Add and Manage submittals
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Add and Manage submittals


General contractors can add submittal entries for the tasks and deliverables they want the subcontractors to present their submittals. Each submittal is specified with appropriate preparation time, review time, response time, and lead time to ensure careful review by the architects/engineers and timely delivery of the material, equipment, or appliance in line with the master schedule. You can also set up the workflow of the submittal life cycle, which governs the proper routing of the submittal for review and approval or revision at successive stages.

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The Submittals Package interface

  • Open the management console of the project
  • Click 'Submittals' on the top
  • Select 'Registry' from the options on the left
  • Open a package by clicking its name in the 'Spec Section' column

The submittal registry screen shows the entries included in that package with their details:

  • Spec Section - The section of the construction specification book that covers the category of tasks, deliverables, and materials to which the submittal item corresponds.
  • Rev - The cumulative number of times submittals belonging to that spec section have been reviewed.
  • Title - The label of the submittal.
  • Submittals Type - The form of the submittal item requested/presented for that submittal entry.
  • Assigned to - The subcontractor responsible for the submittal.
  • Created on - The date at which the submittal entry was added.
  • Due Date - The date on or before which the subcontractor/vendor should present the submittal.
  • Status- The progress state of the submittal entry. The possible values are:
    • DR = Draft - The submittal is saved as a draft and is yet to be published by the GC 
    • OP = Open - Awaiting response from a responsible party in the workflow 
    • RT = Routed - The submittal is published and routed to the next responsible party
    • AP = Approved - The submittal is approved and closed
    • AN = Approved with a note - The submittal is approved with a remark from the approver and closed 
    • RE = Rejected - The submittal was rejected by the approver and closed
    • RS = Revision - The submittal is recommended for revision and awaiting a revised submittal from the submitter 

Search and Filter options - Use the Find, Filter, and table customization options on the right to search, filter, add/remove columns, etc. See Search, Filter, Column Customization, and Table Views for guidance on this.

Create a submittal

  • Open the submittal package as explained above.
  • Click the'+ New Submittal' button on the top right.

  • Enter a title to identify the submittal and click 'Draft Submittals.'

The submittal is added as a draft, and the creation wizard starts:

Creating a submittal entry involves two steps:

Step 1 - Add details, due dates, and attachments

  • Ensure that you are in the 'Overview' tab
  • Enter the following information for the submittal

General details:

  • Sequence - Specify the category of the submittal as classified as per your company practices. The submittal will be numbered in a series, depending upon the category. This numbering lets you quickly identify, filter/review submittals of a particular type. 
    • Click 'Select a Sequence.'

The 'Select Sequence' dialog shows the submittal categories configured for the company.

    • Select the category of submittal and click 'Done.'
  • Type - The category of the submittal. This field is auto-populated with the selected sequence.
  • Submittal Type - Choose the form of the submittal to be presented by the subcontractor. Submittals can be in various forms:

  • Location - The portion/area of the building where the associated task is executed.
  • Specification Section - The drop-down shows the sections or code numbers assigned to tasks and deliverables of various work categories in the spec book. Choose the code that covers the item for which the submittal is requested.
  • Assigned to - The subcontractor to whom the task/job/deliverable is delegated and is responsible for presenting the submittal.
  • Associated Task - Choose the actual task or the deliverable for which you want the submittal.
  • Task Start Date - The scheduled commencement date of the associated task. This field is auto-populated from the master schedule of the project. 

Due dates for the stages in the submittal life cycle:

  • On Site Date - The date at which the material related to the task should reach the site. By default, this is the planned start date of the relevant task. You can choose a date earlier than the scheduled start date as required.
  • Prep Time - The number of days allotted to the subcontractor to prepare the submittal.
  • Review Time - The number of days required for the initial review by the GC before forwarding it for further perusal to the architects/engineers.
  • Approver Time - The number of days required for the review and approval by the approval authority as per the workflow.
  • Lead Time - The time interval between the final approval date and the on-site date. That is the time required for the subcontractor to manufacture/fabricate/procure the material/structures/appliances/equipment and deliver them to the site.
  • Due Date - The date on or before which the subcontractor is expected to present the submittal. By default, this is automatically populated by deducting the lead time from the on-site date. If required, you can set this to any date earlier than the default date.

