REFMAN. Drydocking Software. Sample Cost Reports. What is the advantage of using REFMAN to produce your reports?

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1 REFMAN Drydocking Software Sample Cost Reports What is the advantage of using REFMAN to produce your reports? All of the sample reports shown here are generated directly from the cost information which the Superintendent records about each job. This is only the same information which a Superintendent would have to record in a spreadsheet (or on paper) if they were keeping track of drydock costs without using REFMAN. However, the advantage to the Superintendent of recording the information in REFMAN rather than in a spreadsheet is that because REFMAN automatically creates the framework for cost comparison/monitoring at the same time as the specification is created, there is no spreadsheet to create, no job numbers to transfer, no job names to re-type, etc. In short, using REFMAN requires less work than a spreadsheet. Having got the information into REFMAN, then the advantages really begin. Unlike a spreadsheet which has only one format and one way of viewing and presenting the information, REFMAN can present the cost information in a variety of formats to suit how you are going to use it. For example, the information can be presented in Owner s currency and split by type of expenditure for reporting to management, or in Yard currency for dealing with the yard, in summary form for reporting to management and in detailed form for day to day cost monitoring. Whilst the information can be extracted and presented in many different ways, the cost information itself is only ever recorded once with different report formats being available to the Superintendent literally at the push of a button. It s not just easier for the Superintendent, there are also benefits for management. In particular the reports are always in the same standard format regardless of which ship is being docked or which Superintendent is in charge, and since all of the reports are generated directly using the same information which the Superintendent will use to negotiate the final bill, management can be confident that they are seeing the same picture as the Superintendent. Most importantly, all of the reports are guaranteed to be free from spreadsheet type formula and totalling errors, so, providing the Superintendent keeps track of the jobs on a day to day basis (a task which has to be done whether you use REFMAN or not!) the reports can be relied upon to show the most up to date situation. In short, when it comes to drydock cost reporting, REFMAN offers unrivalled speed, reliability and consistency.

2 A note about highlighting numbers on REFMAN reports: In most cost reports, REFMAN allows you to pick out or highlight key numbers. For example, in a Yard Bid Comparison report you can highlight the lowest and/or highest bids for each job, or bids which exceed the lowest by a certain percentage or exceed it by a fixed monetary amount. In other reports where the total cost of a job may be made up of a mixture of numbers, for example, a firm bid for the Yard element, an actual cost for Owner s supplied materials that were purchased before the docking started and an estimate for Owner s supply labour which might not be billed until after the docking, the program can highlight each of the numbers which are being used to arrive at the total cost and/or highlight the numbers which have been used in the allocation of costs to a budget category. When printing in black and white, you can highlight numbers by having them printed in bold, italic, underline or a combination of these. For viewing on screen and/or when printing on a colour printer, you can choose a colour as well as a combination of bold, italic and underline for highlighting.

3 Yard Bid Comparison Report This report is used to compare tenders from a number of shipyards. For each job in the specification, the report shows the price which each yard has quoted after conversion to your own base currency. For reference, any cost estimates which you have made are also shown so that they can be used as a benchmark against which to compare the prices quoted. NB: Estimates for Yard items are optional so you do not have to enter these. Notes: Bid prices shown may have been obtained via REFMAN s electronic Yard Quotation Package and then loaded into REFMAN automatically or entered manually via the Cost Control module. Where a tender has been received in a different currency to your own, REFMAN automatically converts all prices to your own base currency for comparison. The code for the currencies used and the exchange rate used for the conversion for each yard is shown in the bid column just above the name of the shipyard. Where the yard has excluded part of an item, has declined to quote at all, or has not quoted fully the yard bid can be adjusted to allow for this by adding a contingency amount (see the Atlantic bid for Job B.2). Also, jobs for which no bid is expected (perhaps because the cost of the job has been included in a lump sum price for another job) are marked No Bid (see the Atlantic bid for Job A.1). NB: Each Report carries a legend at the top of the page to explain that No Bid means that the cost has been included elsewhere Using REFMAN s Tag codes, the report can also be used to compare the cost of just those jobs which meet certain user specified selection criteria such as jobs where Class or Flag State are involved or which involve a particular type of work, such as Steelwork or Asbestos Removal for example.

