Managing a construction project involves juggling numerous tasks and timelines, with one critical aspect being the construction submittal schedule. Submittals are not just about paperwork; they are integral to maintaining project quality and compliance.
Yet, many project managers struggle with inefficiencies caused by incomplete or incorrect submittals, missed deadlines, and the lack of a centralized tracking system. These issues can lead to costly delays, increased project costs, and strained relationships between contractors, architects, and clients.
In this blog, we’ll explore the common problems associated with managing construction submittal schedules and how, when used efficiently, this vital tool can transform your construction management approach and set your projects up for success from start to finish.
And the ideal way to begin this is to understand the Construction Submittal Schedule better!
What is a Construction Submittal Schedule?
A Construction Submittal Schedule is a detailed document that outlines the timeline and sequence for submitting and approving various materials, products, and equipment required for a construction project. It is a critical part of the project management process, ensuring that all necessary items are reviewed, approved, and delivered on time to avoid delays in the construction timeline.
Who Issues the Submittals?
Typically, the contractor or subcontractor is responsible for issuing submittals. You can gather and prepare all relevant documentation related to materials, products, and equipment as per the project requirements and contract specifications. This includes collecting data from manufacturers, creating shop drawings, and preparing samples for approval.
Who Receives the Submittals?
The submitted documents are sent to various stakeholders for review and approval, including:
- Architects: They verify that the submittals meet the design intent and project specifications.
- Engineers: They ensure that the technical aspects and performance criteria of the submittals are met.
- Project Managers: They oversee the process to ensure that the submittals are reviewed and approved in a timely manner, helping to prevent any potential delays in the project.
Key Components of a Construction Submittal Schedule:
- List of Required Submittals: Includes all items that need to be reviewed and approved, such as drawings, material samples, product data, mock-ups, and shop drawings.
- Submission Deadlines: Specifies when each submittal is due from the contractor or subcontractor to the architect, engineer, or project manager.
- Review and Approval Timelines: Outlines the time frame within which the architect, engineer, or project manager must review and approve or reject the submitted items.
- Resubmittal Procedures: Details the process for resubmitting items if they are rejected or require modifications.
- Coordination with Construction Schedule: Ensures that the submittal review and approval process is aligned with the overall construction schedule to prevent delays.
- Responsible Parties: Identifies who is responsible for preparing, submitting, reviewing, and approving each item.
Understanding the construction submittal schedule and its key components is essential when handling projects. We can now jump to understand its purpose and importance in the workflow.
What is the Purpose and Importance of a Construction Submittal Schedule?
The purpose and importance of a Construction Submittal Schedule revolve around ensuring that a construction project progresses smoothly, adheres to specifications, and is completed on time. Here's a breakdown:
Purpose:
- Ensures Compliance with Project Specifications: The schedule ensures that all materials, products, and equipment proposed for use in the project meet the required specifications and standards. This is critical for maintaining the integrity and quality of the construction.
- Coordinates with the Construction Timeline: The schedule aligns the submittal process with the overall construction timeline, ensuring that all necessary approvals are obtained before the materials are needed on-site. This helps in preventing delays and ensuring that the project stays on track.
- Facilitates Communication: The submittal schedule provides a clear roadmap for when documents need to be submitted, reviewed, and approved. This fosters clear communication between contractors, subcontractors, architects, engineers, and project managers.
Importance:
- Prevents Project Delays: By ensuring that all submittals are reviewed and approved in a timely manner, the schedule helps prevent delays in the procurement and installation of materials. Delays in approval can lead to work stoppages and increased project costs.
- Enhances Quality Control: The schedule allows for thorough review and approval of all materials, ensuring they meet the project's specifications and quality standards. This helps in avoiding issues with non-compliant or substandard materials being used in the project.
- Reduces Risks: A well-managed submittal schedule helps identify potential issues early in the process, reducing the risk of costly rework or disputes later in the project. It also ensures that all stakeholders are aware of and agree on what is being used in the construction.
- Streamlines Project Management: The submittal schedule acts as a management tool that keeps the project organized. It provides a structured process for managing submittals, ensuring that nothing is overlooked or delayed.
