COLLABORATION RFI - SUBCONTRACTOR

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Suzan Perry
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1 Using CMiC for Collaboration of RFI's allows the Project Team to view RFI's in real time. Team members depending on security access can add RFI's, Update, add notes, attachments and answer the RFI in the system. The Collaboration workflow process with CMiC is as follows: Subcontract "Adds" new RFI Pankow Receives RFI and Reviews If RFI is Acceptable, Pankow Forwards RFI to Architect (the To Contact) (If RFI is not Acceptable, Pankow will have Subcontractor revise) Architect Receives, Reviews and Answers RFI (Owners and Consultants can comment as well) Pankow Receives Answered RFI, Reviews and Updates Sub's RFI Subcontractor Enters a RFI into CMiC: There are two ways for a Subcontract to enter a RFI into CMiC: Entering directly into CMiC thru Collab link on Pankow's website Use the Send I/O (Input/Output) function Once Logged into CMiC in your tree view there are there are different RFI logs viewable (depending on access) RFI Log View all RFI's submitted by the Pankow to the Architect Page 1

2 o RFI log will be Bolded with black or blue numbers (Similar to Outlook) for items that are New (Black) or Updated (Blue) indicating you haven't looked at them. Once you view them, this will update automatically - RFI Log (3, 1) Sub RFI Log View only your RFI's entered into the system RFI Outstanding Log a log showing all Pankow RFI's that have not received an answer RFI Questions and Answer Log a log showing all Pankow RFI's that have been answered On the RFI entry screen there are four tabs: RFI Detail RFI detail is added here Attachments Upload or Link attachments to RFI Related Objects Can link related objects that are in the system already History Keeps history of changes on the RFI RFI added directly into CMiC 1. Click on "Sub RFI Log" and then "Add RFI" a. RFI No.: CMiC will auto-fill this number. This number will include the subcontractors vendor ID # + sequential RFI # (example LJ Kruse Company, Inc. LJKR RFI # 0010 = LJKR ) b. Status: Defaults to "Pending". i. As the RFI moves thru the approval process this "Status" will automatically update ii. After it is submitted there are additional choose if you click on the arrow to get the LOV (List of Values) c. From: Defaults to current user d. Co-Author: If the RFI you are entering is from a sub-tier (and that sub-tier is setup in CMiC by Pankow) use the Blue Up Arrow to Select that sub-tier's contact name e. Co-Author RFI No.: If the RFI you are entering is from a sub-tier, enter sub-tier's RFI # here f. To: Use the Blue Up Arrow to select the name of the Pankow contact person you wish to "Submit" the RFI to g. CC: Click the CC Button to add CC's from the contact list i. Click the Blue Up Arrow get popup contact window ii. Click the checkbox for any names you wish to cc on the RFI iii. Click the "Accept" button h. Subject: Type short description of subject for the RFI i. Date Created: This defaults to current date of entry. j. Date Required: This is the date you require a response. i. The duration will be set to match the prime contract. (Default is 5 working days) k. Source: Open field Page 2

l. Question: Enter the RFI question here being as detailed and clear as possible. If asking multiple questions, break each item into its own line and number it chronologically. m. Suggestion: If you have a suggestion to solve the problem or question, please enter it here.

Cost Amount: Enter ROM number here p. Schedule Impact: Defaults to "Potentially", Click button for Yes or No as required q. Days: Enter ROM days impact to your schedule r.

"Save" the screen will refresh and an orange line at the top will appear with the words "Not Submitted". At this time only you, the subcontractor can see the RFI. 2.

3 l. Question: Enter the RFI question here being as detailed and clear as possible. If asking multiple questions, break each item into its own line and number it chronologically. m. Suggestion: If you have a suggestion to solve the problem or question, please enter it here. Providing a suggestion will help Pankow and Architect in providing a quicker response. n. Cost Impact: Defaults to "Potentially", Click button for Yes or No as required o. Cost Amount: Enter ROM number here p. Schedule Impact: Defaults to "Potentially", Click button for Yes or No as required q. Days: Enter ROM days impact to your schedule r. Save: Once all the required information (items with a Blue Triangle are required) you can save the RFI ("DO NOT click "SUBMIT" until you are ready to have RFI seen by Pankow) Note: After you click "Save" the screen will refresh and an orange line at the top will appear with the words "Not Submitted". At this time only you, the subcontractor can see the RFI. 2. Attachments Yes or No (if No, go to #3). Click the "Attachments" tab. Any time of file extension is accepted maximum file upload size is 20mb. (See screen shots below on how to add attachments) Page 3

