Overview
Developing a plan to unlock the power of years and decades of historical data is becoming increasingly more important for builders to get the competitive edge. The first step in this plan is understanding best practices for data accuracy and consistency to optimize use of the tools at hand. This article will call out the following topics to support you in your long term data strategy enablement process:
Understanding formats in ConCntric
Managing new and evolving formats
FAQs
Definition of Formats
As team members put together estimates in tools like Beck Destini, WinEst or Excel, typically they are building up their costs based on preexisting Work Breakdown Structures or Formats.
These lists of codes in MasterFormat, UniFormat or other can be imported into ConCntric so that your formats align between your estimating platform and ConCntric. In ConCntric, formats allow for a better organization of your other preconstruction activities such as value engineering, benchmarking, and general cost reporting.
Setting Up a New Format in ConCntric
To set up a new format in ConCntric:
Export codes with descriptions from your estimating tool using a .xlsx, .xls or .csv file extension.
Consider exporting all levels (e.g. MasterFormat Level 1, 2, 3).
Send the exported file to your customer success team with two or three sample estimates that use the exported codes.
Wait for ConCntric to confirm your formats setup (usually within 24 to 48 business hours).
Managing Evolving Formats
At some point, you may need to update the previously defined formats in ConCntric. ConCntric gives you the tools to manage evolving formats.
Adding New Codes to Existing Formats
Option 1
Send the new code(s) and corresponding description(s) to your customer success manager.
Wait 24-48 hours for a setup confirmation from ConCntric.
Option 2
In ConCntric, go to Settings > Format Settings*.
Click on the Format Title that needs to be adjusted.
Click Download Format.
Open the downloaded file in Excel, add the new code(s) and description(s).
Match rule pattern to existing codes.
Enter False in the Markup and Bid Package columns.
Save the file.
Upload the file into the same format in ConCntric and click Done.
Run a test estimate to ensure the new codes are tracked appropriately.
*User permissions control viewership and access to Format Settings.
**Rules are written via Regular Expression (RegEx). If you are unfamiliar with RegEx, please reach out to your customer success manager.
Modifying Existing Descriptions
Go to Setting > Format Settings.
Click on the format title that needs to be adjusted.
Double click on the Name field and modify as needed.
Click Done to save.
Removing and/or Replacing Existing Codes from Formats
Consult with your customer success manager for best practices and guidance.
Open the affected project(s) and go to Estimate. Take note if the projects contain several milestone estimate.
Click Edit Estimate then Show mapped Cols only*.
Click Manage to reveal the Manage Import side panel.
Click Formats to expand and understand the mapped formats and the Label (column) with which they are associated.
Identify the line items that contain codes that need to be replaced/removed**.
Once identified, click the code to be changed. A dropdown list with your code standards will appear*.
Select a code from the dropdown list to replace the old code.
A pop up message will give you the option to Change only one value or Change all values which is similar to Find and Replace in Excel.
Repeat for all code instances, projects and estimate milestones that use the old code(s)**.
When all codes have been replaced, click Publish to save changes.
When all links to the old codes have been removed***, confirm with your customer success manager who will delete the old code from your Format standards.
Old codes are typically removed from your standards within 24-48 business hours.
*If you are having trouble locating all instances of a specific code, use the ConCntric preview.
**This process walks you through removing any references to codes that need to be deleted or replaced. Once all instances of the code have been removed, the code may be deleted from your Format standards.
***There may be multiple line items containing this code per estimate and several estimates per project needing review and adjustment.
Parent/Child Relationships
The relationship between parent and child codes is a key part to maintaining a thoughtful data standard. Per CSI MasterFormat, a proper rollup/relationship for any given codes would look something like the following:
Level 3: 09 66 00 - Terrazzo Flooring
Level 2: 09 60 00 - Flooring
Level 1: 09 00 00 - Finishes
Three key things are happening here: 09 66 00 → 09 60 00 → 09 00 00.
Note that within Division 09, the 09 60 level is where 09 66 Terrazzo exists. Without the 09 60 level, the further level code has nowhere to roll up. In any format, and for all subsequent levels past level 1, the best practice is to maintain proper stops for each code as they roll up.
An incorrect way to code the above sample can be seen below:
Level 3 - 09 66 65 - Resilient Athletic Flooring
Level 2 - 09 66 00 - Terrazzo Flooring
Level 1 - 09 00 00 - Finishes
Note here that the 09 60 level does not exist. Therefore 09 66 65 → 09 66 00 → 09 00 00. In this parent/child relationship, it is not clear what is Level 2 vs. level 3. Additionally, 09 60 - Flooring was skipped.
FAQ
Within a particular Format (Ex. MasterFormat Level 2), do the codes need to have the same structure?
Yes, as a best practice, codes need to have the same structure including spaces, dots, dashes. For example (09 50 00, 09 60 00 or 09.50, 09.60…).
Who should manage adding and maintaining format settings?
Admins should be the only account users that modify code standards. For non-admins, it is recommended that they share new codes or any codes that need to be modified with the Admin who can communicate with the customer success manager to take action as needed. Ideally, this admin is the same person who maintains estimate tool standards like Beck Destini, Sage, WinEst or similar.
What happens if I have a code that doesn’t match my company standards?
Option 1 - ask an admin to add it to your standards in ConCntric.
Option 2 - upon an estimate import, ConCntric will flag a non-compliant code, select the code on screen to see a dropdown of the available options for that format.
Can I delete formats?
Yes, but this should be treated with caution. If a format displays as Inactive in Format Settings, admins are able to delete them. If Active, you will need to remove all links to codes in project estimates within that format. Only then, the format will display as Inactive and can be removed.
How do I update codes from an old project?
See Removing and/or Replacing Existing Codes from Formats.
Are my company codes/Formats in ConCntric the same as our codes in our estimate tool?
They should match 1:1. If there is any discrepancy, contact admins and encourage them to connect with CSM.
How many codes can I have in my Format Settings for deeper levels of formats like MasterFormat or UniFormat?
Although a maximum does not exist, it is recommended to focus on the levels of data that provide meaningful insights to your teams. Also keep in mind that as deeper levels of data are valuable, oftentimes deviations from standards become more apparent when you get to level 3 or 4 of a given format. Consult with your customer success manager for best practices and guidance.
Can I introduce an Owner Format or Work Breakdown Structure?
Yes, as long as it follows a consistent standard, it can be set up like any other format.
How can I confirm what year or version of MasterFormat or UniFormat my company uses in ConCntric?
Confirm with internal admins and database managers to determine what standard your formats in ConCntric are based on.
Is it acceptable to have multiple versions of MasterFormat, Uniformat or any other industry standard?
It is recommended that the formats set up in ConCntric are those that are most critical for reporting and historical reference. If a project requires a slightly different version of one of your existing formats, it can be introduced.
I don’t see Format Settings, what do I do?
Contact your CSM or internal admins to confirm your Roles/Permissions and associated access.