The Opportunity Record (including Solutions and Cost Estimate Line Items)

  • Opportunities are Tririga’s approach for managing, scoring and estimating the cost of different types of work activities in the portfolio.  Although there are different types of opportunities that Tririga can manage, the most commonly used by the ICAMP Program is for Deferred Maintenance that is identified during the FCA process or entered by an ICAMP or Asset Manager throughout the year
  • There are three record types that make up the Opportunity and allow users to capture the work, risk rate the work, estimate the cost of the work
    • Opportunity Record:  Describe, quantify, risk rate and create a total cost of the work
    • Solution Record:  Identify the right catalog cost and activity for the work to be performed
    • Cost Estimate Line Item and Cost Adders Record:  View and modify the details of the costs to fit the specific location or situation of the work
  • In general, Opportunities are associated to assets (BSIs) and are created when an assessor or program manager has determined that an asset is no longer no longer reliable, and its condition has deteriorated to such a degree that it needs major repairs or needs to be replaced
  • The Opportunity Record
  • ID:  
    • Each Opportunity is automatically assigned a unique ID number by Tririga.  This will be the ID that users can search on to find the record across Tririga
  • Name:  
    • Each Opportunity has a name that is initially populated based on the BSI that it was created from or associated to.  
      • The name is typically modified to start with the activity to be performed:  e.g., Replace or Repair (~ “the verb”)
      • Followed by the BSI information
  • Status:
    • Each Opportunity record has a status field which indicates if the record is in, Active, Revision in Progress or Retired status
      • All Opportunities start in draft when they are being created, but once they are, they should be moved to the Active status unless a modification to the record is being made temporarily
  • Description:
    • The description should be used to provide additional details on the work that needs to be done and why.  This is not intended to be a detailed scoping write up, but enough information to help other users understand what the work is about
  • Building Section:
    • Provides the location information for the opportunity, including the campus and building
  • Opportunity Type
    • Is a pre-defined list of different types of opportunities that can be created in Tririga as of 2/6/22
  • Deferred Maintenance:
    • Includes major repairs or replacements to remediate deficiencies that were not addressed when they should have been or were postponed
    • When an opportunity is created in Tririga today, the Deferred Maintenance type is the default, since that was the primary type created during the FCA program and will most likely be during ongoing operations.
    • Note:  Summing the entire set of deferred maintenance opportunity types is what allows ICAMP to estimate the total cost of the UC Deferred Maintenance backlog
  • Capital Improvement:  
    • Includes projects that increase or change the capacity or use of a facility to serve needs different from or significantly greater than its current use
  • Code Update:  
    • Includes activities required to bring a space or asset up to current code when undertaking a given project
  • Upgrade:
    • Includes projects that increase or change the capacity of an asset to serve needs different from or significantly greater than its current use
  • Building System Item (BSI) Section:
    • BSI Risk Ratings displays the ratings that were assigned to the associated BSI
      • These BSI ratings along with the Opportunity ratings are summed to get a Total Rating Score and Color
      • For more information about the BSI risk ratings, see the Building System Item record
    • Building System ID and Name displays the Level 3 Classification ID and Name for reference
    • System Group Comment is displayed and reflects the comment noted on the BSI
  • Opportunity Rating
    • There are three ratings captured at the opportunity:
      • Condition Code (Opportunity)
        • Indicates the condition of the whole asset or portion of the asset that the opportunity is addressing
      • Deterioration Code
        • Indicates the rate of deterioration the asset is experiencing
      • Urgency Code:
        • Indicates how urgently the assessor believes the opportunity should be addressed if budget were not a limitation
    • The below table shows the ratings, values and scores that are available for the user to select
  • Building System Class Section:
    • Displays the level 5 BSC/Catalog ID and Name the opportunity is based on
    • Displays the Service Class the BSI/Opportunity is generally assessed and managed by
  • Building System Inspection Item (BSII) Section:
    • If the BSI and Opportunity were created during an FCA assessment using the FCA Project and Tasks, and a BSII was created, this section displays that BSII record for reference
    • Not all BSIs or Opportunities will be created via the FCA process only, and so this section could be blank
  • Total Costs and Risk Rating Analysis Section:
    • Quantity Deficient:
      • This is the total quantity of the asset that is being addressed by the opportunity
