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Submittals

To ensure clear tracking, submission, review, and approval of engineering submittals, maintaining project progress and quality control.

Scope:
It covers tracking deadlines, packaging, saving, submitting, revising, and follow-up communications involving engineering, project management, and vendor teams.

Note: git This process is demonstrated using Project Columbus LG Chem (Project ID: 551.0262) as an example. Adapt project schedule names, responsible personnel, folders, and timelines as appropriate for other projects.

1. General Submittal Tracking and Preparation​

  • Track all submittal deadlines in the Project Schedule/ADO system.
  • Verify who is assigned to each submittal.
  • Check status 5 days before due date, 2 days before, and on the due date itself.
  • When the engineer declares the submittal ready:
    • Prepare the submittal package with a coversheet.
    • Save the package on the N drive at: 10 Submittals > Control Drawings.
    • Save a copy in SharePoint: Shared with Subs > Icon and iEng > Submittals.
    • Change the folder color/status to yellow to indicate "In Robert’s court."
    • Email Robert Bieg with a cc to Connor Martin to notify that the submittal is ready for review.

2. Upon Submittal Return​

  • When the submittal is returned after review:
    • Archive the previous version by moving original files to the "_Archive" folder on both N drive and SharePoint.
    • Revise and resubmit as required.

3. Revise and Resubmit Process​

  • If submittal is returned with comments requiring revision:
    • Alert the team lead (Sarah Sallese).
    • Request a corrected submittal with a due date of 5 business days from notification.
    • Repeat the preparation and submission steps as appropriate.

4. Approved As Noted / No Exceptions Taken​

  • Once submittal approval is confirmed:
    • Confirm quantities with team lead.
    • Obtain quotes from vendor(s).
    • Forward quotes to Connor and ask him to complete the purchase.

5. Sequence of Operations (SOO) Documentation​

  • Prepare and maintain SOO cover sheet.
  • Update project schedule (Smartsheet) accordingly.
  • Upload the SOO document to the Submittal folder in SharePoint.
  • Email Icon/iEng to notify that the folder has been turned yellow ("In Robert’s court").
  • Email HBT engineers and Eagle, sharing the Word version of the SOO located in SharePoint.

Roles and Responsibilities​

RoleResponsibilities
EngineerPrepare and declare submittal ready
Project Lead (Sarah Sallese)Oversee submittal revisions and monitoring deadlines
Review Lead (Robert Bieg)Review submittals and communicate status
Project Manager (Connor)Coordinating purchase orders and overall project communication
Team Members (Icon, iEng)Receive notifications and maintain document folders
VendorProvide quotes based on confirmed quantities

Inputs​

  • Project Schedule (ADO or equivalent)
  • Engineering submittal documents
  • Cover sheets and project-specific templates
  • Vendor quotations

Outputs​

  • Organized submittal packages in network drives and SharePoint
  • Email communications confirming status and next steps
  • Approved submittal documentation for project use
  • Updated project schedules reflecting submittal progress

This structure ensures deadlines are tracked, documents are saved systematically, communication is clear, and revisions are managed efficiently, using Project Columbus LG Chem (551.0262) as an illustrative example.