Official Costing Sheet

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Tips to Improve your
Cost Report
Purpose of the Cost Report
•The cost report is your chance to accurately portray the cost
of the vehicle you expect to design, build and race at
competition.
• Vehicle is not complete at the time of the report,
• Use the cost report as a (BOM) bill of material.
• Items still being designed should be estimated as
accurately as possible.
•Unforeseen changes should be shown on a cost
adjustment form.
For example the selection of tires. Every car needs them and
they must be included in the cost report at submission.
• Estimate what size you will be racing, at a minimum
• Estimate a brand that you have a high confidence on
using.
•Leaving tires off completely is not acceptable.
• Utilize the cost adjustment to reflect a change from
the original estimate.
Cost Adjustment Form
•Cost adjustment forms should be used to reflect changes that
were made post submission of the cost report.
•The form should not be used to submit entire subsystems or
significant components of a car (i.e. shocks, tires, rims,
transmissions, engines, brakes, etc)
•Cost adjustment forms will not be utilized if they exceed 25%
of the total cost of the car.
•Teams that exceeds 25% will be disqualified from the
costing event.
2011 Baja SAE Cost Adjustment Form
BIR
Sect #
Car Number
Total Cost
Item
Description of change
KAN
0
ILL
0
Subassembly
Costs
Material Labor
Sum of
Adj.
1 Engine
$0.00
2 Transmission
$0.00
3 Drive Train
$0.00
4 Steering
$0.00
5 Suspension
$0.00
6 Frame
$0.00
7 Body
$0.00
8 Brakes
Safety
9 Equipment
Electrical
10 Equipment
$0.00
$0.00
$0.00
Subtotal
Material Labor
Cost Adjustment Form
•If a team is audited at one competition, that team is not
allowed to use the cost adjustment form to submit the items
found during the cost audit in the next competition.
•Cost reports with or without cost adjustment forms which are
deemed to be incomplete will not be graded.
–Incomplete is defined as cost adjustments made by
judges in excess of 35% of the original cost you submitted
•At any point during the event Cost Judges can request to see
the costing on any particular item on your car. If item is not
included in your cost report or your cost adjustment sheet, you
score will be adjusted accordingly.
General Report Items
•All files must be named as defined in the rules.
– For example : 001 School Name
•File sizes fit within the guidelines
–Excel 1.0 MB
–PDF 4.0 MB
•File formats are per guidelines
–Submit a PDF File NOT a Word Document with receipts
–Only .xls or .xlsx are allowed for the Excel file
General Report Items
•Official Costing Sheet
–Team Captain and Advisor need to sign the Official
Costing Sheet
–Typed names are not accepted (they are not signatures)
–Cut and pasted signatures are not accepted
–Sheet needs to be placed in PDF file with receipts
–It does not count if the signed forms are put in the excel
file
General Report Items
•Examples of Items to Include Complete with Receipts:
1) Transponders
2) Engines – SAE provides a standard cost and a receipt
must be provided
3) Gas caps (part number referenced in the rules)
•Examples of Items NOT Needed:
1) Safety gear
a) Helmets
b) Neck Supports
2) Registration fees do not need to be included
•Review documentation for what items must be included
(see Excel Cost Report, Cost Guide Tab)
General Report Items
•Include diagrams, pictures and overviews of significant
compenents or decisions. While not mandatory, it is useful
•In particular this is useful for areas of the car that are not
easily visible
Drive Clutch Cost Audit Locations
Item 59
Excel Files: Tips for Completing
•Use the category drop downs that are provided in the various
sections
–If we give you a category you must use it
–You are very likely to be penalized for not having that
item since it is the wrong category.
•Check your formulas, in particular:
–That individual rows are calculating correctly
–That sums encompass all rows and columns
–Totals are carrying over to the relevant sheets
–Formulas are referencing the correct row and columns
Needs to be using
“guard” category
Needs to be in
“Engine” section not
“Safety” section.
Excel Files: Tips for Completing
•Quantities need to be entered
•Sub-events needs to be used, regardless if you are only
attending one event
•“Fabricated” and “Purchased” are marked appropriately
•TBD – This does not work. You need to make your best
estimate based on your current design.
•Blanket lines items such as “cost to encompass everything
not included” also do not work and will be ignored.
Item
Category
1
Rims
2
Tires
Description
TBD
TBD - Will include on cost
adjustment
Purc Fabri
has cate
ed d
X
X
Vendor
Qua Material
ntity Cost
Labor
Cost
Extended Extended
Extended
Material
Labor
Total
Cost
Cost
Excel Files: Tips for Completing – Cont
•More detail is better, if items are not the exact same, you should
have separate lines to document the difference.
•All tabs are not the same (i.e. shock mount tabs, body mount
tabs, etc)
•Systems need to be broken down to reflect each of the various
compenents that make up the system. Even if you purchased it as
one unit. (i.e. brakes need to show calipers, rotors, brake lines,
brake pads, fittings, etc).
•Using the component categories is a good clue to estimate
what we are expecting you to have.
•Labor – this needs to reflect the true cost of building the item.
You should be able to support the times if requested. (i.e. CNC an
upright in less then one minute. That works if you are making it
out of wood. However if you are using baja functional material,
you need to be able to support the cutting, finishing, etc)
•If your design requires multiple setups to complete the machining
and finishing you will need to include transfer time from one
machine to the next.
Submitting Receipts
•Please check scans prior to submission, if you can’t read them,
we won’t be able to either.
•Receipts should be in the same order as the cost report.
•If you purchased an assembly, you need to reflect the detail that
is shown on the support in the cost report. You should not group
everything as “suspension assembly” or “brake system”. Every
line should be reflected.
•Foreign receipts/documentation are not accepted.
•Receipts can not be more then three years old
•No Ebay, craigslist or junkyard documentation should be
submitted
•Standard cost for engine and gas caps need to be used. This is
per the rules
•Polaris parts should be submitted using the standard cost as
provided by Polaris. If Polaris parts are used and it does not
match, it will be adjusted to the price as published.
•Receipts are required for all items over $30, including standard
costing items such as engines, transponders and fuel caps.
Submitting Receipts
•Label all receipts to reflect the correct line in the report.
•Form Name
•Item Number
•Item Description
•Circle Cost
Submitting Receipts
•Receipts need to be in the Same Order as the cost report.
•Receipt Order Guide line:
•Official Costing Sheet
•Form A of each Subsystem
•If purchased compenents on Form B they should follow the
relevant Form A subsystem
Submitting Receipts
•All Cost Must be Retail Price
•Discounts are not allowed and should be backed out of the cost
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