ECOS 5 TRAINING - EMITS Invitation To Tender Systememits.esa.int/emits-doc/ECOS/ECOS_Training_Manual_2.pdf · 2014. 8. 4. · ©ESA – This training material is the property of ESA

©ESA – This training material is the property of ESA and cannot be reproduced or used without the prior consent of ESA in a written form. If you are planning to use it outside of the ESTEC training facilities, you may contact the ECOS Helpdesk([email protected]) to submit your request.

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ECOS 5 TRAINING

SELF-TRAINING MANUAL

(No-sub-contractors simplified version)

Issue 3

Rev 1

Issue/Rev date: 03/07/2014

mailto:[email protected]


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IMPORTANT UPDATES

The issue 3 of the simplified Self-Training manual takes into account recent new rules as laid out into General Clauses and Conditions of ESA Contracts ESA/REG/002 rev.1 dated 07 February 2013.

The most significant change in preparing financial proposals and corresponding ECOS files is that the overheads on sub-contractors are not allowed anymore to be expressed as a percentage of the sub-contract price. Such expenses are now recovered charging the corresponding direct labour hours or are deemed to be included into the General and Administration expenses.

PSS-A forms have been revised. Issue 5 is now applicable since 25 February 2013.

The most significant change is that the new PSS-A2 layout now requires to indicate Average Sold Hours per Man-year per labour category to allow calculating Full Time Equivalent (FTE). This information is stored within the rate file and the resulting FTE appear on the PSS-A2.

The Travel Plan has also been included as Exhibit B to PSS-A2.

Finally, the Payment Plan (PSS-A15.1 and report 5405) are now based on Integrated expenses (own share + sub-contractors). It is possible to produce an payment plan on own-share expenses only if a tender file is generated prior to integration of the sub-contractors tender files.



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Table of Content (removed features in simplified version are greyed)

Introduction

The ECOS process flow charts

Getting familiar with the Graphical User Interface

Exercise 1 - Defining your environment

Exercise 2 - Creating a Project

Exercise 3 - Develop PT/WBS and Define/Send ITT

Exercise 4 - Performing Data Entry and data entry control

Exercise 5 - Sending ITT files – Data entry at Sub-cos levels

Exercise 6 - Entering Payment Plan

Exercise 7 - Generating Tender files – Integrating sub-cos tenders

Exercise 8 - Advanced feature – Using Product Libraries

Exercise 9 - Advanced feature – User WBS numbering

Exercise 10 – Advanced feature – Shifting dates for WBS blocks

Exercise 11 – Advanced feature - Dealing with Options and Alternates

Solutions

Report examples

Troubleshooting

FREQUENTLY ASKED QUESTIONS

Annex A – Main screens presentation



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Introduction This training manual has been developed to allow the ECOS Users to get familiar with ECOS 5. It is based a series of hands- on exercises that will allow the Users to progressively get familiar with the wide set of most commonly used features of the Application Software. ECOS 5 GUI has been totally revised with respect to previous versions so users of previous versions are invited to follow this training. This short version of the self-training should take about 2 hours. After completion the trainees are deemed to have reached sufficient experience to be able to configure her/his own environment, to enter all data related to financial offers and handled by ECOS, to prepare a Tender Answer to be sent to the upper tier. If you have sub-contractors you also need to get familiar with defining and generating ITT files to be sent to sub-cos and integrating the corresponding tender files. This full version of the Self-Training is also downloadable from EMITS website: http://emits.esa.int/emits/owa/emits.main . The training course will explain how to use ECOS in the most efficient manner in order to minimise time spent elaborating such files while guaranteeing high quality level in Price presentation. The last exercises of the series are presenting advanced features that allow to treat complex cases such as dealing with proposals including options or alternates or shifting block of dates to efficiently modify a financial proposal subject to procurement time table redefinition. Last but not least the troubleshooting section will tell what to do when some error messages would pop-up or if the application is becoming unstable. Even though this procedure will allow you to solve most of the problems encountered by yourself, it is important that you take a screen shot of such an error message and send it to the ECOS Help Desk so the instability cause can be tackled and/or proper guidance can be provided to explain what happened and what to do to avoid it in future unless a patch update will definitively resolve it. This training Manual should be kept for later re-use as a reference information in complement to the Integrated Help. We draw the attention of the reader on the Frequently Asked Questions (FAQ) inserted at the end of this document. It contains very useful information that may significantly improve the ECOS experience. Trainees are invited to provide their feed-back in order to keep this document at its highest quality level. You may contact the ECOS Help Desk to do so ([email protected]).

mailto:[email protected]://emits.esa.int/emits/owa/emits.main


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The ECOS process flow chart (without sub-cos)



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Getting familiar with the Graphical User Interface Here is a quick overview of the new ECOS layout implemented in this version 5

ECOS main screen organisation

IMPORTANT: Check Annex A: main screens presentation to get acquainted with the various type of screens

Main menu level 1 options

NB: Some menu options may not be selectable (appear in grey text) depending on context



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Exercise 1- Defining your environment

After completion of this exercise, the trainee will be able to: Install ECOS / Activate ECOS Start ECOS Update ECOS Prepare work environment Creating Rate Files

ECOS Installation and activation

NB: Because of IT limitations, it is not possible to install the software real-time, in addition the authorization requires installation of proprietary data; for these reasons the trainee finds ECOS already installed and activated on the PC in use.

• Start of ECOS requires user identification. The default login is

USER: ADMIN PASSWORD: e5

ECOS requires regular updates, in order to always use the latest version. The instructor will show how to perform automatic and manual update.

Preparing work environment

Adjusting Preferences

• Select from Main Menu: Maintenance/Preferences…

NB: In ECOS 5, Data files from users are now stored into [My Documents/ECOS5] folder.



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Backup (BCK) and Projects (PRJ) default folders may be changed by the User (although not recommended to beginners). To be noted that several Project directories can be created; this is particularly useful when creating a server-based configuration to manage a multi-users environment.

Also the default company code used when creating projects or rate files and the default printer can be adjusted here. If you do not have specific reasons to do so, we recommend not to change the directories default settings.

Changing these settings only makes sense when installing ECOS in a server-based configuration with multi-users access rights management (see menu option: Maintenance/Libraries/User Accounts). Such feature will not be treated in the frame of this training because it is rarely used. If you intend to implement ECOS in this configuration, please contact the ECOS Help Desk who will assist you in this task.

