0:00 What shop drawings are, and what needs them
A shop drawing can easily look like just another PDF sitting in your inbox. But once it's reviewed, materials get ordered and fabrication usually tends to start. And in this video, I'm going to break down to you what shop drawings are, why they matter, and the common mistakes to avoid. I'm Lewis Evans. I'm a construction project manager and licensed New South Wales builder in Australia. So, let's not waste any more time and let's get straight into it. Keeping things very simple and straightforward, I would like to say design drawings show what needs to be built, whereas shop drawing goes a little bit deeper. They show how a particular item will actually be made and installed. They are usually prepared by suppliers, subcontractors, or manufacturers who- who will be looking after that particular element of work. Here are a few common examples of construction elements that generally do need shop drawings. You got structural steel, reinforcement, precast panels, facade and glazing systems, doors, joinery, mechanical equipments, electrical switchboards, and other specialist items. Here, the basic understanding is if something is being custom-made or needs detailed coordination, it will most likely need shop drawings. So, many times I get asked, "What may not need a shop drawing?" Well, the honest truth here is not every product needs a shop drawing. For a standard product, a data sheet, a sample, or a certificate might just be enough to get you across the line. The question here is, does the team have enough information to safely order it, make it, and install it on site without having to guess? That is the main determining factor for me as to what may or may not need a shop drawing. I would also like to stress the fact that shop drawings generally do take a lot of time. So, great emphasis needs to be put- put on this point. What I mean is, on major projects, there can be hundreds and hundreds of these submissions going back and forth between the trades, the builder, and the consultant. So, it's not just a small administrative task. It's a proper work stream that needs to be planned and tracked from early onset of the project so that there's no mishaps and everyone is on the same page. Most projects start with an early design. Then the drawings become more detailed until they are issued for construction. Depending on the job, you might hear IFC, which means issued for construction, or GFC, meaning good for construction. These are basically the approved designs that the builder is supposed to be working off. The design drawing shows what the design consultant was trying to achieve. The shop drawing then adds the detail required for manufacturing and installation to be possible. Then once the work is finalized, the as-built drawings show what was actually installed on the site. So, now we got the design, fabrication, and the final record keeping, which is the as-built. So, let's take a structural reinforced concrete wall as an example. The structural drawings might show the wall thickness and the amount of reinforcement required. The reinforcement shop drawings goes deeper. It then shows the bar marks, lengths, laps, bends, spacings, and where each bar actually goes. That is the detail the steel fixer needs to be able to properly build this on site. This is the same with structural steel as well. The engineering drawings show the member sizes and the main structural design. The steel shop drawing then goes to further show the plates, the bolts, welds, holes, connections, and piece marks needed to fabricate and install the frame. In this next section, I'd like for us to dive into why shop drawings really matter. So, with general drawings, they can't show every small fabrication detail. For example, a joinery drawing might show the general layout, but the joiner still needs to measure the actual space and work out the cabinet sizes, door swings, service openings, and finishes before anything can be manufactured and
4:06 Catching problems before money is spent
installed on site. Shop drawings are also quite handy as they help us pick up clashes before they become real problems on site. It could be a door frame that does not suit the wall thickness, a facade bracket hitting the structure, or a pipe that's running through a steel beam connection, or an equipment being installed with no room left to maintain it. The biggest point here is that shop drawings is often the last proper check before money is spent. Once it is released, materials can be ordered and fabrication can start. If the size, finish, model, or connection is wrong, you may not find out until the item has actually been delivered on site. And by that time, it becomes a lengthier process and quite complicated to rectify or more expensive to rectify the damage. To my surprise, the Project Management Body of Knowledge created by the PMI, the Project Management Institute, does not give us a step-by-step process on how to review shop drawings, but it does line up with the basics of good project management, which include making sure that scope is right, checking the quality, managing our risks, protecting the program, and keeping a clear record of what has been agreed. In everyday terms, it's really about getting the right information to the right people at the right time. So, a good shop drawing process aims to help the team by finding problems early instead of trying to fix them after materials have already been ordered or when the work has already begun.
5:45 What a good shop drawing includes
In this next section, we're going to go across what a good shop drawing should generally include. I like to start with the basic information. A good shop drawing should include enough information for the item to be made and installed properly. This normally means the dimensions, the levels, the set-outs, materials, grades, finishes, fixings, joints, connections, and any other important technical detail that is required to fabricate and install. It should also refer to the correct design drawings and specifications, show who prepared it, and clearly state what revision it is. The revision is important because you need to know whether you are working off the first issue, an updated drawing, or a superseded drawing. The main rule is quite simple. A shop drawing should add detail, not quietly change the design. If the subcontractor wants to change something or use a different product, size, finish, or method, that change should be clearly documented, reviewed, and approved before any of that proceeds.
