Introduction
When undertaking any project, there may be some aspects of work which are unclear or unspecified in the project documentation (drawings, specifications).
In these circumstances, it's common to use a request for information (RFI) form, to formally request additional information, and track the responses.
In Dashpivot, this process works well using a workflow whereby a request can be submitted, the appropriate person is notified automatically, and the response can be kept on record.
Having high quality RFI records which serve as a record of communication between parties is very important. If a dispute or disagreement arises later down the track, the details of an RFI can lead to a fast and fair resolution.
Key Features
Standardise the way RFIs are processed
Automatically send notifications to the right person at each step when an RFI progresses through its workflow
Automatically generate a register of all RFIs, which can be filtered by subcontractor, stage, creator, nature, location
Link photos or attach marked up PDF drawings to add clarity
Access records on the go via the mobile/tablet app
Download, print or send your forms as PDFs, with professional layout and company branding
Best Practices
Setup your RFI template as a workflow to standardise and control the process
Setup workflow notifications to notify the right person/party for sign-off at each step in the workflow
In the template editor, check the 'Display the form counter' box to show the unique form number per RFI. This removes the need to manually number your RFIs.
Include a photo field to attach relevant photos
Use list fields where possible for specifying location, work package, type, or subcontractors involved, so that in the register view, you can filter and find records quickly and easily, and filter by these list items on any analytics charts
Include a title for the RFI as a single-line text field, then in the template settings, display this field on the form thumbnail to make records easier to navigate and find. This information will also be included in any notification emails.
Getting started
You can access a Free Request for Information Template from Dashpivot's Template Library. Go to Templates > Add Template > Choose from Free Public Template Library.