Submittal Packages

To create a new submittal package, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the Submittal Packages application (Apps > Document Management > Packaged Submittals > Submittal Packages).

3. Click New in the action bar.

4. Complete the following fields as appropriate:

   Note Depending on how this app is configured for your domain, there may be fields or sections listed here that do not appear for you, fields and sections that appear for you which are not listed here, or fields and sections which appear in a different order. If you have any questions, check with your domain administrator.

   Field	Description
   Details
   Number	Allow Kahua to auto-number the record, or enter a different value. Note The number format can be configured by your domain administrator. Refer to Application configuration.
   Revision	Enter a revision number. Typically, the first revision number is 0.
   Subject	Enter a subject.
   Description	Enter a description.
   Work Package	Select a work package to establish default reviewers and distribution. For more information, refer to Work Packages.
   Priority	Select the appropriate priority.
   Track Items with Package	Select this option to have the status of the associated submittal package determine the status of this submittal item.
   Status	Select the appropriate status. When the item is initially created, the status will be "New" by default.
   Work Package	Select a work package to establish default reviewers and distribution. For more information, refer to Work Packages.
   Submittal Coordinator	Your name is selected by default. Modify if necessary. Note This is the person who receives the submittals from vendors, sends submittals to reviewers, and returns final response to the sub.
   QC Reviewer	If using, select the Quality Control (QC) Reviewer. This is the user who will review the submittal for contract conformance prior to its submission to the official reviewers. Depending on your organization's preferred workflow, the submittal can be returned back to the submittal coordinator or sent directly to the official reviewers after the QC Review. Note If you are not using a Quality Control review process, an administrator can remove the QC related fields on the Fields tab in configuration, and disable the QC action items on the Settings tab in configuration.
   QC Response	The QC Reviewer selects the appropriate response from this list. Note This lookup list is managed in the Configuration app. Refer to Lookups.
   QC Notes	The QC Reviewer enters notes here as needed.
   Submitting Vendor	Select the vendor responsible for submitting the item.
   Location	Select one or more locations from the list, as appropriate. For more information on setting up location values, refer to Setting up locations.
   Category	Select the appropriate category. Depending on how your domain or project is set up, this may reflect the CSI Divisions used on your project, or another categorization.
   Type	Select the appropriate type. This field may be used to describe the item being submitted, such as a sample or a shop drawing.
   Reason	Select the appropriate reason for the submission. Example Typically items are submitted for review, but if an item is being submitted for information only, that can be designated here.
   CSI Code	Select the appropriate CSI Code.
   Omni Class	If using, select the appropriate value from the list.
   Page #	Select the appropriate page number where the submission requirement is found in the specifications.
   Critical Path / Material Tracking / As Specified Only / Substitution / Include with O&M Manual / Asset Tracking	Select these items as appropriate. Selections are for informational purposes only.
   Material
   Copies Required / Submitted / Returned	Enter the appropriate information on the number of copies required, submitted, and returned as the submittal item goes through the review process.
   Lead Time (Days)	Enter the lead time information for this item.
   Manufacturer / Model Number / Country of Origin	Enter this information as appropriate.
   Vendor Notes	Enter any notes as appropriate.
   Response Distribution	Select contacts who should receive of copy of the response when it is completed.
   Notify Response Distribution on Submit to Review	Select this option to notify contacts in the Response Distribution field when the submittal item is submitted for review.
   Notify Response Distribution on Completed Review	Select this option to notify contacts in the Response Distribution field when the review on the submittal item is complete.
   Notes	Enter any notes as appropriate.
   Portable View Template	Select the portable view template to apply to this submittal item. For more information on portable views, refer to Portable Views.
   Submittal Items
   References
   Upload relevant files. For more information on using this section, refer to References section.
   Reviewers / Response
   Official Reviewer	Select the official reviewer.
   Instructions to Official Reviewer	Enter any instructions to the official reviewer.
   Response	The official response appears here.
   Response Notes	Any notes from the response appear here.
   Owner's Rep	If appropriate, select the Owner's Rep.
   Instructions to Owner's Rep	Enter any instructions to the Owner's Rep.
   Owner's Rep Notes	Any notes from the Owner's Rep appear here.
   Date Sent / Date Due / Date Responded	These date fields will automatically be completed if you use the Kahua workflow. Otherwise you can manually enter in the information.
   Response / Primary Response	The response to the question posed appears here.
   Consultant Reviewers
   Consultant Reviewers appear here. Click Insert to insert a number of lines in the grid and select Consultant Reviewers.  Click the More icon to open an expanded grid view. For more information on working with grids, refer to Item Grids.
   Submittal Dates
   These dates appear automatically as the submittal item goes through the review process.
   Comments
   Add any comments as appropriate here.

5. Click Save when you are done.

Submittal packages are imported in the same manner as other imports are completed in Kahua. For more information on the import process, refer to Importing records.

If you are gathering submittals from the Submitting Vendor to submit for review and that vendor uses Kahua, you can select Request Submission to create a task in their Kahua domain.

This process can be done from the submittal item if you are tracking submittal items without a package, or from the submittal package if you are tracking submittal items with packages.

Once you request submission from a vendor, the submittal package or item becomes locked. If you need to edit the package or item, select Recall to remove the task from the submitting vendor's task list. The package or item can then be edited and you can again request submission.

If you are gathering submittals from the Submitting Vendor to submit for review and that vendor uses Kahua, you can select Request Submission to create a task in their Kahua domain.