• Select from Main Menu: Maintenance/Colour selection

This menu option allows you to adapt background colours to your taste. You may try and save several sets of colours. Try it!



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Three colours are being defined to better identify in which mode ECOS is: Maintenance, Data Entry or Tender

Maintenance is the mode that allows all preparatory works outside of specific project. No project file .ECS nor .TEN is opened in this mode.

Data Entry is the mode when working on a specific Project file (extension file name .ECS)

Tender is the mode when producing reports out of a tender file (extension file name .TEN)



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Creating Rate Files (see Annex A0 for explanations on screen layout)

Normal situation: you create the rate file for your company.

Specific case: you create rate file(s) using the Company code of a (some) sub-contractor(s) to perform data entry of its (their) behalf. This is not recommended. The normal and better way to work is to send an ITT to the sub-contractors so they perform their own share of the work and you integrate their resulting tender.

In the specific context of this training We are going to create a series of rate files to get acquainted with rate file various features and to prepare the simulation of the overall process of the integration of an ECOS integrated Project file onto your PC. In this context we are going to play successively the role of all 4 companies involved.

• To create Rate file go to the following menu option:

Later on, when you need to modify or delete an already created rate file, you will use the menu option just below i.e. “Modify/Delete Rate File” that will access the list of already created rate files.

You may Backup and/or Restore a Rate File for instance to transfer a rate file to one of your colleague working on another Computer. Backup files can be attached to an email.

We now start the rate file creation,

• Enter the following information:

Headers



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The following will apply for all the rate files that we are going to create.

• Provisional rate file, valid from June 2012 till December 2014, economic conditions set at June 2012.

We are also going to create variation and escalation tables that will be used for various rate files

To enter these tables you need to go there:



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To be noted the calculation difference when the yearly change applies to rates (absolute figure) and when it applies to percentages (Overheads or Profit).

The values x entered into the table are used as follows:

RateN+1 = RateN * (1 + x%) % Overhead or ProfitN+1 = % Overhead or ProfitN + x%

The value x is a percentage and can be negative or positive. It may include up to 4 decimals.

• We are now going to create the following tables:

Variation tables

o Labour rates variation:

IDE: VL

Title: Labour Variation

-2% in 2013, -1% in 2014,-0.5% in 2015

o G&A variation:

IDE: VG

Title: G&A Variation

-5% in 2013, -2% in 2014, -1% in 2015

Escalation tables

o Labour Escalation:

IDE EL

Title: Labour Escalation

2% per year from 2013 till 2018.

o Materials Escalation:

IDE: EM

Title: Materials escalation

1% per year from 2013 till 2018.

• And now we create the following rate files:



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DISCLAIMER: The company codes used in support to the following rate file are real company codes but the rate file structure and the values are purely fictitious for the purpose of this training.

Company EDIS (1/2)

Extended features:

Subject to variable rate agreement (VL, VG) Multiple G&A and Profit rates will be defined Labour:

It is recommended to find in the following text (follow the red arrows, also those including on the next page ) all the necessary information for the first line MANAGER (Base rate, Industrial overhead, G&A, Profit, variation, escalation) and then use the [duplicate line] feature accessible via [Right-Click] to create the other lines (ENGINEER and TECHNICIAN). By doing so all repeated information will be entered only once.

Labour code Description Average yearly sellable hours Basic Hourly rates M MANAGER 1700 120 €/H E ENGINEER 1680 100 €/H T TECHNICIAN 1620 80 €/H

In labour window, use right click menu option [Insert line] or [duplicate Line] to enter new line. 10% industrial overheads apply on all Labour categories Basic labour rates are subject to variation (VL)

Facilities:

VT Thermal Vacuum 800 €/day VI Vibrations 1000 €/day Escalation on Labour (EL) applies on all Labour and Facilities rates



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Company EDIS (2/2)

Other costs

1 Raw Material 2.00000%

2 Mech.Parts 2.00000%

3 Semi Fin.Parts 2.00000%

4 Electrical Parts 2.50000%

5.1 HiRel-Internal 1.00000%

5.2 HiRel-3rd Party 3.00000%

6 Ext.Maj.Product 2.00000%

7 Extern Services 4.00000%

8 Trans,Insurance 1.00000%

9 Travel/Allowance 1.00000%

10 Miscellaneous 0.00000%

Escalation on Materials (EM) applies on Other Costs categories 1 to 6

Escalation on Labour (EL) applies on Other Costs categories 7 and 8

G&A and Profit G&A1 is 25% and G&A2 is 15% G&A 1 subject to variation (VG)

Profit 1 is 8% and Profit 2 is 4%

G&A1 and Profit 1 applies on all Base rate labour categories

G&A2 and Profit 2 apply for Labour Industrial overheads and for Facilities

Profit 1 applies to Others categories 1 to 5.2 and Profit 2 applies to Other categories 6 to 9

Profit 1 applies on G&A1

Profit 2 applies on G&A2

IMPORTANT: To also apply Profit on the G&A

do not forget to fill-in the Cross Application window



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In “real life”, nobody is by your side to verify the rate file. It is advised to create a small project with one WP and to verify each cost categories one after the other (for instance start with a round number of hours such as 1000 hours for your first labour category and verify that you reach the expected total price. Enter start and end dates that allows to verify impacts of escalation and variation

• Now, after checking the company code entered into the header is EDIS (and not ESAP…), save and close the EDIS rate file.

• Go back to Maintenance/Create Rate file menu to enter the next rate file

You may also verify the rate file data entry by running the report 5005



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Exercise 2 – Creating a Project

After completion of this exercise, the trainee will be able to: Create Project as ESAP Initialise PT/WBS Define top level ITT/RFQ Generate top level ITT

Create Project as ESAP

Usually bidders receives a top ITT/RFQ generated by ESA In this first sequence the Trainee will simulate ESA when creating the project. NB: In the future Project will be automatically generated at Prime contractor level by simply loading a ”Seed File” downloaded from the Electronic Tendering System. The current option to create “manually” a Project will remain to allow ECOS users to create ECOS files for business outside of ESA or to provide ECOS file to an upper tier that has not provided an ECOS ITT file for whatever reason. Here you are going to play the role of ESA.

