Submittal Tracker

Business Case

Submittals require careful tracking to avoid delays. This skill manages the entire submittal workflow from creation to approval.

Technical Implementation

import pandas as pd
from datetime import datetime, date, timedelta
from typing import Dict, Any, List, Optional
from dataclasses import dataclass, field
from enum import Enum


class SubmittalStatus(Enum):
    DRAFT = "draft"
    SUBMITTED = "submitted"
    UNDER_REVIEW = "under_review"
    APPROVED = "approved"
    APPROVED_AS_NOTED = "approved_as_noted"
    REVISE_RESUBMIT = "revise_resubmit"
    REJECTED = "rejected"


class SubmittalType(Enum):
    PRODUCT_DATA = "product_data"
    SHOP_DRAWING = "shop_drawing"
    SAMPLE = "sample"
    MOCK_UP = "mock_up"
    CERTIFICATE = "certificate"
    TEST_REPORT = "test_report"


@dataclass
class ReviewComment:
    reviewer: str
    comment: str
    comment_date: date
    resolved: bool = False


@dataclass
class Submittal:
    submittal_id: str
    spec_section: str
    title: str
    submittal_type: SubmittalType
    status: SubmittalStatus
    contractor: str
    revision: int
    submitted_date: Optional[date]
    required_date: date
    approved_date: Optional[date] = None
    comments: List[ReviewComment] = field(default_factory=list)
    files: List[str] = field(default_factory=list)


class SubmittalTracker:
    def __init__(self, project_name: str):
        self.project_name = project_name
        self.submittals: Dict[str, Submittal] = {}
        self._counter = 0

    def create_submittal(self, spec_section: str, title: str,
                        submittal_type: SubmittalType, contractor: str,
                        required_date: date) -> Submittal:
        self._counter += 1
        sub_id = f"SUB-{self._counter:04d}"

        submittal = Submittal(
            submittal_id=sub_id,
            spec_section=spec_section,
            title=title,
            submittal_type=submittal_type,
            status=SubmittalStatus.DRAFT,
            contractor=contractor,
            revision=0,
            submitted_date=None,
            required_date=required_date
        )
        self.submittals[sub_id] = submittal
        return submittal

    def submit(self, sub_id: str, files: List[str]):
        if sub_id in self.submittals:
            self.submittals[sub_id].status = SubmittalStatus.SUBMITTED
            self.submittals[sub_id].submitted_date = date.today()
            self.submittals[sub_id].files = files

    def review(self, sub_id: str, status: SubmittalStatus, reviewer: str, comment: str = ""):
        if sub_id in self.submittals:
            sub = self.submittals[sub_id]
            sub.status = status
            if comment:
                sub.comments.append(ReviewComment(reviewer, comment, date.today()))
            if status in [SubmittalStatus.APPROVED, SubmittalStatus.APPROVED_AS_NOTED]:
                sub.approved_date = date.today()

    def resubmit(self, sub_id: str, files: List[str]):
        if sub_id in self.submittals:
            sub = self.submittals[sub_id]
            sub.revision += 1
            sub.status = SubmittalStatus.SUBMITTED
            sub.submitted_date = date.today()
            sub.files = files

    def get_pending(self) -> List[Submittal]:
        return [s for s in self.submittals.values()
                if s.status in [SubmittalStatus.SUBMITTED, SubmittalStatus.UNDER_REVIEW]]

    def get_overdue(self) -> List[Submittal]:
        today = date.today()
        return [s for s in self.submittals.values()
                if s.status not in [SubmittalStatus.APPROVED, SubmittalStatus.APPROVED_AS_NOTED]
                and s.required_date < today]

    def export_log(self, output_path: str):
        data = [{
            'ID': s.submittal_id,
            'Spec': s.spec_section,
            'Title': s.title,
            'Type': s.submittal_type.value,
            'Status': s.status.value,
            'Rev': s.revision,
            'Submitted': s.submitted_date,
            'Required': s.required_date,
            'Approved': s.approved_date
        } for s in self.submittals.values()]
        pd.DataFrame(data).to_excel(output_path, index=False)

Quick Start

tracker = SubmittalTracker("Office Tower")

sub = tracker.create_submittal("09 29 00", "Gypsum Board",
                               SubmittalType.PRODUCT_DATA, "ABC Drywall",
                               date.today() + timedelta(days=14))
tracker.submit(sub.submittal_id, ["spec_sheet.pdf"])
tracker.review(sub.submittal_id, SubmittalStatus.APPROVED, "Architect")

Resources

• DDC Book: Chapter 4 - Document Control