Submittals Review Process for Better Construction QC
The submittals review process is one of the most important quality control steps in construction. It ensures that materials, products, and systems used on a construction project meet the design specifications, regulatory requirements, and client expectations. With the right review process in place, you can significantly reduce the risks of errors, rework, and costly delays. In this blog, we’ll explore the submittals review process, why it matters, and how to optimize it for better construction outcomes.
A construction project involves many moving parts, and the submittals review process is an essential tool to keep everything aligned. Effective management of submittals guarantees that the materials and systems being implemented on the project are not only appropriate but also contribute to the overall success of the construction effort. Let’s dive deeper into why this process is so critical and how to ensure that it works seamlessly.
What Is the Submittals Review Process?
Understanding the Basics
The submittals review process is a systematic procedure where contractors submit detailed information about materials, systems, and equipment to the project team for approval before installation or use. It acts as a verification mechanism to ensure the proposed materials align with the project’s specifications and contractual requirements.
From product data to shop drawings, the submittals process includes reviewing all documents that can impact the project’s outcome. This step is crucial for ensuring that every component used meets the defined standards, ultimately safeguarding the project’s integrity and quality. If submittals are handled improperly, it can result in significant delays, cost overruns, and performance issues down the line.
Types of Submittals
Submittals come in various forms, including:
- Shop Drawings: These are detailed drawings provided by contractors or suppliers showing the proposed installation, fabrication, or other specifications of items or systems.
- Product Data: Manufacturers provide product data sheets or specifications that give detailed information about the material or equipment being used.
- Samples: Physical samples of materials or products that are submitted for approval to confirm that they meet the required standards.
- Certificates of Compliance: These certify that a product or system complies with required standards or codes.
Each type of submittal plays a vital role in ensuring compliance with the design intent and project standards.
Why Is the Submittals Review Process Essential?
Avoiding Costly Mistakes and Rework
One of the main reasons the submittals review process is so critical is its ability to prevent costly mistakes. When submittals are skipped or rushed, it opens the door for incorrect or incompatible materials to be used. These errors often lead to change orders and the need for rework, both of which add unnecessary costs to the project.
For instance, a submittal for a certain material that doesn’t meet the specified requirements can delay the schedule and create additional expenses for the contractor. A failure to check the specifications of a product, such as ensuring it’s the correct size, color, or function, could lead to issues on-site that require fixing, causing disruption to the overall project.
By carefully reviewing every submittal, project teams can identify these issues early and avoid expensive mistakes down the road. Additionally, reviewing submittals in the early stages gives contractors and project managers enough time to source alternate materials or make changes without affecting the schedule too drastically.
Ensuring Compliance with Project Specifications
Each submittal is a chance to confirm that proposed materials and equipment align with the project’s technical specifications. Whether it’s a structural element, an electrical system, or a specific finish, these submissions ensure that everything is in compliance with the project’s original design intent.
This step is especially important when multiple teams are involved in different aspects of a construction project. The submittals review process acts as a checkpoint to keep the project on track and ensure that all materials and systems are verified for quality and performance. It also ensures that the contractor adheres to safety standards and legal requirements, avoiding potential risks that may arise due to non-compliance.
How to Optimize the Submittals Review Process
Organize Your Submittals Log
A key element of the submittals review process is managing submittals efficiently. This begins with creating a detailed submittals log. The log should include each submittal’s status, due date, reviewer, and approval status. Having this document readily available helps track progress and prevents important submittals from being overlooked.
A well-organized log allows the project team to maintain control over the review process, ensuring timely responses and preventing delays that could impact project timelines. This log also serves as a reference point for any disputes, enabling project managers to track exactly where any submittal may have fallen behind schedule.
Define Clear Responsibilities
It’s essential that roles and responsibilities for submittals review are clearly defined from the start. Designate team members to handle different types of submittals, such as materials, equipment, or shop drawings. This division of labor ensures that the right experts review the relevant submittals, improving the accuracy and speed of the approval process.