The principle of the ITT chain

ESA will create the project and then release one single ITT to the bidding prime contractors.

In our case the Organisation Breakdown Structures will be as follows:



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• Select [Create New Project] from the Main menu.


Program Identifier: TRAIN / Programme name: TRAINING ECOS / Project Title: ECOSAT / Initiated by: ESAP

ITT number : ITT TOP / Required cost item granularity min: 30 000 / max: 300 000

Support Function Library: Master Support Function Library / economic cond. June 2012 / Conversion rate June 2012 / Earliest Expenses: June 2012 / Cost Details: Detailed

NB: do not select rate file at this stage.

Reference number: REF TOP / Project Version: 1 / User name: USER as ESAP

Press [Comment tab and enter text such as: “This comment is made at Project Creation”.

• Geo-Return weighting factors definition, specify

Weighting factor 0.5 for Support Function -2AA



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Initialise PT/WBS (see Annex A2 for explanations on screen layout)

IMPORTANT: A Reference Manual on How to create a proper WBS in ECOS has been released and is available for download on EMITS website http://emits.sso.esa.int/emits/owa/emits.main on the ECOS page or by application to the ECOS Help Desk: [email protected]

• Create the following nodes:

PT/WBS TITLE CONTRACTUAL PHASE B ECOSAT B2

C ECOSAT C/D E ECOSAT E1

using

or local menu accessed via right mouse click

Please note that you must be positioned on the parent node in the WBS hierarchy of the location where you want to insert a child node.

For instance to create the PT Node B you must be position on root node “TRAINING ECOS” as shown below. When you want to create the PT node C you must go back positioned on the root node “TRAINING ECOS” to create the PT node at the same level as B

Define top level ITT/RFQ

• Define ITT01 as follows:

ITT number: ITT01 Title: ECOSAT Granularity: min 30 000 / Max 300 000

mailto:[email protected]://emits.sso.esa.int/emits/owa/emits.main


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For doing so, use icon [Add ITT] from the TaskBar

• Include all nodes into ITT01 via local menu or Drag’n Drop or using Taskbar Icons or using right click local menu in[ITT content} window.

• Issue ITT01 (the ITT file will be located into My Documents/ECOS5/BCK)

This ITT file is now ready to be “sent” to the potential prime contractor bidders.



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Geographical Distribution Requirements:

Specify

France: min 20%, Max 40%

Portugal: min 30%, Max 45%

Great Britain: min 25%, Max 35%

• Add comment: “This comment is added at main ITT creation”.

Note that when the ITT has been issued, the background colour of its name changes into the ITT window



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Exercise 3 – Develop PT/WBS and Define/Send ITT After completion of this exercise, the trainee will be able to: Load an ITT Develop PT/WBS Define lower level ITT/RFQ Generate lower level ITT

In this sequence the Trainee will simulate the company bidding as the Prime Contractor. For doing, the Contractor download an ITT file received from ESA (as we generated it in Exercise 1). NB: In the future, Projects will be automatically generated by simply loading into ECOS a ”Seed File” downloaded from the Electronic Tendering System. The Trainee will define then its PT/WBS, taking care to minimise effort by using [Copy Branch] and [Paste Branch] when repetitive structure in the WBS appears such as from one phase to another. Drag’n & Drop features will be used to allocate support functions or to define ITTs.

IMPORTANT: It is essential that the Trainee learns how to generate ITT for sub-contracted parts in order to involve sub-contractors for elaborating their own share and generate corresponding tenders .By doing so each contractor is minimising its workload and better involves its sub-contractors into the bidding process.

Loading an ITT Usually companies bidding as Prime contractor receives a top ITT/RFQ generated by ESA (see Exercise 2). We will now acting as EDISOFT (EDIS) loading this ITT. For doing so:



• Select [Load Project] from the Main menu. • Select ITT file called ECOSAT into your BCK folder.

The following window will open:



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Replace ESAP with EDIS in the “to Company” field and change User to “USER AS EDIS”

Then press [Ok]

IMPORTANT: Once loaded, a Project file is located in the Project Archive. Use the Project Archive every time that you will want to go back and continue working on your Project file

Develop PT/WBS (see Annex A2 for explanations on screen layout)

The Trainee will now develop its WBS by creating first the Product Tree (PT) and then allocating Support functions to create the WBS.

It is recommended to proceed as follows: 1. Develop the PT for Phase C/D, 2. Assign Support Functions to Phase C/D PT to create the Phase C/D WBS, 3. Copy Phase C/D WBS to Phase B2 4. Finally, trim down the Phase B2 WBS by removing unwanted items (typically MAIT and GSE

activities)

For doing so, go to the [WBS] tab



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• Create the following PT nodes (in bold): (refer to Exercise 2 if required)

PT/WBS TITLE CONTRACTUAL PHASE

B ECOSAT B2

C ECOSAT C/D

C1 PLATFORM C/D C11 STRUCTURE C/D C12 POWER C/D C13 TTC C/D C2 PAYLOAD C/D

E ECOSAT E1

• Add Support functions for own share activities at PLATFORM level

For doing so click on node C1. You may use the Icon [Add Support]



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Or you may use local menu by proceeding as follows:

• Copy the C1 branch to the B branch using • Copy C2 branch to the B branch by positioning cursor on C2 line, press and hold down left

mouse button and using Drag’n Drop onto line B

• Delete All -2B and -2K support functions series into the B branch using • Add -2AA and -2AD support function under E branch. You may Drag’n Drop the required Support

Function after developing the Support Function Library from the upper right side window at the appropriate level. You drop on line E

You do it first for -2AA and then repeat it for -2AD



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Exercise 4 - Performing Data Entry and data entry control After completion of this exercise, the trainee will be able to: Perform headers data entry via the Summary Perform Data Entry per Cost item Manage data entry quality and completion Fine tune and adjust Prices presentation

Modifying cost items headers in Summary tab (see Annex A3 for explanations on screen layout) In this sequence the Trainee will simulate the data entry for the Company bidding as the Prime Contractor EDIS.

• Start of ECOS


• Select [Project Archive] from the Main menu. • Select ECOSAT EDIS Project file

• Go to [Summary] tab

Confirm selection of EDIS rate file if and when asked to do so.

