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Step 1: Upload Schedule into RMS

Step 2: Find the First Activity

Step 3: Link in RMS

Step 4: Add Review and Procurement Periods

Step 5: Maintain

In part 3 of our series, we’re clarifying the connection between the schedule and submittal register for U.S. Army Corps of Engineers (USACE) projects and provide a step-by-step guide on how the contractor can link their schedule to the submittal register in the Resident Management System (RMS).

Using this method allows contractors to simplify their submittal register upkeep as the 'Contractor Schedule Dates' columns automatically populate and update, and the linking process removes time-consuming manual inputs and revisions.

Additionally, the linking helps facilitate a timely start of the 3 Phase Quality Control process, beginning with the Preparatory Phase and having complete submittals to start the work.

Contractors may face difficulties populating and maintaining these columns dates in the submittal register if they 1) rely on the manual method instead of the linking method explained in this article, or 2) are unsure about how to perform this linking, which we discuss in this article.

Once linked, the 'Contractor Schedule Dates' in the submittal register are auto-populated and auto-updated each time a new schedule is uploaded to RMS, providing visibility for the contractor/USACE construction teams and minimizing delay risk due to late or overlooked submittals.

In the sections below, we’ll cover:

5 Steps to Link the Schedule to the RMS Submittal Register

USACE’s submittal register (ER 415-1-10) includes three columns for “Contractor Schedule Dates” as shown in the snapshot below. This section has a column for the contractor’s:

• Submit Needed By
• Approval Needed By
• Material Needed BY

RMS Submittal Register “Contractor Schedule Dates” Columns

There are two ways to populate and maintain these columns: manually throughout the submittal register each month, or by linking the schedule to the submittal register in RMS, which automatically populates and updates the columns whenever a new schedule is uploaded to RMS.

UFGS 01 33 00 Submittal Register

UFGS 01 33 00 Submittal Register

1.9.3 describes the contractor “need-by” dates for submittals, approvals, and materials as columns g, h, and i.

Requirement for Populated “Contractor Schedule Dates” in  USACE RMS Submittal Register

The requirement for the contractor to populate these “Contractor Schedule Dates” columns in the Submittal Register is described in the standard UFGS 01 33 00 Submittal Register specification section as shown below.

1.9.1 requires contractors to oversee project submittals by maintaining a complete submittal register, with all columns and associated dates.

Benefits of Linking the Submittal Register to the Schedule

The 'Contractor Schedule Dates' columns display submittal deadlines to allow sufficient time for contractor preparation, government review, and material procurement.

Both contractor and government teams benefit from this visibility, as it minimizes the chances of project delays caused by late or missed submittals.

The standard USACE 01 32 01.00 10 scheduling specification requires activities for long-lead and critical procurement to be included in the schedule, so those “need-by” dates would be visible in the project schedule. However, the submittal register provides visibility on these dates for all submittals, not just those associated with long-lead or critical procurement.

Methods to Populate Dates – Manual versus Linking

The Submittal Register’s “need-by” dates can be populated by the contractor through the following methods:

Method 1: Manual entry

Method 2: Linking the schedule to the submittal register in RMS

Method 1: Manual Entry

With this method, the contractor manually adds dates into RMS for each submittal line item and updates them monthly. This requires significant time to manually update and monitor each month to maintain accurate dates.

Method 2: Linking the Schedule to the Submittal Register in RMS

With this method, the contractor links submittal items in RMS to the first scheduled activity for each submittal section.  RMS then backwards-calculates the “need-by” dates for the submittal line item from the schedule and auto-populates the dates in the columns.

After the links have been made, each time the schedule is updated and uploaded into RMS (usually monthly), these links will allow the dates in the submittal register to auto-update.

Comparing the Methods

The manual entry approach typically requires less initial time, but considerably more time throughout the project to maintain accurate dates. 

The linking method requires more time upfront, but once the links have been made, the dates auto-update with each new schedule upload to RMS and require only occasional monitoring and upkeep. Major sequence changes or schedule revisions may prompt a revisit to the linking; otherwise, it is set once at the project's outset.

Additionally, the linking method offers more precise real-time data, as the submittal register dates are automatically updated with each new schedule upload, removing the wait for manual updates to occur.

Click on the blue “<Not Set>” section, and an “Activity Lookup” window will appear as shown in the snapshot below. To quickly find the schedule activity previously noted, type its Activity ID you previously noted in the upper-right find box and it will appear.

