Managing Construction Submittals Like a Boss!

Construction submittals are an important part of the documentation process.  Submittals are how contractors inform architects and engineers about the materials they plan to use and how they will complete the project.  Some submittals can even contain soil samples of the ground where the building has to be constructed.  Most construction projects require details to be discussed and specifics to be ironed out before the first step is taken.  In this case the contractor makes sure that the sub contractors prepare their submittals for each of their specialties.  The contract will state which documents contractors must submit before work starts.  This is one reason why construction submittals are important because subcontractors that submit the appropriate documents show that they’ve read and paid attention to the contract documents.

What are Construction Submittals?

The general use of the word submittal means that you’ve submitted something for consideration, which is to be reviewed and judged by others.  Submittals in construction management are shop drawings, material data, samples, and product data.   It has a lot of visual and literary information that helps architects and engineers do their jobs more easily.  Submittals are required primarily for the architect and engineer to verify that the correct products will be installed on the project.  Construction submittals cover many types of construction documents.  Contractors and subcontractors must submit them before work starts on a construction project.  The goal is to show the general contractor how the project will be completed and ensure that everything will be in place and to specifications.  

Objectives of the Process

The submittals have a critical role in the building process.  For the elevators and ventilation systems, they ensure that connections for power and safety measures have been made accordingly and the right structural support has been planned for.  A submittal makes sure that the pre-fabricated items are ordered in advanced and correctly, and that the working conditions are favorable for the construction workers.

The submittals also ensure that the finished product matches the plan right down to the letter and that the building is safe according to the plans.  And finally, the submittals outline that the project is cost effective and efficient so that it can yield a profit.

Use of Construction Submittals

The submittals process is a time where the specifics can be talked about. The colors and patterns that the building has to follow as well as the type of materials that the individual parts of the building are made out of. The submittals allow the engineers to inspect the structural materials, such as steel beams, for specifications and to make sure that they arrive on time.

Hence, the submittals extract deeper insights for the construction project compared to the design plans.  They allow architects and engineers to flesh out the details that weren’t agreed upon before and things that were left unsaid in the past.

Managing Construction Submittals

The contractors need to coordinate the submittal process very carefully so that the strategic construction cycle is managed.  The first priority is given to materials; however builders do have to factor in the time that is needed to fabricate certain items. This “lead time” sometimes translates in to pre-ordering items that may not be used until very late in the construction process.  As a result, these lead time constraints appear on the construction schedule as they are discussed in the submittal process.

Here are a couple samples of the submittal process workflow which can vary from project to project:

Recurring Problems

There are certain problems that repeat over and over again.  For instance:

• Errors in the specifications/drawings by the architect or engineer in the contract documents
• Sending construction submittals that haven’t been reviewed by the general contractor
• Missing/incomplete schedules from the contractor
• Late submittals
• Substitutions for materials and products

Minimizing Errors

There are certain guidelines architects can follow to eliminate or alleviate the errors that occur in the submittal process.

• Submittals should always be submitted to the general contractor before being sent to the architect or engineer
• If any submittals are sent directly to the engineer or architect, they should be returned to the general contractor
• Require that the general contractor provide a submittal schedule in the contract
• Return submittals that are obviously flawed or incomplete
• If work has been installed for a missed submittal, review it for contract compliance. If it has flaws, then require the general contractor to revise the work after the proper submittal process

Risks and Cautions

• The submittal schedule should have adequate time for all parties involved to review shop drawings regardless of the contract language.  This may, in your mind, count as delaying the project, but there is a legal precedent to deem approval by an owner’s representative not binding.
• Using Electronic tools for submittals ensure that they are accurate, timely, and properly reviewed.

Avoiding Submittal Pitfalls

To avoid some of the common problems with construction submittals, here are a few tips to follow.

To avoid friction over the submittal’s timeline, emphasize teamwork.  Have a preconstruction conference so that any later bouts can be avoided.

Contractors can make the mistake of thinking that the engineers are using the submittals process to insert design changes.  Conversely, architects feel that contracts don’t make the effort to understand their designs and cut corners.  Encourage cooperation so that this doesn’t happen.

Since improvement has been limited by a failure to stick to the process and the lack of performance parameters, a performance index should be introduced to find out how each party is performing.

Electronic Tools

Using electronic tools to log the submittals, keep track and review them is a good way to speed up the process.  The participants in the construction project can often find it taxing to keep the submittals organized, but the digital age can make this process effortless.  Construction submittal management software offers users the ability to create submittals in the software and store relevant documents together.  By storing all submittal documents together, it’s easier to see whether all documents are in order.

You can use a lot of professional cloud based software to solve these problems and make the process much more efficient.  Electronic records are much more easily routable to the right individual and notes and revisions can be seen in real time without any confusion.

Programs can also audit who has reviewed what and submitted which documents.  They can notify team members when the submittals are ready for review, and attach the submittals to the relevant section of the construction project plan.

Construction submittals may seem like a tedious process, but the best way to manage them is to stick to the rules of the process and encourage cooperation between all the parties involved.  The use of modern software will also speed up the process and yield a greater rate of return for less effort.

This all means that routing, recording, and approving the information, and implementing the plans can all be much more efficient.

For more information or help with systematizing your submittal process, CONTACT US today.  We have some of the best Sumittal Coordinators and options to make your construction projects flow smoother and faster, and become more productive.