Search TipsSubmittals
Overview
Submittals; standard Treeview path: CMiC Field > Document Management > Submittals
For vendors and subcontractors, the Submittal screen displays all submittals that are applicable to their company. For general contractors, this log displays all submittals.
The Submittal Log screen, shown above can be used to add, import, edit, and delete submittal records. To add a new record, press the [Add Submittal] button. Records can also be edited in batch by selecting their record rows and pressing the [Batch Edit] button. This button only becomes available after selecting a submittal record. For more information about batch edits, please refer to Submittal Batch Edits.
For more information on the activity banners that appear in the top-left corner of object records, please refer to Activity Banners.
NOTE: The Days Out field is only available in log view (i.e., not visible on Submittal Detail tab of Submittal record). It can be added to the Submittal log using the Log Builder screen. The days out value is equal to the system date minus the sent date. The sent date is the same as the action date value for the “Sent” line in the submittal history. For example, if the sent date is March 1, 2018 and the system date is March 31, 2018 then the days out value would be 30 days. When the submittal is returned, the system date is changed to the return date in the calculation.
Submittal Detail – Tab
Submittal; standard Treeview path: CMiC Field > Document Management > Submittals – [Add Submittal] button
Name
Enter the name of the submittal.
Description
Enter a full description for the submittal.
Public Record– Checkbox
Check this box to make the record visible and accessible to all users who have access to the Submittals module. This grants all team members the ability to refer to specific, approved submittals as necessary. By default, this box is unchecked on all new records.
If a submittal has the 'Public Record' flag checked, the record will be visible and accessible to all users who have both the menu and program security role privileges for the Submittals module. For more information on these privileges, please refer to Submittals .
NOTE: The ability to modify this checkbox is tied to the security role privilege "Submittal – Make Record Public". As well, by default, field security on the 'Public Record' checkbox is set to “Hidden” for the “ALL” role. Users must set this value as “Unrestricted” or "Read-Only" in order to make this checkbox visible. For more information, please refer to Security Roles.
If a submittal has the 'Public Record' flag checked, and the user has the privilege to update it, the public status can be batch edited from the Submittals log screen.
Type
Select the type of the submittal. These type codes can be set in the Submittal Type screen (standard Treeview path: CMiC Field > File Maintenance > Local Tables > Submittal Type).
Procurement Item – Checkbox
Check this box to mark the submittal as a procurement item. Items with this box checked appear in the Procurement Log screen.
Spec Section, Spec Sub. Section
Enter/select the specification section and the specification sub-section for the submittal. These codes are used for ordering purposes and can be set in the CSI Code Maintenance screen.
Package No.
Enter/select the package number if the entered submittal is part of a submittal package. Submittal packages and their numbers can be created in the Submittal Packages screen.
Submitted
This field gets populated with the date set in the Submitted Date field found on the Submittal Log for the selected record. It will be set to null until the Closed field is populated.
Closed
The Closed field gets populated with the system date when the Submittal status is changed to "Closed" (Status Class = 'C'). The Closed Date field will be set to null when the Submittal status is changed from "Closed" to any other status.
[Create Change] – Button
Press this button to open the Potential Change Item pop-up screen. From here, create a new PCI and link it to the submittal.
[Link Change] – Button
Press this button to link the submittal to an already existing PCI.
Sender
Prepared By
Enter/select the employee responsible for preparing the submission request.
Contact
If the person to contact with regards to the sending of the submittal differs from the employee entered in the Prepared By field, enter/select that employee here.
Transmitted For
Select whether the submittal is being submitted for approval, clarification, information only, or selection.
Required Finish
Enter the required finish date for the submittal date.
Receiver
Approval By
Enter/select the employee responsible for approving the submittal request.
Contact
If the person to contact with regards to the receiving of the submittal differs from the employee entered in the Approval By field, enter/select that employee here.
[CC], [BCC] – Buttons
Press these buttons to add employees to CC or BCC when the submittal is submitted.
[Edit] – Button
Press this button to add employees to copy when the submittal is sent to the employee selected in the Approval By field. Any employees added with this button are available upon pressing the [Send I/O Email] button.
