Requests for Information
It is 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 a 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 receives an email notification. The e-mail message includes a description of the RFI so that it is easy to view and consider the question right from your e-mail. The Ball-in-Court contact might be able to provide a quick answer and return it, 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 it to the appropriate person next-in-line, 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 one. By managing the RFI process electronically, your team has 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 will know who said what, when, and have a single project record for the item.