Create an RFI

RFIs are generally created by the foremen or the project managers, depending on their needs. This page explains how a project manager of a GC or an SC can create an RFI.

Typically, an RFI consists of the following:

• A serial number
• A sequence number identifying the classification
• Due dates for response, review, and approval
• A short descriptive title
• A set of questions to be clarified
• Plan markups, photos, and/or documents for reference
• Impacts on schedule and cost
• Site location references
• Spec book reference
• You can also add a set of watchers to be notified of the progress status of the RFI

Create an RFI

• Open the project management console
• Click 'RFI' on the top, then choose 'Boards' from the left
• Click on the top right

The RFI creation wizard starts:

• RFI Title - Enter a label for the RFI, shortly describing its purpose. (Max. 150 characters)
• Sequence- Specify the category of the RFI. RFI categories are defined as a master-list at your company level. The RFI will be sequence-numbered in a series, depending upon the category. This number lets you quickly identify, filter/review RFIs of a particular type. (Optional)
  • Choose the category from the drop-down. If you do not see the category, you want to choose, contact your administrator.
• Priority - The criticality of the RFI. Choose 'High' for the RFIs to be answered quickly to avoid schedule and budget losses. 
• RFI Type- The purpose of the RFI. Whether the RFI is for clarification, confirmation, missing details in the specs/plans, etc.
  • Choose the type from the drop-down
• RFI Sub Type- The further classification of the RFI, depending on the selected type.
  • Choose the sub-type from the drop-down
• Click  

The RFI opens for adding further details and questions:

The values for the RFI Name, Sequence, Priority, RFI Type and RFI Sub Type are prepopulated with the values you entered in the previous step. 

Step 1 - Enter additional details:

• Specification Code- The section of the construction spec book that covers the category of tasks, deliverables, and/or materials to which the RFI relates. (Optional)
  • Type the first few characters of the spec section code and choose the section from the options 
• Sheet Code- The sheet number of the plan or drawing sheet related to the RFI. (Optional)
  • Type the first few characters of the sheet code and choose the sheet from the options 
• Details - A brief description of the RFI. (Optional)
• Location - The location of the constructed structure for which clarification is needed. (Optional) 
• Associated Task- Applies only if 'Schedule Impact' is enabled. The scheduled task for which the RFI is generated. 
  • Choose the task from the drop-down
• Cost Impact - Whether the subject of the RFI affects the budget or incurs extra expenses to the project. This decides whether the RFI may be escalated into a change order which in turn helps to make budget amendments. 
• Schedule Impact - Whether the subject of the RFI affects the schedule of the project. 

Step 2 - Add Questions

The next step is to add your queries. The 'Questions' area allows you to add your list of questions.

• Enter your first question in the box.
• Use the tools on the top to format your text.
• Click on the top right to add attachments like plan drawing with markups, photos, images, and/or other document files to the question:

Attach plan drawings with/without markups

• Choose 'Select From Plans' 

The plan drawings added for the project are shown as thumbnails.

• Select the plan you want to use
• Create markups if required to illustrate your question. See Markups for guidance on creating different types of markups on the plan drawing.
• Click the 'Publish' button to affix the plan drawing markup to the question.
• Repeat the process to add more plan markups

Attach photos and other documents

• Drag and drop the file to the lower pane

Alternatively,

• Click 'Browse'
• Navigate to the required image file and open
• Add a markup on the image, if required. The process is similar to adding markups to a plan drawing. See Markups for guidance on this.  
• Repeat the process to add more images or documents
• Click the button to save your question.

Your question is added to the list.

• Click the button at the top right and repeat the process to add more questions.

The details and the questions you have added are auto-saved to the draft. You can edit your questions and add new questions at any time by opening the RFI from the 'Drafts' in your 'RFI' > 'Boards' interface until you route it to the next step. Once you have routed an RFI, you cannot edit/add the questions.

• Click the button at the right end of a question stripe to open and edit the question.
  • Click every time to save your changes.
• Click the button at the right end of a question stripe to remove the question.

Step 3 - Add Watchers (Optional)

The 'Watchers' pane allows you to specify your team members to notify them of the RFI progress and details. Linarc sends a notification to the persons on each activity on the RFI. If given access, they can view the details at each step from their Linarc project consoles.

To add watchers to an RFI, 

• Start typing the name of the person in the text box under 'Watchers' and choose from the options 
• Click the 'Add' button
• Repeat the process to add more watchers

Step 3 - Forward the RFI

Once the details are filled in, you can route the RFI to the GC for further processing or set a workflow, depending on whether you are the GC or an SC.

Subcontractors

• Click the route button on the top right.

The RFI is forwarded to the GC. The GC will review the details and the questions, configure the workflow for the RFI, and forward it to the next stage.

The status of the RFI (shown on the top-right of the questions pane) changes to 'Sent to GC' and the GC company name. Once the GC reviews the RFI, sets a workflow you can view the workflow status of the RFI at any time by clicking 'View Workflow' that appears at the top of the 'Activity Log' pane.

General Contractor - The GC should configure the workflow for the RFI and forward it to the next stage. 

• See the next section, 'Set a workflow for an RFI' for more details.

Tip:

Once you route an RFI, you can chat with the participants of it at any time. Click the button on the top right to start a chat session. See Chat and collaborate on RFIs for more guidance.