Response
Response
Allows receiver to select whether or not to approve the submittal using a drop-down menu.
NOTE: This section is only available for roles that have been assigned access to it. Access is granted by changing the security for Response Fieldset to "Unrestricted", as it is set to "Hidden" by default. See Security Roles > Assigning Field Security for more information on how to change field security for roles within the company.
Schedule
Activity
Enter/select the activity being performed as part of the schedule. These activity codes can be set in the Activities screen (standard Treeview path: CMiC Field > File Maintenance > Activities). Selecting an activity from this list may also edit the entry in the Due Onsite field.
Due Onsite
Enter/select the date the submittal is due to be carried out on the work site.
Variance
This field provides the difference in days between the actual or projected date in the Forwarded to Contractor field (located in the Actual & Projected Schedule row) and the planned date in the Fabrication field (located in the Planned Schedule row). If the Forwarded to Contractor field’s date falls before the date in the Fabrication field, then the Variance field will show that the submittal is that many days in float. If the date in the Forwarded to Contractor field falls after the date in the Fabrication field, then the Variance field will show that the submittal is that many days late.
Send Reminder Email – Checkbox
Check this box if an email is to be sent prior to the date entered in the Due Onsite field. This box also appears on the Default tab of the Company Control screen (standard Treeview path: CMiC Field > File Maintenance > Company Control – Default tab).
Days Prior
Enter how many days before the submittal is scheduled to be submitted by the contractor.
Ball-in-Court
This field displays the employee with the current responsibility on the schedule. This field is display-only and can’t be edited here.
Fabricated
Enter the actual date fabrication started for the materials or products that the submittal relates to. This will also update the Fabrication field in the Actual & Projected Schedule row.
NOTE: This field can only be edited by pressing the [Edit] button after all required reviewers have approved the submission.
Delivered
Enter the actual date when the physical goods related to the submittal were sent for delivery. This will also update the Delivery field in the Actual & Projected Schedule row.
NOTE: This field can only be edited by pressing the [Edit] button after fabrication has started for the materials or products related to the submittal (i.e., a date is selected in the Fabricated field).
Arrived Onsite
Enter the actual date that the goods related to the submittal arrived on the job site. This will also update the Onsite field in the Actual & Projected Schedule row.
NOTE: This field can only be edited by pressing the [Edit] button after the physical goods related to the submittal were delivered (i.e., a date is selected in the Delivered field).
Current Cycle
This field displays the current schedule cycle. A new review cycle is reached if a reviewer returns a submittal for revision rather than approving it. A list of all past cycles can be seen by pressing the [Edit History] button.
Timelines and Schedules
The table allows users to enter expected and actual dates for completion of the following parts of the submittal process:
- Preparation Start
- Submitted by Contractor
- Sent for Review
- Returned from Review
- Forwarded to Contractor
- Fabrication
- Delivery
- Onsite
Planned Schedule
This section displays the desired timeline for the submittal process.
Actual and Projected Schedule
This section displays the actual or projected timeline for the submittal process.
Actual and Projected Timeline
This section displays the current review cycle for the submittal. Nodes on the progress bar display red if the lead times are late, green if they are projected or actually on time, and amber if they are projected late.
Reviewer
Request For Information; standard Treeview path: CMIC Field > Communication Management > Submittals – Submittal Detail tab – Reviewer section
For more information please refer to Reviewer Section.
Main Toolbar Buttons
Submittal Detail; standard Treeview path: CMiC Field > Document Management > Submittals – Submittal Detail tab
These buttons, highlighted above, appear in the main toolbar of the Submittal Detail tab once the record has been submitted.
[Edit History] – Button
Press this button to show the complete edit history of the submittal. This screen can then be used to edit said history, add reviewers, create transmittals, and create review cycles.
[Edit] – Button
Press this button to edit the current submittal. This button is only available to those users with the ‘UpdateAll’ PM role privilege assigned. Upon submittal of an edit, an email is sent to those users selected in the Project Contact Directory screen.
Related Objects – Tab
Submittal; standard Treeview path: Communication Management > Submittals – Related Objects tab
For objects added in the Related Objects tab of a submittal, the submittal will be available in the Related Objects tab of that object and vice versa.