      • Unit of Measure (is located under the Quick Estimate Section)  indicates the unit of measure the BSI and Opportunity are measured in
      • The quantity deficient will be multiplied by the base cost per unit of measure selected while creating the solution to get the base total cost
    • The remainder of the section displays the total costs of the opportunity including:
      • Total Estimate Cost:
        • This is the “base ICAMP” cost of the opportunity.  It reflects the base cost from the ICAMP catalog for the repair or replacement activity and incorporates the location index and any cost adders that were included when the opportunity was costed out
          • Note the location index was set at the building or structure and is applied to each opportunity in that facility
      • Total In-House Project Cost and Index
        • Takes the base ICAMP cost and applies the In-House index to get an expected cost if the work were performed in house
          • Note the Index is set at the Property level and is applied to all opportunities at the campus
      • Total Contractor Project Cost and Index
        • Takes the base ICAMP cost and applies the Contractor Project index to get an expected cost if the work were performed by an outside vendor
          • Note the Index is set at the Property level and is applied to all opportunities at the campus
    • This section also displays the total rating score and color
      • Total Rating Score:
        • Sums the individual BSI and Opportunity rating scores to get a total risk score for the opportunity
      • Risk Rating and Color
        • Based on the total score, the opportunity could be designated as Green, Yellow or Red
  • Dates Section:
    • Created Date and Year:
      • This is the full date and year the opportunity was created.  This is an important reference date as it indicates how long ago the opportunity was established and how long it has been since the opportunity was revisited.  The older the creation date, the more possible it is that the condition of the asset has deteriorated.
  • Solution Section:
    • The solution record is where specific, standardized cost activities are selected from the catalog to begin the cost estimation process
    • See the Solution Record for more details
  • Estimate Line Item Sub-Tab
    • The Cost Estimate Line Item (CELI) displays the granular details of the cost estimate, including labor, material and equipment.
    • The CELI is also where additional cost-adders can be included in the final cost
    • See the Cost Estimate Line Item Record for more details
  • Creation Criteria Sub-Tab
    • This section includes a pre-defined list of criteria for why an opportunity was created and should be included in each opportunity created
      • This also provides ICAMP and its users with the ability to create standardized reports on why opportunities were created which is not really possible based on the opportunity name or description alone
    • A user can select any criteria reason(s) codes that apply
    • The list of criteria reason codes are:
  • The Solution (Estimate Manger) Record
    • Solutions are Tririga’s approach for establishing/selecting a cost for the work required to address the opportunity.  In most cases, when a solution is created, the cost will be selected from the UC Catalog of Costs (Assemblies) where at least one or more activity types (e.g., repair, replace) will be costed out and available for a user to pick from
  • ID:
    • The unique ID is assigned by Tririga when the record is created
  • Name:
    • Is auto-populated based on the name of the Opportunity
  • Status
    • Each Solution record has a status field which indicates if the record is in, Active, Revision in Progress or Retired status
      • All Solutions start in draft when they are being created, but once they are, they move to the Active status unless a modification to the record is being made temporarily
  • Estimated By:
    • Identifies the user who created the solution
  • Estimated Date:
    • Indicates when the solution was created
  • Cost Group:
    • This is the UC/RSMeans Catalog the cost assembly was sourced from
  • Geography Cost Index:
    • This is the location index of the building or structure under which the Opportunity and Solution are being created, and is where the index gets applied to the base cost from the catalog item selected
  • UC Assembly Data Section:
    • This section displays the cost assemblies that are available in the catalog from which the user can select an appropriate activity and cost (e.g., replace passenger elevator at $270,000)
    • There is generally at least one cost assembly to choose from that is associated with the BSI/BSC item, but in some cases, there will be multiple assemblies to choose from
  • Estimate Summary Section:
    • Displays the Total Estimated Cost of the Solution after the Cost Estimate Line Item has been created and adjusted
  • Cost Estimate (CELI) Section
    • Shows the CELI record associated to the solution
    • NOTE:  In some cases, there are no appropriate Assemblies to choose from, and a manual estimate may need to be created.  And a CELI is added by clicking the Add button to initiate the manual estimation process
  • The Cost Estimate Line Item (CELI) Record
    • When an assembly is selected at the Solution, it also creates a Cost Estimate Line Item which shows the detailed cost components of the solution