4 Yard Bid Comparison Report - Summary Format Summary format of the Yard Bid Comparison report which just shows the totals for each section without the itemised job by job costs. Notes: In Summary format, the red and green highlighting is used to highlight the highest and lowest section total.

5 Yard Bid Comparison Report - Evaluation Page The final page of the Yard Bid Comparison Report provides an evaluation of the tenders. It shows the Total Yard Bid which is the total of all amounts which the yard has actually quoted along with a total of all the contingency amounts which have been allowed to cover exclusions and items for which the yard has not quoted. Where there is a discount it can be entered as percentage and the discount will be calculated automatically based on the prices that have been quoted for each job, alternatively where the discount is a simple Lump Sum this is entered as a single figure. Notes: In this example, the 'notional' cost of the ship being out of service has been allowed for using the 'Cost per Day' (off hire rate or similar) in conjunction with the Total [no of] Repair Days' and your estimate of the 'Deviation Days' needed for the ship to reach the yard and return to service. Note, this allowance is optional so an owner operating vessels such as cruise ships or ferries where the time available for a refit/docking (including any deviation) is fixed, would simply set the cost per day to zero so that no adjustment is made for the out of service time. The resulting 'Net Evaluation' is used to produce a ranked list of the competing tenders showing least expensive first, most expensive last, along with the cost difference between each tender and the first. Notes can also be added to the foot of the report to explain why a particular shipyard is recommended, or to record other comments or remarks relating to the comparison.

6 Yard Job Cost Report showing Yard Costs Only, in Yard Currency This report shows just the shipyard element of each job in the currency in which the shipyard prices were originally quoted. This version of the report is intended for use by the Superintendent for monitoring the jobs being carried out by the shipyard and is particularly useful when negotiating the final invoice after the docking. Notes: The report ONLY shows the yard element of the cost of each job. Items such your own cost estimates, and budgets which were originally entered in the Owner s currency are converted by REFMAN to the Yard currency for comparison purposes. Again the currencies involved and the exchange rate used for the conversion is shown below the yard name at the top of the page. Depending on the stage at which the report is used, separate sub-totals of all costs are provided at the end of each specification section, along with separate sub-totals for Original, 'Original + Supplementary' and 'extra' work. Grand Totals of costs and of Original, 'Original + Supplementary' and 'Extra' work, as well as discounts are also provided. Supplementary jobs are shown with an S suffix to job numbers and Extra jobs are shown with an X. This report is also available in Summary format showing just the totals for each section without the itemised job by job costs. Using REFMAN s Tag codes, the report can also be produced for just those jobs which meet certain user specified selection criteria such as jobs where Class or Flag State are involved or which involve a particular type of work, such as Steelwork or Asbestos Removal for example.

7 Yard & Owners Job Cost Report - in Owners Currency This report shows the latest forecast total cost for each job in the specification. The report can be produced at any time, but is probably most useful for showing a detailed breakdown of each job after the shipyard has been selected. For each job, the report shows your original cost estimates (optional), price quoted ( bid ) by the shipyard, exclusion/contingency, additional/adjustments and for completed jobs, the actual cost. The Total Job Cost column on the right of the report shows the currently forecast Total Cost for the job. Notes: The report shows the total cost of each job, including BOTH Yard and Owner s cost elements. All costs shown have been converted by REFMAN to the Owner s own currency. The currencies involved and the exchange rate used for the conversion is shown below the yard name at the top of the page. Depending on the stage at which the report is used, separate sub-totals of all costs are provided at the end of each specification section, along with separate sub-totals for Original, 'Original + Supplementary' and 'extra' work. Grand Totals of costs and of Original, 'Original + Supplementary' and 'Extra' work, as well as discounts are also provided. Supplementary jobs are shown with an S suffix to job numbers and Extra jobs are shown with an X. This report is also available in Summary format showing just the totals for each section without the itemised job by job costs. Using REFMAN s Tag codes, the report can also be produced for just those jobs which meet certain user specified selection criteria such as jobs where Class or Flag State are involved or which involve a particular type of work, such as Steelwork or Asbestos Removal for example.

