Navigation: Document ManagementSubmittals
To view a demo, click the following link: Submittal Demo.
Use the Submittals module to create, submit, track, and respond to Submittal Items. Submittal Items include material samples, shop drawings, operations manuals—any information required for review and approval by project specifications.
Constructware captures data throughout the life cycle of a Submittal Item, including dates and copy counts. Submittal Items are grouped in packages to manage the review process better.
When sending a Package with the Send Wizard, you can optionally include the Linked Docs for the Items within the Package.
The Submittals module consists of two logs, each represented on a tab; Items and Packages. The Items tab is the default.
Submittal Items are displayed in a light orange colored row if:
- The item is in a package with a Primary Reviewer and the item requires a response by the Primary Reviewer. The item must also be active (not Void)
Submittal Packages are displayed in a light orange colored row if:
- At least one of the Items in the Package requires a response by the Primary Reviewer and the Submittal Package is active.
The submittal process can differ by company, project, or even by the submittal item. For this reason, Constructware provides you with the flexibility to customize the submittal process to fit your needs. Yet it still effectively tracks dates, responses, notes, and ball-in-court.
Your submittal process may vary but, typically, you use the Submittals module as follows:
- Create the submittal register including items and packages.
- Notify Contractors of required Submittal Items. You can do this using Event Letters or another process.
- Group the Items into Packages, if not already done so in Step 1.
- Contractors submit Items. Contractors (or a user on their behalf) can enter and track data in Constructware.
- Review the Submittals for accuracy and conformance to specifications.
- Submit Items to reviewers.
- Reviewers (or a user on their behalf) enter their response in Constructware and return the Items.
- Create a transmittal and return the Items to the Contractor.
- If necessary, the Contractor resubmits any Items that have not been approved and the process is repeated.
Ball in Court
Ball in Court (BIC) identifies the company that currently has the submittal item in their court for action. Only a current revision of a Submittal Item can be marked as having Ball in Court.
The following table illustrates how BIC works.
|Submitting Company ||Primary Reviewer ||Any Secondary Reviewer ||BIC Company |
|Date Submitted||Date Received, Notified|
|Date Received, Notified|
|Yes ||Null ||Null ||Null ||Null ||Null ||Submitting Company |
|~ ||Yes ||Null ||Null ||Null ||Null ||Responsible Team Member |
|~ ||~ ||Yes ||Null ||Null ||Null ||Primary Reviewer |
|~ ||~ ||Null ||Null ||Yes ||Null ||Secondary Reviewer(s) |
|~ ||~ ||Yes ||Null ||Yes ||Null ||Primary Reviewer & Secondary Reviewer(s) |
|~ ||~ ||Yes ||Null ||~ ||Yes (All) ||Primary Reviewer |
|~ ||~ ||~ ||Yes ||~ ||~ || |
In this table, "~" means that it does not matter whether information is entered in the field or not. “Null” means that the field should be left empty.
For example, in the second row, if the Submitting Company has a value in the Date Submitted field, and no other dates are filled in, the item is in the Responsible Team Member's court, regardless of the Submitting Company Date Notified or Due Date fields.
Another row to note is the second row from the bottom; if Date Responded is completed for all Secondary Reviewers but blank for the Primary Reviewer, then the Submittal is in the Primary Reviewer's Court.
You can track your Submittal Items and Packages on the Submittal Tracking window. You can choose to use the Legacy Submittal Tracking window in Module Customization to use the conventional Submittal Tracking window.
The Transmittal Wizard allows you to create a transmittal for a selected item. When an item is selected and the Transmit button on the toolbar is clicked, the current data is captured. Changes made to the item after being transmitted do not affect the transmittal.