How to Change Ball in Court in Procore Submittal

Understanding Procore Submittals Workflow

When you first send out a submittal for review or approval in Procore, the system automatically assigns the responsibility to the first group of reviewers. This responsibility is called the "Ball in Court" (BIC). The designated person or group with the BIC is in charge of moving the submittal along by submitting their responses and ensuring that everything is properly reviewed. As each group completes their tasks, the responsibility automatically moves to the next group in the workflow until the submittal is either fully approved, revised, or rejected.

Circumstances often require changes to the assigned BIC during a project's lifecycle. These changes might be necessary due to an incorrect response, a need for additional review, or the temporary unavailability of the designated reviewer. Procore provides a straightforward method to change the ball in court, but this responsibility reassignment must be performed by someone with Admin-level permissions on the project's Submittals tool.

The sequential nature of the submittal process makes proper BIC management critical for maintaining workflow integrity. When managed correctly, the transition between reviewers happens smoothly, keeping the project timeline intact. However, when issues arise, knowing how to properly reassign the BIC becomes an invaluable skill for project administrators.

Why Proper BIC Management Matters

Managing submittals effectively impacts your project in numerous ways that extend beyond simple task assignment. Proper BIC management ensures that documents move through the approval process without unnecessary delays. When the right person has responsibility at the right time, decisions get made faster and with greater accuracy.

Time sensitivity in construction projects makes prompt responses crucial for maintaining schedules. If the designated BIC becomes unavailable or if an error was made in assignment, the entire workflow may stall without proper intervention. By changing the BIC promptly, you ensure that someone else can step in and move the process forward, preventing costly timeline disruptions.

Data integrity represents another critical aspect of submittal management. Construction documentation requires meticulous record-keeping for compliance and liability purposes. If a reviewer or submitter needs to amend their response, the BIC must be correctly allocated to maintain accurate historical records. This prevents cases where responses are incorrect or require changes after submission.

Effective collaboration depends on clear responsibility assignment. In large projects with multiple stakeholders, clarity in responsibilities helps avoid confusion and miscommunication. When team members know exactly who has the ball in court, they can coordinate their efforts more efficiently, resulting in smoother project execution and fewer conflicts.

Prerequisites for Changing Ball in Court

Before attempting to change the ball in court on a Procore submittal, several important factors require consideration. Understanding these prerequisites will save time and prevent potential workflow disruptions. Taking a moment to verify these elements ensures a smooth transition of responsibilities.

User permissions represent the first critical prerequisite. Only users with Admin-level permissions on the project's Submittals tool can reassign the ball in court. Before attempting any changes, verify that your account has the necessary permissions. If you lack these permissions, you'll need to contact your project administrator for assistance.

The submittal status also impacts your ability to make changes. Procore requires that submittals be in either "Draft" or "Open" status for BIC reassignment. If the submittal has already been closed or archived, you cannot update the ball in court without first changing its status. This restriction helps maintain the integrity of completed documentation.

Understanding the workflow sequence provides essential context for making appropriate changes. The BIC moves sequentially from one group to the next as responses are received. Changing the ball in court affects how the submittal processes within this sequence. Before making changes, review the current workflow to understand exactly where the submittal stands in the approval process.

Additional considerations apply when responses need updating. In situations where a reviewer has already submitted an incorrect response, the system requires that the BIC be set back to that reviewer before their response can be modified. This requirement ensures proper accountability is maintained throughout the documentation process.

Step-by-Step BIC Reassignment Process

Changing the ball in court in Procore follows a logical sequence that, when executed correctly, maintains the integrity of your submittal workflow. The process requires attention to detail but becomes straightforward with practice. Following these steps ensures that responsibility transfers correctly without disrupting the overall project timeline.

To begin the process, log in to your Procore account and navigate to the project dashboard. Select the Submittals tool from the project menu to access a comprehensive list of all submittals along with their current statuses and workflow information. This central location provides visibility into all active submittals requiring attention.

Once in the Submittals tool, locate the specific submittal needing a BIC change. You can use the search functionality or browse through the list to find the relevant item. Click "View" or "View Next" beside the submittal to open its details page, which displays complete workflow information including the current BIC assignment.

Within the submittal details page, scroll down to find the "Submittal Workflow" table. This table displays all sequential steps and clearly indicates which user or group currently has the ball in court. Review this workflow carefully to identify which step is assigned incorrectly or requires reassignment based on your project's needs.

To reassign the BIC, locate the numbered row in the workflow table corresponding to the user or group that should become the new ball in court. At the end of that row, you'll find an option labeled "Set Ball in Court." Clicking this option reassigns responsibility to the selected user or group, automatically updating their response status to "Pending" to indicate their new responsibility.

Effective Submittal Management Practices

Implementing proper practices when changing the ball in court enhances your project's submittal process efficiency. These practices help maintain workflow integrity while minimizing delays and confusion. When consistently applied, they create a more reliable and transparent approval process.

