Reviewing Submissions

When a subcontractor submits their RAMS, you need to review it before they can start work. RAMSdoc runs an automatic compliance check and provides tools to help you review efficiently.

Receiving a submission

When a contractor submits their RAMS:

1. You receive a notification (email and in-app) that a submission is ready for review.
2. The submission appears in your Supply Chain dashboard with the contractor name, document title, and submission date.
3. RAMSdoc automatically runs a compliance check and generates a report.

[Screenshot: Supply Chain dashboard showing a new submission with compliance score badge]

Reviewing a submission

Step 1: Check the compliance score

Before reading the document, check the AI compliance score. This pre-screens the submission and highlights areas that need attention.

• High score (80-100) — the document is likely well-structured. Focus your review on site-specific details.
• Medium score (60-79) — there are notable gaps. Read the compliance report to see what is missing.
• Low score (below 60) — significant issues. You may want to request amendments before doing a detailed review.

The compliance report shows strengths, gaps, and specific recommendations. See Compliance Scoring for how to interpret the report.

Step 2: Review the document

Open the submission and review it against your project requirements:

Check	What to look for
Work scope	Does it match the work they are contracted to do?
Site details	Are the correct site, access routes, and constraints referenced?
Hazards	Are all relevant hazards identified, including those specific to your site?
Control measures	Are controls practical, specific, and following the hierarchy of control?
Method statement	Is the work sequence logical with safety hold points?
Competencies	Do the named personnel have the required qualifications?
Emergency procedures	Are they consistent with your site emergency plan?
Interface risks	Have they considered interactions with other contractors on site?
CDM compliance	Does the document meet CDM 2015 requirements for your project?

Step 3: Add review comments

As you review, add comments to specific sections:

1. Highlight text or click the comment icon next to a section.
2. Type your comment — be specific about what needs to change.
3. Click Add Comment.

Comments are visible to the contractor when you send the document back.

Step 4: Approve or request amendments

Approving

If the submission meets your requirements:

1. Click Approve.
2. Add any approval notes (optional).
3. Click Confirm.

The contractor is notified that their RAMS is approved. The document is locked at this version.

Requesting amendments

If changes are needed:

1. Click Request Amendments.
2. Add a clear reason explaining what needs to change. Reference specific sections and be precise — “Section 4.2 needs a rescue plan for the confined space entry at manhole MH-07” is far more helpful than “More detail needed.”
3. Click Send Back.

The contractor receives your comments and reason, and can edit and resubmit. You will be notified when the amended version is submitted.

[Screenshot: Request amendments dialog with reason field and comment summary]

Managing multiple submissions

For projects with several subcontractors:

The Supply Chain dashboard

The dashboard gives you an at-a-glance view of all submissions:

• Awaiting submission — contractors who have been invited but not yet submitted
• Pending review — submissions waiting for your review
• Approved — submissions you have approved
• Amendments requested — submissions sent back for changes
• Overdue — submissions past their deadline

Filter by status, contractor, or deadline to focus on what needs your attention.

Prioritising reviews

Start with:

1. Submissions from contractors whose start date is imminent — they cannot start work without approved RAMS
2. Resubmissions after amendments — the contractor has already done the work to address your feedback
3. New submissions by deadline order — review in order of urgency

Submission history

Every submission action is recorded:

• When the document was submitted and by whom
• The compliance score at submission
• Your review comments
• Whether you approved or requested amendments
• Amendment rounds and resubmission dates

This history is available in the document’s activity log and is included in HSE investigation packs if needed.

Tips for efficient reviews

• Read the compliance report first — it highlights the areas that need most attention, saving you from reading the entire document cold
• Use comments, not verbal feedback — comments create an audit trail and ensure nothing is forgotten
• Be specific in amendment requests — vague feedback leads to multiple rounds of amendments
• Set realistic deadlines — give contractors enough time to produce quality RAMS, especially if they need to coordinate with their own subcontractors
• Standardise your requirements — use consistent submission requirements across contractors to make reviews faster and fairer