Koester Expectations- Submittals
Department: Operations
Topic: Submittals
Process: Procore Submittal Process
Objective
To standardize and streamline the process of creating, tracking, reviewing, and approving submittals in Procore, ensuring timely delivery of project materials and compliance with contract documents.
Background
Submittals are a critical part of the construction process, ensuring materials, products, and systems meet project specifications before installation. Procore provides a centralized tool to manage submittals efficiently and maintain clear communication between project teams, architects, engineers, and subcontractors.
Things to Consider
· Users must have the proper permissions in Procore’s Submittals tool (create, review, approval).
· Submittal logs are built from the project’s specifications; Project plans and any other required contractual obligations we owe the client.
· All submittals must align with contract documents and be logged in a timely manner so that they are reviewed and approved prior to ordering and putting the work in place.
· Distribution lists for review must be confirmed with the Project Manager or Project Engineer at project start-up.
· Submittal log should be sent to the design team or construction administration team to review and acceptance.
Prerequisites
· Specification review completed so that we know and understand what is required for submittals.
· Initial Submittal Log created and uploaded into Procore.
· Submittal process reviewed with the Project Team and Architect/Engineer during kickoff.
Steps
1. Create Submittal Log
a. Review project specifications.
b. Enter required submittals into Procore manually or via bulk upload option in Procore from your project specifications. (Visit below link for bulk upload instructions) https://support.procore.com/products/online/user-guide/project-level/submittals/best-practices-submittals/best-practices-submittal-builder
c. Verify all Division 01 requirements are included as a lot of contracts require that we submit specific division 1 items for compliance.
2. Formality of submittals
a. Submittals should be labeled by their respective CSI division number.
i. Example Cast-in-Place Concrete 03 30 00 see blow
b. Naming Convention. Each submittal if not dictated by the specification or design team should follow a Koester standard naming convention In the title
i. It should list the trade discipline first then what is being submitted (shop drawing, Product data etc.)
1. Concrete – Retaining wall Rebar Shop Drawing
2. Drywall – Gypsum board Product Data
3. Glazing – Curtain Wall Shop Drawings
4. Framing – Wood Truss Shop Drawings
c. Each Submittal should be entered by type. Examples below:
i. Shop Drawing
ii. Product Data
iii. Sample
iv. Warranty
d. 
3. Assign Responsibility
a. Assign each submittal item to the responsible subcontractor/vendor.
b. Assign Submittal Manager to each submittal
i. Submittal Manager should be the Project Engineer if a Project Engineer is not assign it will be the Project Manager.
c. Create workflows for the submittal. Who from the design does it need to go to after Koester has reviewed.
d. Set due dates based on procurement schedule and lead times.
4. Submittal Log Design Team Approval
a. Once the submittal log is developed, most design teams require that it is sent in for approval. This process allows the design team to review what we are planning to submit. The design team may choose to add additional submittals or remove submittals they believe are not necessary.
b. Submittal Log should be completed within the first 2 weeks of project kick off so that the expectations are clear between the Koester and the design team.
c. Once the submittal log is completed the project engineer should make sure that all submittals are out of “draft” mode and in “open” so that trade partners are receiving the notification to submit.
5. Submittal Timeline
a. For projects that are longer than 6 months submittals should be submitted, reviewed & approved within the first 90 days of the project commencement. This ensures that everything is approved and the procurement process has begun so that we do not have project delays due to unapproved submittals or late procurement issues.
b. Projects Less than 6 months should have submittals completed within 30 days of commencement.
6. Submittal Upload by Subcontractor
a. Subcontractor uploads required product data, shop drawings, or samples to the Procore Submittal tool.
b. Ensure proper naming convention is used (per project specifications and design team requirements).
7. Project Team Initial Review
a. Project Manager or Project Engineer reviews for completeness.
i. Review submittal against project specifications requirements and project plans and any other related contractual requirements.
b. Return to subcontractor if incomplete before forwarding to design team.
8. Send for Design Team Review
a. Route submittal through Procore to the Architect/Engineer or other required reviewers.
b. We never submit a submittal to the design team as approved. We always submit the submittal to the design team as “REVIEWED” OR “REVIEWED AS NOTED” See this link for Koester Submittal Stamp
c. Confirm correct distribution list is used. This is based on your CA kick off meeting and team expectations on who needs to receive submittals.
9. Track Review Status
a. Monitor submittal status in Procore (Open, In Review, Revise/Resubmit, Approved, Approved as Noted).
b. Follow up with reviewers if turnaround exceeds agreed timelines.
10. Communication Results
a. Once returned from the design team, communicate approval status to subcontractor. VIA Procore use link for further steps https://support.procore.com/products/online/user-guide/project-level/submittals/best-practices-submittals#chapt9
b. If revisions are required, reassign and track resubmission.
11. Close Out Submittal
a. Upon final approval, mark the submittal as "Approved."