Table of Contents
The Job Dashboard brings together all key project management and financial data for Work Order opportunities into one centralized dashboard. Checking it regularly allows you to stay on top of where each project stands and quickly identify any problem areas needing your attention.
There are 3 main sections of the Job Dashboard: Profitability Information, Cash Position, and the Cost Breakdown.
Let’s take a look and see what information you can find in the Job Dashboard and how you can use this information to your advantage!
✅To view the Job Dashboard in work order opportunities, you must have Job Dashboard added to your user role.
✅To adjust the Projected Cost to Complete Value, you must have View Reports, View Drill Down Reports and View Drill Down Reports- Construction WIP Adjustments added to your user role.
Reviewing the Job Dashboard
To locate the Job Dashboard tab, head to the Opportunities module and select a work order opportunity.
On the Opportunity details screen, select the Job Dashboard tab.
Here is what the Job Dashboard details screen looks like once it’s opened:
The financial data displayed here breaks down profit information, costs to date and additional revenue related projections.
Original Contract, Change Orders, Current Contract
This first section displays the Original Contract amount with any approved Change Orders and your revised contract amount (Current Contract amount).
In our example opportunity, the Original Contract amount was $645,928.29. During the life cycle of this opportunity, there have been $12,500 dollars worth of Change Orders, bringing the Current Contract Amount to $658,428.29.
The next value in this section is your original Estimated Cost for the project.
Drilling into the Job Dashboard displays the Estimated Cost value as Estimated Total Cost:
Estimated GM % / $
Estimated GM %/$ is gross margin based on your original estimate and revenue projections.
📌Note: This amount includes change orders.
Projected Cost to Complete
Projected Cost to Complete will match Estimated Cost unless you make adjustments to the costs on your work tickets using Construction WIP Adjustments in the Reporting module.
In the example below, the GM$ and % differ from the original contract amount and the revised cost since adjustments have been made.
Once clicked, Projected Cost to Complete is displayed as Projected Total Cost on the Job Dashboard Cost detail screen:
Cost to Date
The next number that you see would be your cost to date, which are costs that have been received to date. You can drill into this number and it will provide you with the cost breakdown by work ticket.
🧠Remember Cost to Date consists of Purchase Receipts that have been received, materials allocated from inventory and time that has been accepted during the life time of your job.
You can calculate the percentage received so for by using the following formula:
In the example above, the 70.26% represents the percentage of costs that have been received to date.
We applied the formula above to get: $194,582.48 / $276,928.42 = 70.26%.
Billed to Date
The Billed to Date amount is the total of all invoices that have been invoiced to your client over the lifetime of the job. This number is also a number that you can drill down into to get a current list of all invoices on the opportunity. The billed to date percentage in our example is 38.11%.
This represents the percentage of total revenue invoiced to date which is $250,903.65 divided by $658,428.29 which equals 38.11%.
Billed to Date appears as Invoice Amount on the Job Dashboard Invoices detail screen:
Invoiced Gross Margin/Dollars
Invoiced Gross Margin / Dollars is the gross margin to date. Gross Margin is the Invoiced Dollars amount minus the Cost to Date amount .
📌Note: The Gross Margin here includes OT costs that are not reflected on the P&L for completed jobs.
Earned Revenue represents the Percent Complete amount to date based on the job’s work tickets. Aspire looks at the percent complete on each work ticket and compiles the Earned Revenue values.
More on How Earned Revenue Values are Calculated
To calculate Earned Revenue, Aspire takes each work ticket and divides Actual Cost by the Estimated Total Cost to calculate the percent complete.
Then, Aspire multiplies the percent complete with the Estimated Revenue for each work ticket. This gives us the Earned Revenue for each ticket.
The earned revenue for each ticket is added together giving us the total earned revenue to date on the opportunity.
In the example below, let’s look at work ticket #94224 and see how Earned Revenue is calculated in real time.
$6,929.86 divided by $8,875.00 = 78% complete. Then, we multiply by $17,532.82. This gives us $13,689.37 in earned revenue for this work ticket.
If we continue this calculation with the remaining work tickets, the total earned revenue for the job is $332,805.12 or 50.55%, which is the number displayed on the job dashboard!
