RFI - Workflow

RFIs are created and distributed at various stages of the construction, from the concept stage to completion. The following example explains the RFI workflow during the building phase:

Create RFI

• The foremen of the subcontractor or the general contractor at the site and project managers of the GC or SC create RFIs for clarifications from any other stakeholder, for example, the architect and engineer.
• RFIs typically contain a serial number, a title/description, and a set of questions with attachments like plan markups, photos, and documents.

Route RFI

RFIs pass through different people of various levels during their life cycle. The GC is responsible for reviewing the RFI and defining a workflow depending on its nature and the creator. The workflow specifies the parties to whom the RFI moves at successive levels for review, response, and closure. In usual practice:

Note: Project team members assigned with 'Manage' permission for the RFI module are exclusively authorized to route the RFI to the subsequent steps.

• An RFI created by a foreman of an SC is routed to the PM of the SC for review, then to the GC for further review, and for routing to the responsible person, like the architect or engineer.
• An RFI created by the PM of the SC is routed to the GC for review and further routing to the responsible person.
• An RFI created by the foreman of the GC is routed to the PM of the GC for review and further routing to the responsible person.
• An RFI created by the PM of the GC is routed to the responsible person for response.
• Once the response is received, the RFI is routed to the GC for review
• After review, the PM of the GC approves the response and closes the RFI. The PMs of the SCs and all other participants of the RFI are notified.
• The participants can download a PDF version of the RFI.  
• The RFI manager (usually the GC project manager) applies a workflow to each RFI depending on its creator and the nature of the questions.  The workflow determines the entities responsible for each action in the life cycle of the RFI.  
• In addition to the pre-applied workflow, the parties assigned to 'Review' and 'Respond' can dynamically add ad hoc workflow steps should they require any clarifications and/or additional review by responsible persons from other stakeholders, for example, from the creator themselves.  
• Your company administrator can create custom workflows depending on your company's requirements.

Answer RFI

• The responder, typically the architect or engineer, enters their answer and can add plan markups, drawings, photos, and documents. 
• Once answered, the responder submits the RFI for routing it to the GC. 

Note: 
Depending on the context of the questions:
1. The project manager of SC can directly answer an RFI from their foremen and route it to GC for further review or close it.
2. The project manager of GC can directly answer an RFI from a GC foreman or SC project manager and close it without applying a workflow.

Close RFI

• The GC reviews the answers from the responder and can close the RFI. All participants, including the creator and the responder, get notifications. 
• The participants can access the RFI, view the queries/responses, and download a PDF containing all the details and content, including attachments.

Sign RFI (Requires Docusign Integration)

• The GC can assign responsible stakeholders to endorse the answer.
• The assignees can digitally sign the RFI through DocuSign.

Typical workflow: