Shop Drawing Management

August 2011
Table of Contents
Logic Diagram .................................................................................................................................. 3
1. Step 1 – Sub Contractor ............................................................................... 4
2. Step 2 – Sub Contractor ............................................................................... 5
3. Step 3 – Managing Contractor ....................................................................... 7
4. Step 4 - Consultants................................................................................... 10
5. Step 5 - Consultants................................................................................... 12
Paper Copy - Hand Mark Up ......................................................................................................... 14
6. Step 6 – Managing Contractor ..................................................................... 20
7. Step 7 – Sub Contractor ............................................................................. 25
8. Transmittal Views ...................................................................................... 25
9. Register Views ........................................................................................... 26
Rules for using Copy Transmittals ................................................................................................. 26
Side Bar Discussions ...................................................................................................................... 27
10. Reporting and Tracking ............................................................................ 29
The Latest Send/Received Files Report ......................................................................................... 30

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Logic Diagram
The diagram below outlines the steps involved with the Shop Drawing Management process.
The numbered boxes eg; 3 are detailed below.

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 1. Step 1 – Sub Contractor
The Sub Contractor has shop drawings, which need to be submitted to the Contractor for
review and approval. These drawing could relate to the following:

 Lift installation
 Facade steelwork
 Mechanical plant layout
 Electrical installation (Transformers, Switchgear etc)

The Sub Contractor creates a transmittal in ProjectCentre and addresses it to the

Managing Contractor.

Screen Shot 1 - New Upload Transmittal

 2. Step 2 – Sub Contractor
The shop drawings are dropped onto the transmittal by the Sub Contractor. The Sub
Contractor selects the correct folder in the register to place the drawings. The Sub
Contractor sets the status of the transmittal to “For Review”.

Screen Shot 2 - Shop Drawings Ready for Upload

The Sub Contractor then Select “Send Files” from the menu. The shop drawings will be
uploaded to the register. The Managing Contractor will receive a notification from
ProjectCentre, which alerts him to the new transmittal, marked for his attention.

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Screen Shot 3 - Upload Transmittal

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 3. Step 3 – Managing Contractor
A notification is sent to the Managing Contractor.

Screen Shot 4 - MC Notification List

The Managing Contractor opens the new transmittal sent by the Sub Contractor and
selects “Copy this transmittal” from the “Select an action” dropdown list.

Screen Shot 5 - Copy this Transmittal

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If the Managing Contractor wishes to create a markup to highlight something for the
Consultants he can create a “Copy Transmittal” addressed to himself which will initiate
the mark up tool. He can then add his markup and then attach a predefined “Workflow”
as described below.

The Contractor attaches a predefined “Workflow” in the addressing box,

which will automatically send the transmittal to the appropriate
consultants, for review.

Screen Shot 6 - Attach Pre Defined Workflow

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Screen Shot 7 - Attach Workflow

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 4. Step 4 - Consultants
The Consultant receives a notification from ProjectCentre, which alerts him to the copied
transmittal, marked for his attention.

Screen Shot 8- Consultants Notification List

This transmittal contains the workflow in the addressing box placed there by the
Managing Contractor.

The consultant opens the transmittal and reviews the attached shop drawings by clicking
the icon next to the name of the document .

Screen Shot 9 - Transmittal View

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The Consultant can either select “Detailed View” or select “Markup”

to view the PDF file in full size or launch the

mark up tool.

Screen Shot 10 - Detailed View

The “Detailed View” displays the document in full screen and allows the user to control
the zoom factor and printing of the document.

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 5. Step 5 - Consultants
The markup tool has numerous features, which provides a range of functionality.

There is also a stamp tool with which you can place a predefined stamp on your mark
up.

The choices are as follows:

If you require a stamp on your mark up other than the choices shown above, you can
need to insert image with the “Image” tool containing the words you require.

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Screen Shot 11 - Markup Tool

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Paper Copy - Hand Mark Up
If the consultant chooses to hand marked up a Shop Drawing, the document must first
be printed.

Once the hand mark up changes are complete, the paper marked up copy must be
scanned. The scanned file must be attached to the transmittal as an attachment using
the “Comment” button.

Adding Comments

Adding comments to a cloud by using the typewriter tool would be the way to highlight a
particular area of a document.

Screen Shot 12 – Adding Clouds and Comments

The MC should coordinate with the consultants regarding which colour should be used by
each consultant for clouds eg: MC=Green, CC=Red etc.

If the consultant needs to open multiple documents for markup simultaneously, he can
right click on each document in the transmittal and pick “Open link in new window”

Screen Shot 13 - Right click to open in new window

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This will open each document in a new window from which he can select the Markup tool
to markup each document.

