Use the following procedure to create a Request For Information record.
To Create a Request For Information Record
Step 1 From the Design page above, click Request For Information in the Related Links – Capital Project Design portal section.
Step 2 Review the page that appears. The page displays a list of Request For Information records. Click Add to add a new Request For Information record.
To Create a Request For Information Record
Step 3 Review the form that appears. Specify the details regarding the Request For Information record.
General Tab
General Section
ID Enter a unique number identifying the Request For Information record being created.
If this field is left blank, the system automatically generates this number at the time of creating the Request For Information record.
Revision The system displays the revision number indicating the number of times the current record is revised. You can revise/modify the record by clicking the Revise action that is displayed on the Action bar.
Note – Each time you revise or modify the record, the value displayed in this field is incremented by one.Status The system displays the current status of the Request For Information record being created. This field is a read-only field. The different statuses of the Request For Information are explained below.
Draft - Indicates that the Request For Information record is yet to be created. The system generates this status when the user selects the Create Draft action in the Action bar.
Review In Progress - Indicates that the record has been sent for approval and it is yet to be approved by all the members in the distribution list. The system generates this status on clicking the Submit action in the Action bar.
Submitted – The system automatically changes the record from Review In Progress state to Submitted state when all the members in the distribution list have approved the record.
Retired - Indicates that the record is temporarily removed from the active management list. The system generates this status when the user selects the Retire action in the Action bar.
Revision in Progress - Indicates that the record is being modified. The system generates this status when the user selects the Revise action in the
General Section
Action bar.
Routing In Progress – Indicates that the record is sent to the contact person in the Request For Information record for his/her response. The system generates this status on clicking the Complete action in the Action bar.
Note – The system generates this status only if the Response Required field (in the Details section of the Request For Information record) is checked.Completed – The system automatically changes the status of the record from Routing In Progress to Completed state when the contact person in the Request For Information record has responded.
Note – If the Response Required field is not checked, on clicking the Complete action, the system automatically changes the status of the record from Submitted to Completed.History - When the Request For Information record is revised, for each revision a copy of the record gets saved in the History state.
Note – On selecting the History option in the Related Reports drop-down status list (displayed in the Request For Information results page), the system retrieves and displays all the records that are revised at different stages.Date Use the Calendar icon to select the date on which the Request For Information record is being created.
Note – By default, the system displays the current date in this field.Name Enter a unique name to identify the Request For Information record that is being created.
Details Section
The Details section is used to add details about the contact person to whom the request for information is sent for his/her response.
Note – Use this section only if you require a response for the Request For Information record.Response Required Check this box to obtain a response from the person
(employee/consultant/external contact) selected in the To section.
Only if this field is checked, on clicking the Complete action, the record is sent to the person selected in the To section for his/her response. In the Home portal (of the To person) the record is displayed as an Action Item. The To person can send his/her comment by clicking the hyperlinked Action Item.
Required By Use the Calendar icon to select the date on/before which the response is required.
Reference Section
The Reference section displays the priority and classification information to assist the user in grouping the records. When you set the priorities and classifications in this section, you can generate reports based on the specified information.
Construction Class In general, all the Request For Information records are categorized into different types based on their construction and utility. The type of work area outlet that should be used can be specified from the standard options that are defined in CSI – Construction Class that is selected.
Use the Search icon to select the construction class. The system displays the available construction classes (e.g., General Requirements, Masonry, etc.) that are retrieved from the CSI-Construction Class business object in the Classification hierarchy.
Note – CSI (Construction Specifications Institute) is an organization that has set standards for all constructions based on the technical specifications. The technical specifications are classified into 16 divisions.Section The Section field is used to reference a hard-copy design document that is produced outside of the IBM TRIRIGA system.
Reference Section
Discipline Use the Search icon to select a specific discipline for the Request For Information record being created. In the search list, the system retrieves the available discipline (such as Architectural, Civil, Equipment, etc.) from the Project business object in the Classification hierarchy.
Work Location Use the Search icon to select a specific work location for the Request For Information record being created. In the Query window, the system displays the list of available records that are retrieved from the Space business object in the Location hierarchy. Select the required location and click OK. The selected work location will be displayed in this field.
To Section
This section provides details about the person to whom the record is sent for clarifications. The information includes the first name, last name, name of the organization, and address details of the selected person.
Note – The record is sent to the person selected in this section, only if the Response Required field is checked in the Details section.To Look Up Use the Search icon to select the person whose response is required. In the search list, the system displays the records that are retrieved from the associated (Employee/Consultant/External Contact) business object in the People page. Select the required person and click OK. The selected person’s name is displayed in the To Look Up field.
Note – Based on the To Look Up selected, the system auto-populates the First Name, Last Name, Address, City, State/Province, Country, and Zip/Postal (from the Employee record)Code details from the selected People record.First Name The system displays the first name of the selected person.
Last Name The system displays the last name of the selected person.
Organization Use the Search icon to select an organization regarding the person selected for response. In the search list, the system displays the records that are retrieved from the Organization hierarchy. Select the required organization and click Accept. The selected organization is displayed.
Address Enter the address of the selected organization.
To Section
City Enter the name of the city where the selected organization is located.
State/Province Enter the name of the state/province where the selected organization is located.
Country Use the List icon to specify the country in which the organization is located. The system displays all the names of the countries that are defined in the Tools > Lists page.
Zip/Postal Code Enter the zip/postal code regarding the above address.