PcM 02 Flashcards
What are usually the two largest expenses as a business?
Office rent and employee payroll
What are 4 issues that can create cash flow issues?
Not getting invoices out in time or the client is late on a payment
Staff is late on filing their timesheets
Contract requires payment in a lump sum at the end of the project or contract is a fixed fee and the time spent on the project was underestimated
Client puts the project “on hold”
Amount in a Line of Credit that a firm should have handy to cover expenses.
A month’s worth of expenses
The most important
document in tracking
the health of a business
is what?
Balance Sheet
Who/what generates the Profit-Loss Statement (P&L)
The accountant/accounting software calculates how much money came in (revenue) and how much money went out (expenses)
In order to ensure next month’s expenses are covered, a business owner should ensure the staff is producing enough _____ to produce the necessary revenue.
Billable hours
What is the reason for using a multiplier for determining a staff’s billable rate?
It ensures you have enough money to pay the staff and cover overhead and produce a profit
What is the typical fee structure for a project?
Set maximum price per each stage of the work that is billed hourly up to a maximum amount, or billed by percentage complete
What is a fee structure that is rarely used for a project?
A project billed hourly with no maximum
What are six examples of a “reimbursable expense”?
- Plotting, photocopying or faxes
- Long Distance Phone Calls
- Car Travel, billed by the mile, to the project site
- Travel Expenses for the project, including airfare or hotel
- Courier, Shipping and Postage
- Meals, parking or rental cars related to trips for the project
Who is responsible to pay the “reimbursable expenses”?
As spelled out in the Owner-Architect Agreement, the Owner must pay these and the Architect can charge overhead on it as well
The Owner pays these, if the Architect had to pay these it would take away from the profitability and would incentivize the Architect to spend less on the Project and therefore the quality of the work might suffer
How do you determine the “Gross Profit” on a Profit & Loss Statement?
Subtract the expenses from the income, a healthy profit margin should be around 20%
With a maintained healthy profit margin, what could a financially strong firm take on after a few years of consistent workload?
Hire new staff
Build out a new office
Experiment with a reduced fee on a
new type of project
A Profit Loss Statement helps to track what?
Utilization rates by employee Overhead Rate Break-even rate Net Multiplier Profit Margin Net revenue per employee
How is a Balance Statement different from a Profit & Loss
Statement?
to expenses, and the Balance Statement tells
the story behind those numbers
The Balance Statement defies assets,
liabilities and capital at a particular point in
time
The Balance Statement will define the
difference between current liabilities (things
due this year) and long term liabilities
Assets
Any valuable property that is owned by the firm, such as real estate or vehicles
Liabilities
Any debt or financial obligations related to the business that need to be paid back over time
This can be credit cards, business loans, car leases, or even future stock options offered to staff
Capital
The financial assets needed to run the company operations
Cash-on-Hand
The total amount of any accessible cash, also referred to as liquidity, this includes things that can be sold quickly
like stocks
Accounts Receivable
The money that is owed to a company by its clients, whether they have been invoiced yet or not
Accounts Payable
The money that a company owes to its creditors, such as rent, leases, loans or credit cards
Equity
The ownership interests of a firm, including the percentage of ownership of each Principal of the firm
Firms need to keep a close eye on what two business items, even if they are too busy?
Sending out invoices in a timely manner and watch the amount of expenses spent
Why is it important to educate employees on a firm’s values and goals?
