Submittal Register – Entry and Receipt – Page 1 of 3 Identify the Change Submittal Register – Entry Submittal Setup Number Revision Description Status = Not Yet Submitted Specification Section Spec Sub Section Type Notes Submittal Assignment Once a company has been awarded: Responsible Company Due Date Note: An Excel template is available on the Project Controls site that can be used to batch upload submittal register items. Contact Project Controls to upload the information into Prolog. Note: To create a submittal register item based on an existing record, open a Submittal Register record to use as the basis for the new item. In the Number field, type a number for the new record and press Tab. Select Yes to create a new record using information from the current record. Note: The Quick Edit button on the list view can be used to assign the Responsible Company to multiple records at one time. Note: For shop drawings, there are two methods of entry: (1) each individual drawing can be entered as a Register Item or (2) each submission of drawings can be entered as a Register Item. In the case of second option, if any drawings require resubmission, they shall be tracked as a new revision and noted appropriately in the Notes field. * * * * * * * * * *
Transcript
Submittal Register – Entry and Receipt – Page 1 of 3 Identify the Change Submittal Register – Entry
Submittal Setup
Number Revision Description Status = Not Yet
Submitted Specification Section Spec Sub Section Type Notes
Submittal Assignment Once a company has been awarded:
Responsible Company
Due Date
Note: An Excel template is available on the Project Controls site that can be used to batch upload submittal register items. Contact Project Controls to upload the information into Prolog. Note: To create a submittal register item based on an existing record, open a Submittal Register record to use as the basis for the new item. In the Number field, type a number for the new record and press Tab. Select Yes to create a new record using information from the current record. Note: The Quick Edit button on the list view can be used to assign the Responsible Company to multiple records at one time. Note: For shop drawings, there are two methods of entry: (1) each individual drawing can be entered as a Register Item or (2) each submission of drawings can be entered as a Register Item. In the case of second option, if any drawings require resubmission, they shall be tracked as a new revision and noted appropriately in the Notes field.
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Submittal Register – Entry and Receipt – Page 2 of 3 Identify the Change If you are using the numbering convention as Spec Section – Number (03300-001), perform the following steps to find the next sequential number. In picklist view, click Filter.
A QuickFilter window will appear, change the select field to Number, change the Operator to Is Like, and enter the spec section of the submittal you are processing. Click OK.
The picklist will now be filtered to show only the records for that spec section. Sort by number to find the last record in that series.
Make note of this number and then click add to create a new record using the next sequential number for the spec section, in this example 033000-00207.
Submittal Register – Entry and Receipt – Page 3 of 3 Identify the Change Submittal Register – Received from Sub/Vendor
Submittal Register Receipt
Status = Submitted Responsible
Company Supplier (As
Required) Actual Date
The Status and Actual Date fields may also be entered on the Submittal Packages screen.
Submittal File Attachment
Quick Upload Attach the file reviewed by Skanska.
Note: The Quick Edit button on the list view can be utilized to assign the Responsible Company to multiple records at one time.
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Submittal Packages – Entry – Page 1 of 2 Identify the Change Submittal Packages – Entry
Submittal Packages – Package Items
Number Rev Description Author Company Contact Author Package
Number (Optional) Importance
(Optional) Add Submittal Rec_d On Status = Submitted
Submittal Packages – Package Items
Add Submittal Select Register Items
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Submittal Packages – Entry – Page 2 of 2 Identify the Change
Submittal Packages – Reviewers and Notes
From Company / Contact (Skanska)
To Company / Contact
Sent Date Due Date Misc Package Notes Sent For = Approval
Note: If you are using the submittal package numbering convention as: Sequence – CSI Number (001-03300) where each CSI Number has its own sequence, contact your Project Controls Contact to enable Submittal Packages auto incrementing per CSI. Once auto incrementing per CSI is turned on, the team shall enter the 5 digit CSI Number into the second number field when creating new packages. Field 1 will auto populate with the next three digit package number in that CSI number’s sequence.
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Submittal Packages – Received from Reviewer – Page 1 of 2 Identify the Change Submittal Packages – Received from Reviewer
Submittal Packages –Package Items
Status = Reviewed Action (reviewer) Action Logged By
(reviewer)
Submittal Packages – Reviewers and Notes
Returned Date (reviewer)
Optional – Reviewer’s General Comments (reviewer)
Save
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Submittal Packages – Received from Reviewer – Page 2 of 2 Identify the Change Submittal Packages – Received from Reviewer (Resubmission Required)
Submittal Packages –Create New Package
Create Package Rev Set Up New
Submittal Register Records (Yes)
Set Up New Submittal Register
Status = Not Yet Submitted
Due Date
Follow instructions from the beginning of the process for the re-submitted item. Continue these instructions for return of items to subcontractor for resubmission.
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Submittal Packages – Send to Sub/Vendor – Page 1 of 2 Identify the Change Submittal Packages – Send to Sub/Vendor
Submittal Packages –Package Items
Returned Date Returned Closed Closed Box
Submittal Transmittal Wizard Highlight the added row for the sub/vendor and select the “Create Submittal Transmittal” icon from the top menu (or select Tools, Submittal Transmittal).