To add an object, click on the Assign Objects link to open the Related Objects pop-up window. From the popup, filter the objects by object type using the drop-down menu, then select the objects related to the submittal and press the [Accept] button.
Attachments – Tab
Submittal; standard Treeview path: Communication Management > Submittals – Attachments tab
This is one of many Attachments tabs throughout CMiC Field. Refer to Using Attachments for more information.
History – Tab
Submittal; standard Treeview path: Communication Management > Submittals – History tab
This tab can be used to view all changes and edits made to a submittal record. This tab is view-only and so changes must be made with the [Edit] button in the Submittal Detail tab.
Detailed Description of the New Submittal Process
The user should know when to do the submittal process to meet the project schedule. These can be referred to as the Dates Required by Schedule.
Once a submittal is in process, the user also needs to know what the expected due dates are if all the time commitments are kept. This is displayed by the Current Progress dates.
The Dates Required by Schedule field is determined by back-calculating each required date, starting at the Delivery Finish Date (i.e. Onsite date and moving backwards through each lead time).
The Current Progress due dates are defaulted with the same values initially but will be recalculated once the user enters a new Preparation Start Date, by starting at the Preparation Start Date and moving forward through each Lead Time. In effect, this allows for Late Start Dates to be tracked using the Dates Required by Schedule and Early Start Dates to be tracked using the Current Progress.
If any of the Current Progress dates is later than the Dates Required by Schedule dates, it is highlighted in either red or yellow.
Red is for the action dates (made via Edit History) or manually entered dates (directly in Current Progress) which are later than the corresponding schedule dates.
Yellow is for the due dates or projected dates (re-determined by the system after any manual changes) which are later than the corresponding schedule dates.
Grey is for the dates, manual or projected, which are earlier than or equal to the corresponding schedule dates.
* Manual dates are dates entered by the user.
* Projected dates are dates because of calculation from change of previous dates and lead times.
Initially, dates entered (projected) for Review / Approval / Forward in the submittal screen are kept as Due Date of Received / Sent / Forwarded History Cycle actions respectively. When a date is entered by the user on any of these processes in the submittal, the new date becomes the action date of the corresponding action in the history cycle, and the rest of the dates that follow are calculated as per the lead times in between.
As the dates are being calculated, the float period is adjusted. This means, if the current progress Preparation/Review/Approval/Forward dates are adjusted, the float varies from a positive number to zero. If it is greater than 0, current progress Fabrication/Delivery/Onsite dates are adjusted.
Hence, No. of float days (early or late) is the Variance when float is 0; Variance is the difference between the schedule and current progress onsite dates.
In the submittal history window, when an action date is entered, the user is prompted if they would like to change the due dates going forward. If they reply “Yes”, the system recalculates all the upcoming due dates based on the action date just entered and the durations in the schedule.
Locking ‘Dates Required by Schedule’
Schedule dates are changed if lead times are changed for the Dates Required By Schedule line, provided that the submittal does not yet have an action date. That means the user can change lead times on that line and it will impact the ‘Current Progress’ line as well. However, once some action has been taken on that submittal record (in the Edit History screen), the ‘Dates Required By Schedule’ line can no longer be updated.
Initially only the lead times are unlocked, but once an action is affected, the entire Dates Required by Schedule line is locked. Changes can still be made to the Current Progress dates and lead times.
Automatically Creating Review Cycles on Submittal Return
Under the new Submittal System Option for additional schedule dates, the status at the Returned stage is associated with a Status Class of either “Reviewed” or “Resubmit”.
If the status class is set to a Resubmit class, the next review cycle will be created automatically, and the Submittal will be placed back in the Subcontractor's responsibility.
Recommended Workflow for Submittals
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The subcontractor (SC) gathers the relevant documents and submits them to the general contractor (GC).
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If the documents are approved, the GC passes them along to the architect/engineer.
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At this point, the architect may forward the submittal and its materials to outside consultants. It is recommended that the [Add Reviewer] button be used for this purpose.
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If rejected by the architect, the GC will inform the SC of the necessary amendments.
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If approved by the architect, the GC will inform the SC that they are clear to proceed with carrying out the submittal.