Requests for Information: General Information

Requests for information (RFIs) are used for obtaining information that is not present in (or cannot be inferred from) the contract documents. An RFI is usually submitted by a general contractor or subcontractor, and a design or engineering professional is usually specified as the contact person who is expected to provide the needed information.

Learning Objectives

In this chapter, you will learn how to do the following:

  • Create and process a new request for information
  • Create a new request for information that relates to another request for information
  • Create a change request from a request for information
  • Mass-assign owners to requests for information

Applicable Scenarios

You process a request for information in the system in the following cases:

  • Outgoing RFI: When some needed information is not present in the documents related to a project, and your company requests certain information from an external subject matter expert
  • Incoming RFI: When someone, usually a subcontractor, requests particular information about the project from your company

Processing Workflow of an Outgoing Request for Information

In the system, the processing of an outgoing request for information generally consists of the following steps:

  1. Entering the request for information into the system: The project manager creates an RFI, which has the New status, on the Request for Information (PJ301000) form.
  2. Opening the request for information: The project manager sends emails with the request to subject matter experts. The RFI has the Open status, indicating that the process has been started.
  3. Closing the request for information: When the necessary information has been sent, the owner of the document closes the RFI by changing its status to Closed, indicating that the process has been completed, or by creating a change request from the RFI. The manager also specifies the reason for closing of the request.

Processing Workflow of an Incoming Request for Information

In the system, the processing of an incoming request for information generally consists of the following steps:

  1. Entering the request for information into the system: The project manager creates an RFI with the Incoming check box selected and the person who is responsible for the answer specified in the Owner box of the Request for Information (PJ301000) form. The request for information has the New status.
  2. Opening the request for information: The project manager opens the request by changing its status to Open, indicating that the process has been started. The manager also specifies the reason for opening of the request.
  3. Closing the request for information: When the necessary information has been sent, the owner of the document closes the RFI by changing its status to Closed, indicating that the process has been completed, or by creating a change request from the RFI. The manager also specifies the reason for closing of the request.