Processing RFIs Using Prolog Converge

An automatic notification will be sent to your email when the team creates a new RFI and assigns you as having action required

Clicking on the link in the RFI will bring you to the Converge login screen where you can enter your login information to access the RFI

If you do not have a Converge login name and password, you will be able to view the RFI by opening the included attachment but you will not be able to respond directly to the RFI

Receiving Notification

By clicking on the link in the notification email you will be routed directly to the RFI, in a reading view only (all entry fields are grayed out)

Click on the Edit button at the upper left corner of the RFI to enter the Edit mode and respond to the RFI

Opening the RFI

Click on ‘Add/View Comments’ to enter your response

Clicking on ‘Add/View Comments’ opens a secondary window

Your name and company name will automatically be populated and cannot be changed

Enter your response in the ‘My Answer’ section and click ‘Save and Close’

Multiple people will be able to add to the response if necessary and each comment will automatically be tagged with the respondents name, company name, and date of comment

Entering Comments

* To be performed only by the lead contact responsible for responding to the RFI

Click on the Company Search button to view a list of companies associated with the project and select the correct company from the list; repeat for the contact

Alternatively – if you know your contact shortcut you many type it in the Answered By field and your name and company will auto populate

* This is the company and contact name that will be printed on all reports created from Prolog.

Your contact shortcut is typically the first three letters of your first name and the first three letters of your last name (i.e. Ryan Odell = ryaode)

Entering the Company

** To be performed only by the lead contact responsible for responding to the RFI

Type in the date or use the drop down arrow to select the date that the RFI is officially responded to

You may also select Today on the drop down arrow to fill in today’s date

** Entering and saving this date will automatically send a “RFI Answered” notification to the originator. If this field is entered accidentally contact a member of the Skanska team to clear out this field and return the action due to the correct status.

Entering the Date

Use the Notes tab to enter references for

- Drawing/Specification Section

- Sketch numbers

Suggestions or Comments to the RFI that are not to be considered part of the official response can be added by clicking on the ‘Add/View Comments’ link for the respective fields

Entering Notes

Use the Contract Drawings tab to view the drawings that have been linked to the RFI by the originator

Linking Contract Drawings to RFIs is equivalent to taping an RFI onto a drawing in the Construction Set to show that it impacts a drawing; only those drawings which are impacted by the RFI should be linked

Only a member of the Skanska team can link drawings to the RFI; if an RFI reviewer would like to note drawing impacts it should be done on the Notes and/or Impact tab

Linking Drawings

Use the Collaboration tab to assign Action and send an “RFI Action Required” notification

If an RFI needs to be redirected to someone who was not included on the original responsible action list

- Click New

- Fill in the From/To information

- Fill in the Date Sent

- Check the Action box

Once the RFI is saved, an automatic notification will be sent to that individual with the subject “RFI Action Required” and will include a link to the RFI

Only members of the Skanska project team should ‘uncheck’ an Action box if it is determined that action is not required. Use of this Action box is utilized to facilitate the notifications to individuals who may not have a Converge login.

Sending to Skanska

Use the Impact tab to note if the RFI response has the potential to change drawings or to track comments for potential document changes

Defining Impact

Use the Courtesy Copies tab to add people to the CC list

An automatic notification will be issued to the people on this list when

- the RFI ‘Date Answered’ is entered

- the RFI is checked as ‘Closed’

Adding CC Contacts

Use the Files tab to view or upload RFI attachments

The number in parenthesis on the tab indicates the number of files attached

Click ‘View’ to open the file from Converge or ‘Download’ to store it to your local computer

To upload a file click on ‘Quick Upload’, you will be able to browse your local computer for the file in the secondary window that opens up

Uploading Attachments

Once you have entered your answer and made any other required changes, click on ‘Save and Exit’ on the General Information tab to lock in your comments

As a reminder, the Answer Company, Answered By, and Date Answered should only be completed by the lead contact responsible for responding to the RFI once the RFI is complete

Saving the Response

Once the Date Answered is filled in and the RFI is saved, an automatic notification will be issued to the RFI originator and those on the CC list

Response Notifications

Once the RFI response is reviewed by the originator and they check the closed box on the RFI, an automatic notification will be issued to the ‘Answered By’ and those on the CC list

Closed RFI Notification

Within the Project view of Converge you can access the Project Summary to see how many RFIs

- have been created (Total)

- are Open

- are Closed

- are Past Due

- are Pending My Action

Dashboard Information

Within the Project view of Converge you can access numerous lists and move between RFIs

If you go directly to the Converge URL and login in, in lieu of clicking a link in an RFI, the default view will bring you to “My Outstanding RFIs”

You can click on any of the other lists in the Document Control tree to view that list

Navigating through RFIs

Use the Export function to export the list to one of the following formats

- Excel

- HTML

- PDF

- RTF

- Text

Exporting

List can be grouped by any of the available columns and multiple groups can be applied

To apply a grouping to your view drag and drop the desired column header to the grouping bar

Drag and drop the header back to the column row to stop grouping by that header

Grouping

Columns can be rearranged by dragging and dropping them into the order you choose; columns can be resized just like in excel

Change you make to the layout will be retained the next time you login

Click to ‘Reset Layout’ to clear all of the groups and column placement changes

Clicking on any one of the column headings will sort A-Z or Z-A

Arranging Columns

Use the Portfolio view to see all of the projects that you have access to and to move between them

Portfolio View

Use the Insight view to see data for each of the projects that you have access to

- Click on Projects Summary to see the Project Summary for each project

- Click on one of the Document Control lists to see that listing for all projects

- Click on the ‘Metrics by Project’ list to see the number of Open/Closed RFIs and the turnaround for each project

Insight View

Grouping can be changed in Insight as well

For instance you could select the ‘Open’ RFIs list and remove the Project group to see all open RFIs across the project that you have access to

Use the Toggle Filter to access filter fields for each of the columns

- Enter the information to filter for in the field at the top of the column

- Click on the filter for that column to change the filter type

- Apply the filter

Filtering in Insight View