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Export a project structure to Broker Site Manager

You can create a project structure in Broker Site Manager, that is a project’s subprojects and tasks, by exporting them from a Broker Estimate tender. You can export either a whole tender or a single position and its contents.

Background information

Prerequisites

To export a project structure to Broker Site Manager, the following prerequisites must be met:

  • There is a main project and a subproject for the project structure in Broker Site Manager.

  • The subproject is defined in the tender’s or position’s details. If you export a whole tender, the subproject must be defined in the tender’s details. If you export a single position, the subproject must be defined in the position’s details.

  • The tender’s client has an EDI code. If the EDI code is missing, edit the client’s details to add it.

To ensure that tasks generated by the export include all relevant information and that you don’t have to add that information afterwards, you should also check that the subproject is linked to the following records:

  • The tender’s client.

  • The client’s project manager. The client’s project manager must have an EDI code. If they don’t, you can edit their details to add the EDI code.

  • The project manager. The project manager must have an EDI code. If they don’t, you can edit their details to add the EDI code.

Note: The best way to ensure that the above prerequisites are met is to create tenders by following our tender processes.

How does the export work?

Before starting the export, you should tell Broker Estimate which positions it should export as tasks. Positions are exported as tasks and subprojects according to the following rules:

  • Positions that are marked as tasks are exported as tasks.

  • Positions that are not marked as tasks but whose subpositions are, are exported as subprojects. Subprojects take their code from the position.

  • If positions marked as tasks are directly within a tender or within a position whose content is exported, Broker Estimate generates a subproject for them. The subproject takes its code and name from the tender or the position from which it is exported.

  • If the exported content has no positions marked as tasks, it is exported as a single task.

The image below shows positions that are marked as tasks (A screenshot of Broker Estimate and A screenshot of Broker Estimate) and that are not marked as tasks (A screenshot of Broker Estimate) and illustrates the project structure that they will generate.

A screenshot of Broker Estimate A screenshot of Broker Estimate

Main tasks and subtasks

For tasks that consist of separate steps, you can create a main task that has two or more subtasks.

You do that by nesting positions that are marked as tasks, that is by adding positions marked as tasks within another position that is marked as a task.

The image below shows a main task, Example task 1, that has two subtasks.

A screenshot of Broker Estimate A screenshot of Broker Estimate

Note that subtasks can’t have subtasks of their own.

Number of tasks generated from a position

A position can be exported to Broker Site Manager either as multiple tasks, according to the position quantity, or as a single task whose contents are multiplied by the position quantity. The latter option is available if Mercus helpdesk has enabled it in your organisation’s settings.

Broker Estimate’s settings let you choose which option is used when you mark positions as tasks from the shortcut menu.

To edit the setting, follow these steps:

  1. On the main window’s toolbar, click Settings A screenshot of Broker Estimate.

  2. In the pane at the left, click Export.

  3. Under Default setting for marking positions as tasks for BSM export, select one of the following options:

    • Multiple tasks, according to qty The position is exported to Broker Site Manager either as a single task or as multiple tasks, according to its quantity. If position quantity is 1, Broker Estimate generates 1 task, and if position quantity is for example 3, Broker Estimate generates 3 tasks.

    • Single task The position is exported to Broker Site Manager as a single task whose contents are multiplied by the position quantity. For example, if position quantity is 3, Broker Estimate generates 1 task whose contents are the position’s contents multiplied by 3.

Note: If you choose Single task as the default setting but the option is not enabled in your organisation’s settings, marking positions as tasks from the shortcut menu will not work. You can check whether the option is enabled in your organisation by trying to mark a position as a single task. See section Mark a position as a task or non-task by editing it.

Note: Changing the default setting will not affect positions that are already marked as tasks. However, you can always edit a position to change how and whether it is marked as a task. See section Mark a position as a task or non-task by editing it.

Export a project structure

1. Mark positions to be exported as tasks

Mark positions as tasks from the shortcut menu

When you mark positions as tasks from the shortcut menu, Broker Estimate uses the default setting for marking positions as tasks. That is, whether a position is marked to be exported as a single task or as multiple tasks depends on how Broker Estimate’s settings are configured.

  1. To select a position, click it, or to select several positions, hold down the Ctrl key while you click the positions that you want to select.

  2. Right-click to see the shortcut menu, and then click one of the following:

    • Mark position as BSM task

    • Mark subpositions as BSM tasks

Mark a position as a task or non-task by editing it

Position details include a parameter that determines whether the position is exported as a task. If the option to to export positions as single tasks is enabled in your organisation’s settings, the parameter also determines whether the position is exported as a single task or as multiple tasks.

  1. Double-click a position to open its details.

  2. On the right side of the dialogue, double-click the value of the BSM task parameter, and then click one of the following:

    • Is NOT BSM task

    • Is BSM task / Multiple tasks, according to qty The name of this option depends on your organisation’s settings. The position is exported to Broker Site Manager either as a single task or as multiple tasks, according to its quantity. If position quantity is 1, Broker Estimate generates 1 task, and if position quantity is for example 3, Broker Estimate generates 3 tasks.

    • Single task This option is available if Mercus helpdesk has enabled it in your organisation’s settings. The position is exported to Broker Site Manager as a single task whose contents are multiplied by the position quantity. For example, if position quantity is 3, Broker Estimate generates 1 task whose contents are the position’s contents multiplied by 3.

      A screenshot of Broker Estimate A screenshot of Broker Estimate

  3. Click Save.

2. Export the project structure

When you export a project structure to a Broker Site Manager subproject, the subproject’s existing content remains unchanged. If the subproject already has tasks, for example, the export does not affect them.

Note: The export factors in full-cost labour multipliers. That is, labour quantities that the export generates in the subproject include overheads defined in the tender’s full-cost calculation.

  1. Click a tender or position to select it.

  2. On the tender window’s toolbar, click Export Export, and then click one of the following:

    • Export tasks to BSM Exports items as they appear in the tender.

    • Export tasks to BSM with conversion Recommended. Can be used for example to convert labour items quantified in pieces to ones quantified in hours and, if necessary, to add for example social security costs to them. Requires that your organisation has a conversion table that specifies how items are converted and what coefficients are applied to them. For more information about conversion tables, contact Mercus helpdesk.

      A screenshot of Broker Estimate A screenshot of Broker Estimate

  3. If the prerequisites for exporting a project structure are not met, a list of issues appears. Fix the issues, update data from the central database, and try again.

  4. After the export is finished, click OK.