- Improves Accountability: By clearly defining deadlines and responsibilities, the submittal schedule holds all parties accountable for their roles in the review and approval process. This accountability helps maintain project momentum and ensures that all team members are working toward the same goals.
In summary, the Construction Submittal Schedule is a vital tool in construction project management that ensures compliance, prevents delays, enhances communication, and ultimately contributes to the successful completion of the project.
Do you know the integral role of RFIs in the submittal process? Well, let’s explore together!
Role of RFIs in the Submittal Process
Requests for Information (RFIs) are formal documents used to request clarification or additional information about aspects of the project that are unclear or incomplete and are crucial to the construction submittal process.
They serve as a formal mechanism for clarifying and resolving uncertainties or discrepancies related to the project’s design, specifications, or requirements. Here’s how RFIs integrate into the submittal process and their significance:
Role of RFIs in the Submittal Process
- Clarification of Submittals:
- Addressing Issues: When a contractor or subcontractor encounters ambiguities or conflicts in the project documents, they issue an RFI to seek clarification from the design team or project manager. This helps resolve issues before submittals are finalized.
- Ensuring Accuracy: By addressing uncertainties through RFIs, the accuracy of the submitted documents—such as shop drawings, product data, and samples—is improved, reducing the likelihood of rework or rejection.
- Resolving Discrepancies:
- Design Changes: RFIs often uncover discrepancies between the design documents and project requirements. By formally requesting clarification, RFIs facilitate timely updates to the design or specifications, which can then be reflected in the submittal documents.
- Technical Details: They also address technical details that might not be fully covered in the initial project documents, ensuring that all aspects of the submittals meet the required standards.
- Streamlining Communication:
- Formal Process: RFIs provide a structured and documented approach for communicating issues and seeking information. This formal process helps in maintaining a clear record of queries and responses, which is crucial for project documentation and accountability.
- Improving Coordination: They improve coordination among project stakeholders by ensuring that all questions are addressed in a systematic manner, thus reducing misunderstandings and potential conflicts.
- Impact on Project Timelines:
- Potential Delays: While RFIs are essential for clarifying and resolving issues, they can also introduce delays if not managed efficiently. Timely issuance and response to RFIs are crucial to minimize disruptions to the project schedule.
- Incorporating Responses: Once responses to RFIs are received, they need to be integrated into the submittal process. Delays in incorporating this information can affect the approval and implementation of submittals.
- Documentation and Tracking:
- Record Keeping: Keeping track of all RFIs and their responses is essential for maintaining accurate project records. This documentation can be valuable for resolving disputes and ensuring that all issues have been addressed.
- Integration with Submittal Schedule: RFIs should be integrated into the submittal schedule to ensure that any required changes or clarifications are reflected in the final submittals and reviewed in a timely manner.
By effectively managing RFIs within the submittal process, project managers can ensure that all aspects of the project are clearly understood and correctly implemented, thereby enhancing project efficiency and reducing the risk of errors and delays.
But there are many different types of submittals, so let's have a look!
Want to know more about RFPs in construction? Read our guide on Understanding and Handling RFP in Construction!
10 Different Types of Construction Submittals
Construction submittals are essential documents, samples, or information submitted by contractors for approval to ensure that the materials and methods used in a project comply with the contract specifications. There are several types of construction submittals, each serving a specific purpose within the construction process. Here are the main types:
1. Product Data
- These are detailed information sheets provided by manufacturers that describe the characteristics of materials, products, or systems to be used in the construction project. They typically include specifications, performance criteria, installation instructions, and compliance with standards.
- Purpose: To verify that the materials or products proposed by the contractor meet the project’s specifications and quality standards.
2. Shop Drawings
- Shop drawings are detailed, scaled drawings created by contractors, subcontractors, or suppliers to provide additional detail on how specific components of the project will be fabricated, assembled, or installed. These are more detailed than the architectural or engineering drawings provided in the project’s initial design.
- Purpose: To ensure that the proposed construction details comply with the design intent and project specifications.
3. Samples
- Physical samples of materials, finishes, or products proposed for use in the project, such as paint colors, tiles, or bricks. These samples allow the architect or owner to see and feel the materials before they are used in the project.
