How to Manage the Submittal Process Using Collaboration

How to Manage the Submittal Process Using Collaboration

CMiC – Submittals via Collaboration (Phase 1)

Overview: How to manage the submittal process using collaboration:

Using collaboration on a project means Subcontractors, Architects, Owners, Consultants and other business project partners can access CMiC to facilitate efficient flow of information through the system to one another. By using collaboration on projects, more information can be captured, referenced and utilized both during construction and post job completion. While there are various ways collaboration may be used, Swinerton has identified the workflow below as a successful path to process submittals on a collaborative project.

SUBCONTRACTOR UPLOAD SUBMITTAL INTO CMiC / SENDS SUBMITTAL TO GC:

  1. Logon to CMiC

  1. Open the “Document Management” object in the treeview
  2. Open the “Submittals” object
  3. Click on the blue submittalhyperlink to upload submittals to CMiC (see note below the next two screen shots before proceeding).

NOTE: you will be able to see all submittals for the entire project. In order to make it easy to upload your submittals, simply click the “Enter Query” button and type your company name between % signs (one at the beginning and one at the end).

  1. Click on the “Attachments” tab
  1. Click “Upload Multiple” (even if only attaching one document, using this button in lieu of “Upload New” is much faster and will save you countless minutes.

NOTE: File size limit is 500 MB per file. Should you need to upload a file larger than 500 MB, you will need to use the “Upload New” button. Using this button may take longer, but there is no restriction on file size limit using the “Upload New” feature. It is, however, much slower.

  1. Click “Add”

  1. Select files from your machine you wish to upload. You can select multiple files out of sequence by left clicking one file, then pressing Ctrl and clicking the remaining files. You can select multiple files in sequence by clicking the first file, then pressing Shift and using the mouse or keyboard arrows to select your files. Once selected, Click “Open”
  1. Confirm the correct files are now shown and click “Upload”
  1. Use the drop down arrow in the “Type” column to select which folder you want to save your files in. If you are uploading submittal information, you would choose folder 27, Submittal Documents. Do not save any submittal data in any other folders.

  1. Click “Enter Additional Fields” to ensure all required fields for files being uploaded are entered.

NOTE: Each time you upload a file, you will be uploading the file into a specific folder in CMiC. Each folder has required fields that must be filled out before you can upload your files.

  1. Submittal Type – Use the up arrow to generate a list of values and select what type of submittal you are uploading, i.e., drawings, data, etc.
  2. Submittal Number – enter the submittal number that matches the attachment(s) you are uploading.
  3. 2nd Description field – Type “Subcontractor Submittal”
  4. Click “Save”

NOTE: You can’t upload documents for multiple submittals at the same time, only multiple documents for the same submittal at the same time.

  1. Verify all attachments have been uploaded in the system.
  1. Send general contractor an email notifying them that submittal “insert name” has been uploaded for review.

NOTE: Once a submittal has completed the review process, the General Contractor will forward a transmittal to the Subcontractor. This transmittal will be boldin their queue, will contain a link to the submittal (s) being transmitted and will be available for download in CMiC to serve whatever purpose the Subcontractor requires. They can access the reviewed copy on CMiC or save it to a local draft folder for easy access.

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