Maintaining an updated project directory forms the foundation of effective submittal management. Always keep your list of users and their roles current to prevent assigning responsibilities to inactive team members. When personnel changes occur, promptly update directory information to reflect these changes. Consider utilizing bulk replace features when available to reassign multiple submittals simultaneously if a team member leaves or changes roles.

Regular workflow status monitoring helps identify potential issues before they impact project timelines. Check submittal statuses frequently to spot any that have stalled or contain incorrect BIC assignments. The Procore dashboard provides valuable visibility into current workflow states, allowing you to proactively address problems rather than reacting to delays after they've occurred.

Comprehensive training ensures that all users understand their responsibilities within the submittal process. Ensure that team members, especially those with Admin permissions, receive proper training on submittal management procedures. Regular refresher courses help minimize errors when reassigning responsibilities and dealing with unexpected workflow changes. When everyone understands the process, transitions happen more smoothly.

Documentation of changes provides valuable historical context and accountability. Maintain a log of all BIC reassignments, including the reason for each change. This documentation proves useful during project reviews and when troubleshooting workflow issues. Procore's reporting tools can extract historical data to identify patterns in BIC reassignments that might indicate underlying process issues requiring attention.

Common Scenarios Requiring BIC Changes

Several typical situations in construction projects necessitate changing the ball in court. Understanding these common scenarios helps project managers anticipate when BIC changes might be needed and prepare accordingly. These situations occur regularly in active projects and require prompt attention.

Incorrect response submission represents one of the most frequent reasons for BIC reassignment. When a reviewer applies an incorrect response due to miscommunication or simple error, the workflow becomes compromised. Admin users must change the ball in court back to the original approver so they can record the proper response. This correction maintains workflow integrity while ensuring that all documentation accurately reflects the project's reality.

Personnel unavailability creates another common scenario requiring BIC changes. Team members may become temporarily unavailable due to illness, vacation, or reassignment to other projects. When the current BIC becomes unavailable, reassigning responsibility to a backup reviewer prevents workflow stagnation. Making these reassignments promptly minimizes delays in the review process and keeps the project moving forward on schedule.

Workflow adjustments following a "Revise and Resubmit" response often necessitate BIC changes. When a submittal receives this designation, the ball in court might need to remain with a specific person until proper revisions occur. Correctly transitioning the BIC in such cases maintains clarity regarding who holds responsibility for the revised submittal. Proper adjustment immediately after such responses helps keep review cycles on schedule.

Role changes within the project team frequently trigger the need for BIC reassignments. Organizational structures may shift during a project due to promotions, resignations, or workload realignments. When team members change roles, updating the ball in court ensures that responsibilities align with current staffing. Regular updates to roles within Procore maintain workflow accuracy throughout the project lifecycle.

Troubleshooting BIC Reassignment Issues

Even with a straightforward process, challenges can arise when changing the ball in court. Understanding common issues and their solutions helps resolve problems quickly and maintain workflow momentum. These troubleshooting tips address the most frequent obstacles encountered during BIC reassignment.

Verifying submittal status represents the first step in troubleshooting. Ensure the submittal exists in either "Draft" or "Open" status, as closed submittals cannot undergo BIC changes. If the submittal has an incompatible status, you may need to reopen it or return it to draft phase before making changes. Incorrect status ranks among the most common reasons why BIC change attempts fail.

Permission verification often resolves access issues. Double-check that you possess Admin-level permissions for the Submittals tool before attempting changes. If you lack necessary permissions, consult with a higher-level administrator or project manager for assistance. Some organizations restrict this procedure to specific users, making permission verification essential before proceeding.

The following issues commonly arise during BIC reassignment attempts:

• Incorrect workflow sequence - Reassigning to the wrong step creates confusion
• Missing team members - Attempting to assign to inactive users blocks progress
• Notification failures - New assignees unaware of their responsibilities
• Incomplete understanding - Users unsure of proper procedures

After making changes, proper communication ensures everyone understands their responsibilities. Send a notification to the new BIC holder informing them of their assignment. This communication minimizes delays by ensuring the assignee knows to take prompt action. Proactive notification not only prevents workflow stagnation but also builds a collaborative culture around the submittal process.

Leveraging Advanced Procore Features

Procore offers numerous advanced features that complement basic BIC management capabilities. These tools enhance your ability to manage submittals effectively throughout the project lifecycle. Leveraging these features creates a more robust and efficient submittal management process.

The collaboration features within Procore extend beyond simple responsibility assignment. The platform allows users to attach files alongside their responses, providing context for decisions. When the BIC changes, the new assignee can review all relevant documents to make informed decisions. The system also includes commenting and notification capabilities that alert new assignees via email, ensuring they receive timely information about their responsibilities.