Screen Shot 14 - Simultaneous Markup of 2 documents eg: Elevation and Plan

Once the markup is completed, the consultant will save the changes by clicking the save

button on the tool bar.

This saves the changes to the document, so everyone can see the markup details.

The marked up document is shown on the transmittal with a red icon and a + next to the
Revision.

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Screen Shot 15 - Red icon and + Revision

When the consultant is finished reviewing the document he must click “Comment” on
the transmittal, which will bring up the workflow manager to enable the next attention
person to be addressed automatically.

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Screen Shot 16 - Next recipient in the Workflow

The Consultant will then selects the drop down arrow next to his name in the workflow
manager and picks the status for the transmittal. In this case, “Reviewed with
Comments” is appropriate as the document contains a markup.

Screen Shot 17 - Changing the Workflow Option

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 The next recipient receives a notification from ProjectCentre regarding the transmittal.

Screen Shot 18 - Consultant Notification List

The next consultant can include additional mark-ups (in green on this case) on the same
document.

Screen Shot 19 - Additional Mark-ups

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Any Consultant can also add comments on a markup which helps to explain the details.

Screen Shot 20 - New Mark-ups with comments

Screen Shot 21 – Work Flow End

Both consultants have reviewed the Shop Drawings attached to the Transmittal and one
has chosen the workflow option “Reviewed No Comments” the other “Reviewed with
Comments”.

The other workflow option available is “Rejected with Comments” which indicates the
Consultant requires a change to be undertaken by the Sub Contractor.

The last consultant, who reviews the documents, automatically sends the transmittal
back to the Managing Contractor for approval as the Workflow determines and changes
the status of the transmittal to “Reviewed”, to indicate the Consultant review process is
complete.

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 6. Step 6 – Managing Contractor
The Managing Contractor may send the Shop Drawing back to the Sub Contractor in 3
ways:

Approved for Construction

If the Consultants have all selected “Reviewed No Comments” on the workflow status

Screen Shot 22 - Reviewed no Comment

and the Managing Contractor is satisfied the Shop Drawings can be “Approved
for Construction”, he selects:

“Copy this Transmittal” from the “Select an Action” dropdown

Set the status of the Transmittal to “Returned” and change

the “Rev. Status” to “AFC”

Screen Shot 23 - Sending back to Sub Contractor

Address the copied transmittal to the Sub Contractor.

The Sub Contractor receives a notification about the transmittal indicating all the
documents have been “Approved for Construction”.

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 Reviewed with Comments
If the Consultants have reviewed the Shop Drawings and anyone sets the workflow
status to “Reviewed with Comments” the Managing Contractor must decide if the
drawings are to be sent back to the Sub Contractor for changes or can be “Approved
for Construction” as described above. Refer to the description of the multiple
scenarios in

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 Logic Diagram.

Screen Shot 24 - Reviewed with Comments

 If the Managing Contractor decides changes are required by the Sub Contractor to the
Shop Drawings, he selects “Copy this Transmittal” from the “Select and Action”
dropdown.
The Managing Contractor sets the status of the Transmittal to “Returned” and changes
the “Rev. Status” to “Rejected” for all documents (the entire package)on the
transmittal.

Screen Shot 25 - Rejected Status

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 The documents requiring change are indicated by the red icon next to the document

name on the transmittal .

Screen Shot 26 - Red Icon shows Markup

Optional Process

The Managing Contractor may choose to change the status of marked up documents

individually. Documents, indicated by the red icon , can be set to “Rejected” and
unaffected documents can be set to “AFC”.

The transmittal status will be set to “Returned”.

Screen Shot 27 - Returned Status of Transmittal

The Managing Contractor addresses the copied transmittal to the Sub Contractor. This
sends the transmittal back to the Sub Contractor indicating there are drawings
requiring change. Some Drawings may have a status of “AFC” and others “Rejected”.

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 Rejected with Comments

Documents which have been marked up and “Rejected with Comments” by the
Consultant should be returned by the Managing Contractor to the Sub Contractor
to instigate the marked up changes.

The Managing Contractor chooses “Copy this transmittal” from the “Select an
action” drop down, which creates a new copied transmittal. It should be
addressed to the Sub Contractor.

The Managing Contractor sets the status of the copied transmittal to “Returned”
and may attach a note to instruct the Sub Contractor regarding the changes
required.

