Procurement & Submittals

Manage procurement packages for tendering and purchasing, and track submittals through review and approval workflows.

Procurement

Procurement Packages

Organise procurement activities into packages:

1. Go to Project > Procurement
2. Click Create Package
3. Enter package details:
   • Name: Package description (e.g., "Structural Steel Supply")
   • Description: Scope of supply or work
   • Budget Code: Link to a budget code for cost tracking
   • Due Date: When the procurement needs to be finalised
4. Save the package

Package Management

Each procurement package tracks:

• Scope of supply or work
• Budget allocation
• Vendor/supplier quotes
• Status (Draft, In Progress, Awarded, Complete)
• Related documents and correspondence

Organisation-Level Tenders

For larger procurement activities, use the tender management system:

1. Go to Organisation > Tenders
2. Create and manage tenders across projects
3. Track tender submissions and evaluations

Submittals

Submittals are documents submitted by contractors for review and approval before materials are fabricated or work is performed.

Submittal Register

1. Go to Project > Submittals > Register
2. View all submittals with:
   • Submittal number and title
   • Type (Shop Drawing, Product Data, Sample, Mock-up, Certificate)
   • Specification section reference
   • Status (Pending, Approved, Rejected, Revise and Resubmit)
   • Assigned reviewer

Creating a Submittal

1. Go to Project > Submittals > Register
2. Click Create Submittal
3. Enter submittal details:
   • Title: What is being submitted
   • Type: Select from configured types
   • Specification Section: Reference to the relevant spec section
   • Description: Details of the submittal
   • Attachments: Upload shop drawings, product data, or samples
   • Contractor: Who is submitting
4. Submit for review

Submittal Types

Configure submittal types at the organisation or project level:

1. Go to Tools > Submittals
2. Create types such as:
   • Shop Drawings
   • Product Data
   • Samples
   • Mock-ups
   • Certificates
   • Test Reports
3. Set numbering prefixes per type

Specification Sections

Link submittals to specification sections for organised tracking:

1. Go to Tools > Submittals
2. Configure specification sections (CSI MasterFormat-style numbering)
3. Reference sections when creating submittals
4. Filter the register by specification section

Submittal Review

Review Workflow

Submittals follow a review and approval process:

1. Submittal is created and submitted for review
2. Assigned reviewer examines the submittal:
   • Review attached documents for compliance
   • Check against specifications and design intent
   • Verify technical accuracy
3. The reviewer applies a review stamp:
   • Approved: No changes required, proceed
   • Approved as Noted: Proceed with noted corrections
   • Revise and Resubmit: Changes required, resubmit
   • Rejected: Does not comply, start over

Review Stamps

Configure review stamps to match your approval markings:

1. Go to Tools > Submittals
2. Customise review stamp options
3. Apply stamps during the review process

Revisions

When a submittal is returned for revision:

1. The contractor addresses the review comments
2. A new revision is created, linked to the previous version
3. The revision chain tracks the full history
4. Reviewers can compare revisions

Submittal Packages

Group related submittals into packages:

1. Go to Project > Submittals > Packages
2. Click Create Package
3. Group submittals by trade, specification section, or phase
4. Track package completion status

Pending Reviews

Monitor submittals awaiting your review:

• A badge on the submittals menu shows pending reviews
• Filter the register to show items assigned to you
• Prioritise reviews by due date

Best Practices

• Configure types and spec sections early: Set up during project onboarding
• Use specification references: Link submittals to spec sections for easy tracking
• Review promptly: Delayed submittal reviews can impact the construction schedule
• Track revisions: Use the revision chain to understand the evolution of each submittal
• Group into packages: Organise submittals by trade or phase for manageable review batches
• Use review stamps consistently: Standardise approval markings across reviewers