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Field operations

What this covers

Section titled “What this covers”

Two things happen on a job site every day that have to be written down: what occurred, and who worked on it. The first becomes the project’s history. The second becomes its labour cost.

This area is how both get captured on site, the day they happen, rather than reconstructed from memory later.

Field work runs in Autodesk, not in KI: field management, submittals and daily logs are all captured there. There is no Field App on this instance.

Legacy KI carries a Daily Logs module and a Safety module, and Job Hazard Analyses are used here, but Autodesk is where the day is actually recorded. Bringing this work back into KI is a stated goal, not something you can do today, and it depends on KI covering what Autodesk covers now.

The daily record

Section titled “The daily record”

A day’s entry is a dated record of one day on one project — what happened, who was on site, the conditions the work was performed under, issues that came up, anything that moved the schedule, and quality observations.

Entries are kept day by day rather than summarised at the end. That matters when a question surfaces months later: when something was installed, how long a delay actually ran, what the site was like on a particular date. The answer is an entry written that day.

Time entry

Section titled “Time entry”

Hours are recorded against a project and a Cost Code. The Cost Code is the part that does the work: it is the same classification the Estimate and the budget use, so labour lands in the category the work was priced under, and planned cost and actual cost can be compared line for line.

Hours recorded without that classification would tell you what a job cost in total but not where it went. Recorded with it, they tell you which parts of the job ran long.

Time is entered in the Time Entry module, and the dashboard carries a time card entry too.

How hours become cost

Section titled “How hours become cost”

Payroll is what turns approved time into job cost, and it runs in Legacy KI Accounting:

  1. The payroll process pulls everyone’s time and produces their time cards.
  2. When payroll is complete a report is generated for upload to ADP, and it establishes actual cost by job and Cost Code.
  3. KI consumes that report and creates a journal entry to QuickBooks that charges jobs at billable rates, records actuals, and accrues the difference to a labor reconciliation GL (general ledger) Code.
  4. Payroll then pushes to the job costs shown in Cost Control, calculated as hours × the employee’s billable rate, so QuickBooks and our job costs agree.

History can be searched by project, Cost Code, or time period. Overhead employees who are not charged to jobs carry a GL Code rather than a job rate. See section 19.6.

Section titled “Related”