4 a. Upload Multiple: Upload more than one document at a time i. This application requires JAVA. If you get an error, means your computer is running a JAVA Version not supported, please use the "Upload New" button. b. Upload New: Upload a single document at a time c. Add Attachment: If a document is upload already, you can select it via this button 3. Submit: Once you are ready to send the RFI to Pankow Click the "Submit" button. a. Upon doing this on the detail tab, below status field - "Submitted" will appear and have a date and time stamp of this action b. Once the RFI is viewed by Pankow, on the detail screen, below Co-Author RFI No. field "Received" will appear and have a date and time stamp of this action RFI Action Buttons [Send I/O ]: Ability to send and receive Input/Output that updates the records automatically in CMiC [Add]: Add a new record [Add CC]: User can add CC's to the record [Edit]: Allows user to edit the RFI Once RFI is submitted it cannot be edited by the Subcontractor [Delete]: Allows user to delete the RFI Once RFI is submitted it cannot be deleted by any user. If you have RFI #7 and then add RFI #8, and delete RFI #7, that number will be lost. Better to submit RFI and Void if you do not want to lose your sequential numbering. [Submit]: Submits the RFI record to Pankow, and can no longer be edited. [Add Note]: Places a note on the RFI record that all user can see below the answer fields [Print Report]: User can print a PDF hard copy of the RFI [Link to Issue]: Link RFI to an issue restricted access [Back to Log]: Takes user back to the log Page 4

COLLABORATION Status Update: To change the Status of a Submitted RFI, Click on the Note Pad Icon to edit Select New Status from

functionality for that particular project (as the subject line varies from project to project).

The Subject line needs to appear EXCATLY as it does in the email you receive from Pankow. a. If not, Pankow will receive an error message and direct your email to your project team.

5 COLLABORATION Status Update: To change the Status of a Submitted RFI, Click on the Note Pad Icon to edit Select New Status from LOV RFI Sent Via Send I/O The Pankow project team will send you an with instructions on how to use the "Send I/O" functionality for that particular project (as the subject line varies from project to project). This will appear from "Pankow PM System". Requirements for using "Send I/O": 1. The address is wfprod@pankow.com 2. The Subject line needs to appear EXCATLY as it does in the you receive from Pankow. a. If not, Pankow will receive an error message and direct your to your project team. 3. Body of message must contain the following: a. Subject: b. Date Required: YYYY-MM-DD c. Cost Amount: Page 5

d. Question: e. Suggestion: 4. Body of Email Descriptions: a. Subject: - Description of RFI b. Date Required: YYYY-MM-DD - Date REQUIRED be in this format, remove YYYY-MM-DD and replace with date i.e. 2013-04-01 c.

Attachments are accepted CMiC system limit is 20mb Pankow recommends that you setup a template in your email system that contains the information above, so you can pull that up every time you want to

6 d. Question: e. Suggestion: 4. Body of Descriptions: a. Subject: - Description of RFI b. Date Required: YYYY-MM-DD - Date REQUIRED be in this format, remove YYYY-MM-DD and replace with date i.e c. Cost Amount: - Only numbers allowed (No characters - $ or, ) i.e. 100, 500, etc. d. Question: - RFI Question e. Suggestion: - RFI Suggestion as a solution for above question 5. Attachments are accepted CMiC system limit is 20mb Pankow recommends that you setup a template in your system that contains the information above, so you can pull that up every time you want to submit a RFI. How to attach files Multiple Upload: To upload more than one attachment at a time click "Multiple Upload" a popup window will appear Note: The Upload Multiple require Java version 6.41 (or earlier) to be installed on your computer. If you get an error, you can use the "Upload New" or install Java After you click "Upload" the following popup window will appear Select the Document Type Folder you wish to place the attachment in, then click "Proceed" to complete the upload process Page 6

7 COLLABORATION Upload New: Upload a single document at a time into the system (does not require Java) click "Upload New" a popup window will appear After you select a Document Type it will ask you to browse for your attachment Page 7

University of Massachusetts Amherst * Boston * Dartmouth * Lowell * President s Office * Worcester

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