- Purpose: To obtain approval on the aesthetic and quality aspects of materials before they are ordered in bulk or installed.
4. Mock-Ups
- Mock-ups are full-scale models or sections of a part of the construction project, such as a façade, window, or structural element. They provide a realistic representation of how the final product will look and function.
- Purpose: To assess the design, functionality, and quality of the proposed construction before full-scale implementation.
5. Coordination Drawings
- These drawings show how different systems, such as HVAC, electrical, plumbing, and structural elements, will interact and coexist within the building. They highlight potential conflicts and ensure that various trades’ work is coordinated.
- Purpose: To prevent clashes between systems and ensure that all trades are working in harmony.
6. Test Reports
- Test reports provide the results of specific tests conducted on materials or products to verify their performance under certain conditions, such as strength, durability, or fire resistance.
- Purpose: To ensure that materials or systems meet the required standards and performance criteria set by the project specifications.
7. Certificates
- Certificates are documents issued by manufacturers or third-party organizations that certify that materials, products, or systems meet specified standards or codes. Examples include fire rating certificates, energy efficiency certifications, or compliance with environmental regulations.
- Purpose: To provide official documentation that materials or products comply with regulatory or project-specific standards.
8. Operating and Maintenance Manuals (O&M)
- O&M manuals provide detailed instructions on how to operate and maintain the equipment or systems installed in the project, such as HVAC units, electrical systems, or specialized machinery.
- Purpose: To ensure that the building owner or facility manager has the necessary information to properly operate and maintain the systems after project completion.
9. Closeout Submittals
- Closeout submittals include all the necessary documentation required at the end of a construction project, such as warranties, as-built drawings, and final inspection certificates.
- Purpose: To provide a comprehensive record of the completed project and ensure that all contractual obligations have been met.
10. Safety Data Sheets (SDS)
- SDS are documents that provide information on the properties, hazards, handling, storage, and disposal of hazardous materials used in the project.
- Purpose: To ensure that all parties involved are aware of the potential risks and proper safety procedures when handling hazardous materials.
Each type of construction submittal plays a crucial role in ensuring that the project adheres to its design, quality, and safety standards. Proper management and review of these submittals are vital for the success of any construction project.
One of the most important things when discussing submittal schedules is how to craft them. We’ll explore this together in detail.
How to Create an Effective Submittal Schedule?
A well-structured submittal schedule ensures that all necessary submittals are identified, submitted, reviewed, and approved in a timely manner, minimizing delays and maintaining project momentum. Here’s how to create an effective submittal schedule:
1. Start Early in the Planning Phase
- Importance: Developing the submittal schedule early in the project planning phase allows ample time to coordinate the review and approval process, reducing the risk of delays.
- Steps:
- Review the project specifications, drawings, and contract documents to identify required submittals.
- Collaborate with all project stakeholders, including architects, engineers, contractors, and suppliers, to understand the specific requirements and timelines.
2. Identify All Required Submittals
- Importance: A comprehensive list of required submittals ensures that nothing is overlooked, reducing the risk of project delays or non-compliance.
- Steps:
- List all submittals, including product data, shop drawings, samples, test reports, certificates, and closeout documents.
- Prioritize submittals based on their importance to critical project milestones.
3. Define Submission Deadlines
- Importance: Clear submission deadlines help maintain a steady flow of work and ensure that submittals are reviewed and approved in a timely manner.
- Steps:
- Establish realistic submission deadlines for each submittal, considering lead times for materials, fabrication, and approvals.
- Work backward from critical project milestones to determine when each submittal must be completed.
4. Incorporate Review and Approval Time
- Importance: Allowing sufficient time for review and approval is crucial to avoid bottlenecks and ensure that submittals meet project specifications.
- Steps:
- Allocate adequate time for the architect, engineer, or owner to review and approve each submittal.
- Factor in potential revisions or resubmissions, particularly for complex or critical submittals.
5. Coordinate with the Construction Schedule
- Importance: Aligning the submittal schedule with the construction schedule ensures that materials and components are available when needed, preventing delays in the field.