Make sure all team members are trained to understand the significance of each submittal and the importance of timely review. With clear roles in place, the process will run smoothly and more efficiently. Communication between these individuals is key—regular updates and check-ins help avoid any confusion or missed details in the review process.
Best Practices for Submittals Review
Use Digital Tools for Efficiency
Technology has revolutionized the way submittals are handled in construction projects. Digital platforms streamline the review process, allowing all stakeholders to access documents in real-time and track the approval process.
These tools also allow for faster communication, reducing the back-and-forth between team members and eliminating the need for physical document transfers. With cloud-based solutions, construction teams can manage submittals more efficiently, avoiding delays and improving collaboration. This leads to better transparency and a more seamless workflow for everyone involved.
Create a Submittal Schedule
To avoid any bottlenecks, it’s crucial to establish a submittal schedule at the outset of the project. The schedule should outline the due dates for each submittal, ensuring that the project progresses smoothly without delays. A well-structured submittal schedule allows procurement teams to plan material orders in advance and avoid potential hold-ups.
You can also align your submittal schedule with the construction schedule to ensure that there’s no conflict between the two timelines. A detailed submittal schedule ensures that project milestones aren’t compromised by last-minute approvals or corrections.
Common Mistakes to Avoid in the Submittals Review Process
Incomplete Submittals
One common mistake in the submittals review process is receiving incomplete or missing information. A submittal without required details such as product specifications, certifications, or drawings can delay approval and add to the project timeline. Ensure that every submittal contains all the necessary information before submission.
Having a checklist for each type of submittal can help ensure completeness. Contractors should ensure that all required information is submitted at once, rather than submitting partial or incomplete documents and causing delays in the review process.
Late Submittals
Late submittals can cause significant delays, especially when they are critical for procurement or installation. To avoid this, set deadlines for each submittal and ensure that contractors are aware of these deadlines early on. Late submissions may lead to delayed orders and potential project hold-ups.
Enforcing strict timelines and deadlines for each step in the review process can prevent such delays. As soon as the schedule for submittals is set, communicate clearly to all parties involved about the importance of sticking to these timelines.
Integrating Submittals with Other Project Processes
Submittals and Construction Scheduling
Submittals and scheduling are interconnected. Inadequate submittal management can disrupt the entire construction schedule, especially when materials or systems are delayed due to approval holdups. Ensure that your submittals are aligned with the project schedule to avoid timeline conflicts.
The submittals process should complement the baseline schedule, so any delays in approvals are quickly accounted for and managed. Submittals can sometimes determine procurement timelines, so it’s essential to factor them into the overall project timeline.
Submittals and Quality Assurance
Submittals serve as an essential part of the quality assurance process. By reviewing each submittal, the project team ensures that all components meet the project’s quality standards. Quality documentation tied to submittals can also aid in project closeout and help in resolving any potential disputes.
These documents not only verify materials and systems, but also protect the contractor and project owner by providing a documented history of approvals and decisions.
FAQs About the Submittals Review Process
What should a submittal include?
A submittal typically includes product data, shop drawings, material samples, and certifications. These documents demonstrate that the proposed materials and systems meet the project’s specifications.
How long does the submittal review process take?
The length of the review process varies depending on the complexity of the submittals. Simple items may be approved quickly, while more complex systems could take weeks.
Who is responsible for reviewing submittals?
The responsibility for reviewing submittals is usually divided among architects, engineers, and other subject matter experts based on the type of submittal.
Can a submittal be rejected?
Yes, submittals can be rejected if they do not meet the project specifications. The contractor must revise the submittal and resubmit it for approval.
How do you track submittals?
Submittals can be tracked using a submittals log or digital project management tools. These tools help manage deadlines and approvals effectively.
Conclusion
Incorporating a thorough submittals review process is essential for ensuring high-quality construction projects. It helps prevent errors, ensures compliance, and optimizes project efficiency. By adopting best practices such as clear responsibilities, using digital tools, and creating a submittal schedule, you can streamline the process and avoid costly delays.
