Capital Projects / Commissioning / Design

Approving Design Submissions

You can associate design submissions with action items to track the progress of the document in the review process up to the time of the document's approval. Only approved submissions can be used during the construction phase (for example, as construction checklists and test procedures), so approving documents is a critical part of the commissioning process.

For example, a commissioning agent can enter an action with the Action Type of CX - Design Submissions, giving the document an Action Title that indicates the type of work it addresses and the milestone status it represents, such as Sequence control, AHU, H&V - 40% Design Submission. You would create an action with the Action Type of CX - Design Submission, and attach the design submission document to the action using the Document field. When the design professional (architect or engineer) has reviewed the document and the commissioning agent has refined the submission, a new action can be created that indicates the milestone status for this design submission with the revised document attached. This process can be repeated to the point where the owner has approved the documentation. At this point, you can run the Approve Documentation action for this action item as described in the procedure below. The Approve Documentation action automatically updates the Action Item Status to Approved, and provides additional fields to document the approval. Using this action means that the approved submission becomes available in the Construction process.

Procedure: Approving Design Submissions

The Approve Documentation action is available from the Manage Design Submissions and Requirements task and from the Review Design Submissions task.

To approve a documentation action item:

  1. Access the design submission action by making either of the following selections from the Commissioning application:
    • Select Design/Manage Design Submissions and Requirements, select a commissioning work package in the left pane, and then select Edit in the row for an action that has the Action Type CX - Design Commissioning. The Action Item Details form appears.
    • Select Design/Review Design Submissions, select a commissioning project in the left pane, and then select Edit in the row for an action that has the Action Type CX - Design Commissioning. The Edit Action Item form appears.
  2. On the Action Item Details or Edit Action Item form, click Approve Documentation.

    The Approve Documentation form appears. The Action Item Status has been changed to Approved. The Project Code, Work Package, and Action Item ID are filled in with the values for the selections you made.

  3. Select a new Action Type: Once a submission is approved, it has a different use. For approved design submissions, select Construction Checklist or Test Procedures from the Action Type list to indicate how the document will be used in the Construction phase.

  4. Enter the following information for the approved documentation:

    Action Title: You can change the title to reflect that this is the approved design. For example, you could change the title to Elevators - Checklist to indicate that this is the finalized design submission for elevators.

    Document: Click the Check In New Version button by the Document field to attach the approved design submission. Use the Check In New Document dialog to locate and select the final document.

    Work Package: If this action is not associated with a work package, you can select the work package here.

    Work Breakdown Structure Code: A hierarchical structure that is used to organize tasks. For example, if a task is first in the outline of your project actions, then the outline number for that task is 1; the outline number for the first subtask under this task is 1.1.

    Vendor Code:Select the Commissioning Agent submitting the documentation from the Vendor Code field.

    Date Issued: Enter the date when documentation was submitted by the Commissioning Agent.

    Verified By: Enter the name of the architect/engineering professional who verified that the document is accurate.

    Date Verified: Select the date that the Architect/Engineering professional verified the documentation.

    Approved By: Enter the name of the owner or the owner's representative who approved the documentation.

    Date Approved – Select the date when the owner approved the documentation.

  5. Click Save.

    From the Review Design Submissions task, when you change the Action Item Type, the action is no longer shown in the view, as this view shows only Design Submission actions. The new action will show up in the Construction process if you change the action type to construction checklist or test procedures. When the Documentation has been formally approved, the documentation can now be used in the construction phase by project managers, general contractors and sub-contractors, include commissioning service providers.