Release of Superset Submittal Suite
Superset’s Submittal Management Suite streamlines submittal management and fosters collaboration among owners, service providers, and stakeholders. The suite enables planning, review, and tracking of deliverables through robust workflow customization, intuitive administration, automation, and advanced reporting features.
As a foundation of effective document management, the Submittal Management Suite delivers automated document tracking and enforcement of contractual standards throughout the project. The suite equips project stakeholders with tools for strategic planning, streamlined administration, review oversight, and proactive notifications —driving efficiency and compliance at each step.
Submittal Packages. Submittal packages serve as a logical framework for structuring submittal items, project deliverables, and associated documents. Packages enable the grouping of related submittal items—such as design drawings, product data sheets, material samples, specifications, and supporting documents—into cohesive units for efficient submission, review, approval, and tracking. The app supports comprehensive management and oversight of package completion, incorporating key workflows and reviewer specifications that guide the submittal items.
Submittal Items. Submittal items encompass individual documents, samples, or data provided by contractors or subcontractors for evaluation and approval by architects, engineers, or project owners. These items have a parent-child relationship with Submittal Packages and support the development of detailed submittal schedules and forecast reports. Management and reporting capabilities feature automated workflows, scheduled submission dates, due dates, review durations, and detailed revision tracking.
OOTB Ready Solution
When we began developing the new version of the Submittals Management Suite, we seized the opportunity to redefine what's possible from the ground up. Our primary objectives were to build an architecture that supports multiple use cases, minimizes administrative burden, and delivers enhanced insights into key dates and durations.
Streamlined Setup for Submittal Registers: We critically evaluated the total setup activities required to create a submittal register, simplifying processes to reduce time and effort.
Efficient Administration Functions: Enhanced tools for updating stakeholders and roles, making it easier to manage team assignments and permissions.
Proactive Notifications and Alignment: Optimized how and when stakeholders are notified, ensuring the entire team stays aligned on deliverables and timelines.
Independent Service Provider Activities: Designed to allow service providers to create and submit deliverables without dependencies on other parties, eliminating obstructions and promoting autonomy.
Comprehensive Workflow Customization: Reviewed available workflow options and empowered administrators with full control over their implementation and usage.
Insightful Forms and Reports: Analyzed forms and reports to ensure they are meaningful and actionable, enabling the entire team to rely on them for administrative tasks and weekly meetings.
Seamless Integration: The solution integrates effortlessly with other OOTB Kahua applications, remains referenceable, and maintains a consistent look and feel across platforms.
Flexible Automated Workflow
Projects often include hundreds of deliverables that involve multiple stakeholder groups. The Submittal Suite has been designed with maximum flexibility and ease of administration in mind. Users have complete flexibility to define how the Submittal Suite operates on enterprise, program, and project levels.
Streamlined Setup and Administration. Assign stakeholders, update workflow reviews, and manage stakeholders across all deliverables.
Multiple Review Workflow Options. Choose between four workflow types: Concurrent, Sequential, Timed, First to Review, and Per-Item Review.
Improved Collaboration. Smooth coordination between Public Authorities and Project Co, ensuring contract adherence.
Enhanced Compliance and Accountability. Leverage best practices for Document Control for consistent oversight and compliance.
Dates and Calculations
Automated logic for date monitoring, performance calculations, and alert notifications. These tools enable precise oversight of critical timelines and generate valuable metrics on document management.
Create a Plan and Track Progress. Develop a Submittal Schedule by defining packages, related submittals, and scheduled submission dates to track and report on current and future deliverables.
Manage Package Completion. View and analyze submittal package details, including the count of reviewed and pending submittals. Track completion status to identify bottlenecks and facilitate timely resolutions.
Manage Review and Rework Durations. Track review durations for in Review items and Re-Work duration of responded items requiring re-submission.
Works with all Workflow Types. Supported by all workflow configurations, enabling flexible adaptation to project needs.
Out-of-the-Box Forms & Reporting Capabilities
Accessibility-compliant forms, reports, and automated notifications that can be tailored to address unique project requirements. Pre-configured forms and reports are aligned to Project Agreement stipulations and boost operational efficiency and oversight.
Standardized Templates. Leverage uniform templates, eliminating the need for manual design and substantially reducing setup.
Data Handling. Reliable and accurate data collection and reporting, reducing errors and ensuring consistent documentation among teams.
Enhanced Audit Readiness. Real-time critical metrics and analyses, enabling quick identification of patterns such as failure incidents or deductions.
Accessibility Compliance. Adherence to WCAG 2.0 accessibility guidelines, ensuring usability for all stakeholders.
The Submittal Suite comprises a collection of essential reports designed to simplify the administration and management of project deliverables.
Submittal Items Register: Submittal Items organized by document number in ascending order.
6 Month Look Ahead: Submittal Items scheduled for submission within the next six months.
Overdue Submittal Report: Submittal Items in "Requested" status past their scheduled submission date, including overdue days, to highlight delays for prioritization and mitigation of project impacts.
Monthly Submittal Activity: Submittal Items submitted in the current month, grouped by package and sorted by document number to track activity, assess workload, and progress.
Submittal Items “In Review”: Submittal items in "In Review" status, grouped by package and sorted by document number for an overview of review progress.
Review Cycle Detail Report: All submitted Submittal Items with review cycle information such as dates and durations in days, offering insights for process optimization and delay analysis.
Governance & User Guides
Users are equipped with a dedicated procedure document aligned to the Project Agreement and User Guides. This document can be applied directly or customized to meet specific organizational and project needs.
These documents facilitate the adoption of best practices for the project or provides a solid basis for modifications to better suit project requirements. The procedures encompass an overview of the Submittal Management process, including role description and responsibilities, detailed Submittal business process, reporting, and administration functions.
Rapid Deployment and Reduced Risk. Enable immediate solution deployment or serve as a strong base for fine-tuning procedures to meet project needs.
Enhanced Compliance and Accountability. Reflects document control best practices for consistent oversight and compliance.
Improved Collaboration. Enable smooth coordination between stakeholders ensuring contract adherence.
Questions & Answers
How customizable is the Submittal Management Suite for different project sizes?
The suite offers flexible workflow options (e.g., Concurrent, Sequential, Timed, First to Review, and Per-Item Review) that can be configured at the enterprise, program, or project level, making it scalable for small teams or large capital projects.
What kind of reporting insights does the suite provide to track project delays?
Key reports like the Overdue Submittal Report, Review Cycle Detail Report, and 6-Month Look Ahead help identify bottlenecks, overdue items, and review durations, enabling proactive mitigation and performance optimization. Additional reports may be developed to meet specific project requirements.
How does the suite ensure compliance with contractual standards and accessibility requirements?
It enforces contractual standards through automated workflows, notifications, and WCAG 2.0-compliant forms, while governance documents and user guides promote best practices for audit readiness and stakeholder accountability.
Can the Submittal Management Suite integrate with existing PMIS systems or other tools?
Yes, it's designed for seamless integration with other OOTB Kahua applications and maintains a common look and feel, reducing setup time and ensuring compatibility with broader project management ecosystems.
What benefits does the OOTB Ready Solution offer in terms of reducing administrative burden?
It streamlines setup, automates notifications, and provides pre-configured templates and reports, allowing teams to deploy quickly, minimize manual work, and focus on strategic planning rather than administrative tasks.