PMC›📐 Design Coordination›Approval Tracker

Approval Tracker

log
PMC-DSN-LOG-005·v1.0-beta·⚠ Beta — review before use

This is a master log to track all documents, drawings, and materials submitted for approval to the client, consultant, or statutory authorities. It helps ensure timely follow-up and prevents delays by keeping a clear record of submission dates, review status, and approval dates.

ReferencesFIDIC Sub-clause 5.2 (Design by Contractor)FIDIC Sub-clause 1.9 (Delayed Drawings or Instructions)CPWD Works Manual (Chapter on Contract Documents & Communication)ISO 9001:2015 Clause 7.5 (Documented Information)
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📍 When to use this template
  • Used whenever a document (drawing, material sample, method statement, etc.) is submitted for approval.
  • Updated daily or weekly by the project coordinator or document controller to reflect the latest status.
  • Maintained by the PMC/Contractor's coordination team to monitor the approval pipeline and flag delays.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information8 fields
Project Name
_____________
Contract Package No.
_____________
Log Title: Approval Tracker
_____________
Document No.
_____________
Revision No.
_____________
Date of Issue
_____________
Prepared By (PMC)
_____________
Approved By (PMC Lead)
_____________
2Submission Details8 fields
Sl. No.
_____________
Submission Ref. No.
_____________
Date of Submission
_____________
Submitted To (Client/Consultant/Architect)
_____________
Submitted By (Contractor/Vendor)
_____________
Type of Submission (Drawing/Material/Method Statement/BOQ/etc.)
_____________
Description of Submission
_____________
Drawing/Document No. Referenced
_____________
3Review & Response Details7 fields
Target Approval Date (as per schedule)
_____________
Date of First Response
_____________
Response Received From
_____________
Status (Approved/Approved with Comments/Resubmit/Rejected)
_____________
Approval Code (e.g., A, B, C, D or 1, 2, 3, 4)
_____________
Reviewer's Comments Ref. No.
_____________
Date of Final Approval
_____________
4Closure & Timeline7 fields
Resubmission Required (Yes/No)
_____________
Date of Resubmission
_____________
Resubmission Ref. No.
_____________
Final Status
_____________
Days Taken for Approval (Calculated)
_____________
Remarks / Action By
_____________
Closed (Yes/No)
_____________
5Linkage & Impact6 fields
Linked RFI No.
_____________
Linked DCN/Change Order No.
_____________
Impact on Schedule (Days)
_____________
Impact on Cost (INR)
_____________
Related Activity ID (from MSP/Primavera)
_____________
Priority (High/Medium/Low)
_____________
💡 Sample filled excerpt
Sl. No.: 21 | Submission Ref.: CON/TR/MS/015 | Date: 15-Jun-2024 | Submitted To: Engineer-in-Charge | Type: Method Statement | Description: MS for Basement Waterproofing | Status: Approved with Comments | Final Approval Date: 28-Jun-2024 | Days Taken: 13
⚖ Compliance notes
  • Helps enforce time limits for review and approval as specified in the contract (e.g., FIDIC Sub-clause 1.9, 5.2).
  • Provides critical documentation for Extension of Time (EOT) claims due to delays in receiving approvals from the Engineer/Client.
  • Acts as a primary record during project audits to verify communication and approval timelines between parties.
  • Supports compliance with quality management systems like ISO 9001 which require control of documented information.
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