8 Cost Allocation Report This report is similar to the Job Cost report except that instead of showing the total cost for each job, it shows the amounts allocated to each of four main budget categories. These budget categories can be designated for use as you wish but typically the first would be used for Drydocking or Repair and the others for Capital / Investment, Insurance / Casualty / Damage and possibly Guarantee for new ships. The report is intended for use before the repair period in the preparation of budgets, during the repair period to monitor overall performance against the budgets and after the repair period for analysis work. Notes: The report shown shows the total amount allocated to each budget category, including BOTH Yard and Owner s cost elements. All costs shown have been converted by REFMAN to the Owner s own currency. The currencies involved and the exchange rate used for the conversion is shown below the yard name at the top of the page. Depending on the stage at which the report is used, separate sub-totals of all costs are provided at the end of each specification section, along with separate sub-totals for Original, 'Original + Supplementary' and 'extra' work. Grand Totals of costs and of Original, 'Original + Supplementary' and 'Extra' work, as well as discounts are also provided. Supplementary jobs are shown with an S suffix to job numbers and Extra jobs are shown with an X. This report is also available in Summary format showing just the totals for each section without the itemised job by job costs. Using REFMAN s Tag codes, the report can also be produced for just those jobs which meet certain user specified selection criteria such as jobs where Class or Flag State are involved or which involve a particular type of work, such as Steelwork or Asbestos Removal for example. Notes can also be added at the foot of the report to explain and/or highlight items which are in the body of the report. In this way, the summary can serve as an easy to prepare, self contained progress report which can easily be ed to your management whilst the Drydocking is in progress.

9 Owner s Cost Report This report shows a summary of just the items which the Owner is supplying for each job. The report is intended for use before the repair period in the preparation of Owner's cost budgets and to ensure that all necessary owners supply items have been ordered and after the repair period to provide final total cost for Owner's supply items. Notes: For each category of Owners Cost, the report shows your own cost estimates and actual costs along with the amounts which have been allocated to each of the four main budget categories. Within each category, items are printed in Purchase Order or Works Order Number for easy cross-reference with your purchasing department. This report is also available in Summary format showing just the totals for each category of Owner s Cost without the itemised job by job costs.

10 This report shows the latest forecast cost for each job along with the total amount for the yard and up to eight Owner's supply elements. The report is intended for use before the repair period for cost forecasting and budget preparation and during the repair period for monitoring costs against separate budgets for the yard and the eight separate owner s cost elements. Yard & Owners Cost Forecast Report Notes: Depending on the stage at which the report is used, separate sub-totals of all costs are provided at the end of each specification section, along with separate sub-totals for Original, 'Original + Supplementary' and 'extra' work. Grand Totals of costs and of Original, 'Original + Supplementary' and 'Extra' work, as well as discounts are also provided.

11 This report shows the split between the Yard and Owner s Cost elements within the four main Budget Categories for each job along with the total a total of the Yard and Owners elements. This report is also intended for use before the repair period for cost forecasting and budget preparation and during and the repair period for monitoring costs against the separate Yard and Owners budgets for the four main budgets categories. Yard & Owners Cost Allocation Report Notes: Depending on the stage at which the report is used, separate sub-totals of all costs are provided at the end of each specification section, along with separate sub-totals for Original, 'Original + Supplementary' and 'extra' work. Grand Totals of costs and of Original, 'Original + Supplementary' and 'Extra' work, as well as discounts are also provided.