Change Multiple Headers

• Click on first line. • Press the [Shift] key and click on the last line. All lines background turns blue meaning that they

are now all selected.



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• Select [Multiple Headers Change] icon in Taskbar or use the second option of the local menu that you access via a right mouse click on any of the selected lines.

• Tick box in front of Distribution and Select Distribution A. Press [Tab] key. You get this:

• Press [Ok] button • Now, repeat the selection process but only for the phase B2 cost items. • Tick box in front of Price Type and Select Price type 1 for all Phase B2 cost items. Press [Tab]

key. You get this:

• Press [Ok] button • Repeat procedure using Price type 4 for all Phace C/D cost items • Repeat procedure using Price type 6 for all Phace E1 cost items

Change Headers

• Get the cursor on the first cost item: B1-2AA

• Select [change header] icon in taskbar or or use the first option of the local menu that you access via a right mouse click on the selected line.

• Enter start date 12-06 • Enter end date 13-12 • Go to the next tab [Cost]

You can enter all dates on the right side browsing list of WP



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The red cells indicate that the information is mandatory. • Complete as shown here under, entering start date and date of a given WP before

proceeding to the next one. You cannot enter vertically all start dates due to validations.



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Entering data on cost items – Labour and Facilities entries (see Annex A4 for explanations on screen layout)

• Go to the [Cost] Tab and perform the following data entries. To move to a specific WP you need to click on the corresponding line into the WP browsing list located on the upper right side of the window.

• For the facilities on C1-2BD adjust dates 15-04/15-05 for VT and 15-05/15-06 for VI • For the facilities on C1-2BI adjust dates 16-06/16-08 for VT and 17-06/17-08 for VI

Entering data on cost items – Other Costs entries

• Complete the entries with the following “Other costs“ information



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To search for a Company code just type X then hit the [Tab] key; the Company list will pop-up and you will be able to search by company name. If you know the code you may type it in directly into the corresponding [Company] cell.

Entering data on cost items – Cost without Additional charges entries There is a specific area at the bottom of the [Cost] Tab where some budgetary amount, eventually allocated to another company might be taken into account. These special items are not treated by the rate file and will not attract overheads or profit (i.e. without additional charges). As an example, some companies not using the escalation tables of the rate file may calculate separately the provision for escalation to be included into Price type 1 (Firm Fixed Price). Whenever WAC is used, a corresponding entry in the Exhibit A should be created to explain the purpose of such provision.

• On WP C1-2KB and C1-2BT, enter the following WAC:

Title: CHF/EUR Exch. rate risk

Amount (PC): 1000

All other fields are unchanged. (NB: The Start and End dates shown here under are for C1-2BT)

Entering data on cost items – Travels The elaboration of Travel plans has been significantly improved in ECOS 5.

The most significant improvement is the ability to work with a Cities dictionary and to constitute Travel libraries that can used from one project to another. All information relative to a specific trip(i.e. cost per trip) and local subsistence (i.e. cost per day) can be recorded in the libraries and reused. The number of meetings, number of people, number of days remain specific to each record of the travel plan.

Travel libraries can be elaborated up front the specific context of a particular bid. This can be done in a very efficient manner using the Import facility via an excel file. This Excel file can be easily produce in collaboration with your Financial entity in charge of defining rates for daily allowances and mission trips.

Code Company Base Amt (PC)C1-2BA 1 EDISC1-2BD 5.1 EDISC1-2BI 5.2 TCNLC1-2BT 7 AEARC1-2KB 3 AEAR

External ServicesSemi-Finished Products

20 00020 00040 00050 00050 000

Raw MaterialsHi-Rel Parts (Internal)Hi-Rel Parts (3rd party)

Description



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Travel libraries can also be progressively elaborated by saving records generated in the frame of specific project files data entries. We will use this method for this first case.

Travel Plan can be entered on one or several Work Packages. In our case we are going to enter the information for each contractual phase i.e. on the management work package of each contractual Phase: B1-2AA, C1-2AA and E1-2AA.

So, First go to work package B1-2AA

• Click on [Travel Plan] button in Cost Item Header

Because we are entering travel information for the first time, no Travel Library is existing so we receive the message:

• Click on [Yes] button • Click on [Insert ] button, new pop-up [Travel Cost Library will be added] appears • Enter the following information:

Library: TRAV01

Description: EDIS Travel Library

• Click on [Select] button

The Travel Plan data entry windows is now opening.



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We are about to create our first item into the travel Plan:

• Go to the field [Start entering City Name] that allows quick search and select. • Type LIS

The city list has dramatically reduced to the three following possibilities:

• Drag’ n Drop LISBON from the Cities list into the cell corresponding to the [Departure] on the

first line of the Travel Plan. • Now click again into the field [Start entering City Name]. • Type STE • Drag’ n Drop STEVENAGE into the cell corresponding to the [Destination] on the first line of the

Travel Plan. We will come back to enter the cost details for this trip. • Now you are going to enter the [Destination] cities of the Travel Plan displayed into the table

hereunder displayed. You notice that the [Departure] cities are all the same. To save time we are going to Copy/Paste the departure City from the first record into the other lines. For doing so we position the cursor on the city name LISBON and while holding down left click move one cell to the right to include the Country field into the selection. Once done we release the mouse



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click and type [Ctrl C], go down one line, type [Ctrl]V. Go down one line further and type [Ctrl]V again and repeat until all departures for each line of the plan are filled-in.

• Enter the cost information and quantities into the various cells to complete the travel Plan according to the Table here below.

• Once this is done, do not forget to save to the Library all the items that we have created so you may easily drag and drop the combination Departure/Destination in the future with associated cost per trip and cost per day information. For doing so go successively to each line of the plan and Click on the icon [Save to Library] at the bottom of the Travel Window. You may also [mouse right] click on each line of the Travel Plan to access the local menu that will allow you to save to Library.

• Once this is done click on the icon [ Save & Close] at the bottom of the Travel Window.

Note: B/E stand for Business or Economy

A/R stands for Fixed Allocation or Reimbursement

In the context of this training you will select systematically “B” and “A”

• We will now repeat the procedure for entering the Travel plan for Phase C/D into WP C1-2AA but because we have already recorded some entries into the Travel Library, we will reuse them to perform faster and easier entries

• Every time that a Departure/Destination combination exists into the Travel library, you may Drag’ Drop the line from the Library into the Travel Plan. You only need to adjust the quantities and the Purpose of the Travel.

