## [[Risk Action Plan]] ### [[Risk Description|Description]] Due to the volume and complexity of contractor submittals associated with a major water reclamation facility construction project, there is a threat that the review and approval cycle may exceed contractual timeframes for critical procurement items, which may lead to delays in equipment procurement, material delivery, and downstream construction sequencing impacts. > [!abstract]- Risk Analysis — Key Assumptions & Current Controls (click to expand) > > **Key Assumptions:** > - The contract specifies a 21-calendar-day review period for submittals; submittals requiring resubmission restart the clock and can effectively consume 6–8 weeks of procurement lead time. > - [[Star Road Engineering]]'s review capacity is shared across multiple active projects; peak review periods during design submittals and equipment approval phases may strain available reviewer bandwidth. > - The submittal log currently tracks approximately 340 individual submittal items; the highest-risk items are those on the critical path or tied to long-lead equipment with narrow procurement windows. > > **Current Controls:** [[Princess Peach]] has established a submittal tracking register within the project management system, with automated email alerts when reviews are approaching or have exceeded the contractual deadline. A submittal priority matrix has been developed identifying the 35 submittals whose delays would directly impact the construction critical path. > [!abstract]- Sources of Information & References (click to expand) > > **Sources:** > - [[Executed Contract]] — Submittal review timeframe requirements and procedures for addressing overdue reviews. > > **Attachments:** > - None ### [[Risk Mitigation Strategy]] REDUCE — [[Yoshi]] holds a weekly submittal status meeting with [[Princess Peach]] and the [[Star Road Engineering]] project manager to review the priority matrix, identify any submittals at risk of exceeding the review window, and escalate resource allocation issues before deadlines are missed. For the 12 submittals tied to long-lead equipment procurement, [[Princess Peach]] has implemented an informal pre-review process where [[Star Road Engineering]] receives draft submittals 5 days before formal submittal, allowing preliminary technical questions to be resolved concurrently and reducing formal review time. [[Yoshi]] is tracking cumulative review performance metrics monthly to identify trends before they become systemic. ### Possible Additional Actions - Establish a formal expedited review protocol for critical-path submittals, with a 10-day review commitment and dedicated reviewer assignment — this requires [[EPIC Water Authority]] authorization to commit [[Star Road Engineering]] resources at a premium. - Develop a submittal batching strategy that groups related submittals to allow reviewers to evaluate them in context, potentially reducing the number of requests for information generated during review. ### Comments & Recommendations The submittal review risk is currently well-managed through the tracking system and priority matrix. The primary vulnerability is the informal pre-review process — it depends on consistent collaboration from [[Star Road Engineering]] and could break down during high-workload periods. [[Yoshi]] should formalize this arrangement in writing to ensure it is treated as a project commitment rather than a courtesy. ### Status - [ ] [[2026-03-05]] ^status-2026-03-05 - 🟡 **Review Performance:** February review metrics show an average turnaround of 17.3 days for critical-path submittals — within the 21-day contractual window, with 3 of 18 submittals requiring brief extensions mutually agreed by all parties. - 📅 **Upcoming Volume:** [[Princess Peach]] flagged that 22 mechanical equipment submittals are scheduled for submission in March and April — highest monthly volume to date; [[Yoshi]] has confirmed [[Star Road Engineering]] reviewer availability for this period. - [ ] [[2026-01-22]] ^status-2026-01-22 - ⚠️ **Overdue Submittal:** The variable frequency drive submittal for the recycle pumps exceeded the 21-day review window by 4 days — [[Yoshi]] issued a formal notice to [[Star Road Engineering]] per contract requirements; review completed January 20 with approval. - 🟡 **Process Adjustment:** Pre-review protocol formalized in writing following the VFD delay — [[Star Road Engineering]] confirmed commitment to 5-day pre-review window for all remaining long-lead equipment submittals. > [!abstract]- Status History (click to expand) > > - [x] [[2025-10-15]] Risk identified during project kick-off risk workshop — submittal volume and review capacity assessed as a moderate risk given project scale; submittal tracking register established and priority matrix development assigned to [[Princess Peach]]. ^status-2025-10-15