Support Central
Discover how an RFI process can help improve the way you work.
In simple terms, an RFI is a question that needs answering.
In business terms, it’s a process that results in an official communication, one that seeks to confirm something, get clarification or seek direction on an element that could cause delay if it’s not answered. It, or the results of it, can often trigger a number of other processes, like Changes and Reviews.
Aconex is routinely used for the management of Requests for Information (RFI) across many industries and projects and the diagram below depicts the basic steps typically seen in an RFI process.
Projects that don’t have a good way of managing and tracking RFIs tend to have more problems than those that do. Having an efficient and effective way to manage these queries ensures that a project progresses as scheduled and allows for the resolution of any issues that might have a negative impact.
Here are some things to consider when looking at introducing an RFI process:
Aconex Mail allows both users and non-users of Aconex to participate.
Mail processes can be done in Aconex Mobile.
Both Mail and Workflows allow each participant to include information with their response, Mail embeds that information while Workflows stores that information as part of the workflow record.
Both Mail and Workflows allow you to track and report on status and response in real-time. Mail also allows you to report on to the details contained in the RFI itself.
Mail can be converted into other outputs or pushed automatically into other systems via software integrations.
Workflows make use of a registered document that can be downloaded and transferred.
Mail allows for flexible distribution with minimal structure required.
Workflows are templated and repeatable for fully structured flows.
Mail allows you to include wet signatures as part of the procedure. Many clients find that the Aconex login and security model may satisfy this requirement.
Workflows make use of a registered document so wet signatures can be included in the document itself.
We think Mail is the most powerful way of managing RFIs.
There are some circumstances where using an alternative module, such as Documents and Workflows, may be best. If you’re not sure which option is right for your project, an Aconex consultant will help you work through your specific needs.
Additional Aconex tools you could use
Common features we see clients take advantage of when using Mail are Mail Forms, Restricted Fields and Mail Type Rules. Mail Forms and Restricted Fields allow project teams to capture and report on additional structured data while Mail Type Rules provide guidance as to what types of mail are best to respond with.
If your project has chosen to use Workflows, we typically see Templates and Review Sets configured. Templates provide a quick, repeatable process while Review Sets allow projects to ensure the right review terminology is used for the procedure.
These diagrams illustrate some ways to manage RFI’s using Aconex. Project teams will need to evaluate whether this will work for them, factoring in things like delivery method and contractual requirements. Contact your Oracle Aconex representative if you need questions or need help setting this up.
Based on your project’s needs, you may use one, some, none, or all of these features:
Request For Information (RFI) - Using Mail
Request For Information (RFI) - Using Documents & Workflows
