Requests for Information: To Create a Request for Information from a Project Issue

This activity will walk you through the process of creating a request for information from a project issue.

Attention: This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that a design issue has been discovered on the construction site of the Beach Hotel and Condominiums, a project that the ToadGreen company is working on: Because of the unstable terrain, the paving should be placed differently. The engineer has reported that the issue will take three days to be resolved and it will cost $60,000.

Acting as a construction foreman, you need to enter the project issue in the system, and then you need to clarify which paving material needs to be used by processing a request for information for the project issue.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

  • On the Enable/Disable Features (CS100000) form, the Construction and Construction Project Management features have been enabled in the Projects group of features.
  • On the Project Management Classes (PJ201000) form, the FIELD class has been defined with the Project Issues check box selected in the Use For section of the Summary area.
  • On the Projects (PM301000) form, the HOTEL project has been created with multiple project tasks.
  • On the Employees (EP203000) form, the EP00000032 – Ricky Thompson employee record has been created.
  • On the Vendors (AP303000), the SUNTECH subcontractor has been created.

Process Overview

You will create the project issue on the Project Issue (PJ302000) form. You will then convert it to a request for information on the Request for Information (PJ301000) form and send the email to the responsible person on the Email Activity (CR306015) form.

System Preparation

To prepare to perform the instructions of this activity, do the following:

  1. As a prerequisite activity, configure the project issue types by performing the instructions in the Project Issues: Implementation Activity.
  2. Launch the MYOB Advanced website, and sign in to a company with the U100 dataset preloaded. You should sign in as a construction foreman by using the epsmith username and the 123 password.
  3. In the info area, in the upper-right corner of the top pane of the MYOB Advanced screen, make sure that the business date in your system is set to 2/15/2023. If a different date is displayed, click the Business Date menu button, and select 2/15/2023 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.

Step 1: Creating the Project Issue

To create the project issue, do the following:

  1. On the Project Issue (PJ302000) form, add a new record.
  2. In the Summary area, specify the following settings:
    • Summary: Paving should be replaced
    • Project: HOTEL
    • Class ID: FIELD
    • Due Date: 2/22/2023
    • Owner: Ricky Thompson
    • Project Issue Type: Design Issue
    • Schedule Impact: Selected
    • Schedule Impact (days): 3
    • Cost Impact: Selected
    • Cost Impact: 60000
  3. On the Details tab, type the following information: Due to unstable terrain, the paving needs to be laid differently. Refer to the updated site plan.
  4. Save the project issue.
  5. On the table toolbar of the Drawings tab, click Link Drawing.
  6. In the Link Drawing dialog box, which opens, select the check box in the unlabeled column for the drawing log with the Site plan title, and click Link & Close to link the drawing log and close the dialog box.
  7. Save your changes.

Step 2: Converting the Project Issue to a Request for Information

To convert the issue to the request for information, do the following:

  1. While you are still viewing the Paving should be replaced project issue on the Project Issue (PJ302000) form, click Convert to RFI on the form toolbar.

    The Request for Information (PJ301000) form opens with the new request for information. The system has copied the settings from the original project issue.

  2. In the Summary area, specify the following settings:
    • Business Account: SUNTECH (the subcontractor to perform the work)
    • Contact: Ally Ralts
    • Class ID: DOCRFI
    • Owner: Ricky Thompson
    • In the Question pane on the Details tab, add the following text: What paving material should be used?
  3. Save your changes. Notice that the link to the original project issue is displayed in the Converted From box, as shown in the following screenshot.
    Figure 1. Request for information created based on the project issue


  4. On the form toolbar, click Email. The Email Activity (CR306015) form opens in a pop-up window. The contact specified for the request for information (Ally Ralts) is the default recipient of the email.
  5. On the Message tab, type What paving material should be used?
  6. Click Send on the form toolbar to send the email, close the form and return to the request for information.

You have entered the project issue and converted it to a request for information. After the needed information is received, you could create a change request from this project issue or close the request.