    • The CELI is also where a “cost-adder” can be included in the cost estimate to adjust the cost of the work to reflect specific conditions (e.g., hazardous material abatement)
  • ID:
    • The unique ID is assigned by Tririga when the record is created
  • Description:
    • Is auto-populated based on the name of the Solution
  • Status
    • Each CELI record has a status field which indicates if the record is in, Active, Revision in Progress
      • All Solutions start in Active status unless a modification to the record is being made temporarily
  • Cost Item Source
    • Indicates the source of the particular assembly/estimate
    • ICAMP has two main sources of cost estimates
      • RSMeans Facility Repair and Maintenance Library
      • UC Davis (UC)
  • Building System Class BSC (level 5)
    • Indicates which BSC the estimate is associated with
  • Cost Estimate Type
    • Most CELIs are created based on selecting an assembly, and when this is the case, the Assembly radio button will be highlighted
    • When a Manual Estimate is created, the corresponding radio button will be selected
  • Cost Estimate Details Section
    • Quantity
      • Indicates the quantity and unit of measure that is being costed out
      • This is carried from the Opportunity  but users should always double-check the value to make sure it is populated and reflects the quantity they are expecting to cost out
    • Total Unit Price, Total Unit Price with OP Total Adjusted and Total Adjusted with OP Costs
      • All reflect the total cost estimates after the base assembly cost (detailed in assembly line item section) have been multiplied by the quantity, multiplied by the Geography/Location Index and after any Cost Adder Indices or flat dollar amounts have been applied
      • The Total Adjusted with OP reflects the final cost created at the Cost Estimate Line item, and it is this cost that will be reflected on the Solution and finally at the Opportunity Total Estimate Repair Cost  this is the base ICAMP cost
    • Labor OP with Geo, Material OP with Geo, Equipment OP with Geo, Labor OP Adjusted with Geo and Factor, Material OP Adjusted with Geo and Factor, Equipment OP Adjusted with Geo and Factor
      • All reflect the Assembly costs multiplied by the Geo Index and any Cost Adder Indices that were applied
      • These fields help the user to see how the estimate is being built up from the starting assembly and the effect of the Geo Index and Cost Adders as they are applied
    • Labor Cost Adder (percent), Labor Cost Adder Amount (dollars), Material Cost Adder (percent), Material Cost Adder Amount (dollars), Equipment Cost Adder (percent), Equipment Cost Adder Amount (dollars)
      • Show the net effect of any cost adder(s) applied to the estimate
      • If one or more cost adder factors have been selected the total percentage is displayed
      • If one or more cost adder flat dollar adjustments have been included, they will be summed and displayed
      • These fields help the user to see how the estimate is being impacted by the Cost Adders applied
  • Assembly Line Item Section
    • Assembly Number:  
      • The Assembly ID as it appears in the UC Catalog
    • Line Item Name
      • The Assembly Name as it appears in the UC Catalog
    • Labor Unit Price, Material Unit Price, Equipment Unit Price, Total Unit Price
      • These are the individual unit prices from the UC Catalog
    • Labor In-House Costs, Material In-House Costs, Equipment In-House Costs, Total In-House Costs
      • These are the individual costs adjusted for executing the work in-house
    • Labor OP Costs, Material OP Costs, Equipment OP Costs, Total OP Costs
      • These are the individual costs adjusted for executing the work with an outside vendor and account for overhead and profit (OP)
      • The Total OP Cost from Assembly is the Base Cost per unit of measure and is used to build each cost estimate
        • Ultimately it is this Base Cost that will then
          • Be multiplied by the quantity
          • Be multiplied by the Geo Index
          • Be multiplied by any cost adder labor, material and equipment factors selected
          • And any flat dollar amounts will be added
          • And that will become the Total Adjusted with OP Cost
  • Labor, Material and Equipment Adjustment Section  “Cost Adders”
    • Cost Adders allow the user to increase the cost of the base estimate to reflect any project specific work/factors that should be considered and included to better estimate the work
    • Users can select from a predefined list of adders that have preset percentages in place
      • Typically, either Hazardous Material Abatement or a level of System Complexity (e.g., Low, Medium, High) is selected
        • System Complexity can cover a range of activities and work to be considered, and the user should select the percentage that most closely reflects the increase they would expect from the work
        • The important thing users should do when selecting any system complexity is to update the comment field with a note/description of the extra work and cost
  • Once the adder is selected, the user will be able to modify the percentage and or add a flat $ amount
    • Note:
      • When percentages are applied, they are applied to each unit in the quantity
      • When flat dollar amounts are applied, they are added to the final estimate, not each unit in the quantity