FOR INTERNAL & EXTERNAL USE

RSG-CN-GDL-0005 | Revision 00 | 05 Jan 2023

Revision History
Rev. Date Details of Revision Prepared By Reviewed By Approved By
RSG level documents,
superseded previous
00 05-Jan-2023 Ahmed Aljaffer Kenneth Mcclain Syed Saud
revision of TRSDC &
AMAALA guidelines

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DEFINITIONS AND ACRONYMS.................................................................................................................................................................... 4

1 SCOPE .................................................................................................................................................................................................... 5
1.1 Purpose .................................................................................................................................................................................................. 5
1.2 Distribution Matrix ............................................................................................................................................................................... 5

2 WORKFLOWS FLOWCHART ................................................................................................................................................................. 5

2.1 Design & Build – Construction Submission (Main Workflow) Flowchart ........................................................................................ 5
2.2 Construction Submittal (Sub Workflow) Flowchart ........................................................................................................................... 6

3 GUIDELINES .......................................................................................................................................................................................... 7
3.1 Submission (Main WF) .......................................................................................................................................................................... 7
3.2 Document Control Review ................................................................................................................................................................... 9
3.3 Design Manager - Submission (Sub WF) .......................................................................................................................................... 10
3.4 Reviewer 1 – Design ........................................................................................................................................................................... 14
3.5 Consolidation Step.............................................................................................................................................................................. 15
3.6 Sub Workflow Completion ................................................................................................................................................................. 16
3.7 Design Manager Review .................................................................................................................................................................... 17
3.8 Project Director Acceptance .............................................................................................................................................................. 18
3.9 Main Workflow Completion ............................................................................................................................................................... 20

4 RESPONSIBILITY MATRIX.................................................................................................................................................................. 21

5 REFERENCES ....................................................................................................................................................................................... 22
5.1 Supporting Documents ...................................................................................................................................................................... 22

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DEFINITIONS AND ACRONYMS
Term Definition

H&S Health and Safety

PMIS Program Management Information System

RSG Red Sea Global

WF Workflow

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1 SCOPE

This user guide explains how to process the workflow for obtaining acceptance on Design & Build – Construction Submittal from
Red Sea Global (RSG) through the Program Management Information System (PMIS).

1.1 Purpose
The purpose of this document is to establish a set of guidelines to implement a consistent method for initiating and completing
the Design & Build – Construction Submission (Main WF) and Construction Submittals (Sub WF) through PMIS.

1.2 Distribution Matrix

The following table shows the distribution matrix for Design & Build – Construction Submittal:

Client/Owner

Supervision
Consultant

Contractor
Workflow Responsible

Submission 

Document Control Review 

Main Workflow Lead Reviewer Review 

Project Director Acceptance 

Workflow Completion 

Lead Reviewer - Submission 

Sub Workflow
Reviewer 1 – Design 

Consolidation Step 

Workflow Completion 

2 WORKFLOWS FLOWCHART
2.1 Design & Build – Construction Submission (Main Workflow) Flowchart

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 a. The originator i.e. contractor initiates Design & Build – Construction Submission (which is main WF) through PMIS. The
Document Control team receives and sends it to Lead Reviewer, after completing the document's quality control check.

b. The Lead Reviewer receives the document and initiates Construction Submittal (Sub WF), after completion, the Lead
Reviewer will complete review and turns to Project Director acceptance.

Note: If the document requires modification, still the document will go to the next person i.e. Project Director in the
workflow as Revise and Resubmit or Rejected.

c. Once the Project Director accepts the construction submittal, the main WF gets completed, and initiator receives
notification.

2.2 Construction Submittal (Sub Workflow) Flowchart

1. The originator i.e., Design Manager initiates the Construction Submittal (Sub WF) through PMIS and need to select/skip
step and assignee as per the required discipline reviews, the discipline expert receives the documents and after parallel
review, the workflow turns to Design Manager for Consolidation and final review/acceptance. In this document we
covered only Reviewer 1 – Design and skipped other
2. The Design Manager collates comments from previous reviewers and provides final review/acceptance to complete the
sub-workflow.

Note: Each reviewer can view the comments from previous reviewers, however only the last reviewer can delete the
previous reviewers’ comments. Reviewers in parallel step cannot delete the other reviewers’ comments.

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3 GUIDELINES
3.1 Submission (Main WF)
a. Sign in to Aconex, go to Documents module and select Document Register.

b. From the Search box, type the search criteria for the supporting document and select the required
document. Click on Transmit and select Start a Workflow.

Note: To be able to start the workflow, the PDF format of the document that needs the Project Directors (RSG) acceptance
must be registered in PMIS. To register the document, refer to the Document Management PMIS User Guide.

c. The Start Workflow Wizard window will open. To add additional documents for review or to add supporting documents, click
on Add Documents under Documents for Review or Supplementary Files, respectively. Click Next to go to the next step.

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 d. The window will maneuver to the next step, Select Workflow Template. Choose Design & Build – Construction
Submission template and click Next to go to the next step.

e. The window will maneuver to the next step, View and Edit Workflow Settings. From the Workflow Name field, type an
appropriate title for the workflow. Validate all the Workflow review status set.

f. Tick the appropriate box under Initiator Options and fill out all the mandatory fields marked with red asterisks. Validate the
workflow steps and duration, then click Submit.

Note: Depending on the template being used, Initiator Options can be predefined or editable, or a read-only field.

Additional recipients (such as RSG Document Control) may be added under Final Transmittal field.

One or multiple locations related to the workflow may be selected under Attribute 1.