- Steps:
- Integrate the submittal schedule into the overall construction schedule to ensure that submittals are prepared, reviewed, and approved in time for their corresponding activities.
- Regularly update and adjust the schedule as the project progresses.
6. Use Submittal Management Tools
- Importance: Leveraging digital tools and software streamlines the submittal process, enhances collaboration, and reduces the risk of errors.
- Steps:
- Utilize project management software or specialized submittal management tools to track and manage submittals.
- Ensure all team members have access to the tools and are trained in their use.
7. Establish Clear Communication Protocols
- Importance: Clear communication is essential for keeping all stakeholders informed and ensuring that submittals are processed efficiently.
- Steps:
- Define communication protocols for submitting, reviewing, and approving submittals.
- Set up regular meetings or checkpoints to review the status of submittals and address any issues promptly.
8. Monitor and Update the Schedule Regularly
- Importance: Regular monitoring and updates ensure that the submittal schedule remains aligned with project progress and adjusts to any changes or unforeseen issues.
- Steps:
- Track the status of each submittal and adjust the schedule as needed to accommodate changes or delays.
- Communicate any updates or changes to all relevant stakeholders to keep everyone on the same page.
An effective submittal schedule is a proactive tool that can significantly contribute to the success of a construction project. By starting early, coordinating with the construction schedule, and utilizing management tools, you can ensure that all submittals are processed efficiently, reducing the risk of delays and maintaining project quality.
Still unsure about how the process actually works? Well, let’s look at it together in further detail.
The Submittals Process Explained
The submittal process is a critical component of construction project management, ensuring that all materials, equipment, and systems are reviewed and approved before they are used on-site. Here's a comprehensive overview of how this process works:
1. The General Contractor Initiates by Preparing a Schedule
- Preparation: The contractor or subcontractor prepares submittals based on project specifications and design documents. This involves gathering relevant data, creating shop drawings, and obtaining samples.
- Submission: Submittals are submitted to the project manager or designated reviewer, often through a project management platform or in physical form.
2. The Project Manager Reviews the Submittals
- Initial Review: The project manager or architect conducts an initial review to ensure that the submittals are complete and comply with project requirements.
- Detailed Review: Architects, engineers, and other relevant stakeholders review the submittals for accuracy, compliance with design intent, and technical specifications.
- Feedback: Reviewers may request revisions or additional information if the submittals do not meet the required standards.
3. The Contractor Makes Changes for Approval
- Revisions: The contractor addresses any feedback or requests for changes and resubmits the revised documents for further review.
- Final Approval: Once all requirements are met, the submittals are approved, allowing the contractor to proceed with procurement and installation based on the approved documents.
4. Implementation Starts With the Approved Submittal Schedule
- Execution: The contractor uses the approved submittals to procure materials, fabricate components, and install systems according to the approved specifications.
- Monitoring: The project manager monitors the implementation to ensure that the approved submittals are correctly used and that any issues are addressed promptly.
By understanding and effectively managing the submittals process, project teams can ensure that all materials and systems are properly reviewed and approved, leading to smoother project execution and successful project outcomes.
Let us now understand the process of roles and responsibilities when creating a construction submittal schedule
Roles and Responsibilities in a Construction Submittal Schedule
Creating a construction submittal schedule involves clear roles and responsibilities to ensure that all documents and approvals are managed efficiently. Here’s a breakdown of the process:
1. Project Manager (PM)
- Role: Oversees the entire submittal process and ensures that it aligns with the project timeline.
- Responsibilities:
- Define the submittal requirements based on project specifications and contract documents.
- Coordinate with the design team, contractors, and subcontractors to gather necessary submittals.
- Review and approve the final submittal schedule.
2. Design Team (Architects/Engineers)
- Role: Provides the technical requirements for submittals and reviews them for compliance.
- Responsibilities:
- Specify which documents and samples need to be submitted for approval.
- Review and approve submittals related to design and technical specifications.
- Provide timely feedback and approvals to avoid delays.
3. General Contractor (GC)
- Role: Manages the overall construction process and coordinates with subcontractors regarding submittals.
- Responsibilities:
- Develop and maintain the submittal schedule, ensuring it integrates with the overall project schedule.
