Submittals are the process by which the documents and tags are loaded into the SDx system. The loaded documents build the project Master Document Register (MDR) and the loaded tags build the project Master Tag Register (MTR). Relations between documents and tags can be loaded to support easy navigation from tag to document and vice versa. The submittals are run online by contractors from sources outside of the trusted domain and SDx handles the transfer of the information to a secure location, scans the files for viruses, validates the content, and loads it into the database. The submittal's content may include metadata and files, and an intermediate step can be configured for checking the malicious content. Where contractors are not allowed online access to SDx, the submittals are run on behalf of the contractor by the global document controllers.
As the content is loaded into the system, it requires a review by one or more experts to ensure that it complies with the project specifications and standards. As the deliverables are submitted into the system, they progress through the quality assurance (QA) workflow which manages their review with markup and comment consolidation for return to the contractor. During this process, the reviewers can raise Review Actions that require monitoring to completion. The Review Actions follow an independent lifecycle and workflow from that of the document, as they may impact many things and have a unique schedule for closing.
The review process can be managed in one of two ways - document review matrix or review plan.
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With the review plan option, a planning MDR is populated with the document names, their expected issue purposes, and dates against which the company specialists' review plans are generated and managed. This plan-based approach allows the management of expected due dates and review workloads across the projects.
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Steps |
Description |
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Manage the review assignment rules |
Rules used to define how the review plan items are generated for each reviewer as the deliverable planning CSVs are submitted. |
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Submit the planning deliverables |
Download the template stored on Smart Community and available for download. Run the planning submittal to build the MDR plan; document numbers, dates of issue at a given issue purpose, and related major equipment, and so on. As the project progresses, additional documents may need planning and the issue dates of existing documents may need revising. |
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Manage the review plans |
Company engineers register against the MDR and manage their review plans - rules are rerun each night to pick up new deliverables, new rules or changes to document and related tag metadata. |
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Submit the deliverables |
Submission of documents for review. |
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QA Review Process |
Submitted documents are run through the QA Review workflow. Reviewers are assigned according to their plans or the Review Matrix. Reviews are consolidated and returned with a status to the contractor. |
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Complete the review |
The contractor receives notification of the completion of each review. They rework the deliverables as needed and resubmit new revisions of the deliverables for review. |
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Review matrix routes the documents to reviewers as they come in based on the document type, discipline, and so on.
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Steps |
Description |
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Create a document review matrix |
The review consolidator is specified on a review matrix that is related to the contract. This matrix can also be used as an alternative to Deliverable Pre-planning where reviewers are also specified on the review matrix. |
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Submit the planning deliverables |
Download the template stored on Smart Community and available for download. Run the planning submittal to build the MDR plan; document numbers, dates of issue at a given issue purpose, and related major equipment, and so on. As the project progresses, additional documents may need planning and the issue dates of existing documents may need revising. |
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Submit the deliverables |
Submission of documents for review. |
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QA Review Process |
Submitted documents are run through the QA Review workflow. Reviewers are assigned according to their plans or the Review Matrix. Reviews are consolidated and returned with a status to the contractor. |
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Complete the review |
The contractor receives notification of the completion of each review. They rework the deliverables as needed and resubmit new revisions of the deliverables for review. |