Create Submittal Item

Overview
Numerous submittals and other contract requirements must be managed and tracked for a successful
project. Managing this process requires working in front of the curve, taking a proactive approach to
securing completion of these items. The Submittal Process is an important part of the construction
schedule. Submittals that are not approved on time can jeopardize the overall schedule by delaying
material ordering and delivery.
Use this procedure to create a submittal item.
Prerequisites
You must have necessary permissions to create submittal items.
Navigation
Follow these steps to access the task:
Project Home | Engineering | Submittal Items | Create
Tips and Tricks

Grayed out submittal package information listed on the Submittal Item form cannot be
entered into this form. It will be auto populated from the Submittal Package form only when
the item is linked to a package.

It is always a good idea to

your work before going on to a new tab in the form.
In field definition tables, fields will be defined as Required (data must be entered), Conditional
(data may be required if certain conditions are met), Optional (data is not required, but may
be helpful).
The table below outlines the uses for the Prolog Converge toolbar menu.

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Create Submittal Item

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Create Submittal Item

Procedure

1.

Start the transaction using the navigation path as listed in the Overview section.

Creating Submittal Register

2.

As required, complete/review the following fields:

Field
Sub Item #

R/O/C

Description

Required
Example:
00133
Type in a unique submittal item number or
click
to auto populate the next
available submittal item number for the project.

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Create Submittal Item

Field

R/O/C

Revision

Description

Required
Example:
0
Type in zero (0) the first time the item is
entered to indicate that there have been no
revisions for the item. When revisions are created
in Submittal Packages this field will autopopulate with the next available revision number
for the item.

Description

Required

Detailed explanation of the item.

Example:
Product Literature
Type in a short identification of the submittal
item.

3.

From the Status list, select an appropriate status.

4.

As required, complete/review the following fields:

Field

R/O/C

Specification Section

Description

Required
Example:
08110
Type in the applicable specification section
number from the project specifications manual for
the submittal item.

Spec Sub Section

Optional
Example:
2.01
Type in the applicable specification sub
section number from the project specifications
manual for the submittal item.

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Create Submittal Item

Field

R/O/C

Responsible Company

Description

Conditional

Company responsible for completing work

indicated in record.
Example:
Frank Lank Construction
Type the name of the company that
will supply this item or click
company name.

Supplier

to search for the

Optional
Example:
Enter Supplier
Type in the name of any additional company
working with the responsible company to supply
the item, if applicable.

5.

From the Type list, select an appropriate type.

6.

Action should be left blank. It will be auto-populated from the Submittal Packages module when
reviewed by the architect.

7.

As required, complete/review the following fields:

Field
Logged By

R/O/C

Description

Required
Example:
Kim Warf
Converge will auto populate this field with
the current user's name but will be overwritten by
the user that logs the Action of the item.

Notes

Optional

Additional information related to the record.

Example:
Product info literature
Type details regarding the submittal item.

8.
9.

Select Schedule Activity ID using

if applicable.

Converge will auto populate Type if a scheduled activity ID is present.

10. Converge will auto populate Task Date if a scheduled activity ID is present.
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11. Type in or choose ROJ Date (required on job date) if applicable.

12. As required, complete/review the following fields:
Field
Approval

R/O/C

Description

Optional
Example:
0
Type in the number of calendar days
required to approve the submittal item, including
time for any revisions that may be required.

Fab

Optional
Example:
0
Type in the number of calendar days
required for fabrication.

Delivery

Optional
Example:
0
Type the number of calendar days required
for delivery of the itme.

Delivery

Optional
Example:
0
Type the number of calendar days required
for delivery of the itme.

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Create Submittal Item

Field

R/O/C

Due From Sub

Description

Conditional
Example:
3/1/2011
Type in the date by which the subcontractor
is to have the item to the project for review. This
field will be auto-populated if the Use Lead Time
to Get Due Date box is checked.

Note: The Due From Sub date MUST be

completed for the item to show in the
subcontractor's Action Required lists in the
project navigation.
Actual From Sub

Optional
Example:
2/15/2011
Type in the date the responsible company
submitted the item. This information can be filled
in by Turner or the responsible company when
they submit an item for review.

Field without label

Optional
Example:

Converge auto-calculates the number of

calendar days early or late the submittal item was
received from the responsible company. If it was
received early, you will see (-) next to the number
of days. It it was late, you will see a (+).

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Create Submittal Item

Field

R/O/C

Back to Sub

Description

Optional
Example:
2/15/2011
Type the date you returned the item to the
responsible company after review or Converge
will auto-populate this field with the date the item
was returned to the responsible company (after
review), based on the information entered in the
linked submittal item package.

Scheduled Delivery

Optional
Example:
3/1/2011
Type in the date the item is set to arrive on
the project.

Actual Delivery

Optional
Example:
2/28/2011
Type in the date the item arrived on the
project.

Field without label

Optional
Example:

Converge auto-calculates the number of

calendar days early or late the submittal item was
delivered to the site. If it was received early, you
will see (-) next to the number of days. It it was
late, you will see a (+).

13.

Click

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Create Submittal Item

Results and Troubleshooting

You have successfully created a submittal item.
If the Responsible Company field has been filled in, the main contact for that company will receive a
daily email alerting them of any submittal items that are past due or due within the next two weeks. The
item will also become visible in the following views for the responsible company's users: My Submittal
Items Action Required (under Home | My Tasks), My Company Records - All and My Company
Records - Action Required.
If the Responsible Company submits an item and enters the Actual from Sub, an email will be sent to
all Turner staff that have the Receive Submittal Notifications box selected on the Contacts tab in the
Project Info/Directory module notifying them a new item is ready for review.

Do not reply via the notification emails as the mail box they are sent from is not monitored, it is
used for outgoing mail only.
Troubleshooting

If an item is not showing up in the My Submittal Items Action Required or the My

Company Records - Action Required for the responsible company check to be sure that a
Due From Sub date has been entered on the record.

If you cannot resolve issues using this document, please contact the designated support person in your
Business Unit or the Help Desk.

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