Effective communication and documentation are essential in the construction industry to ensure projects run smoothly and meet specific requirements. One important feature of this process is the construction submittal.

Submittals are the primary mode of communication and quality control throughout a project’s life cycle, explicitly covering each aspect of a construction project to ensure that all components meet specifications and design. 

But what exactly are submittals, and how do they work in construction? In this blog, we will explore the concept, types, and processes of submittals, offering actionable insights to optimize workflows with e-Builder.

Understanding Construction Submittals

A construction submittal is a document, sample, or piece of information submitted by contractors to architects, engineers, or project managers for approval before procurement or installation. It acts as a checkpoint, validating that all materials, equipment, and systems comply with the project’s design and contractual requirements.

Construction submittals serve as a communication bridge, mitigating misunderstandings and ensuring that all stakeholders are aligned on specifications. From shop drawings and material data to product samples, they are critical to delivering a project that meets the client’s expectations.

Why use Construction Submittals?

Construction submittals are important for several reasons. First, they ensure quality standards are met—contractors must have the correct materials, products, tools, processes, or prefabricated parts for the project. Second, the documents ensure time is not wasted redoing or repairing an element that was not up to specifications.

This is helpful for all employees at all project stages. For architects and other design team members, in particular, submittals raise choices they might not have considered during the initial design phase.

Submittals can also affect cost estimates. Once approved, the contractor can determine the cost for that particular project element. However, if the submittal shows necessary changes, they can adjust the price in their construction takeoff estimation software and plan for the increased expense.

Submittals can also be helpful in ensuring compliance with building ordinances, which could specify safety requirements, such as the location of gas or electric lines, the size of exhaust vents, and other details.

Types of Construction Submittals

There are 5 types of construction submittals, which are essential while creating submittals. Look below to have more clarity and what each type of submittal means: 

• Shop Drawings: Construction drawings developed by contractors or subcontractors illustrating how specific components will be fabricated and installed.
  
  
• Product Data Sheets: These data sheets contain details of the materials and products that will likely be utilized during the project, including specifications and performance data. 
  
  
• Material Samples: Original samples of the materials that are likely to be used in the project to check on the aesthetic and functional values of the materials.
  
  
• Mockups: Working sections of the final product or components of work that show how some parts will appear or operate in the final stage.
  
  
• Warranties and Manuals: Activities that involve the creation of documents that offer warranties on products used, as well as user manuals on how to maintain the products.

These components will be included in submittals so that contractors can pass timely information to help architects and engineers make better decisions. 

Construction Submittal Process

The construction submittal process involves several steps that ensure all submitted documents are reviewed thoroughly before any work begins:

• Preparation of Submittal Package: Even if the architect designs a project in detail, the contractor develops a complete set of documents that contain all the information based on the project specifications.
  
  
• Submittal Log Creation: To make the process as clear as possible, each contribution is recorded in a log that shows its status (submitted, under consideration, approved, etc.).
  
  
• Review by General Contractor: The general contractor also analyzes the documents in detail to determine whether all required information is included before forwarding them to the design team. 
  
  
• Design Team Review: The design team then evaluates every detail based on the design standards to ensure it passes the evaluation.
  
  
• Approval or Rejection: Afterward, submittals can be either accepted or rejected, and these are provided with comments for amendment.
  
  
• Distribution: Approved construction submittals are returned to the contractor for use on the construction site. 

Challenges in the Submittal Process

Managing construction submittals is easy to state but difficult in practice. Manual workflows, lack of standardization, and miscommunication lead to increased expenses, time consumption, and poor product quality. Furthermore, a 2022 survey by Dodge Data & Analytics revealed that 59% of capital project owners still suffer delays due to poor communication and approval management.

Common Challenges Include:

• There is a lack of proper feedback/validation by designers for contractors.
• Either submission of incomplete data or data with errors causes delays.
• The absence of a view into the state of submittals in real-time.

Tips for Optimizing Submittal Processes

Construction submittal management has the potential to enhance the delivery of construction projects. Here are a few tips to streamline the process:

1. Standardize Documentation: Make standardized guidelines and templates for construction submittals. 
   
   
2. Leverage Technology: For submittal, it is recommended that construction management software be used to make all the submittal processes and tracking more effective.
   
   
3. Set Clear Expectations: Stakeholders should have proper communication channels and time frames to approve the plans and activities.
   
   
4. Train Your Team: Train all team members to understand submittal and processes clearly.
   
   
5. Monitor Progress: Finally, regularly review submittal logs to identify and address bottlenecks promptly.

Leveraging e-Builder for Streamlined Submittal Processes

One of the best construction management platforms, e-Builder, has changed how projects work with submittals. Look at the below-shared details of what e-Builder offers with its advanced features: 

• Centralized Document Management: e-Builder stores and manages all submittals in an easy-to-organize and accessible location. 
  
  
• Automated Workflows: It simplifies the review and approval with notifications and reminders.
  
  
• Real-Time Collaboration: e-Builder allows stakeholders to work on, view, and approve submittals regardless of working location.
  
  
• Data Analytics: It manages submittal schedules and reviews the results to discover any scope to improve efficiency. 

Conclusion

While construction submittals can often be viewed as documents, they are more than just paperwork. Submittals are the backbone of capital projects, supporting quality assurance and communication. By integrating e-Builder into their construction management systems and following best practices, U.S. construction firms or governments can regain lost time and effectively minimize risk to complete projects. Do not be slowed down by silos & process gaps that make coordination and collaboration slow.

Contact OnIndus experts and invest in technology for your construction submittals to enhance your project’s outcomes.