Rev 01 Nov RFI s Request for Information

Transcription

1 Rev 01 Nov 2008 RFI s Request for Information

2 Index Purpose:... 2 RFI Process... 2 Configuring the Category for RFI s... 3 Configuring the Master Data for RFI s... 3 Setting Security for RFI s... 4 Logging an RFI... 5 Adding a Response to an RFI... 8 Closing an RFI... 9 Distributing RFI s Running Reports for RFI s

3 Purpose: The purpose of this manual is to show how to log a RFI within Skandocs. It is required that you have attended a Skandocs training session on searching and uploading before reading this document. RFI Process The RFI process is effectively a conversation between two recipients one asking the question the other answering the question. The following shows how the process is expected to work. Originator Asks Question Distribute to Recipient for Answer Recipient adds Answer No Distribute back to Originator Answer is Satisfactory Yes RFI Closed Out 2

4 Configuring the Category for RFI s Select the following properties. Property Field Label Mand Listing Category RFI Code Description Request for information Color (Any) Functions Attachments Distribution History Revisions Issue Documents Information Document Fields Document Type RFI Type Y Y Document Owner RFI Issued to Y Y Document Number * RFI Number Y Y Document Title RFI Title Y Y Document Date Q/A Date Y Y Owner Contact Raised By Date Due Date Due Y Y Date Complete Date Complete Y Status Status Y Y RFI RFI Q/A Section Y Document Log Date Document Log Date * It is recommended that the Sequential numbering is turned on. Referencing such as <o><nnnn> = Originator reference / 0000 Configuring the Master Data for RFI s Fields Document Type Document Owner Status Reason for Issue RFI NCR (As Required) Question Answer Closed For Comment Returned Comment 3

5 Setting Security for RFI s The following security settings need to be applied to be able to use the RFI process: View Create Change Delete Distribute* RFI Y Y Y N Y Owners Own Company Own Company Own Company N Skanska Types All All All N - Status All All All N - General Settings User requires approval needs to be turned on * Optional, at the discretion of the Project or Document Controller 4

6 Logging an RFI 1. Click create a new item icon (button on the top left looks like a white board). 2. Complete the fields on the properties tab (NB: All fields in Red MUST be completed). Fields: RFI type Drop down menu RFI Issued To Drop down menu RFI Number Automatically populated RFI title Free text field Raised By Free text field Date due Drop down menu and select from calendar Date completed Not applicable at the moment 3. Click on the Save Changes button (left hand icon). 5

7 4. Click on the revisions tab and complete the fields listed below. Fields: Q/A date Drop down menu and select from calendar Status Choose from the drop down menu RFI Q/A Section Type the question you require answering. Screen shots or examples can be attached on the attachments tab. (refer to section 5) Document Log Date will populate automatically 5. Click on the Attachments Tab this allows you to add any additional document. 6

8 6. Using the available file directory located to the left-hand side of the upload screen, find and highlight the electronic copy of the document. 7. Using the mouse, drag and drop the document into the Attachments list area. If there is more than one electronic file to attach, simply continue to select the files and drag and drop them until they have all been attached. 7

9 Adding a Response to an RFI When responding to an RFI, Search for the RFI to be responded to. 1. Click on the revisions tab 2. Click create new item (make sure you choose the one just under the revisions tab and NOT the one at the top of the page). 3. Complete the new Meta data for the new revision making sure that all the red fields are filled out. 4. Click save changes button. 5. Attach any new documents, if required. The latest revision will be in bold text and the previous comment will be in standard text. 8

10 Closing an RFI 1. Search for the RFI to be closed out 2. Click on the revisions tab 3. Enter a new revision Closed and Save 4. Click on the Properties Tab 5. Click in the Date Complete field and select the drop down arrow and choose closed. 6. Click on the Save Changes icon. 9

11 Distributing RFI s Once a new RFI has been created or an open RFI has been commented on the RFI can then be distributed. 1. Right click on the RFI to be distributed and select Distribute 2. Complete the following fields Destination (Users) Select box Reason for Issue For Comment or For Return Comment Select on issue 3. Click on the save Button 4. Click on the distribute Button Skandocs will then generate an instruction document that will be issue via to the recipient. 10

12 Running Reports for RFI s 1. Click on the reports icon dropdown box and select Information report 2. Enter the information required for the report 3. Click show report 11