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Understanding Roles and Permissions within the RFI Process
Understanding Roles and Permissions within the RFI Process

The RFI process in INGENIOUS.BUILD defines roles, permissions, and notifications to streamline collaboration and ensure timely resolution of project inquiries. This guide outlines key responsibilities and workflows for managing RFIs effectively.

JD Williams avatar
Written by JD Williams
Updated over 3 weeks ago

Overview

Understanding roles and permissions within the RFI process empowers teams to collaborate effectively and resolve RFIs efficiently. With INGENIOUS.BUILD, users can seamlessly manage the entire RFI lifecycle while maintaining transparency and control.

Roles in the RFI Process

  1. RFI Manager (General Contractor Workspace)

    • Oversees the RFI lifecycle, from creation and submission to review and distribution.

    • Key Responsibilities:

      • Change the Ball in Court (BIC) at any time.

      • Propose and approve official solutions.

      • Close and distribute the RFI after a response is received.

  2. Official Reviewer (Design Workspace)

    • Manages RFI responses by proposing or approving official solutions.

    • Key Responsibilities:

      • Propose or approve solutions.

      • Change the Ball in Court before returning the RFI to the RFI Manager.

  3. Impacted Parties

    • Users notified of RFI status changes.

  4. Ball in Court (BIC)

    • Users with BIC in the "Submitted" or "Clarify Solution" statuses can propose solutions.

Permissions by Role

Subcontractors

  • Actions:

    • Create and submit Sub RFIs to the RFI Manager.

    • View Sub RFIs submitted within their workspace.

    • View all Project RFIs.

General Contractors

  • Actions:

    • View and respond to Sub RFIs.

    • View all Project RFIs and:

      • Create and submit RFIs.

      • Propose and approve solutions.

      • Close and distribute RFIs.

      • Change the Ball in Court.

Architects / Engineers

  • Actions:

    • View all Project RFIs and:

      • Propose and approve solutions.

      • Change the Ball in Court.

Owners / Reps

  • Actions:

    • View all Project RFIs.

    • Receive and change the Ball in Court.

    • Propose solutions if they have BIC in "Submitted" or "Clarify Solution" statuses.

Notifications in the RFI Process

Notifications ensure all stakeholders stay informed of critical RFI actions. Below are key notification triggers:

  1. Submission:

    • Recipient: Official Reviewer.

  2. Response Received:

    • Recipient: RFI Manager.

  3. Closure and Distribution:

    • Recipients: Official Reviewer, RFI Manager (plus Initiator if different), and Impacted Parties.

  4. Ball in Court Change:

    • Recipient: User receiving BIC.

  5. Clarification Requested:

    • Recipient: User receiving BIC (Official Reviewer or RFI Manager).

  6. RFI Archived:

    • Recipients: Official Reviewer, RFI Manager (plus Initiator if different), and Impacted Parties.

  7. Re-Distribution:

    • Recipient: Newly selected Impacted Parties.

By understanding and applying these roles, permissions, and notifications, teams can ensure a smooth and transparent RFI process, keeping all stakeholders informed and accountable at every stage.

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