Overall, a knowledge of an organizations culture has been linked to increased satisfaction and commitment by the employees as well as a decreased turnover rate
Collaborative/Clan Culture Organization
Extended family of employees that are hard to replace. Strong sense of loyalty and tradition with a strong focus on teamwork, participation and consensus
Creative Culture Firm Organization
A dynamic, entrepreneurial and creative group, known for taking risks and being innovative
Individual initiative and freedom are encouraged
The environment can be competitive
Control or Hierarchical Culture
Highly structured and formal feeling
Management aims for security and predictability
Market culture
Result driven organization focused on job completion. Employees are competitive and goal oriented
The emphasis on winning unifies the organization
Success to this type of firm culture is market share and penetration
Professional Liability Insurance
Insurance coverage that provides protection against damages by claims caused by negligence by the Architect including errors and omissions in the drawings that might cause damage to the Owner, Contractor or other party
General Liability Insurance
This insurance provides protection against damages from an Architect’s office operations and non-professional activities at a job site
Owner and the General Contractor
should carry this type of insurance as
well
Worker’s Compensation
Insurance for employees in case of illness, injury or disability stemming from their employment. This is only required when architects have employees
By law, all employers should have this type of protection
The contractor includes the cost for this insurance in their overhead costs as part of their bid
Property (Builder’s Risk) Insurance
This insurance is held by the Owners, it covers and damage, loss of work onsite or off-site en route to the site
Loss of Use Insurance
Held by the Owner and covers any loss suffered by the Owner due to delays in construction from the construction damage, accidents, fire, explosions, or any hazards that might prevent the project from completing on time
Product & Completed Operations Insurance
This insurance is held by the Contractor, and is liability for damages caused by installed goods after the completion of construction and transfer of the title
Contractual Indemnification
The liability is assumed by the contract and the Contractor agrees to hold the Owner & Architect harmless for any damages that are a result of specific events
Subrogation
The Insurance Company has the right to “step into the shoes” of the policy holder to make a claim for damages caused by others and can sue the responsible party on behalf of the Owner
Waiver of Subrogation
The A201 General Conditions contains a clause for a ‘waiver of subrogation’ in order to minimize lawsuits and claims against the parties
This places the risk of loss on the insurance company but prevents the insurance company from suing parties that might not be at fault
Waiving subrogation works well if all parties agree to it as everyone is exposed to the same level of risk
How can a practice avoid being exposed to claims?
Practice conflict dispute resolution techniques to avoid or contain potential disputes
Risk Management Strategies
Avoid risk, Transfer Risk, Assume Risk, Control Risk
What should Architect keep aware of to avoid risks?
Changes in government regulations or new building materials, systems, codes, standards and technologies
Adoption of new rating systems, such as LEED
Awareness of what other design professionals are doing, how they are rendering their services and what services they are providing
Indemnification
Is insurance terminology for the “hold harmless” clause
Common Claims against Architects
Negligence - By Duty, breach, cause and damage
Breach of Contract
Vicarious Liability
Alternative Project Relationships
Third Party Actions: Architects can be held liable for negligence by parties the Architect had no contractual relationship with
What are 7 good forms of documentation that Architects can take?
Daily notebook or site observation reports of electronic devises are not used
Write in Ink, use bound or spiral notebooks, number pages sequentially and add dates
Photographs and videos
Status letters and issue letters
Meeting minutes & memos of phone conversations
Progress Payment logs
Equipment use records
4 Reasons Architects should consider the purchase of professional liability insurance:
Business Survival
Continuing Operations
Contract requirements
Social Responsibility
Amount of years for Statute of Limitations for patent defects from the date of substantial completion
4 years
Varies from State to State
Amount of years for Statute of Limitations for latent defects from the date of substantial completion
10 years
Varies from State to State
6 Methods to Limit Liability
Carry the necessary types and appropriate amounts of insurance
Select projects carefully by working within the firm’s capacity, ability and expertise
Utilize a written contract (in many states, it is illegal for an Architect to work without a contract)
Efficient in-house organization and communication with project team, Owner and Contractor
Document key decisions and approvals
Provide Contract Administration Services
Who is responsible for the means, methods, techniques, sequences and safety of a project during construction?
The Contractor
The Architect is NOT responsible for what during construction?
Exhaustive on-site visits
Continuous on-site inspections
Means, Methods, Techniques, Sequences, and Safety
Who can stop the Work of a project under construction?
The Owner, the Contractor (if unpaid) and a Local Building Official have the authority to stop the Work, not the Architect
What is the Architect’s role in observation of a project while it is under construction?
To observe the progress and the quality of the work in order to determine if it conforms to the drawings and contract documents. Any findings should be reported to the Owner
An Architect cannot negotiate the terms of any settlement without the ___’s permission.
Insurer’s