User 1
User 2

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3.2 Document Control Review
a. From Workflows module, click on Workflows to launch the Search Workflows window.

b. From the Search Workflows window, type the search criteria, tick the Show my tasks only box and click on Search.

c. All records that match the search criteria will be displayed. Click on the green tick icon to view the link to the document.

d. The Document Review (List Mode) window will open. To open the document for review, click on the document number.

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 e. The Document Review (Doc Mode) window will open. To add markup, use the left toolbar.

f. After reviewing the document, select the appropriate review status from right panel, add comment
and click on Submit Review.

3.3 Design Manager - Submission (Sub WF)

g. From Workflows module, click on Workflows to launch the Search Workflows window.

h. From the Search Workflows window, type the search criteria, tick the Show my tasks only box and click on Search.

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 i. All records that match the search criteria will be displayed. Click on the green tick icon to view the link to the document.

j. The Document Review (List Mode) window will open. Select document and click on Start Subworkflow.

k. The Start Workflow Wizard window will open. To add additional documents for review or to add supporting documents,
click on Add Documents under Documents for Review or Supplementary Files, respectively. Click Next to go to the next
step.

l. The window will maneuver to the next step, Select Workflow Template. Choose Construction Submittals (Sub WF)
template and click Next to go to the next step.

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 m. The window will maneuver to the next step, View and Edit Workflow Settings. From the Workflow Name field, type an
appropriate title for the workflow. Validate all the Workflow review status set.

n. Tick the appropriate box under Initiator Options and fill out all the mandatory fields marked with red asterisks. Validate the
workflow steps and duration, then click Submit.

Note:

Depending on the template being used, Initiator Options can be predefined or editable, or a read-only field.

Additional recipients (such as RSG Document Control) may be added under Final Transmittal field.

One or multiple locations related to the workflow may be selected under Attribute 1.

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 o. The initiator can skip the steps and remove the participants after initiating the sub workflow. In this scenario only reviewer
1 need to review the document. To skip the step after initiating the workflow, go to workflow module and select all reviewer
2 to 9 and click on Skip step.

p. Fill in the reason for skipping the step and press Ok.

q. The successfully skipping step will appear on the screen.

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3.4 Reviewer 1 – Design
r. From Workflows module, click on Workflows to launch the Search Workflows window.

s. From the Search Workflows window, type the search criteria, tick the Show my tasks only box and click on Search.

t. All records that match the search criteria will be displayed. Click on the green tick icon to view the link to the document.

u. The Document Review (List Mode) window will open. To open the document for review, click on the document number.

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 v. The Document Review (Doc Mode) window will open. To add markup, use the left toolbar. After reviewing the document,
select the appropriate review status from the right panel, add comment and click on Submit Review.

w. After reviewing the document, select the appropriate review status from the right panel, add comment and click on Submit
Review.

3.5 Consolidation Step

a. From Workflows module, click on Workflows to launch the Search Workflows window.

b. From the Search Workflows window, type the search criteria, tick the Show my tasks only box and click on Search.

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 c. All records that match the search criteria will then be displayed. Click on the green tick to view the link to a document.

d. The Document Review (List Mode) window will open. Click on the document number to open the document for review.

e. The Document Review (Doc Mode) window will open. To add markup, use the left toolbar. To delete a comment/markup,
highlight it and click on Delete.

Note: Reviewers in parallel step cannot delete the other reviewers’ comments.

f. After reviewing the document, select the appropriate review status and click on Submit Review.

3.6 Sub Workflow Completion

a. From Workflows module, click on Workflows to launch the Search Workflows window.

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 b. Enter search criteria for the Workflow and see the result Step Outcome status is Accepted. The Lead Reviewer will now
complete the Main-WF sent by contractor.

3.7 Design Manager Review

a. From Workflows module, click on Workflows to launch the Search Workflows window.

b. From the Search Workflows window, type the search criteria, tick the Show my tasks only box and click on Search.

c. All records that match the search criteria will then be displayed. Click on the green tick to view the link to a document.

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 d. The Document Review (List Mode) window will open. Click on the document number to open the document for review.

e. The Document Review (Doc Mode) window will open. To add markup, use the left toolbar. To delete a comment/markup,
highlight it and click on Delete.

Note: Reviewers in parallel step cannot delete the other reviewers’ comments.

f. After reviewing the document, select the appropriate review status and click on Submit Review.

3.8 Project Director Acceptance

a. From Workflows module, click on Workflows to launch the Search Workflows window.

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 b. From the Search Workflows window, type the search criteria, tick the Show my tasks only box and click on Search.

c. All records that match the search criteria will then be displayed. Click on the green tick to view the link to a document.

d. The Document Review (List Mode) window will open. Click on the document number to open the document for review.

e. The Document Review (Doc Mode) window will open. To add markup, use the left toolbar. To delete a comment/markup,
highlight it and click on Delete.

Note: Reviewers in parallel step cannot delete the other reviewers’ comments.

f. After reviewing the document, select the appropriate review status and click on Submit Review.

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3.9 Main Workflow Completion
a. From Documents module, click on Document Register.

b. Type the search criteria for the supporting document and select the required document.

Note: The document icon has changed denoting that markups are attached. The review status will also be shown.

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4 RESPONSIBILITY MATRIX
The following table shows the responsibility matrix for the Design Submittals Main and Sub workflow:

Initiator Receiver Interested Parties

Contractors and RSG RSG and Supervision Consultant RSG

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5 REFERENCES

5.1 Supporting Documents

S/No. Description Aconex Reference

1 PMIS User Guide Manual RSG-DC-GDL-0001

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