AEC definitions
A submittal register is the project's list of required submittals, usually with the specification section, the responsible contractor, the date due, the date received, the action, and whether a resubmittal is open. People also call it a submittal log.
Definition
Division 01 tells the contractor to prepare it from the specifications, often within a set number of days after award. Each technical section's submittal article becomes rows. The register is a management tool. It does not replace the submittals themselves, and a row marked approved is only as good as the stamped document in the file. Schedulers tie long-lead rows to the procurement activities. A register that is not updated becomes a record of intentions.
In depth
Spec section, item, type (product data, shop drawing, sample), trade, date needed in the field, date due to the reviewer, date sent, action, and resubmittal date. A row without a needed-by date cannot be scheduled.
Group by section so a missing article is obvious. A register that lists only what trades have already sent hides the items nobody picked up.
The submittal schedule and the construction schedule have to agree on long-lead items. A switchgear submittal approved after the gear had to be released is a register that was not connected to the work.
Review durations come from Division 01. The register should use that duration, not a hope.
Use the same actions the spec uses: approved, approved as noted, revise and resubmit, rejected. Inventing 'in process' for a month hides a ball in someone's court.
Resubmittals get a new line or a clear suffix. Overwriting the rejected date destroys the history a delay claim will ask for.
Someone should compare the register to every submittal article, including Division 01 closeout items and mockups. Trades omit items that have no product to sell, such as qualification data, and those rows still matter.
Delegated-design submittals need their own rows. They take longer because they include engineering.
The approved PDF, with the stamp, is the record. The register points to it. A status of approved with no file attached will not satisfy closeout or a dispute.
At handover, the register should show closeout submittals as clearly as construction ones. O&M and warranties are rows, not an afterthought folder.
Examples
The register lists section 08 11 13 shop drawings due 30 days after notice to proceed, with a 14 day review, matching Division 01.
A revise-and-resubmit on the curtain wall keeps the original row and adds a resubmittal date. The release date in the schedule moves with it.
Closeout warranties are rows from the start, so they are not discovered in the last month.
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