Dashpivot Article – What is a Submittal Log in Construction?

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What is a Submittal Log in Construction?

To keep track of projects, materials, products, and documents, you need a document that enlists all of these to manage them effectively. In this article we will tackle what a submittal log is and its purpose in construction.

Submittal Log in Construction

A useful management tool in many sectors, including construction, is a submittal log.

It serves as a central repository for all of the documents pertaining to the construction project. Management, contractors, and subcontractors may provide this documentation.

Maintaining adherence to project standards is the primary goal of a submission log. Every engineering project includes technical standards and legal requirements that must be adhered to. The submittal log guarantees that these items are accurately documented for a reliable reference during quality assurance project evaluations.

Additionally, it is crucial to have a submission log in construction, as this will enhance accountability and communication.

What Documents are included in a submittal log?

The papers, materials, and procedures that are going to be utilised in construction may be included in a submittal log that is used in the construction industry. We are going to talk about the papers that are required to be included in a submission log in this particular portion of the text.

Material and Equipment Records

Confirmation of the materials and equipment that are going to be utilised during the construction phase is provided by these papers. Product data sheets are an example of these material and equipment records. These sheets include information on the requirements that manufacturers have for various materials, such as concrete, steel, and pipes. Paperwork such as material and safety sheets, equipment cut sheets, material certificates, factory test reports, and warranty paperwork is also included in this category.

Drawings and Technical Sheets

The building plans include information on engineering drawings such as fire protection, air conditioning, plumbing, electrical, gas lines, and structural layouts. Because of this, quality assurance checks will be able to determine whether or not the actual construction is in accordance with the designs that have been authorised. The same thing may be said about engineering computations and technical papers. In the course of the equipment's test runs, this data will be utilised to verify whether or not the predetermined parameters are attained in accordance with the calculations. In addition, this could also include method statements that detail the activities, surveys, and inspection test plans that are carried out in the field.

Samples and Mockups

These small-scale samples and prototypes are distributed to give people a better idea of the project's scope and the capabilities of the final result. It is utilised to give a better idea of what the product might do and a clearer view of the project. As planning is easier with a visual example, this will also assist with the materials to be utilised and the procedures to be carried out throughout the building phase. This aids in taking extra complaints and ideas from clients. Because they can physically see and contribute to what they want, customers may incorporate their own brand and desires into the building with the use of a prototype.

Safety and Regulatory Compliance

The submission log also includes all papers pertaining to the region’s or territory's regulatory safety compliance. This will guarantee that any document required to adhere to the safety rules is always available. Presenting these to the auditors will be simple in the event of a surprise audit. Risk assessments are among the materials available here. This involves reviewing the work routines and identifying the risks associated with each one. As a result, appropriate safety precautions are put in place for every step to guarantee that the activity is safe for the whole time.

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Management and Information Sharing Records for the Project
Documents like this are the ones that carry approvals. This is a registry that contains all of the authorised paperwork, the completion of the building phase, and any revisions to the project. Not only will this facilitate the monitoring of documents pertaining to approvals, but it will also act as a historical reference for the purpose of resolving disputes and ensuring compliance. In addition, this helps manage modifications to the project. Any alterations in design and specifications, methods, calculations, and budget are all included in this document, which provides a comprehensive description of the alteration. At no point throughout the building process will there be any misunderstandings or miscommunications as a result of this.

Who is Responsible for Filling out a Submittal Log in Construction?

The general contractor is often the one who is responsible for carrying out this task. They will be responsible for compiling all of the relevant papers in the submittal log and ensuring that all of the documents are created correctly and up to standards when they collect them from subcontractors. This will fall within their purview. In order to validate the modifications that have been made to the project, it is possible that they will also need to request papers from the stakeholders. Additionally, engineers, project managers, and architects will be required to participate in the submission of forms for the submittal logs. This is because they will be the ones to study, approve, and offer input on specific designs, methods, and materials that will be used throughout the building phase.

How Should a Submittal Log in Construction Look Like?

In order to keep track of the choices that are being taken and the progress that is being made in real time throughout the building process, a submittal log is an extremely crucial document. Additionally, a well-formatted submittal document assists in the coordination of many components of a construction project. This helps to ensure that all materials are in accordance with the requirements of the project and that everyone is kept informed. A well-structured submittal log should contain the following key components: entry form number, date of submission, submittal classification, reference form number, submittal type, submittal description, submitted by, status, and comments. These are the things that make up a submittal log. To have a better understanding of its construction, read more at the submittal log example.

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How to Make an Effective Submittal Log?

Identify all Requirements and Documents Needed

The identification of all of the essential components that must be included in a submission record is of the utmost importance. All of these document elements will serve as the foundation for quality checks and will serve as the source for reviews. Additionally, it will be beneficial to organise the documents and items into categories in order to make it simple to locate them on all of the review and quality check schedules.

Assign Responsibilities

In order to maximise the benefits, it would be useful to allocate responsibility for the submission of the essential papers. In addition to ensuring that accountability is maintained, this will also assist in the timely completion of the submission log. All of the stakeholders participating in the project will benefit from improved communication and coordination as a result of this.

Set Clear Deadlines

At the same time that duties are being assigned, it is essential to establish timelines in order to minimise any delays that may occur. Because construction delays result in financial losses, it is of the utmost importance that everything be completed on time, if at all feasible. To make the process of setting deadlines more efficient, you can implement a unique management system that specifies which documents and items are essential and require immediate presentation. Because of this, you will have better knowledge of when to work on this subject matter immediately.

Use a structured format

All crucial and significant tracking information for every document required for construction should be included in the submission log. It should be organised so that all of the information is clear and easy to read, and it should include information that will help you determine if it has been updated, filed, pending, or is yet to be made. This will provide a clear picture of the progress of the document, facilitate monitoring and changes, and avoid misconceptions that can lead to delays and rework.

You can take advantage of free and proven Sitemate's Submittal Log Template here.

A Smart Way to Create Submittals Logs

In order for organisations to accomplish their objectives and take advantage of the benefits that they provide, they need to establish a process for the creation of submittal logs. On the other hand, doing this by hand may take a significant amount of time, which might result in the project being delayed. Imagine the irony of such situation. One of the reasons for the delay is that the documentation that is intended to provide you with assistance in improving the construction process is the very reason that will cause the delay.
An application is now available to assist you in the process of creating your submission log method, and the best part is that it is all digital. Using the Dashpivot submittal log app, you can easily create and update your submission logs, which will allow you to enhance compliance and safety performance in a short amount of time. To make your digital submission records, you can either use the drag-and-drop form builder, or you may use the free digital template and customise it to correspond with your needs. Because of this, there is no longer a need to constantly produce and customise forms.

Make it a point to ensure that all individuals involved in the project have access to the most current versions at all times and in all places. The misconceptions and errors that are associated with outdated documents may be avoided with the assistance of version management technologies.On-site registration, access to your digital submission record, and the ability to make modifications that are immediately synchronised with the office may all be accomplished via the use of your smartphone or tablet. Whenever you make modifications to one of the papers that are included in your submission logs, this will make the process go more quickly.

Dashpivot's robust submittal log app can optimise your current system and streamline documentation processes. To know more about it, check the Dashpivot submittal log app.