• For new departures and/or Destination you need to repeat the initial procedure. When the city name is not present into the Cities Library on the left side i.e. typing city name will have resulted in no record occurrence, then you may directly enter the City name and country into the Travel Plan. (in the example of the table here under (JARNAC FR).



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• Last but not least we will enter the Travel plan for Phase E1 into the WP E1-2AA according to the table here below:

Entering Data on cost items – The Exhibit A

PSS-A 2 Exhibit A entries are required when significant procured items or specials entries under WAC code (Cost Without Additional Charges) are performed.

When such cost items have been entered into a WP,

• Press on the [Exhibit A] button into the WP header. The item subject to Exhibit A explanation are already identified. Click on them one after the other and when positioned on a given line, click on the [Change] button at the bottom of the window. Enter the necessary explanation into the text field proposed and press [Ok] button at the bottom of the entry window.



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• Enter Exhibit A information for the Cost items here below using the method described above

Entering WPD (Work Package Description)

ECOS 5 offers the possibility to enter WP Description according to PSS-A20 format. We are going to enter an example into B1-2AA and C1-2AA with dummy text to later run the corresponding report. • Go to B1-2AA WP. You may click on the line B1-2AA into the right window browsing list • Fill-in first the following information of the WP Headers • WP Manager: John Smith • Event (related to Start date): KOM • Event (related to End date) : End of Ph. B • Fill-in first the following information of the WP Headers • Click on [WP Description] button • Complete the Headers by specifying Issue : 1 • Go to the first text box called [Objectives ] • Type in: “ THIS IS FILLING_IN TEXT “ • Highlight this text including the 3 trailing spaces and Click [Ctrl]+C • Go to the end of the text and type [Ctrl]+V and keep both keys held down to fill-in fast some

text. • Repeat the same into the other Text boxes [Inputs], [Tasks] and [Outputs]. • Once done, press the button [Ok] at the bottom of the window. • Repeat for WPs C1-2AA and E1-2AA

Checking Data Entry status – Managing data entry

ECOS 5 includes new feature that allows managing data entry particularly useful when entering on dozens if not hundreds of Work Packages and getting a clear view over the work done/work remaining to be done when resuming work from one day to another. Data Entry completion Once the user is satisfied with a particular with the data entry on a specific WP, he may mark it as Completed by clicking on the [Data Entry Compl.] button located into the down right [Totals] window. This action does not change anything to the data but changes the background colour in blue instead of yellow. By visualizing the browsing list either on the right side of the [Cost] tab or



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the [Summary] tab, the User easily identifies where are actions are still needed to complete work.

• Try this functionality by marking as completed the following WPs: B1-2AA, B1-2AC, B1-2ADD, B1-2ADH, C1-2AC, C1-2ADA, C1-2ADH, C1-2BD, C1-2BI, E1-2AA

You may reset the completion status by clicking again on the button. You do not need to enter this information on all WPs to able to generate a tender file. This is just auxiliary supporting information for managing data entry.

Special entries flags One of the difficulty when dealing with a high number of WPs might be to remember on which WPs have been entered some special information such as Travel Plan or Exhibit A information. When you return to the [Summary] Tab, you will notice that some coloured square patches have appeared into what may be called the “WTAD grid”

The light blue lines indicates WP data entry complete The dark Blue Square indicates the presence of a WPD entry The Green square indicates the presence of a Travel Plan entry The Orange Square indicates the presence of an Exhibit A entry The D column is reserved for Technical data entry (yellow square), currently not enabled.

You may Mark/Unmark blocks of WP as Data Entry Completed using the [Multiple Header Change] menu option on [Summary] tab.

Checking totals / offering co-funding

Checking WP total Price can be done at any time by clicking on the [Recalculate Totals] located on the down right [Totals] window.



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The bidder has the possibility to offer co-funding. For instance the bidder may offer in a commercial effort to reduce its price for instance to meet a target price and therefore ensure the feasibility of the project. For doing so, the user press on the [Edit Co-Funding] button:

Do not enter the minus sign; the system already expects that the amount indicated is a deduction.

• Rounding Totals • The bidder may also want to present round figures , in thousands of euro to improve the

readability of its financial proposal and suggest a commercial effort to please the customer. • To be noted that rounding down to the closest thousands of EUR should only be performed

after integration when application of a percentage of overheads on sub-contractors’ would be applied because the total own share can only be determined after including such price element calculated based on the sub-contract(s)Price(s).

Use menu option: Edit/Global Changes/Phase Price Rounding or icon You may also directly access to the phase Price Rounding facility by clicking on the [Phase rounding] icon on the [Info] tab or the [Summary] tab. To be noted that if you need to restart working on your price, then Price rounding can be easily cancelled just by clicking on the icon [Clear Rounding]



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You need to select which WPs are going to hold the co-funding amounts that will round the price of each contractual phase. We chose the Management WPs i.e.:

B1-2AA for Phase B2 C1-2AA for Phase C/D

E-2AA for Phase E1

• Click on line B2 and press on [Round] button (or double-click on line B2)

• Click on the button on the right side of the PT/WBS field and double-Click on line B1-2AA

• Press [Ok] button and repeat the sequence for rounding Phase C/D price using WP C1-2AA • Repeat the sequence for rounding Phase E price using WP E-2AA • Go to [Info] tab and press [Update Totals] button. The prices are now rounded!



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You may now verify that all your entries are correct by checking results on page 57

Also take this opportunity to check the GRANULARITY of the Price. Granularity scoring vs. Requirements

This is completing the Data Entry for the own share of the Prime Contractor EDIS.



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Exercise 6 Entering Payment Plan After completion of this exercise, the trainee will be able to: Enter Payment Plan

Enter Payment Plan in [Tender Answer] Tab (see Annex A7 for explanations on screen layout)

• Start of ECOS


• Select [Project Archive] from the Main menu. • Select ECOSAT from EDIS Project file.

• Go to [Tender Answer] tab

When you go to this tab after your data entry, you will see the Graph of the cumulated expenses for all the contractual phases.

