This article is to explain what to do when you receive a Procurement Action Item email from PLOT. The general contractor is using PLOT to schedule procurement deadlines and you will receive an email when some action is required. Depending on the status of the action item, different actions are required. See below for what is expected for each step of Procurement:

This status indicates that an order has been created but is not yet assigned a date in which it is due on site. Typically, General Contractors will lock this field and be in charge of assigning a date (or connecting it to the construction schedule). If you see an order that needs an R.O.S. date, communicate with your GC on what that date should be or if the order should be deleted.

This status indicates the GC has assigned an R.O.S. and is requesting a Lead Time duration. This duration usually accounts for any queuing of fabrication, fabrication, and shipment time. In other words, this lead time indicates the amount of time the order will take to arrive on site once an order is placed.

Based on the procurement schedule, a Submittal is now required to be submitted. Using whichever Submittal management workflow the GC is using, then add the Date you submitted the Submittal in PLOT. If submittals are managed in a PM solution like Procore or Autodesk Build, PLOT will automatically check for this date to synchronize.

Based on the procurement schedule, a Submittal is now required to be approved in order to be ordered on time. While you and the GC may not control when Submittals are approved, use this as prompt to check in with the design team about the timeline until Approval. If submittals are managed in a PM solution like Procore or Autodesk Build, PLOT will automatically check for this date to synchronize.

Based on the procurement schedule, an order is now needing to be placed in order to arrive on site on time. Communicate with your vendor to make sure the order is placed, then provide the Date in which the Order was placed in Date Ordered.

Based on the Check-In Frequency set by the GC, you may be prompted to confirm the Anticipated on Site date of an order. You can confirm the date currently in PLOT, or provide an updated date that you expect to receive the delivery.

A delivery is anticipated to arrive next week based upon the Order Date and the Lead Time, and now it is time to add it to the Delivery Calendar. Communicate with your vendor to determine the day and time the delivery is expected to arrive on site.

If your project is using PLOT's Delivery Coordination tool, you will be able to reserve dropoff location and equipment (e.g. Tower Crane, elevator, forklift) to unload your delivery.