RFI Example: Workflow in Practice – PlanRadar HelpCenter

Overview

This article covers all the steps to create and process an RFI ticket for the example RFI introduced in RFI Example: Overview.

This RFI ticket is based on the RFI form that was prepared as described in RFI Example: Setup.

The step-by-step guide below explains who fills in all the fields and workflow steps, assuming that you know how the related features work. Find more detailed explanations about relevant features below in Related Articles including mobile app.

If request or responses are not satisfactory write comments to resolve the issue. During the process this should be done by the coordinator and at the end also include the requester.

In this example, all users can view all fields and journal entries. Use comments only for non-confidential information.

1. Create RFI with All Request Details

Requester creates an RFI ticket using the RFI form and sets a plan position if relevant.

You could even place the ticket on a 360° image of a SiteView run.
Read more in Add Tickets to 360° Images in the Webapp.
Requester adds ticket attachments to provide all relevant files.
Requester fills in fields:
1. Title: for example 'RFI: Clarification on Electrical Panel Specifications'.
2. Discipline: Select the discipline to categorise the RFI by discipline/trade.
3. RFI coordinator: Select the designated RFI coordinator of the project.
4. Assignee: Select the coordinator to indicate that the request details are complete.
5. Description of request: Write a clear description of the issue that requires the RFI.
6. Document references: Explain to which section of a contract or document you refer to.
7. Reference files: Refer to the files (file names) that you attached to the ticket.
8. Cost impact: Select the checkbox if applicable.
9. Time impact: Select the checkbox if applicable.
10. Safety impact: Select the checkbox if applicable.

2. Review Request Details

Coordinator reviews request details.
If the request is not satisfactory, the coordinator asks the requester (via comment) to refine it and reassigns the ticket. The Requester updates the request fields and assigns back.
If the request is satisfactory, the coordinator continues to the next step.
Coordinator officially starts the RFI by changing these fields:
1. Assignee: Select user group 'Designers'
2. Due date: Set date (agreed time for designers to respond to RFIs)
3. Status: Select 'In Progress'

3. Write Response (Designer)

Responder (designer) adds ticket attachments to provide all relevant files.
Responder (designer) fills in the answer fields:
1. Answered by: Select user who provides the official answer.
2. Answer: Write the official answer.
3. Reference files: Refer to the files (file names) that you attached to the ticket.
4. Assignee: Select RFI coordinator (see RFI coordinator field above).

4. Review Response from Designer

Coordinator reviews the response from the designer.
If the response is not satisfactory, the coordinator asks the designer (via comment) to refine the response and reassigns it. The Responder (designer) updates the answer field and assigns back.
If the response is satisfactory, the coordinator continues with the next step.
Coordinator changes:
1. Assignee: Select user group 'Investors'
2. Due date: Set date (agreed time for investor to respond to RFIs)

5. Write Response (Investor)

Responder (investor) adds ticket attachments to provide all relevant files.
Responder (investor) fills in the answer fields:
1. Answered by: Select user who provides the official answer.
2. Answer: Write the official answer.
3. Reference files: Refer to the files (file names) that you attached to the ticket.
4. Assignee: Select RFI coordinator (see RFI coordinator field above).

6. Review Response from Investor > Share > Close

Coordinator reviews the response from the investor.
If the response is not satisfactory, the coordinator asks the investor (via comment) to refine the response and reassigns it. The Responder (investor) updates the answer field and assigns back.
If the response is satisfactory, the coordinator continues with the next step.
Coordinator informs requester in comments that all responses are complete.
Requester reviews all responses.
If the responses are not satisfactory, resolve with comments and if necessary reassign to update request and/or response fields.
If the response is satisfactory, the requester confirms via comment.
Coordinator changes:
1. Status: Closed
2. Optionally locks the RFI ticket to prevent any further changes to request or answers.