Contractors lean on submittals as one of many risk management tools to ensure projects have a good line of communication and documentation. As such, submittals ensure all stakeholders are on the same page and provide documented proof that contractors have a green light.
However, an often overlooked aspect of submittals is the submittal schedule; especially on large projects that require multiple submittals on multiple items. Despite being a requirement when using AIA-style documents or contracts, many contractors will find it all too easy to forget them entirely.
By the same token, once one is created, you must ensure you don’t fail to send submittals according to the schedule. Omitting a submittal schedule may seem harmless at first. But technically, it will make you ineligible for change orders and can result in forfeiture of compensation for any time and money spent during the review period.
In short, if a contractor does not create and adhere to a submittal schedule, architects can take as long as they want to review a submittal, and contractors will have no ground to stand on when arguing that the time spent waiting for a review cost their business time and money.
Submittal schedules are directly linked to your progress and project milestones as a contractor. They can either help facilitate completion or, if mishandled, drastically slow down or even halt a job. For this reason, contractors must have a foundational understanding of submittal schedules and their role in the overall construction process.
Read on to learn what submittal schedules are, how to create an efficient one, and best practices to ensure your next submittal schedule is well coordinated and effective.
What is submittal schedule?
First, let’s recap what a submittal is–when a particular material needs approval before implementation, a submittal is used. It’s a written proposal from a contractor to a GC, owner, architect, or engineer to document that a material is compliant with the project’s requirements. It’s a necessary evil that contractors must learn to embrace.
It doesn’t matter if it’s for a light fixture, fastener, or type of paint. There is no getting around it; a paper trail for these kinds of decisions is essential, and the submittal is the best tool to do so.
Contractors looking to get ahead of the game will produce a list of all submittals that will be generated throughout a project.
In practice, it’s common to weave the submittal schedule into the construction schedule to indicate when submittals will be sent, when they will be reviewed, and when the contractor will return the submittal. All combined, this information is known as the submittal schedule.
Submittal schedules serve three primary functions:
- Identify: Indicate all required submittals for the entire job per the contract.
- Solidify: Determine when each submittal will be delivered.
- Organize: Provide timelines and guidelines for the review process.
Additionally, submittal schedules tell all project stakeholders the following:
- What is needed to keep the project on schedule
- When each submittal should be sent
- Who each submittal should be sent to
- How long each recipient has to review and approve the submittal
For contractors, one thing is true: time is of the essence. Timelines, milestones, and deadlines: all combined, they heighten the pressure placed on contractors to keep projects moving forward. For this reason, submittal schedules are a resource contractors should not take lightly.
These schedules are a powerful tool to ensure not only your efficiency but the urgency of your GC and project owner. If contractors take these schedules seriously, it forces all other stakeholders to treat them with just as much importance, helping projects avoid costly delays.
Contractors must never miss a submittal for the sake of project speed. Doing so will result in rework, increased costs, and a scorned relationship with project owners.
Submittal schedules need close monitoring by contractors because they must directly coincide with your construction or progress schedule. Any gaps in job completion vs. the submittal schedule can put projects in limbo. For this reason, the schedule of submittals must be kept up to date as each job phase is completed.
Furthermore, the prompt creation of a submittal schedule is one of the first major responsibilities that will fall into your lap after a contract is awarded. But this responsibility persists beyond the creation of the schedule. Contractors are required to update it as necessary throughout the project. At the same time, the architect is prohibited from withholding or delaying any approvals and is obliged to respond as quickly as possible.
If using AIA-style documents, all required fields are presented in AIA-201 2017 section 3.10 by the American Institute of Architects.
How to create a submittal schedule?
It’s better to be proactive than reactive regarding submittal schedules. The process of vetting and agreeing on the specifics early on in the project can help establish better collaboration between the contractor and the project owner. As mentioned, contractors should promptly create and send a submittal schedule upon winning a contract. But what does promptly really mean here?
