In the dark ages before micro-computers estimators had pencils, paper and erasers. Sometimes they were very big erasers! We had techniques for minimizing mistakes on a given takeoff sheet, detail sheet, summary sheet and the final bid sheet. One of these was the primary estimator on each of these sheets was responsible for checking their own work. Another estimator then had to verify each sheet and the number carry forwards to summary sheets.
Then came Visi-Calc, Lotus 1-2-3, Excel and preprogrammed or “canned” or “packaged” software for estimating! I tried my hand at programming an estimating package. Over a couple years of time, I learned I was an estimator not a programmer. I also found out that computerized aided estimating reduced some errors but new ones developed in their place.
I have studied the use and application of spreadsheets, canned software and custom developed software for estimating and some related applications in project controls. They all have some advantages and disadvantages. All are superior to the pencil and paper for many reasons. With all of the electronic advantages one would think that paper would be a thing of the past in estimating. This is not the case for some good reasons.
When it comes to estimating there are two distinct areas. One is the takeoff and the other is the pricing of the estimate. With a couple of exceptions in the civil area for excavation and backfill, I am a proponent of a hand takeoff process. In the excavation and backfill areas the takeoff software and digitizer packages are far superior in accuracy and speed to the manual methods. Focusing on the action of digitizer increases takeoff speed but it introduces errors such as skimming the information, not studying it. It leads to overlooked items. In performing the takeoff, speed kills.
I prefer working with blueprints over the on screen option. I prefer full size over half size. I like coloring blueprints because they show at a glance the counted items. It is easy to spot items that have been missed. They provide a valuable record of the project at bid time. Several drawings can be compared at one time so problems can be identified. I like them for a host of other reasons too. On screen takeoffs with digitizers are no blessing for estimators. Rolling scales, mechanical or electrical with counters, are.
For flexibility and ease of use, a spreadsheet can be superior to canned software. The major shortcoming of spreadsheets is their formulas and operations can be relatively easy to corrupt. Working with/without a database can be a problem. While the basic operations of a spreadsheet require minimal training, very little training is provided on the advanced features that can benefit the estimating process.
Purchasing and using canned estimating software has its own set of advantages and disadvantages. Their databases capabilities are a big advantage. This is also their disadvantage in that the standard information must be customized to meet the purchaser’s operations and procedures in estimating. This is a process that can take six months to a year with several people involved in the process. I know some purchasers of prepackaged software that have never implemented their estimating software because of this level of commitment.
Overall I prefer a spreadsheet to packaged software. A spreadsheet can be made to duplicate current estimating practices and be changed over time as the practices change. Spreadsheets are a very common and easy to use method for the importing and exporting of estimate information for other uses.
Oh, By the Way… Leave the dark ages of estimating behind as history! I use a combination that includes paper & pencil, scales & digitizers, spreadsheets, packaged and custom software for estimating. This has the flexibility of handling all types of situations that will be encountered.
What do you use?
