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Manage Activity Packages

Revised October 24, 2008

Description

Activity Packages are a way to conveniently group activities. There are two types of Activity Packages in the application:

Line Item Package - standard group of activities that are used in multiple places in the application. Utilizing the line item packages will result in the following;

Puts all activities in a package on the same PO. For example;

First Floor Framing Package and generated PO consists of;

1 - 1" x 4" x 14 #4
3 - 2" x 4" x 8 PT Stud
5 -2" x 4" x 10 #2

Ability to have multiple uses of the same activity. For example;

e.g. 2" x 4" x 8 PT Stud PT can be used in First Floor Framing package and Second Floor Framing package
Front end loader can be used during multiple phases of construction.

Taxable information flows from the attached activities.

Draw Package - group of activities that are bid and cost as a group. Each activity is a percentage of the total.

Each draw activity will generate a different purchase order.

Note: If you are not using the task-activity association on your schedules then the Purchasing Setting in Company Setup; Activity w/out Schedule Tasks will dictate how your draw purchase orders are generated.

Place on Individual POs - will generate each draw on a separate PO
Consolidate to one PO - will generate on one PO.

Draw Packages percentages are defined at the Data Library level. You have the ability to change your draw percentages on the plan level in Bidding and Contracting.
A Draw Package can only include turnkey activities from a single trade
Individual activities in a draw package are NOT taxable. The entire package can be taxed if necessary.

When you have to use activity packages? -

When you bid at a lump sum level - e.g. drywall, but pay for it in multiple installments you would utilize a draw package

When you might want to use activity packages?

To simplify key strokes - e.g. lumber package. Place all lumber pieces you use in any house in one activity package and set the quantities to 0 in the Data Library. You can very quickly add all of the pieces to the base house and/or any options and change the quantities. Only activities with a quanity greater then 0 will be added to the Activity List on a lot. Remember - BT will group all of the activities in a package together on one(1) PO per trade.
To use the same activity multiple times - e.g. front loader, you need to rent the loader three times during construction of the house. You could have 3 activities OR create a package and use it at three different points on your schedule. An activity package can contain only one activity. The benefit of doing it this way is that you are managing your cost on one activity - but utilize the cost multiple times.

Add Activity Package
Add Draw Package
Edit Activity Package
Archive Activity Package
Manage Tasks
Delete Activity Package

Tasks

Steps

Add Activity Package

Navigation Path

Data Library > Activities

Steps

Select the Add Activity Package link.
Use text fields and the pull-down menus to enter:

Activity Package Code # - The number is alpha-numeric text that “codes” the activity.
Activity Package Name - The name of the activity.
Draw Package - Designate whether package will contain draws. See Add Draw Package below.
Status - Defaults to Active

As desired, use the text fields to enter optional information.

Description - The description of the work to be done or the materials to be supplied.

Click the Add Activities button
Select the activity(ies) to be included in the package by checking the turn-key activities or entering the quantity for unit-of-measure activities.
Select Add Activities button
Select Save to save the activity package and return to the Activity Package List screen.

Add Draw Package

Navigation Path

Data Library > Activities

Steps

Select the Add Activity Package link.
Use text fields and the pull-down menus to enter:

Activity Package Code # - The number is alpha-numeric text that “codes” the activity. See Best Practice.
Activity Package Name - The name of the activity.
Draw Package - Designate whether package will contain draws.
Status - Defaults to Active

As desired, use the text fields to enter optional information.

Description - The description of the work to be done or the materials to be supplied.

Click the Add Activities button
Select the activity(ies) to be included in the draw package by checking the turn-key activities or entering the quantity for unit-of-measure activities.
Select Add Activities button
Enter the percentage for each activity. This information will flow down to Bidding and Contracting when you create a bid for the associated trade.
Select Save to save the activity package and return to the Activity Package List screen.

Edit Activity Package

Navigation Path

Data Library > Activities > Activity Packages

Steps

Click the Edit link for the specific activity package to be modified.
To update the Activity Package data

Follow steps 2 through 3 above in the Add Activity sub-task.

To add Activities

Select the activity(ies) to be included in the package.
Enter the Quantity
Select Add Activity button

To update the Activities in the package

Click the Edit Activities link
Use text fields to:

Edit the scope of work
On draw packages, enter the draw percentage. NOTE: Total percentage for all activities must equal 100%.
Select the Save or Save & Exit button to save the changes.

To archive an Activities in the package

Click the Edit Activities link
Select the Inactive status
Select the Save or Save & Exit button to save the changes.

To delete an activity from a package

Click the Delete link on the activity in the package

Select Save to save the Activity Package and return to the Activity Package List screen.

Archive Activity Package

Navigation Path

Data Library > Activities > Activity Packages

Steps

Select the Edit link for the specific activity package to be modified.
Select Inactive in the Status field.
Select Save to save the activity package and return to the Activity Package List screen.

Manage Tasks

Navigation Path

Data Library > Activities > Activity Packages

Notes

This function allows activity packages to be mapped to schedule template tasks for prompt for approval

Steps

Select the Edit link for the specific activity package to be modified.
Select the Manage Tasks link.
Select the Schedule task to associate the activity.
Click the Update or Update & Exit buttons to apply the changes.

Delete Activity Package

Navigation Path

Data Library > Activities > Activity Packages

NOTE:

Only activity packages that are not associated to any objects in the application can be deleted.

Steps

Select the Delete link for the specific activity package to be deleted.

Contact Customer Support: 1-800-411-2020 Option 4 or support@buildtopia.com