Submittal Transmittal – General
Date Package Quantity
Confirm all other
information
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Submittal Packages – Send to Sub/Vendor – Page 2 of 2 Identify the Change
Submittal Transmittal – Courtesy Copies
Add contacts to courtesy copy
Submittals – Page 1 of 7
Submittal Register – General
1 Number* Submittal Register Number – Two Options:(a) Spec Section – Sequential Number (Example: 03300-001) (b) Sequential 5-digit number
2 Revision Submittal Register Revision Number (0 for first submission) 3 Description Brief description of the submittal item4 Status Initial status = “Not Yet Submitted”
Submitted for record only = “Record” Received from sub/vendor = “Submitted” Received from reviewer = “Reviewed” (entered in Submittal Packages module)
5 Specification Section Specification Section (5 digits)6 Spec Sub Section Paragraph from the Specification Section where the requirement
for the submittal is stated 7 Responsible Company Company required to provide the submittal8 Supplier Supplier or manufacturer of the product (as required) 9 Type Select the type of submittal (i.e. Certifications, Samples, etc.) 10 Notes Optional – Any notes for clarification or comment 11 Action Blank for outgoing submittal; action to be entered in Submittal
Packages module 12 Due Date Date the submittal is due to be submitted by the subcontractor/
vendor 13 Actual Date Date the submittal is received from the subcontractor/vendor
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Submittals – Page 2 of 7
* Note: For shop drawings, there are two methods of entry: (1) each individual drawing can be entered as a Register Item or (2) each submission of drawings can be entered as a Register Item. In the case of second option, if any drawings require resubmission, they shall be tracked as a new revision and noted appropriately in the Notes field. Note: An Excel template is available on the Project Controls site that can be used to batch upload submittal register items. Contact Project Controls to upload the information into Prolog. Note: To create a submittal register item based on an existing record, open a Submittal Register record to use as the basis for the new item. In the Number field, type a number for the new record and press Tab. Select Yes to create a new record using information from the current record. Note: The Quick Edit button on the list view can be used to assign the Responsible Company to multiple records at one time.
Submittals – Page 3 of 7
Submittal Register – Files
1 Quick Upload Select this box to browse for the Submittal Register file as provided by the subcontractor/vendor.
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Submittals – Page 4 of 7
Submittal Packages – Package Items
1 Number Submittal Package Number – Two Options:(a) Sequential 5-digit number (b) Sequential Number– CSI Number (001-09250)
2 Rev Submittal Package Revision Number (0 for first submission) 3 Description Brief description of the submittal package4 Closed Select this box once the submittal package has been closed (no
further action required) 5 Author Company Select the subcontractor/vendor who provided the submittal
package 6 Contact Select the contact who provided the submittal package 7 Author Package Number Optional – Enter the number used by the sub/vendor for the
submittal package 8 Importance Optional – Select the importance of the submittal package 9 Item Enter a unique item number for each Submittal Register line 10 Status Revise “Submitted” to “Reviewed” when returned from reviewer11 Action (Entered by Reviewer)12 Action Logged By (Entered by Reviewer)13 Ret Date Date the submittal is returned to the subcontractor/vendor 14 Notes Optional – Any miscellaneous notes about the submittal item15 Returned Select this box once the submittal has been returned 16 Closed Select this box once the submittal item has been closed (no further
action required) Note: If a register item has been returned as “Revise and Resubmit”, it shall be marked “Returned” but not “Closed”. Select “Create Package Rev” and a new submittal package will be created with new revision numbers on the register items requiring approval.
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Submittals – Page 5 of 7
Submittal Packages – Reviewers and Notes
1 From Company Skanska USA Building Inc.2 From Contact Enter the name of the contact sending the submittal 3 To Company Enter the name of the company the submittal is being sent to4 To Contact Enter the name of the contact the submittal is being sent to 5 Sent Date Enter the date the submittal package is sent from Skanska 6 Due Date Enter the date the submittal package is due back from the
reviewer. This date will auto-calculate once the Sent Date is entered.
7 Returned Date (Entered by Reviewer)8 Misc Package Notes Optional – Enter any miscellaneous notes about the package 9 Reviewer’s General
Comments Optional – Enter any comments made by the reviewer
10 Sent For Select “Approval”11 Sent Via Leave blank
Note: Enter a line for the review by the Owner or consultant only. Do not enter a line for Skanska’s internal review.
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Submittals – Page 6 of 7
Submittal Packages – Files
1 Quick Upload (Files Uploaded by Reviewer)
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Submittals – Page 7 of 7
Submittals – Settings
The following settings can be customized for project specific requirements. Contact Project Controls to modify any of these settings.
Submittal Packages – Increment per CSI
This setting controls whether the number is incremented by the next sequential number per CSI, or by the next sequential number regardless of CSI. This applies only if the Auto Increment setting is on. Default is Yes.
Submittal Packages – Review Time
Default number of days for consultants to review and return Submittal Packages (0 to 365). Default is 14.
Submittal Packages – Use CSI List
Use CSI drop-down list for the second part of Submittal Package numbers. Default is No.
Submittal Transmittal – Tel/Fax with Address
Include the Telephone and Fax numbers in the Address field of Submittal Transmittals. Default is Yes.