This process can be done from the submittal item if you are tracking submittal items without a package, or from the submittal package if you are tracking submittal items with packages.

Once you request submission from a vendor, the submittal package or item becomes locked. If you need to edit the package or item, select Recall to remove the task from the submitting vendor's task list. The package or item can then be edited and you can again request submission.

To complete a requested submittal item or package task, complete the following steps:

1. Navigate to the Tasks application.

2. Open the appropriate task. The Submittal Package or Submittal Item task appears.

3. The project name is available in the log view. Information about the requested submittal appears in the Details section.

   

4. Requested submittal items appear in the Submittal Items section. To add additional items, select Insert. Select Insert Existing to add items from the Submittal Items sub-application. For more information on working with item grids, refer to Item Grids.

5. To add files to the submittal, select Upload in the References section. For more information on working with references, refer to References section.

Your domain administrator or another user with the appropriate permissions can configure the app in the Configuration application.

If you are using submittal packages, there are three applications involved in configuring the submittals process. The settings that impact the submittal process regardless whether you use Submittal Packages or Submittals items for tracking are managed on the Packaged Submittals page (Apps > Administration > Configuration > Applications tab > Packaged Applications). For more information, refer to Submittals.

For information on configuring submittal items, refer to Submittal Items.

Note There are many fields available for selection in the Submittal Items application. If there are fields that you know your organization will not be tracking, you can have your domain administrator clear the Is Visible check box for that field on the Configuration > Applications > Submittal Items > Fields tab to remove them. Refer to Fields.

Important When working in the Configuration app, it is important to review the header and ensure that you are working at the correct level in the hierarchy, either the root domain or at a partition or project level. Settings that you establish at the root domain or lower levels will inherit down the hierarchy until they are overridden. For more information on the hierarchical structure of Kahua, refer to Understanding the hierarchical structure of Kahua.

The Configuration app can be accessed directly through the apps list (Apps > Administration > Configuration), or by right-clicking on an application in the launch bar and selecting Configure. When you select Configure for an app from the launch bar, the detail view of the configuration page for that application opens automatically.

For general information on configuring this app in Configuration, refer to Application configuration.

The following items are specific to this application:

Options	Description
Field Groups
GC Attributes / Sub Attributes w/Collaboration / Sub Attributes w/o Collaboration	These selections add or subtract fields from the user interface. Generally speaking, it is preferable to review the Fields tab and determine which fields are appropriate to include or hide for your organization's workflow. Refer to Fields.
Workflow
Active	Select the appropriate workflow option: None: No workflow is available. You can record create submittal documents, log information, and generate logs, but you cannot send tasks to other Kahua users. Kahua Submittal Package Workflow: You can request submittal items from other Kahua users and submit them to other Kahua users for review. Note that this option allows for a sequential review process with consultant reviewers, which is not available if the Owner Directed Workflow option is selected. Kahua Submittal Package Workflow - Owner Directed: You can request submittal items from other Kahua users and submit them to other Kahua users for review. Select this option if your project includes an owner or owner's representative in the submittal review process. Note that if this option is selected and an owner or owner's representative is not included on the submittal, the submittal will be processed and appropriately sent to the selected reviewer(s) for review Note Workflow selections can be made in both the Submittal Packages and Submittal Items applications.
Settings
Official Response Period / Owner Response Period / Consultant Response Period / Vendor Submission Period / Days in Review Calendar	For each calendar period, select the appropriate calender option from the available choices: Calendar Days Office Days Job Site Days Note Office Days, Job Site Days, Holidays, and Exceptions are managed on the Configuration app > Work Days tab. For more information, refer to Work Days.
Require Consultant Item Response	If there is a consultant reviewer designated on a submittal package, selecting this option requires that they select a response for the submittal items on the package.
Require Consultant Item Response Notes	If there is a consultant reviewer designated on a submittal package, selecting this option requires that they add response notes for the submittal items on the package.
Require Consultant Package Response Notes	If there is a consultant reviewer designated on a submittal package, selecting this option requires that they add response notes for the submittal package.
Allow Submitter to Create Records	Select this option to allow the submitting vendor to create submittal item records.
Submittal Coordinator Must Be Domain User	Select this option to require the Submittal Coordinator to be a Kahua user.
Disable Submitting Vendor Workflow	Select this option to remove the option to request submittal items from a vendor and remove the associated workflow.
Disable Distributed Status (Kahua Submittal Package Workflow Only)	When using workflow and the reviewer returns the submittal package with a response, the status of the package automatically updates to "Responded". When the submittal package is subsequently returned to the vendors using workflow, the status of the package automatically updates to "Distributed". To remove that status change from your workflow and have the submittal package status remain as "Responded" after distribution, select this setting.
Enable QC Workflow	Select this option to enable the Submit to QC action option on submittal packages. When clicked, the submittal package is sent as a task to the QC Reviewer. Note You can clear this selection if you are not using a Quality Control reviewer as part of your submittal review process.
Allow QC Reviewer to Submit to Reviewers	Select this option to enable the Submit to Reviewers action option on submittal packages. When clicked, the submittal package is sent from the QC Reviewer to the named submittal reviewers. If not enabled, the QC Reviewer can return the submittal package to the coordinator using the Assign to Coordinator action option. Note You can clear this selection if you are not using a Quality Control reviewer as part of your submittal review process.