- Submit documents to the design team and track their approval status.
- Communicate any issues or delays in the submittal process to the PM.
4. Subcontractors
- Role: Provide specialized documents and samples as required by the contract.
- Responsibilities:
- Prepare and submit their portion of the documentation according to the schedule.
- Address any comments or revisions required by the design team or GC.
- Ensure timely submission to avoid impacting the overall project schedule.
5. Administrative Staff
- Role: Support the submittal process through documentation and tracking.
- Responsibilities:
- Maintain records of all submitted and approved documents.
- Monitor deadlines and ensure that all parties adhere to the submittal schedule.
- Prepare reports and updates on the status of submittals.
By clearly defining these roles and responsibilities, the submittal process becomes more streamlined, reducing the risk of delays and ensuring that all necessary documentation is approved in a timely manner. Let's explore some best practices for managing submittal schedules.
6 Best Practices in Submittal Management
Effective submittal management is essential for the success of construction projects, as it ensures that materials, equipment, and workmanship meet the project's requirements. Here are six best practices in submittal management:
- Create a Detailed Submittal Log:
- Serves as a roadmap for managing submissions.
- Develop a comprehensive log listing all required submittals with due dates, responsible parties, and status updates.
- Regularly update the log to keep the team informed of deadlines and outstanding items.
- Establish Clear Submission Guidelines:
- Ensures submittals are complete, accurate, and on time.
- Provide instructions on preparing and submitting submittals, including formatting, documentation standards, and procedures.
- Communicate guidelines to all relevant parties to minimize incomplete or incorrect submissions.
- Prioritize Critical Submittals:
- Essential for submittals tied to long-lead items or key milestones.
- Identify and prioritize critical submittals early in the project.
- Closely monitor progress and address issues promptly to avoid delays.
- Leverage Digital Tools and Software:
- Streamlines submittal management, improves collaboration, and reduces errors.
- Utilize project management software or specialized tools to automate tracking, submission, and approval workflows.
- Ensure all stakeholders have access and are trained to use these tools for real-time updates and communication.
- Foster Collaboration and Communication:
- Key to resolving issues quickly and ensuring submittals meet project requirements.
- Establish regular communication channels, like weekly meetings or progress reports, to review submittals.
- Encourage open dialogue between contractors, designers, and owners to resolve discrepancies quickly.
- Track and Document All Reviews and Approvals:
- Essential for maintaining accountability, compliance, and providing a clear record for future reference.
- Keep detailed records of all submittal reviews and approvals, including dates, comments, and required revisions.
- Store records in a centralized digital platform for easy access by all stakeholders.
You understand now why construction submittal schedules are important and an integral part of the process. If you want to know more about construction management, read our detailed guide: Document Management In Construction: Benefits & Best Practices!
We shall now see how we at Sonarlabs can help you with the same.
How Can Sonarlabs Help with a Submittal Schedule?
Sonarlabs can significantly enhance the management of construction submittal schedules by providing a centralized, AI-powered platform that streamlines the entire process.
With Sonarlabs, construction teams can easily create, track, and update submittal schedules in real time, ensuring that all stakeholders are on the same page. The platform’s advanced search capabilities allow users to quickly locate specific submittals, reducing the time spent searching through documents.
Additionally, automated reminders and alerts help ensure that critical submittals are prioritized and submitted on time, minimizing the risk of delays. By fostering better collaboration and communication through its intuitive interface, Sonarlabs ensures that every submittal is accurately tracked, reviewed, and approved, keeping projects on schedule and within compliance.
Book a demo with us to know more!
Concluding on
Construction Submittal Schedule is an essential tool in managing the complexities of a construction project. By ensuring that all necessary materials, products, and equipment are reviewed and approved in a timely manner, it helps maintain the integrity and quality of the construction while preventing delays. Understanding the purpose, importance, and types of submittals, along with implementing best practices in submittal management, is crucial for successful project completion.
Leveraging advanced tools like Sonarlabs can further enhance this process by streamlining submittal schedules, improving collaboration, and keeping projects on track and within compliance. Sign up today for an effective submittal schedule supported by Sonarlabs, which is a game-changer for achieving project success.