Clicking on a specific Phase among the tabs displayed at the bottom of the Graph allows you to see the expenses profile specific to a particular phase.

Contrary to the screenshot, the tabs for each phase are red meaning that no payment milestones have been entered or that Payment milestones are exceeding 100%.

NB: Payment milestones are entered for each Contractual Phase

• Select Phase B2 using Pull-down list:



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• Select [Add Milestone] to get into milestone entry screen:

NB: the use of percent Amount is the preferred method compared with entering fixed values because any changes brought to Proposal price value will require to return to payment milestones menu to update these absolute figures.

• Enter the following Payment Plans

Once this is done you may check if your Payment Plan vs. expenses is balanced or if it needs further adjustments.

For doing so you position the cursor on the payment milestone that you want to modify and you press the [Edit Milestone] button.

Take the following actions:

• Select B2 Graph to be displayed and for Phase B2, change PM4 to 15% and EOPB also to 15%,

then press [Update Graph] button and check result. • Select C/D Graph to be displayed and for Phase C/D, change PM10 to 18% and EOCD to 12%,

then press [Update Graph] button and check result.



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Exercise 7 Generating Tender files – Integrating sub-cos tenders After completion of this exercise, the trainee will learn and How to select and integrate tender files from sub-contractors. How to perform final adjustments before issuing a tender. how to generate a tender file

IMPORTANT NOTICE CONCERNING FILE TYPES

There are two types of ECOS files:

ITT files

We have been using these files so far to enter create PT/WBS and all data. These files can be edited, their content modified in order to define and adjust as necessary the financial elements of the proposal.

The extension name of such file is .ecs The tabs below the active window are:

Tender files

We are going to generate in this exercise 7 the ECOS Tender file. The Tender files unlike the ITT files are not editable. They take a snapshot of the financial proposal including when applicable tenders from sub-contractors.

Reports to be included as part of your financial proposal MUST be produced from Tender files. You may produce reports from ITT files but such report will display a “DRAFT” watermark across the reports’ pages.

The extension name of such file is .ten

The tabs below the active window are:



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The background colour of the window is likely to be different depending on your choice of colours settings.

In the Project Archive these files types are identifiable thanks to their icons:

7.1 Generating ECOSAT EDIS Tender and producing reports

• Project Archive, select ABSL project file, go to [Tender Answer ] tab, press [Recalc. Project]. • Generate the Tender file by indicating into the bottom part of the screen:

Tender number TEN SAT

From User USER AS EDIS

Filename SAT EDIS

• Tick box [Load and Open] is selected by default • Press button [Save as … ]

The Tender file is now loading …. Once the screen has stopped flickering,




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• Check [Extra] and [Sub-contractors] Tabs at the bottom of the main active window (NB: [Sub-contractors] tab in this case displays only one line. Better demonstration would occur when dealing with tender files integrating sub-contractors.

(see Annex A8 and A9 for explanations on screens layout) • Produce reports. You may preview the following reports: PSS-A1, PSS-A2, PSS-A4, PSS-A6, PSS-

A8, PSS_A10, PSS-A15, PSS_A15.1, • You may also see the following reports: Granularity: report 5206, Travel Plan: Report 5208 • Close Project



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The [Info] tab of the integrated project should look like this (ignore integrated values):

• Check [Extra] and [Sub-contractors] Tabs at the bottom of the main active window • Produce reports. You may preview the following reports: PSS-A1, PSS-A2, PSS-A4, PSS-A6, PSS-

A8, PSS_A10, PSS-A15, PSS_A15.1, • You may also see the following reports: Granularity: report 5206, Travel Plan: Report 5208 • Try other reports time permitting. • Close Project



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THE IMPORTANCE OF THE [SUB-CONTRACTORS] TAB IN INTEGRATED TENDER ANSWERS (this example is issued from the full training dataset)

When the whole ECOS process is properly applied across the Industrial organisation tree (sending ITTs and receiving/integrating corresponding Tenders at various levels, the [Sub-contractors] tab allows to “Navigate” easily through the various tender offers, this enabling rapid but thorough quality and coherency checks of the whole Integrated financial proposal.

The details for each sub-contractor at any level Industrial organisation can be visualised by positioning the mouse cursor on the corresponding line and clicking on the [View] button.

The Granularity histogram of the [Info] tab of the sub-contractor is also visible.

Clicking on the [Extra] tab for this sub-contractor provides its Payment Plan per Contractual Phase and Geographic distribution at its level.

Clicking on [Sub-contractors] tab allow to visualise the list of its sub-contractors

Clicking on [Close] allows to return to the subcontractor list included into the Tender file

More details about the price summary per contractor at various levels of the Industrial

organisation can be found when running the PSS-A6 report.



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EXERCISE 8 Advanced feature – Using Product Libraries After completion of this exercise, the trainee will learn: How to create an element into the Product Library. How to integrate an element of the Product Library into a WBS

NB: this example is issued from the full training dataset Product Library is a convenient way to memorize blocks of PT/WBS to later on plug them in into a new Project. This is particularly useful when a contractor provides a certain type of equipment across various projects. Libraries can be organise to cover various sub-categories or generation of a given type of equipment. The element of the library may cover more than the PT/WBS. It may also cover the Support functions (i.e. the WP are being defined) and even the Resources (Labour hours per categories and number of units of facilities) can be exported/imported provided the rate file structure is identical.

8.1 – Creating an element into the Product Library

• Open [BATTERIES] ITT file from ABSL • Drag ‘n drop node C122

Click [Start]. The Element is now created.

We realise that we should have specified “Type A” and also “Phase C/D” so we

• go to the Product Library window and with the right-click mouse local menu we choose:



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• We take this opportunity to enter the Description in the corresponding tab : “Battery type A is 500 Ah Li-Ion”

And to associate the Classification: [Battery]

We now see the full record on the right side window

The S/R/T flags indicates the extent of the content of information above the PT/WBS:

• S for Support Functions • R for resources • T for Technical Information

This element is now ready to be used into any Project.



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8.2 – Reusing an element from the Product Library into a new Project.