Click on that schedule activity, and the link has been made.

Next, we take note of this activity ID. In this example, FINL1-200 is the schedule activity we’ll link all the carpeting submittal items to in the submittal register.

Step 3: Link the submittal register items in that feature of work to the noted schedule activity ID.

In the “Submittal Register” section of RMS, click on the submittal item so the following screen appears. As you can see in the “Required for Activity” field below, the link is blue and “<Not Set>”.

Since there’s been no link yet, on the right side of the screen, the work start dates have not yet been determined.

Group and Sort in Schedule to Find First (Earliest) Activity for Feature of Work (FOW)

Note: All submittal items for that feature of work can typically tie to the same activity you’ve found as being the first scheduled activity to take place for that feature of work. In the example above, all submittal line items for carpeting can tie to the first schedule activity ID we determined, which was FINL1-200.

Step 4: Add the review and procurement periods.

Back on the “Submittal Item” screen, add the days needed for government review and material procurement.

Government review time may be 14, 21, or 30 calendar days, and you can confirm this in the 01 33 00 Submittal Register specification.

The steps to link the schedule to the submittal register in RMS are performed by the contractor. The government can review and monitor the links in RMS, but the work is done by the contractor for their maintenance and upkeep of the submittal register.

Step 1: Create the project schedule and upload it into RMS.

The contractor’s first step is to create their project schedule and upload it into RMS as a SDEF file. This step is also necessary for the government to review schedule and cost information for progress payments.

Step 2: Find the schedule’s first (earliest) activity for each submittal section.

For example, if you’re in the carpet section of the submittal register, find the first work activity  in your schedule by grouping and sorting within the scheduling software.  

This can be done quickly through the feature of work (FOW) activity code that’s required as part of the schedule’s activity coding structure.

The snapshot below shows an example schedule that has been grouped and sorted by the carpeting feature of work. We can see here the first (earliest) schedule activity for this feature of work is FINL1-200.

5 Steps to Link the Schedule to the RMS  Submittal Register

Once these steps are performed, RMS will backwards-calculate from the schedule the dates when materials need to be delivered, approvals complete, and submittal provided to the government.

These dates will auto-populate in the Submittal Register, under the “Contractor Schedule Dates”.

Step 5: Maintain as needed.

The linking is now finished. The “Contractor Schedule Dates” will automatically update whenever a new schedule is uploaded into RMS, which is usually during the monthly Periodic Schedule Update.

The work to link the submittal register to the schedule pays off rapidly, as the submittal register automatically updates throughout the life of the project.

You may need to revise the links if the schedule undergoes major logic or sequence changes. Otherwise, as the schedule is updated and uploaded into RMS every month, the submittal register dates will auto-update with the most current information.

Summary

This final part 3 of our USACE series has explained the connection between the project schedule and submittal register for USACE projects and has provided a step-by-step guide for contractors to link their schedule to the submittal register in RMS.

This approach simplifies the maintenance of the submittal register by automatically populating and updating the 'Contractor Schedule Dates' columns, eliminating the need for manual inputs and revisions.

This linking also facilitates a timely start of the 3 Phase Quality Control process, beginning with the Preparatory Phase. Contractors can overcome difficulties in populating and maintaining these columns by following the guide in this article.

The 5 steps to perform this linking are:

Step 1: Upload Schedule in RMS

Step 2: Determine First Schedule Activity

Step 3: Link in RMS

Step 4: Add Review and Procurement Periods

Step 5: Maintain

By linking the schedule to the submittal register in RMS, both contractor and government teams gain visibility on all submittals, reducing the risk of delays from late or overlooked submittals.

Questions or comments? Reach us at connect@cpm-ss.com.

Thanks for reading.

Related Articles:

USACE Series Part 1: Schedule and Progress Payments

USACE Series Part 2: Schedule and Quality Control

New to USACE Schedules? 3 Things to Know

Rule of Thumb: Schedule Level of Detail

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This blog is for general informational purposes only and is not to be considered an official interpretation or enforcement policy of the UFGS standard specifications. As individual project requirements vary, refer to your specific contract. See our Terms and Conditions and Disclaimer for additional information.

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USACE Series Part 2: 

Schedule and Quality Control

USACE Series Part 1: 

Schedule and Progress Payments

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