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Measurements & Progress

Measurement Sheets document the work completed by subcontractors, serving as the basis for both progress tracking and payment processing. Every payment to a subcontractor is tied to an approved measurement.

RFP listing showing proposal numbers, associated work requisitions, subcontractor responses, and evaluation status
RFP listing with proposal tracking and subcontractor response details

What is a Measurement Sheet?

A Measurement Sheet is a detailed record of the work executed by a subcontractor against an approved Work Order. It captures quantities, dimensions, and descriptions of completed work, and serves two critical functions:

Function Description
Progress Tracking Measures the physical progress of the subcontractor's work against the Work Order scope. Provides visibility into completion percentage and remaining work.
Financial Recording Records a liability in the books of accounts. The measured value at the Work Order rates creates an obligation to pay the subcontractor for work completed.
Measurement-Based Payments

The subcontractor is paid based on approved Measurement Sheets. No payment can be processed without a corresponding measurement that has been verified and approved through the workflow.

Creating a Measurement Sheet

  1. Select the Work Order Navigate to the Measurement section and select the approved Work Order for which work has been completed. The system displays all work items and their current measurement status.
  2. Record Work Details For each work item executed, enter the detailed measurements. This includes quantities completed, dimensions (length, breadth, height/depth as applicable), location references, and descriptions of the work done.
  3. Calculate Quantities The system calculates the total measured quantity based on the individual measurements entered. This is compared against the Work Order quantity to show progress percentage.
  4. Add Supporting Information Attach photographs, sketches, or reference documents that support the measured quantities. This documentation aids in verification and audit.
  5. Submit for Approval Submit the Measurement Sheet for approval. The sheet is reviewed by the site engineer and/or project manager to verify that the recorded quantities match the actual work completed.

Measurement Sheet Fields

Field Required Description
Work Order Required The approved Work Order this measurement is recorded against
Work Item Required The specific work item being measured
Measurement Date Required The date the measurement was taken on site
Description of Work Required Detailed description of the work executed (location, scope, specification)
Dimensions Required Length, breadth, height/depth measurements as applicable to the UOM
Quantity Required Calculated or entered quantity of work completed
Cumulative Quantity Required Total measured quantity to date including all previous measurements
Attachments Optional Photos, sketches, or documents supporting the measurement

Progress Tracking

Measurement Sheets provide real-time visibility into subcontractor work progress:

  • Work Item Progress — View the percentage of each work item completed based on cumulative measurements versus Work Order quantities
  • Overall WO Progress — See the aggregate progress across all work items in the Work Order
  • Historical Trend — Track measurement history over time to identify work rate trends and potential schedule risks
  • Remaining Work — Calculate the remaining quantities for each work item to forecast completion dates and resource needs

Payment Connection

The measurement-to-payment workflow ensures that subcontractors are paid accurately for work completed and verified:

  1. Work Executed The subcontractor completes work on site as per the Work Order scope and specifications.
  2. Measurement Sheet Created Site engineers create a Measurement Sheet documenting the quantities and details of work completed.
  3. Measurement Approved The Measurement Sheet is reviewed and approved by the designated authority, verifying that the recorded quantities are accurate.
  4. Bill Generated Based on the approved measurement, a subcontractor bill (Running Account Bill) is generated in the Accounts Payable module. The bill calculates the payment due using Work Order rates applied to measured quantities.
  5. Payment Processed The subcontractor bill is processed through the standard payment workflow, including any applicable deductions (retention, material recovery, advances, TDS).
Running Account Bills

Measurement Sheets are typically created periodically (weekly, fortnightly, or monthly) as work progresses. Each approved measurement generates a Running Account (RA) Bill that captures the incremental work done since the last measurement, while showing the cumulative position.

Material Reconciliation

When material is supplied to the subcontractor through the Work Order, the measurement process also enables material reconciliation. The system tracks:

Tracking Item Description
Material Provisioned Quantities budgeted for the subcontractor in the Work Order
Material Issued Actual quantities issued to the subcontractor from site inventory
Material Returned Unused material returned by the subcontractor to site stock
Variance Difference between provisioned and net consumed quantities, highlighting wastage or savings

Material reconciliation is monitored through the Subcontractor Material Reconciliation report available in the SCM Monitor module. Regular reconciliation helps identify material wastage, unauthorized usage, or process gaps that need attention.

Reconcile Before Final Payment

Always complete material reconciliation before processing the final payment to a subcontractor. Any excess material consumption or unreturned material should be identified and, if applicable, recovered from the subcontractor's final bill.

Best Practices

  • Measure promptly — Create Measurement Sheets as soon as work is completed to maintain accurate and timely records
  • Be detailed — Include precise descriptions, location references, and dimensions to support verification
  • Attach evidence — Photographs and sketches strengthen the measurement record and reduce disputes
  • Review cumulative totals — Always verify that cumulative measurements do not exceed Work Order quantities without proper authorization
  • Reconcile material — Track material consumption against measurements to ensure the subcontractor is using supplied materials efficiently