• Close current Project. • Create New Project with the following headers:

• Go to [WBS] Tab

Take note of the presence of the BATTERIES Type A record into the Product Library

• Create a top node with the following headers:

• Drag’n Drop the element from the Product Library onto node T



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• Change name to “New Battery” and leave all options S, R and T selected, then click on [Start]

We will leave the start date to be 12-11 but this could be adjusted to your real need. All planning dates will be adapted according to this start date.

Because you selected [R] (i.e. including resources) , ECOS requires you to select the rate file. • Go to [Summary] Tab and click on [Update Totals].

You will see that all dates and costs have been updated. All resources have been included. Even the Travel Plan has been included (It will probably need to be adjusted according to the destination of the new Customer…)

As a conclusion, a bidder that proposes generic type of equipment can build complete and detailed ECOS file very rapidly by using the new Product library feature in ECOS 5

This feature can also be used by all bidders to reuse blocks of proposals from one project to another or for transferring All data entries from one project to another. This maybe particularly useful if a sub-co has started entering data in a self-created project because its upper-tier was late sending an ITT file and now has to transfer all created data into the ITT file coming from this upper-tier.



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EXERCISE 9 Advanced feature – User WBS numbering After completion of this exercise, the trainee will learn: How to implement its own WBS numbering system. How to produce reports based on User numbering system

NB: this example is issued from the full dataset but can be adapted to ECOSAT data 9.1 – The rationale and constraints related to User WBS numbering systems Although we strongly encourage the ECOS responsible person(s) to disseminate the Support Function culture and to use it as the basis for developing WBSs within its organisation, it is understood that many Users will be confronted to the necessity to adapt and report according to their home-made WBS numbering or a specific WBS structure imposed to them by an upper-tier contractor.

For this reason, ECOS 5 includes the possibility to enter User WBS Numbers and to report on them. The structure of such numbering is inherently non-harmonised from one company to another so a great flexibility is required in its implementation. To this end and even though these are normal basic requirements for WBS coding, ECOS 5 does not impose the structure to be hierarchical nor the numbers allocation to be exhaustive.

The “price to pay” for this great flexibility is that the User numbering cannot be used for WBS branch selection nor for summations at intermediate levels (completeness and hierarchical structure are not mandatory). The user has the possibility to use the ECOS PT/WBS to make such kind of selections in reports because the ECOS coding is by construction hierarchical and complete. The user still as the possibility to display the results using its own WBS numbering system.

As a conclusion, when the User WBS numbering is exhaustive and its coding structure hierarchically consistent, the reports will be of equal quality than when using ECOS PT/WBS coding.

9.2 – Entering User WBS numbers The User WBS numbers can be entered in various screens:

In the [WBS] tab

To enter the User WBS number you may either use the “Edit Icon” of the Task bar or via the right mouse click to access the local menu option “Change”.



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In the [Summary] tab

The User WBS number can be entered by entering the “Change WP header” menu option

Once the first User WBS number will have been entered, ECOS will indicate WPs with missing User WBS number by changing background cell colour in red.

Exercise: Enter the User WP numbers as indicated into the ABSL BATTERIES ECOS file. You may use the method of your choice.

This will allow you to run the various reports of section 9.3

In the [Cost] tab

User WBS number can be entered into the corresponding field into the header section

NB: If several WPs are related to the same ECOS Support Function, you may use the Split WP feature when elaborating your WBS. See FAQ 07

9.3 – Producing reports based on User WBS numbers Reports, when displaying WP level information, can be produced using and sorting by User WBS number.

WBS branch can only be selected based on ECOS PT/WBS code since numbering hierarchy is only guaranteed in this case.



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Here is an example of report produced sorted by ECOS PT/WBS code

And the same report sorted by User WBS numbering

NB: In both cases the restriction to the Project Office of Phase B2 has been selected using the ECOS PT/WBS code

NB: This report 5404 is very useful to control the mapping between ECOS coding and User numbering

Exercise: Using the ABSL Batteries ECOS file, produce the following reports first time using ECOS PT/WBS coding and second time using User WP numbering system:

PSS-A8, 5201, 5202, 5204, 5206, 5205, 5301, 5302, 5304, 5306, 5404



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EXERCISE 10 Advanced feature – Shifting dates for WBS blocks Once Start and End dates have been entered for all Work Packages then the procurement cycle may take longer than initially foreseen. WP dates will need to be redefined. Some activities may shift in time some others may not. It was important to implement into ECOS the possibility to apply time shifting to WBS branches or Contractual Phases.

To apply WBS branch time shifting select the following menu option:

Edit/Global change/Time shifting

or directly use icon in [Summary] tab

Escalation provisions for Firm Fixed Prices are automatically recalculated instantly.

When multi-year rates variation agreements apply, yearly allocations of resources are automatically and instantly recalculated.

• Exercise: In your case open the ECOSAT ITT/Project file from EDIS. • Print PSS-A2 • Shift Phase C/D start date from 14-01 to 15-01 • Produce PSS-A2 again. • See how total Price has changed • Analyse hours per labour categories and per year



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EXERCISE 11 Advanced feature – Dealing with Options and Alternates

Difference between Option and Alternate: An option is a stand-alone adjunction to a main scope called baseline.

An Alternate is a modified version of the overall scope.

Quite frequently, financial proposals do include options and/or alternates.

Options and Alternates can be easily handled in ECOS 5 using the Contractual Phase field to identify options and backup files to create Alternates.

Here is a complex example showing how a set of baseline/options/alternates can be generated:



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When including options in an ITT/Project file, reports must be carefully produced per contractual phases in order to avoid unwanted aggregation of baseline and optional works prices.

Here is an example of PT/WBS containing Options:

Reports can be produced per Contractual Phase and/or WBS Branch.

Assigning a contractual phase name to an option allows to define a specific payment plan for this option.

To integrate an option into the baseline, just make the necessary multiple change in the [Summary] tab.

Baseline price recalculation including updated expenses profile is instantaneous.



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SOLUTIONS This section provide screen shots corresponding to correct entries for the various exercises:

EXERCISE 1 Entering Rate file

Rate File EDIS



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EXERCISE 4 AND 6 Performing Data Entry

The solution is limited to the main data entry. It is verified by visualizing the [Summary] tab. Information displayed is after Price rounding

ECOSAT (EDIS)



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REPORTS EXAMPLES General information about report generation

ECOS can generate series of reports from the main menu option [Reports]:

There two groups:

The series 50xx to 54xx that mainly correspond to working reports.