Attachments:

  • Click 'Attach Files' to add documents, plan markups, photographs, etc., relevant to the submittal item (Optional).

Attach plan drawings with/without markups

  • Click 'Attach Files'
  • Choose 'From Plans' 
  • Select the plan you want to use
  • Create markups if required to explain the requirement in more detail. See Markups for guidance on creating different types of markups on the plan drawing.
  • Click the 'Publish' on the top right, 
  • Enter a name for your markup and click 'Publish' to affix the plan drawing/markup to the submittal entry.
  • Repeat the process to add more plan markups

Attach photos or documents

  • Click 'Attach Files.'
  • Choose 'From Local.'
  • Browse to the required image or document file and click 'Open.'
  • For images - Add a markup on the image, if required. The process is similar to adding markups to a plan drawing. See Markups for guidance on this.  
  • Repeat the process to add more images or documents.

The plan(s)/photos/documents are added to the submittal.

Description

  • Enter a brief description for the submittal.
    • Use the tools on the top left to format your text.
  • Click the button on the top right to save the details.

The 'Workflow' tab is enabled only on saving the details in the 'Overview' pane.

Step 2 - Configure the workflow

  • Click the 'Workflow' tab.

The 'Workflow' tab lets you configure the companies and the personnel to whom the submittal should be routed at subsequent steps for review and approval throughout its life cycle. Your company administrator defines the workflow templates for submittals of different kinds at your company level. Each template contains a sequence of steps, with each step defining an action, the type of company/person responsible for the action, and the maximum number of days allowed for that step. You can select and apply a template for the submittal depending on its nature, then define the companies for each step. 

The drop-down at the top right shows all available templates for you to choose from.

  • Choose the workflow template you want to apply for the submittal from the drop-down at the top right. 

The table shows the sequence of actions and company types defined in the template. 

Configure the steps as follows:

  • Action Type - The activity involved. The action can be 'submission', 'review', 'approval', and 'close'. This is pre-populated from the chosen workflow.
  • Company Type- The role of the contractor company in the project. This can be general contractor, subcontractor, architect, etc. 
  • Company Name - The business name of the company. If more than one company is associated with the project with similar roles, you can choose the appropriate company from the drop-down.
  • Name and Role - The person responsible for the activity. The drop-down in each step shows the key persons assigned to the project from the respective GC, SC, or the architect/engineering companies with their roles.
  • Due Date - The target completion date of the activity. By default, the due dates are set depending on the prep time, review time, and approval time set for the submittal appropriately. You can change the dates as required within the date range specified for each stage.
Note:
In the submittal review process, the assigned reviewers/approvers can either respond by themselves or forward the submittal for review to another reviewer if required. The workflow is automatically updated for the new steps if new members are added to the review process.
  • Click the button at the top right of the screen to save your workflow configuration.

The submittal is added to the package as a draft. You can instantly forward it to the next step or save it for forwarding later.

  • Click the 'Publish'button at the top right to move it to the next step in the workflow.

Forward a submittal to the subcontractor from saved drafts

Draft submittals created by the general contractor are to be published for routing to the next step in the workflow for the response.

To forward a draft submittal item

  • Navigate to the submittal packages screen on the project management portal
  • Open the package by clicking on it

The list of submittals in the package is shown.

  • Click on the 'Spec Section' name of the submittal to open it.
  • Review the details and the workflow under respective tabs and edit them if required.
  • Open the 'Workflow' tab.
  • Click the 'Publish'button at the top right to forward it to the next step.

The submittal is assigned to the subcontractor's project manager, who is in charge of the project. They can view the submittal in the 'Submittals' > 'Submittals in progress' interface on their project management portal. Once assigned, you cannot update the details of a submittal item.

Tip:
You can chat with the team members and the participants of the submittals at any stage. Click the button on the top right to start a chat session. See Chat and collaborate on a submittal for more guidance.

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