Requests for Information
It’s critical to stay on top of Requests for Information (RFIs) in real time; otherwise, RFIs go unanswered, which could create a major delay on your project. Having the whole team–office workers and those in the field–on the same Web-based construction management system facilitates centralized communications for everyone involved in submitting and responding to RFIs.
Initiate RFIs from the Office or Job Site
Any team member can submit an RFI on your project, using any device–a PC, Mac, tablet, or smartphone. For example, a Contractor can initiate a new RFI by filling out a simple prebuilt form from their PC or mobile device, and attach reference items to it—like a drawing, sketch, or photo. They can direct the RFI to the appropriate team member on the project by assigning the Ball-in-Court contact.
Assign RFIs to the Ball-in-Court
As team members submit RFIs on the project, the person or group who identified as the Ball-in-Court contact, like an Architect or Construction Manager, automatically receives an email notification. The email message includes a description of the RFI so that it’s easy to view and consider the question right from your email. The Ball-in-Court contact might be able to provide a quick response, or they might need input from another team member. By simply reassigning the Ball-in-Court to another contact on the team, they can direct the RFI to the appropriate person, to evaluate and respond to the RFI.
Manage RFIs to Closure
As you enter RFIs into VPO, a central log provides visibility as to the status, due date, and Ball-in-Court contact for each Request. By managing the RFI process electronically, your team automatically generates an audit trail with date and timestamp information on any changes made by any user of the system. If there’s ever a claim or a dispute on the project, you’ll know who said what, when, and you’ll have a single project record for the item.