6:50 How to review one
When you do review your shop drawings, do not just look at one page or one view. Check the plans, the elevations, the sections, the schedules, the details, and general notes all together. Then compare all that against your latest design drawings and specifications. Be mindful that every trade sets out its drawing differently, but the checking process should be uniformly the same. Now, I want to put great emphasis on this next point. Before a shop drawing ever goes to a design consultant, the subcontractor and the builder should have already performed the due diligence in checking it. It should match the latest project information and be coordinated with all the other trades surrounding it. The consultant should not be the first person picking up all the obvious issues. Once a shop drawing has been submitted to you, make sure to log in the date, revision, the reviewer's due date, and the date the item is actually needed on the site. This normally sits in a shop drawing register or a submittal register. It can feel like simple admin, but if there's a disagreement or a delay on site, this record can become very important. It is also important to make sure that these shop drawings do go to the right people. As an example, a piece of mechanical equipment might need input from the electrical, structural, and mechanical consultant, as well as the builder to check access, coordination, and whether it can actually be installed. Everyone needs to understand which part they're going to be reviewing. I will always advise that where you can, always get the different reviewers to be looking at the shop drawing documents at the same time instead of sending it from one person on to the next. This can always save a lot of time, and it also means that everyone can see the other comments live, and major issues can always be picked up in this way. When reviewing the drawings, keep the shop drawing, the current design drawings, and specifications open all together. We have to make sure to check the dimensions, materials, finishes, model numbers, access clearances, connections, and any proposed changes. Keep your comments clear and direct so the person updating the document or the shop drawing knows exactly what needs to be fixed or confirmed. Once the review is finalized, apply the correct status and send it back through the project document system. If any changes are needed, the drawing gets updated and submitted again. We have to keep following this until it's properly closed out. We also have to make sure that the site team are always working off the latest and greatest versions of these shop drawing documents, and not an old superseded version saved
9:25 Review status, and who is responsible
somewhere. In this next section, we're going to go across the review status and responsibilities. So, the wording can change from project to project, but the common stamp results we usually see are reviewed with no comments, reviewed as noted, revise and resubmit, and/or not reviewed at all because that might be outside that person's scope. Always check to see what each status means under your project procedure. A consultant's review normally checks that the drawing matches the design. It does not mean that the consultant has taken over the responsibility for any site measurements, quantities, fabrication methods, temporary works, or installation. This responsibility still falls within the subcontractor and the contractor's scope of works. As a quick example, a door or window schedule may show the required door and frame type, but the subcontractor still needs to confirm the actual opening size and wall thickness before manufacturing on site. They need to do a site measure. A reviewer should not be confirming the site measurement they have never physically checked on site. One common risk is when a different product is shown without the change being clearly explained. It might look similar, but it could have a different fire rating, capacity, warranty, finish, or certification. Always check the model number and technical data against what was actually specified. If an alternative is accepted, make sure that the conditions are recorded clearly. Confirm who's responsible for any redesign, extra coordination, certification, program impact, or additional cost. Do not rely only on something that was said verbally in a meeting. So, samples and mock-ups help us to confirm what the finished product will actually look and feel like. This could be a glass sample, powder coat color, sealant finish, facade panel, first joinery unit, or a trial installation. The drawing checks the technical detail, while the sample or the mock-up check the actual finish and the appearance. In this next section,
11:30 Time, cost and the shop drawing register
let's review the time and the cost associated within the shop drawing process. Shop drawings need to be treated as part of the construction program, not separate paperwork. You need time for the drawings to be prepared, to be reviewed, updated, manufactured, and delivered on the site. The review process should match the contract or the project procedure. If reviews are late, they can delay procurement and may even support a delay claim on the project. This is something we really want to avoid. So, for long-lead items such as switchboards, specialist doors, mechanical plants, steel or custom stainless work, start with the date the item is needed on the site, and let's work backwards. Allow for delivery, manufacturing, review, possible resubmissions, and drawing preparation. That tells you the real date the process needs to actually start. In our previous sections, we spoke about shop drawing and submittal registers. So, now let's put these into practice. Build the shop drawing register early into the project. List what needs to be submitted, the responsible trade, who needs to review it, the planned dates, the lead times, and when it's actually needed on the site. Review this register regularly, instead of waiting until a missing drawing starts holding up the work. Project management softwares are very helpful tools that can help us with revisions, workflows, and dashboards, but these softwares will not manage the whole process by themselves. Someone still needs to own the register, chase the overdue items, and make sure that the right drawing gets to the site team at the right time. So, to wrap this up, shop drawing takes the design and turns it into information that can actually be made and installed. Now, it's up to us to make sure that this matches the scope, works with the other trades, and clearly shows any changes. We then have to send them to the right people, respond on time, track every revision, and link them back to the program. Hopefully, this has made shop drawings a little bit easier to understand and manage. If you did find this useful, follow the series and let us know what project management topics you would like for us to cover next. Thank you for watching.
From the video's published English captions.