Construction Procurement Tracker

Full Description

This construction procurement log is a tracker for every material and piece of equipment you need to buy for the project. Knowing when material is scheduled to arrive on site helps keep the overall schedule on track, and this log puts submittal, order and delivery dates in one place.

What is a procurement log in construction?

A construction procurement log is a list of the materials and equipment a project must buy, with the key dates for each item as it moves from submittal to approval, order, fabrication and delivery. It shows which items are on time and which are at risk, especially long-lead items such as switchgear, elevators, curtain wall or structural steel. Project managers update it weekly and use it to chase suppliers before a late delivery delays the job.

When to use it

• At project startup, to list every item that needs a submittal and a purchase order.
• Weekly, to update submittal status, order dates and expected deliveries.
• When planning long-lead items that must be ordered early to meet the schedule.
• In coordination meetings with subcontractors and suppliers.
• When a delivery slips and you need to see what work it affects.

What’s included

• A line for each of the materials on your project.
• When the submittal is completed.
• When the product is released for order.
• When it is expected on the jobsite.

The template is an Excel spreadsheet (.xlsx), so you can add columns for supplier, PO number or lead time as your project needs.

How to fill it out

1. List every material and equipment item from the specifications and drawings, grouped by trade or spec section.
2. Note the required-on-site date for each item from your construction schedule.
3. Work backwards, allowing for delivery, fabrication and submittal review time, to find the latest date the submittal must be complete.
4. Enter the actual date each submittal is completed and approved.
5. Record the release-for-order date once the item is ordered.
6. Update the expected delivery date as suppliers confirm, and flag any item that will arrive after it is needed.

Tips

• Start with long-lead items. They decide whether the rest of the log matters.
• Get lead times in writing from suppliers and recheck them when you order.
• Review the log in every site meeting so late items are discussed while there is still time to act.

Related templates and guides

• Construction Procurement Schedule
• Construction Submittal Schedule Template
• Construction Purchase Order Template
• Material Approval Form – Register
• Guide: Construction Submittals – Types, Process, Log and Examples

Frequently asked questions

What is the difference between a procurement log and a submittal log?

A submittal log tracks documents sent for approval, such as shop drawings and product data. A procurement log tracks the purchase itself, from approval to order to delivery. They overlap because an item usually cannot be ordered until its submittal is approved, so many teams track both together.

What are long-lead items in construction?

Long-lead items are materials or equipment that take weeks or months to fabricate and deliver, such as switchgear, generators, elevators, rooftop units, curtain wall and structural steel. They need to be identified early, submitted quickly and ordered as soon as they are approved.

How do you work out when to order material?

Start from the date the item is needed on site and work backwards. Subtract shipping time, fabrication or lead time, and the time needed to prepare and approve the submittal. The result is the latest date to start the submittal. Add a buffer for items with uncertain lead times.

Who maintains the procurement log?

On most jobs the general contractor’s project manager or project engineer owns the log, with input from subcontractors and suppliers. Subcontractors often keep their own procurement logs for their scope and report dates to the general contractor in coordination meetings.

What are procurement records?

Procurement records are the documents that show what was bought, from whom, at what price and when, such as purchase orders, quotes, approvals, delivery tickets and invoices. A procurement log is the summary that ties those records to the schedule.