Creating OOP Categories in Fixed Estimates

TABLE OF CONTENTS

• What are Fixed Estimates?
• Accessing the Fixed Estimates Setup
• Adding Categories to Existing Estimates
• Applying the OOP to a Project Estimate

What are Fixed Estimates?

Fixed estimates in a project refer to budget forecasts that set a predetermined cost for specific project components or activities, regardless of actual expenses incurred during execution. These estimates provide a stable financial baseline, allowing project managers to track costs against a set figure and facilitate better budget control and financial planning.

What are OOPs?

OOPs in resource estimates typically refer to "Out-of-Pocket" costs. These are expenses that a project incurs that are not covered by direct labor or materials. OOP costs can include various expenses such as travel, meals, accommodations, office supplies, and other miscellaneous fees that are necessary for completing the project but are not tied to direct resources. Accurately accounting for OOPs in resource estimates is essential for delivering a comprehensive budget and ensuring that all potential costs are anticipated and managed effectively.

Accessing the Fixed Estimates Setup

The Estimate Manager in Screendragon is accessed within the Admin Tools. This area is permission-based, and some people cannot access it. Here, you can customize the layout for resource estimates on your project brief. Additionally, you can add extra categories, or "buckets," to categorize information for each aspect being tracked in the fixed estimates.

Adding Categories to Existing Estimates

1. From the main menu, navigate to the Screendragon settings. 
   
   
2. Click Estimate Manager.
   
   
3. Locate the existing estimate you want to update, navigate to Actions, and click Edit.
   
   
4. Scroll down and click the Allow 3rd Party Costs field and click Yes.
   
   
5. Then, navigate to Number of Buckets and enter the number of buckets you want to include on the estimates. You can add up to three.
   
   
6. Click into the Bucket 1 Title field and give the bucket a name.
   
   
7. Continue giving names to each of the buckets you want to include.
   
   
8. Click Save.

Options and Attributes

Out-of-pocket options consist of multiple toggles in each bucket to track information. 

1. Use Attribute List: This toggle includes a predefined list of attributes associated with out-of-pocket costs, allowing users to categorize and specify expenses more effectively within the estimate.
   
   
2. Show Quantity: When activated, this option displays the quantity of each out-of-pocket expense, providing a clearer understanding of the volume of resources or items needed for the project.
   
   
3. Show Margin: This toggle reveals the profit margin associated with the out-of-pocket costs, helping project managers understand the estimated expenses' financial implications and overall profitability.
   
   
4. Show Extra: Enabling this option allows users to display additional information or notes related to out-of-pocket costs, offering further context and insights into specific expenses within the estimate.

Applying the OOP to a Project Estimate

1. Navigate to the brief or project where you want to apply the OOP forms and click the Estimates tab.
   
   
2. You can see that the out-of-pocket categories have been added to the estimate form. 
   
   
3. Clicking into the category displays the toggle fields enabled in the steps above.