To understand how to organize a submittal log, you must have a clear understanding of submittal logs and what they entail. A construction submittal log is created by a general contractor and subcontractor. The general contractors submittal is created to obtain information from subcontractors, while the subcontractors submittal log is used to track approvals and key dates. It can come in several forms such as samples, product data and the most common form, shop drawings. Submittals are NOT contractual or legally binding, they simply give insight into quality and dimensions of the finished product.
Submittal logs also serve as a timeline to keep the project team on task and ensure the work is compliant with the contract. In bigger projects, the submittal process and is more formal and the logs are ultimately submitted to an architect or engineer for further review and will be returned stamped “MAKE CORRECTIONS NOTED,” or “REJECTED.” This review process determines if the project is ready to go or if revisions need to be made. Projects cannot begin without submittal approval. That’s why it’s best to start the submittal logs early to prevent delays in shipment of materials and to allow time to fix potential mistakes. There are various submittal type logs utilized throughout the construction project process.
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The most common construction submittal logs include:
Preconstruction Submittal Logs
Action Submittals
Information Submittals
Closeout Submittals
Although the above mentioned are the most common submittal logs, others include:
The type of project will determine which submittal logs are necessary. The submittal log will include item numbers, materials, quantities, drawings, deadlines, names of subcontractors, descriptions of the work provided, inspections and tests, and providers of materials.
When creating a construction submittal log the rule of thumb is to start simple and add in the details as needed. Dates should be attainable and there is usually a section for planned dates and one for actual dates. The submittal schedule assists in determining staffing requirements and helps to ward off delay claims by keeping the subcontractors accountable. It’s best to begin with a title of the project and then add the necessary details such as item number, quantity, manufacturer, warranties, drawings, samples, and certifications.
Submittals ensure a certain level of quality is met, structures are safe for public use and that there is a common understanding among those involved in the construction process and how they will work together. If there is an issue that arises along the way, there is a specific plan of action to follow to ensure the project gets back on track with little recoil. The contractor would notify the engineer or architect of the issue at hand and they would determine if materials need to be switched or plans need to be modified. These interactions are supported with documentation and an addendum is added to the original submittal if a change is made.
Reasons submittals are rejected include:
The design team can prevent rejections by:
When it comes to ensuring a smooth submittal process, make sure to use a proven submittals tool such as eSUB project management software. eSUB’s Submittals allows subcontractors to focus on the details that are most important for them to track without the complexity of GC-based systems.