The list of PSS-A reports out of which to the official formats usually required in the Special Conditions of Tender when presenting proposal’s financial breakdowns.

Some of the 5xxx series have been “upgraded” to mandatory reports

• 5208: Travel Plan • 5406: Geographical Distribution

Most of the reports are configurable according to some parameters such as Contractual phase, WBS Branch, Company(ies), time periods, WP listed according to ECOS PT/WBS coding or User Numbering order, etc...

Most of the reports can be sent to the printer retained during the set-up or generated in a grid interface that allow to copy/paste to Excel. This allows the User to exploit the data from the excel import either for feeding database or customizing report layout.

Here are few examples or reports:



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PSS-A1



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Report 5402: Rate File report.

The rate file report provides a clear view of the rate file fully in line with the way the data is entered in ECOS. This report is very useful for verifying the rate file.



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PSS-A2



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PSS-A6



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PSS-A15.1



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Report 5405: Payment Plan



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Travel Plan The report 5208 produces the Travel Plan.

But it is also produced under the new format of Exhibit B to PSS-A2 report



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Geographical return



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TROUBLESHOOTING ECOS is a run-safe application. You do not need to save data to avoid losing some if and when an error or a power interruption occurs.

First Level soft error

To protect its data integrity, ECOS may interrupt and send a pop-up error message such as:

Pressing [Ignore] Button will generally suffice to exit the bug loop.

Should error messages keep repeating then you may choose [Abort] in which case ECOS will shut down.

Reopen ECOS and answer [Yes] to the following message:

If the problem has not disappeared, take a screen shot of it and contact the ECOS Help Desk.

Screen freeze. ECOS is not responding.

In some rare occasions, ECOS application may freeze. Main windows may display (not responding) into its title.

Pressing [Ctrl][Alt][Del] to enter the Windows Task Manager and choose last option:

[Start Task Manager]



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From the [Applications ] Tab, select the ECOS application and choose [End Task].

You may also verify into the [Processes] tab that no ecosjr.exe instance is running. If so, select it and choose [End Process].

Close the window and launch ECOS again. ECOS should run Ok but if error occurs again, please contact ECOS Help Desk.



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FREQUENTLY ASKED QUESTIONS NB: The FAQs are complete including these referring to sub-contractor tenders

Q01: I have started to enter data in an Project file and now I realise that my rate file needs to be modified but when I modify my rate file via the [Maintenance] menu and come back in my project file the modifications have not been taken into account A01: This is normal. You may record modifications in your original rate file via the [Maintenance] menu Once it is modified, you may select it using the [Select Rate File] icon in the [Cost] taskbar. For this specific project you may also modify the associated copy of your rate file. Each project has its associated rate file copy. This allows to backup and then restore project files on different computers or retrieve and use old files for which rate files are not maintained anymore. To modify the associated copy of the rate file, use the [Modify Rate File] icon. All rate file modifications will be specific to this Project only.

Q02: I have entered a travel Plan on a WP but I now realise that it should have been entered onto another WP. Is there a way to transfer this Travel Plan to another WP without having to retype all the information?

A02:We have thought that this may happen. Also that may have similar destinations in Travel Plans within different phases. For these reasons, we have included a [Copy from Other WP] button located at the far down-right of the Travel Plan window:

To use this feature, simply go the WP where you really want to enter the Travel Plan and copy from the WP where it is currently located. Do not forget to delete the entry on the original WP afterwards if applicable.

This facility may also be useful to initialise a Travel Plan for Phase C/D reusing many trips (Departure/Destination) already used in Phase B2.



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Q03: I want to back-up the file I am working on. A03: There a two ways to do it. First you may close the active window by clicking on the Use the [X] button:

And then use the menu option Once done, you may reinstate the active window using the menu option:

And continue working. The second possibility is to Close the Project, Go to the project Archive, place the mouse cursor

on the line of the file to be backed-up and click on the Icon from the Task Bar. In this case you will have to re-open the Project from the Project Archive to continue working on the file.



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Q04: I want to trim down my Contractual Phases prices to express them in thousands of euro to improve the readability of my financial proposal.

A04:Use the [Phase Price Rounding] menu option located in the menu branch Edit\Global Change\ Phase Price Rounding. You may also use Icon from [Info] tab or [Summary] tab

NB: This option is available on Project files only, not Tender files.

Go to: Edit/Global Changes/Phase Price Rounding

• Rounding can be done in tens, hundreds or thousands. • Place the mouse cursor on the phase to be rounded and click on button [Round]

• Double-click on the WP that will hold the co-funding for rounding purpose. • Repeat for each Contractual Phase Price to be rounded. • Got to [Info] tab and press the [update Totals] button to check the result.



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Q05: My upper-tier did not send me an ITT file and still I want to use ECOS; how can I do this?

A05: Create a new Project by yourself based on ITT Cover Letter/Special Conditions of Tender and use it. You may send ECOS ITT files to your sub-contractors.

Q06: My upper-tier was late sending me an ITT file so I created a Project myself and already performed many data entries . How can I transfer in the upper-tier ITT file just sent all what I have entered so far in my self-created file to avoid retyping it?

A06: Follow these steps: 1. Load the ITT from your upper-tier and check characteristics such as Date of Earliest

Expenses and ITT top level PT node(s) especially to identify if contractual phases have been defined.

2. Close project, go to Project Archive and select the Project that you have created and used so far entering your data.

3. Create Product library(ies) eventually one per contractual phase if several contractual phases exist in the ITT received from the upper-tier. Make sure that all options are ticked-in before creation

4. Close project and open ITT file in your Project archive. 5. Use Product library(ies) created to transfer data. Make sure that all options are selected.

Adapt Start dates to date of earliest expenses if necessary; your start dates cannot be before the specified date of earliest expenses from the upper-tier.



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Q07: I cannot find a Support Function into the built-in list that matches the type of activity considered in my WBS. How can I add Support Function types?

A07: The Support Functions Master list results from the joint European-wide Working Group gathering both Industry’s representatives and Agencies that concluded works in 2006 with the production of the Support Functions Master List. Combining these Support Functions with the hierarchical levels of the Product Tree already offers a fair possibility to describe and manage the work at an important level of details. It is however recognised that the description