COST TRACKER MANUAL

SuperTech Cost Tracker User Manual

1. Information Sheet

The Information Sheet is the first step towards effectively utilizing the SuperTech Cost Tracker. It gathers essential details about your project to ensure accurate cost tracking and reporting. Follow the instructions below to complete the Information Sheet.

Required Information

1. Area

   • Enter the name of the area where your project is located. This could be a specific region, field, or operational zone.

2. Vessel/Platform

   • If the project is conducted on a vessel, enter the name of the vessel.

   • If the project is on a platform, enter the platform name.

3. Location

   • Enter the platform name.

   • If the project is using a platform instead of a vessel, just enter the word "Platform".

4. AFE (Authorization for Expenditure)

   • List the AFE or AFEs associated with the project. AFEs are critical for budget allocation and cost control, so ensure all relevant AFEs are included.

Steps to Complete the Information Sheet

1. Open the SuperTech Cost Tracker application.

2. Navigate to the Information Sheet section.

3. Enter the required information in the respective fields.

4. Double-check the details for accuracy.

2. Running the Add Vendor Script

Once you have filled in the Information Sheet, follow these steps to run the add vendor script:

1. Locate the icon at the top right-hand side of the Information Sheet.

2. Click on this icon to run the add vendor script.

3. First-time Authorization:

   • The first time you run this script for each project, you will need to go through an authorization process.

   • Follow the prompts to complete the authorization.

4. Running the Script:

   • After the authorization process is complete, click on the icon again to run the script.

   • This authorization will only need to happen once per project.

5. A new vendor sheet will then be added to the cost tracker.

3. Selecting a Vendor for the New Vendor Sheet

1. On the top left-hand side of the new vendor sheet, locate the drop-down menu.

2. Select the vendor that the new sheet will be assigned to from the drop-down menu.

3. If the vendor you are looking for cannot be found, you can add a new vendor to the vendor database found in your toolbox on your profile.

4. Once you have selected your vendor, the information for that vendor will automatically load into the sheet.

5. The tab on the sheet will be named after the selected vendor.

4. Vendor Sheet

The Vendor Sheet is where detailed information about vendor transactions is recorded. Each column in the Vendor Sheet serves a specific purpose to ensure accurate tracking and reporting of costs. Follow the instructions below to understand and complete each column.

Column Descriptions

1. Ticket

   • Enter the ticket number, invoice number, or any unique identifier for each ticket provided by the vendor.

   • The tickets provided to the user need to be scanned and stored in the digital file system either through the Processing app or the Operations Folder accessible on the user's profile located in the active projects section under each project. The Operations Folder is a click-and-drag feature that can be organized by adding folders for each vendor.

   • Once all scanned items are added to the Operations Folder, they can be linked to the cost tracker:

     • Click on the file in the Operations Folder that you wish to link to the cost tracker.

     • Click on the copy link (looks like a paperclip) located at the top of the folder.

     • Type the unique identifier into the ticket column on the vendor sheet in the cost tracker.

     • Right-click, select "Insert link," paste the link, and then click "Apply."

     • This will link the vendor's ticket to the cost tracker for easy future audit reference.

2. Quantity

   • Enter the number of items or personnel.

3. Item Description

   • Provide a brief description of the item or service provided by the vendor.

4. Start Date

   • Enter the beginning date when an item is received or a service is performed.

5. Stop Date

   • Enter the date when an item is returned to the vendor or a service ends.

6. Purchase

   • For items purchased or services charged one time only, enter the cost here. Costs in this column are added to the cumulative total for the vendor only once and will not be counted again.

7. STBY Days

   • Enter the number of standby days for day-rated items due to weather or other unforeseen circumstances. The number in this column will subtract from the number of days in the Total Days column.

8. Day Rate

   • For rentals or services with a day rate during their time on the project, enter the daily rate here.

9. Total Days

   • This column automatically tracks the number of days between the Start Date and the Stop Date.

10. Total Cost

    • This column automatically calculates the total amount for each row item in the Vendor Sheet.

11. AFE

    • Each row must have an AFE assigned to it using the drop-down list. The total costs of each row are counted in the cumulative total for the AFE located at the top of the Vendor Sheet above the STBY and Day Rate columns.

Additional Features

• Total Day Rate Box

  • Located at the top right side of the Vendor Sheet, this box indicates the total active day rates in the Vendor Sheet. It does not count rows that have a Stop Date.

5. Project Summary Sheet

The Project Summary sheet is an essential component of the SuperTech Cost Tracker. It tracks the progress of the cost tracker throughout the lifetime of the project and requires no input from the user. The Project Summary sheet updates automatically every time a change is made in the cost tracker.

Key Features

1. Automatic Updates

   • The Project Summary sheet scans the entire workbook and updates itself automatically whenever changes are made in the cost tracker. This ensures that the project summary always reflects the most current data.

2. Vendor Tracking

   • For each row, the Project Summary sheet keeps track of the vendors being tracked in the cost tracker.

   • It displays the current day rate for each vendor as shown in the cost tracker.

   • It also tracks the cumulative amount for each vendor under the same AFE.

3. AFE Accounts

   • The cost tracker can track up to 4 AFE (Authorization for Expenditure) accounts by default.

   • Each AFE has its own column, allowing for detailed financial monitoring and reporting for each AFE separately.

4. Visual Representation

   • The Project Summary sheet includes a chart that visually represents the allocation amount of each AFE compared to the cumulative amount that has been used.

   • This visual aid helps in quickly assessing the financial status of the project and ensures that budget allocations are being managed effectively.

This covers the basics of what is needed to successfully use the SuperTech Cost Tracker. Remember that support is available should you run into problems by contacting Derrick Whittle at dwhittle@pharmasafe.com.