Details re Step 6, the decision point of the process. We have assumed the MCT has
control of the approval process between the consultant and the sub contractor. There are
multiple scenarios involved with step 6, so please read carefully. We have assumed the
MCT can initiate the following:

1. Approve (AFC) Shop Drawings if all consultants have marked up with No

comments
2. Approve (AFC) Shop Drawings if all consultants have marked up with comments
3. Approve (AFC) Shop Drawings if all consultants have reviewed with No mark up
and No comments
4. Approve (AFC) Shop Drawings if all consultants have reviewed with No mark up
and comments
5. Approve (AFC) Shop Drawings if one consultant has marked up with No
comments
6. Approve (AFC) Shop Drawings if one consultant has marked up with comments
7. Reject(REJECTED) Shop Drawings if all consultants have marked up with No
comments
8. Reject(REJECTED) Shop Drawings if all consultants have marked up with
comments
9. Reject (REJECTED) Shop Drawing if all consultants have reviewed with No mark
up and No comments
10. Reject (REJECTED) Shop Drawing if all consultants have reviewed with No mark
up and comments
11. Reject (REJECTED) Shop Drawing if one consultant has reviewed with mark up
and No comments
12. Reject (REJECTED) Shop Drawing if one consultants has reviewed with mark up
and comments

It is important to note the changes in status between the Transmittal, Document and
Workflow. This may appear to be complicated at first however; it is straightforward,
especially for the transmittal and document statuses.

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 7. Step 7 – Sub Contractor
The Managing Contractor sends the unchanged documents back to the Sub Contractor as
“Approved for Construction” with a status on the transmittal of “Complete”

Screen Shot 28 - Status complete and AFC back to sub contractor

The gives the Sub Contractor approval to proceed with his portion of the project.

8. Transmittal Views
There are several register view changes which you should be aware of with the
introduction of Shop Drawing Management.

The icon representing a mark up is in progress is a red pencil.

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There is also a change to the way a transmittal displays a document icon, which you
have been sent. The same icon as above, has been included in the transmittal view to
show you that a marked up document exists.

Screen Shot 29 - Transmittal Icons

There is also a + added to the Rev shown on the transmittal, which also indicates a
document has been marked up. In this case the revision is shown as B+

9. Register Views
Rules for using Copy Transmittals
When a document is sent on a transmittal and is NOT yet marked up there is no change
to the revision.

If it was Rev. A when it was sent it remains Rev. A.

If it is marked up by the recipient eg: a Consultant, the revision becomes A+ on the

transmittal however, the register revision remains at Rev. A. You can access both the
original document and the mark up from the register.

Screen Shot 30 - Register View Showing Mark up

The marked up document is then sent to the Managing Contractor for approval.

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At this point, the Managing Contractor creates a “Copy Transmittal” to return the
documents to the Sub Contractor. The copy transmittal initiates a change in the register
to display a + next to the revision but the red pencil icon is removed. This indicates
there is a mark up and the revision A+ is the latest revision in the register.

Screen Shot 31 - Register View Showing Latest Rev.

The Sub Contractor can now view the marked document sent to him by the Managing
Contractor and undertake the changes required.

Side Bar Discussions

If a Consultant needs to have a side bar discussion with someone on the project relating
to the Shop Drawing sent to him for review, the only way this can be achieved is to
follow these steps.

Consultant marks up the Shop Drawing, if he wants to have a side bar discussion
with someone else on the project about a drawing containing a mark up

He splits to a new document (eg: RFI or appropriate document type like a “Shop
Drawing Referral”).

He selects the tick boxes in the attachments section of the form to include the
marked up documents from the transmittal which are required for the discussion.

Screen Shot 32 - Side Bar Discussion RFI

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 The recipient of the RFI engages in the side bar discussion regarding the marked up
document. He can’t use the mark up tool to add mark ups to the document, which
has been sent on the RFI. He can only comment in the response to the RFI. If he
want to add mark ups he must first print the attached document. Mark it up by HAND
and then attach it to the RFI.

Screen Shot 33 - Hand Mark Up in Side Bar Discussion

This will not affect the version of the document in the register view.

The normal workflow can then resume.

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 10. Reporting and Tracking
With the potential for 1000’s of shop drawings requiring approval on a large project, it is
possible to become lost in the transactions between Sub Contractor, Coordinators and
Consultants. The best way to keep track of the Shop Drawing approval process is to
create saved searches, which help you manage the process. A typical report is shown
below:

Screen Shot 34 – Saved Search - Shop Drawing Report

The “Action” column indicates who is delaying the process and the “Days with current
user” column shows how many days that user has had the documents.

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The Latest Send/Received Files Report
This report helps identify documents which may need to be issued. It looks at the latest
revision of a document which has been uploaded and checks if anyone has received that
revision. Only documents which need to be sent are included in the report.

Screen Shot 35 - Latest Sent/Received Files Report

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