Custom workflow configuration adapts the submittal process to your organization's specific needs. Companies can create unique workflows with specialized steps or requirements based on project complexity. When implementing custom workflows, ensure that BIC changes align with your configuration to maintain accurate response tracking. This customization allows for more precise control over how submittals move through your approval process.

The reporting and analytics tools provide valuable insights into submittal performance across projects. Use these reports to identify trends related to BIC changes, such as frequent reassignments that might indicate process inefficiencies. By analyzing this data, companies can optimize workflows, reduce review times, and clarify responsibility assignments. These insights help refine processes over time, leading to continuous improvement in submittal management.

Integration capabilities connect submittal management with other project functions. Procore integrates with various construction management tools, creating a comprehensive ecosystem. Remember that changes in submittal responsibilities may affect other interconnected processes like RFIs, change orders, and daily logs. This integration provides a holistic view of project status while ensuring consistent information across all management functions.

Real-World Applications and Benefits

Practical examples demonstrate how effective BIC management impacts project outcomes. These real-world applications illustrate the tangible benefits of proper submittal handling. Understanding these benefits helps project teams appreciate the importance of correct BIC management.

In multiphase projects with complex stakeholder structures, timely BIC reassignment prevents critical delays. Consider a scenario where a key reviewer unexpectedly becomes unavailable during a crucial approval phase. By quickly reassigning the ball in court to an alternate reviewer, the project manager maintains workflow momentum. This prompt action prevents cascade delays that could impact multiple project phases and keeps all stakeholders aligned with the project schedule.

Error correction scenarios highlight the importance of flexible BIC management. When a design consultant accidentally marks a submittal with an incorrect designation, the mistake could propagate through the entire workflow. Admin intervention to reassign the BIC back to the consultant allows for immediate correction before the error affects downstream decisions. This proactive approach minimizes potential conflicts while maintaining a clear audit trail of all changes.

The following benefits result from effective BIC management:

1. Project timelines remain intact despite personnel changes or unexpected absences.
2. Documentation maintains accuracy through proper error correction procedures.
3. Team members clearly understand their responsibilities at all times.
4. Workflow transitions occur smoothly without administrative bottlenecks.
5. Historical records provide complete visibility into the approval process.

Improved team collaboration represents perhaps the most significant benefit of proper BIC management. When responsibilities are clearly assigned and transitions happen smoothly, team members develop greater trust in the process. This trust encourages more open communication and reduces the friction often associated with approval workflows. The result is a more cohesive team that works efficiently toward project completion.

Optimizing Your Submittal Management Strategy

Developing a comprehensive strategy for submittal management elevates your project execution capabilities. This strategic approach transforms submittal handling from a reactive task into a proactive management tool. When implemented consistently, these strategies create significant efficiency improvements across your projects.

Regular workflow audits identify opportunities for process improvement. Schedule periodic reviews of your submittal processes to evaluate their effectiveness. Look for patterns in BIC reassignments that might indicate underlying issues requiring attention. These audits help identify bottlenecks, redundancies, or confusion points that slow down approvals. Use the insights gained to refine your processes and eliminate inefficiencies.

Team training represents a crucial investment in submittal management success. Develop comprehensive training materials that clearly explain BIC concepts and reassignment procedures. Ensure that all team members understand not just how to perform tasks but why proper submittal management matters. Regular refresher sessions keep these concepts fresh and provide opportunities to address questions or concerns as they arise.

Technology optimization maximizes the benefits of Procore's capabilities. Take time to configure the system to match your specific workflow needs rather than adapting your processes to default settings. Create templates for common submittal types to ensure consistency across projects. Set up automated notifications to alert team members about pending responsibilities. These technical optimizations reduce administrative burden while improving process reliability.

Cross-functional coordination ensures that submittal management aligns with other project processes. Meet regularly with representatives from different functional areas to discuss how submittal workflows interact with their responsibilities. This coordination helps identify potential conflicts before they occur and creates more integrated project management. When all functions work together seamlessly, the entire project benefits from improved information flow and decision-making.

Mastering Procore Submittal Management for Project Success

Effective submittal management in Procore significantly impacts your construction project's overall success. By understanding and implementing proper Ball in Court management techniques, you create a more efficient, accurate, and collaborative approval process. The skills and strategies outlined in this article provide a foundation for excellence in submittal handling.

Remember that successful submittal management combines technical knowledge with effective communication practices. The ability to correctly reassign responsibilities represents just one aspect of a comprehensive approach. Equally important are the communication protocols that ensure everyone understands their role in the process. When technical capability and clear communication work together, your submittal workflow becomes a project strength rather than a potential bottleneck.

The construction industry continues to evolve toward greater digitalization and integration. As this evolution progresses, mastering digital tools like Procore's submittal management features becomes increasingly valuable. The time invested in developing these skills pays dividends through more efficient projects, reduced delays, and improved documentation quality. Make submittal management excellence a priority in your professional development and organizational capabilities.