra time, take the time to do it right, or it will become more difficult for multiple people during the weeks/months that the project is being worked on.
2. Create a project within the database.
   1. This is where the lead estimator (or their designee) creates the original project for the estimators to use.
   2. Duplicate the "0000_NEW PROJECT TEMPLATE—DUPLICATE" project. This File has built-in typical takeoff conditions, so they do not need to be set up, and all projects have the same base conditions. 
   3. Click "cover sheet," edit the project name to match the share drive folder name without the County and project type, and then include the year and Month when the bid is due (do not change the date if the bid month moves) after the project name (e.g., Waterclub 190310). This should provide consistency when we go back later to find which version we need to reference. Make a new project for a new bid set with a new bid date.
   4. Add images by selecting the folders the plans are in on the Y: drive. Create folders within OST so that the plans are organized and easy to navigate. Follow similar folders to isqft.com standards. Keep it consistent so that the plans are easy to find from project to project. Folders sort themselves alphabetically. Load all plans even if you don't think they might be needed. It's easier than trying to have two or three people load them later.
      1. _General (Cover sheet and index pages)
      2. Architectural
      3. Civil
      4. Electrical
      5. Fire Protection
      6. Interior Design
      7. Landscape
      8. Mechanical
      9. Plumbing
      10. Pool
      11. Structural
3. Prep Plans and save them for others to use.
   1. The plans should be adjusted so the primary takeoff pages have the correct scale (arch site plan, arch floor plans, arch elevations, unit plans, amenity area plans) and all the pages are oriented correctly (landscape vs. portrait and upside-down vs. right-side up).
   2. If estimators need to get started right away, then export the project from the individual database as a takeoff file now. If it can wait, finish step 3-c first. Save the takeoff file with the same name as the folder in the project (not OST drawings) folder: Y:\Shared\Precon\Projects\Project Name\Take-offs & Coordination\Take-offs\. (ex. Y:\Shared\Precon\Projects\Waterclub-PB-CONDO\Take-offs & Coordination\Take-offs\Waterclub 190310.ost)

3. The baseline takeoffs (GSF, ACSF, LSF) should be done in an individual database and then re-exported so estimators have access to more takeoffs in their projects. Save with the same name as step 3-b so the File is the most current version. See Area Takeoffs (16-a) for additional info on performing area takeoffs.

ESTIMATOR TAKEOFFS

1. Estimators on the project should "import" the project to their database from the project takeoff folder (ex. Y:\Shared\Precon\Projects\Waterclub-PB-CONDO\Take-offs & Coordination\Take-offs\Waterclub 190310.ost). This will create a copy in the database you have open (personal database). This can be done one of two ways:
   1. File->Import, then find the takeoff file
   2. Double-click on the takeoff file from Windows File Explorer.
2. Estimators will now work in their database and perform takeoffs. The takeoff file and Excel files used for takeoff math should be saved in the project takeoff folder in a subfolder with the estimator's initials (e.g., Y: SharedPreconProjectsWaterclub-PB-CONDOTake-offs & CoordinationTake-offsDZWaterclub 190310.ost).
3. As plan revisions come out prior to the bid date, each estimator may need to add those plans individually to their project since they would lose takeoffs if the plans are added to the master takeoff file, which only has the sheets and main SF area takeoffs. The lead estimator should save plans to the OST Drawings folder with a new folder and the clarification number so they can easily track and know which drawings correspond to each set.
4. If a unit matrix is needed to calculate takeoffs multiplied by the number of units, please check with the lead estimator and the master estimate, which should already have this information done once for all to use.
5. See Training item Trade Takeoffs (16-c) for additional info on performing trade-specific takeoffs.