12 This report shows a summary of the purchase order and delivery information for all of the Owner's supply items for each job. The report is intended for use before the repair period for tracking the purchase orders for Owner s supply items and to help ensure that all necessary owners supply items have been received. Purchase Order Report Notes: For each category of Owners Cost, the report shows the supplier/contractor, your own cost estimates and actual costs along with purchase order and delivery details. Within each category, items are printed in Purchase Order or Works Order Number order r for easy cross-reference with your purchasing department.

13 Accounts, Claims & Projects Report This report provides the means by which the cost for each Account Code, Claim & Project can be monitored against the separate budgets which have been allocated to them. For each Account Code, Claim & Project, the report lists the jobs (irrespective of which section in the specification they are in) and shows the costs which have been allocated to each of the four main budget categories. The report is intended for use before the repair period in the preparation of budgets, during the repair period to monitor the cost, and after the repair period to provide final costs for each Account Code, Claim & Project. Continued overleaf

14 Accounts, Claims & Projects Report (continued) Continued from overleaf Notes: This report is normally produced in the Owner s own currency but can also be produced in the Yard Currency if required. The report automatically allocates a proportion of any discounts which are applicable to each Account Code, Claim & Project. Optionally, the program can also allocate a proportion of the 'Service Charges' (i.e. the cost of Drydocking, General Services in the Yard, etc.) to each Project or Claim so as to give a true cost of the Project or Claim. This report is also available in Summary format showing just the totals for each Account Code, Claim & Project without the itemised job by job costs. The report can also show all of the jobs which have NOT been allocated to an Account Code, Claim or Project to allow you to check that jobs which should have been included are not missed.

15 Repair Status Sheet This report is intended to provide a means of monitoring the overall cost of the repair over time. Each time a Repair Status Sheet is generated, REFMAN takes a 'snapshot' of the current overall cost position and shows this as a 'one-column' cost summary or cost forecast. Each forecast which is produced is given a title and can be saved so that each time you produce a Repair Status Sheet, in addition to showing the current cost forecast, it is also possible to show one or more previously saved 'forecasts' alongside the current one. In this way you can easily build up a picture of how the financial position has changed over time: Notes: Each forecast comprises an analysis of costs, a summary of discounts, a breakdown of owner's costs and an allocation of costs between the four main budget categories. The cost analysis part of the report shows the split between the cost of originally contracted work, work which arose as 'supplementary' to the original specification and work which has arisen as 'extras' in the shipyard. Continued overleaf

16 Repair Status Sheet (continued) Continued from overleaf Notes: For original and supplementary work, the report shows the value of work for which a bid has been received, the value of work for which the yard has declined to bid, the value of work for which you have entered an 'exclusion/contingency' figure and the value of work for which no bid has been received and for which you have made an estimate. It also shows the value of work which you have cancelled. The discount section of the report shows the latest forecast of the value of the four levels of discount. The Owners Cost section shows a total cost for each of up to eight separate Owner's Cost categories (i.e. Owner's Materials, Sub-Contract Labour, etc.). These costs will normally be the total of the estimated or actual costs (where available) which have been recorded against each job. However, in order to make it easier to produce a forecast in the early stages of planning a refit or drydocking (at which time exact details of the Owner's Cost items may not be available) an option is provided to allow you to use the total 'budget' figures for each of the owners cost categories. The final section of the report can be presented in one of two ways. In the example on the previous page, the focus is on monitoring the primary Drydocking budget. In this case the budgets for the second, third and fourth main budget categories are deducted from the Total Repair Expense" leaving a Net Drydock Expense which is compared against the Budget which has been allocated for Drydocking. In the Example below, the budgets which have been allocated for the four main budget categories are added together to give a Total Budget figure against which the Total Repair Expense" can be compared. Note that it is possible to switch back and for the between the two budget presentations at any stage before, during or after a docking.