Top 8 cataloged recommendations to manage your RFIs effectively. - PowerPoint PPT Presentation

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Top 8 cataloged recommendations to manage your RFIs effectively.

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Title: Top 8 cataloged recommendations to manage your RFIs effectively.


1
TOP 8 cataloged recommendations to manage your
RFIs
effectively.
Keeping business efficiencies at maximum and
handing over construction projects within budget
and timelines is crucial for General contractors.
Connecting the mindscape of architects and
engineers with general contractors to understand
the intent, and build around it is key whilst
collecting project information. Well-structured
RFIs or Request For Information eliminates the
need to perform expensive and time-consuming
corrective activities in the construction stage.
RFIs are raised in the bidding phase, or at
various stages of construction. General
contractors or subcontractors raising RFIs in the
construction stage are extremely expensive
leading to cost and time overruns. Neglecting
design clarifications, constructability issues,
material requirements, sequencing,
specifications, etc. can lead to extensive
onsite failures. Generally, contractors have to
take responsibility for the burden of delayed
responses of RFIs submitted.
2
RFIs serve as a support system to diminish all of
the above, as they can be integrated into
various deliverable categories viz.
Clarifications on inaccurate plans, spatial
conflicts, inaccurate or incomplete
specifications Design modifications based on
construction problems and sequencing issues
Material availability, value engineering, and
others Issues in constructability and varying
site conditions
3
Furthermore, the unintended use of RFIs can lead
to greater costs. It has been documented, a
single RFI can cost over 1000. If there were
hundreds of RFIs raised in the later stages, it
would amount to hundreds of thousands of dollars
in cost overshoots. RFIs are not intended for
the following purposes viz. ordinary
communication, submittals, granting design
documents, substitutes, change requests,
feedback, etc. RFIs do become high-risk
documents if not created and managed effectively.
Misuse of RFIs in the later stages can create
greater challenges than solutions for contractors
and subcontractors.
iFieldSmart Technologies intuitive dashboard.
4
Described below are well-documented
recommendations for contractors and
subcontractors to produce effective and
productive RFIs. Working on numerous projects
requires project managers and contractors to
collaborate and diminish high-impact
construction risks. 1. Encourage discussions
between various trades and teams in the
preconstruction stage. Early involvement of
multiple teams, trades, and stakeholders in the
design stage fuels greater communication and
collaboration. Clarifying doubts before the
actual construction process begins can diminish
budget and scheduleoverruns.
5
2. Deploy an integrated and cloud-based
construction management software.
Raising, assigning, and clarifying RFIs requires
advanced construction management software like
iFieldSmart Technologies. Backoffice and onsite
personnel can collaborate on issues, raise
questions, and produce solutions to streamline
the RFI processes. Tracking hundreds of
individual RFIs can be time-consuming and
cost-incurring. Cloud-based software instantly
allows every stakeholder to interact and manage
RFIs for higher productivity.
iFieldSmart Technologies - RFI management.
6
3. Be specific with asking the right set of
questions.
Creating different RFIs for individual
questionsmakes the RFI creation and assigning
process streamlined. Greater numbers of
unnecessary RFIs can create a higher cost
impact. Advanced construction management software
can analyze the impact of cost for specific
RFIs. Consolidating questionsand their issues can
lead to greater complications in tracking RFIs.
iFieldSmart Technologies ask the right set of
questions in the comments.
7
4.Add accurate and detailed drawings.
Adding drawing and markup attachments to an RFI
is extremely helpful for individuals being
assigned the RFI. Providing references to
drawings and photos can help individuals
understand the issue and question better. Markups
can be created and shared in 2D or 3D, or
document versions can be reviewed in tools like
BIM 360. Project deliverables attached to RFIs
can speed up the RFI resolution process.
iFieldSmart Technologies Adding various
integrations.
8
5. Build a strong nomenclature for RFIs.
Using a standardized nomenclature system to
define RFIs makes it easier for stakeholders to
filter and find them. Reinforcing RFIs with a
numerical system keeps them organized, whilst
tracking documentation changes. 6. Set precise
due dates backed byRFI status. Adding precise
initiation and due dates can mitigate schedule
delays. Assigning due dates to recipients adds
an accountability factor for identification and
response. RFIs sent without due dates are liable
to be misplaced or not responded to at certain
times. Construction management software from
iFieldSmart Technologies can help fuel
collaboration and keep a copy of the RFIs through
digital downloads or physical printouts.
iFieldSmart Technologies - Adding due
dates. Average RFI reply clocks at 5 to 10 days
based on the type of project, schedule, and
location.
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7. Review the RFI for its clarity and entirety.
When RFIs are assigned to individuals, they
needto send a concise, yet detailed explanation
for greater clarity. Back and forth trails of
RFIs can lead to cost overruns and project
delays. When every individual's workflow and
response is registered, a change of Ball in Court
(BIC) is designated.
iFieldSmart Technologies Ball in Court. Using
RFIs for the wrong purpose to enhance profits
through unnecessary claims lead to project
delays, design negligence, etc.
10
8. Organize your RFIs electronically or
physically.
Receiving a response to an RFI needs to be
recorded in an organized manner. Companies
relying on traditional excel sheets often face
logging issues as RFIs are not updated. Every
individual owning a different version of the same
RFI can lead to disputes and schedule problems
during construction. A genuine lack of
documentation feedback is observed with
traditional methods leading to delays. Marking
the status correctly as open or closed helps
teams to stay cognizant of the RFI status.
Ensuring information consistency at every point
of the RFI process is achieved by adopting a
cloud-based RFI toolfromiFieldSmart Technologies.
iFieldSmart Technologies-Keeping track of
documentation.
11
Conclusion
  • Adopting end-to-end software solutions greatly
    augments day-to-day activities by accelerating
    the process.
  • Reading this article, you would have a clear
    picture of how RFIs need to be created,
    assigned, and resolved. Furthermore, the use of
    cloud-based construction management software
    augments the RFI process. Contractors and
    sub-contractors can improve the entire RFI
    management process to diminish unnecessary RFI
    costs through tangible and software-driven
    innovation.

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