This is open to interpretation and will, of course, depend on the needs of the project. However, contractors should look to have a precise timeline for getting this done. Aim for 7-14 days.
9-step process for creating an effective submittal schedule
1. Gather Information: Compile all necessary project details for the project—for example, product descriptions, drawings, specs, etc.
2. Set up the schedule: Define the project’s start and completion dates. From here, plot out the submittal schedules on a timeline that coincides with the building schedule. This is the most crucial step of the scheduling process, and contractors should double and triple-check that schedules are in alignment with one another.
3. Determine submittal types: Identity which submittal types are required—for instance, shop drawings, field reports, or product approvals.
4. Calculate allowable days: Based on the needs of the project and submittal type, establish the maximum number of days stakeholders have to review and approve submittals. These discussions should happen early and often. Take the extra step to ensure the contract reflects these details in full.
5. Outline each submittal: List each submittal and describe its purpose with any relevant details.
6. Assign tasks to each party: Specify who is responsible for creating, reviewing, and approving each submittal.
7. Implement a tracking and communication process: It’s common to create checklists and implement tracking tools to help monitor the submittal process. This is also the time to align on procedures for communication changes and status updates.
8. Finalize the schedule: Once all the information has been gathered, responsibilities have been assigned, and communication procedures are locked in, finalize the submittal schedule with the unanimous approval of all stakeholders.
9. Monitor: As the project is underway, use the communication tools and procedures established in step seven to keep everyone updated on progress, alerts, and changes.
Best practices
Strictly follow timelines & procedures
Submittals can be transferred amongst many different parties, and each may add a stamp of approval or review that must be considered. If the schedule or agreed-upon plans are not precisely followed, it will tee up a host of problems that can plague a project. There can be substantial cost impacts if materials are ordered without approval or if the review takes too long for delivery.
Prioritize submittals based on the following:
- Availability of materials
- Equipment needed
- Expected duration of the order
Understand lead times
The construction industry is in a constant state of change, with prices eternally fluctuating. Furthermore, supply chain issues continue to impact material deliveries. Sourcing the appropriate materials can be time-consuming and largely out of the contractor’s control.
For this reason, it’s critical to work with material vendors to understand the current lead times in the market. This will help contractors avoid making unintentional mistakes when scheduling. Creating a submittal schedule provides the best opportunity to evaluate and plan for lead times.
Due diligence will go a long way here. To build a successful schedule, all known lead times and review periods must be taken into account, including the time it will take to get any materials to the job site. It is essential to read the specifications section and collaborate with vendors to understand current lead times.
Match schedules
Simply put, contractors must match their construction schedule to the submittal schedule. This ensures cohesion in the project by confirming that all materials and products are ordered and delivered on time.
This allows them to plan their construction timeline and accurately forecast when specific tasks need to be completed. If you forgo the submittal schedule and work without correlating it to your building schedule, then you’ll essentially be working blind with no certainty in timelines or delivery dates.
Take advantage of digital tools
Construction management software can help track progress, communicate submittals, and drastically speed up the time it takes to review and approve submittals. Digital tools can also relieve much of the burden of proper organization and documentation. They can also reduce the hassle of minor adjustments or changes as they can be easily made on the go with immediate updates sent to all relevant parties.
Submittal schedule example
The above is an example of a generic submittal schedule. Contractors can use this as a reference for creating their own. As always, the details should be adjusted accordingly to match the needs of your project.
Using Knowify to create submittal schedules
Knowify offers a clean, easy-to-use submittal tool. You can create submittals and attach important files with ease. Through Knowify, the submittal is sent electronically, where stakeholders can review it and sign off (or reject it with comments). At every step, stakeholders receive notifications and easy-to-read updates, ensuring that the submittal process is smooth and efficient.
To transform your submittal or RFI process forever, give us 30 minutes of your time, and we’ll show you a paperless, efficient, and powerful digital future for your business.