Below the Profitability Information section, there is a bar graph to help you visualize some of the previous amounts.
The graph shows Estimated, Actual and Projected costs as well as the Current Contract amount.
Understanding Cash Position and Profit Dials
This section provides a view of the opportunity’s overall Cash Position. You can keep track of any positive cashflow during the job’s life cycle, and also keep track of if your job is in trouble of not generating enough cash flow.
This section of the Job Dashboard is made of the Projected Profit, Cash Flow dials and the Cash Position breakdown list.
The Projected Profit Dial
The Projected Profit dial helps track profits across your job’s lifetime and provides costing information to improve your team’s estimating power and to increase revenue.
The left number is where the projected profit started on this opportunity.
This dial is showing us that for this job, we are on target to make the original projected profit and are slightly ahead due to some cost adjustments.
The Cash Flow Dial
This dial shows the cash flow for this job’s work tickets. In the dial below, there have not been enough invoices paid to cover the job’s costs to date. It could also mean that you are ahead of plan with costs hitting the job.
Billed to Date
This is the total value of invoices created on this opportunity. You can drill into this number and see a list of all of the invoices created to date.
Once you click through, Billed to Date is displayed on the Job Dashboard Invoices screen as the Invoice Amount Total:
Less Open A/R
The Less Open A/R line amount is the unpaid balance of the invoices created.
Once you click through, Less Open A/R is displayed on the Job Dashboard Invoices screen as the Amount Remaining:
The Less Retention amount contains all of the retainage withheld from invoices on the opportunity.
Once you click through, Less Retention is displayed on the Job Dashboard Retainage screen as the Retainage Amount:
The Cash In value is a record of payments received on account. You are unable to drill into this value but it is calculated by subtracting the Billed to Date amount by the Less Open A/R amount:
Billed to Date - Less Open A/R = Cash In.
Cost to Date
The Cost to Date value is a total of all of the costs that have hit the job so far. This would include Labor Expense and A/P Direct Costs. These are actual approved payroll costs and approved vendor bills; you can drill into both numbers to see additional details on those costs.
The Labor Expense value calculates labor costs on work tickets.
Once you click through, Labor Expense is displayed on the Job Dashboard Cost screen as the Actual Labor Cost:
A/P Direct Cost
These are the costs that have been allocated to work tickets to date on this opportunity.
The numbers captured in the Job Dashboard Cost report drill downs for costs include Received Purchase Receipts and direct Inventory Allocations to work tickets.
Once you click through, A/P Direct Cost can be displayed on the Job Dashboard Cost screen as Actual Material, Actual Equipment, and Actual Sub Cost:
The number shown here is the total remaining value of purchased inventory for this opportunity that has not been allocated to work tickets.
You can drill into this number to see a list of purchases and what has been allocated to work tickets. The Job Inventory total on the Job Inventory Cost screen appears as Total Cost.
Less Open A/P
This number consists of all Received Purchase Receipts, this includes Purchase Receipts for Job Inventory plus Job Inventory items that have been allocated to work tickets.
The Cash Out value is the total of Labor Expense + A/P Direct Cost - Less Open A/P.
In our example below, this would calculate to:
18,921.35 + 175,661.13 - 88,481.79 = 106,100.69
Cash Flow value is made up of the total of Cash In minus Cash Out.
In our example it would be $65,778.65 - $106,100.69 = -$40,322.07
The committed cost value is made of Purchase Receipts assigned to the opportunity that are in a status of New.
You can drill down into this number for a list of outstanding items that still need to be received.
After clicking through, Committed Cost is displayed as Opportunity Receipt Cost:
Reviewing the Cost Breakdown
The Breakdown section of the Job Dashboard displays all costs that have hit the job. In this section, they are broken down by Expense category.
The Expense categories displayed are Labor, Overtime, Material, Equipment, Sub and Other Costs. They are broken down by Estimated and Cost to date for each of these categories.
📌Note: The Material Breakdown values are the only numbers in this section of the report that you can click into for additional details.
📌Note: The items with a checkmark in the Substitution column are substituted items or items that were not on the original estimate.