A packaged program of CA discussion and instruction to ensure maximum value and adoption in the shortest amount of time

Your firm has much to gain from taking full advantage of the RFI and Submittal activity centers of Newforma Project Center software for AEC project information management. This three-phase process walks you through the steps necessary to derive that value. Some of the phases can happen in parallel. The process ends with a custom training session. Optional form template customization can further integrate Newforma’s CA functions with your present process.

We work via GoToMeeting© and conference calls throughout this process, including the delivery of the training. In order to minimize the disruption to the team’s workday we expect each phase to occur at different times.

Fees and next steps

The cost of the RFI and submittal process discussion and training is $1,600. The cost of the optional form template customization is $750. If you are interested, please email .(JavaScript must be enabled to view this email address) or contact your account manager.

Phase I – Project Settings Definition (1 to 2 hours)

We work with you to establish your RFI/Submittal project settings, as shown in Figures 1 and 3. We will also determine if you want one action list shared by all projects, a different list per type of project, and/or a list per project.

RFIs

We first determine how you want requests for information numbered, and your desired default due date; see Figure 1. We spend most of our time on the RFI List Values. In Figure 2 we customize values in the Name column to use the terms leveraged within your firm. Then we explain how the Type column affects an RFI as it moves through the process. Finally, we determine the text you would like automatically displayed when you close an RFI based on the impact of the RFI answer.

Figure 1 – Project Preferences for RFIs

Figure 2 – RFI Action List

Submittals

We first determine how you want submittals and resubmittals numbered, as well as the default due date; see Figure 3. We spend most of our time on the Submittal List Values. In Figure 4 we work to customize values in the Name column to use the terms leveraged within your firm. Then we explain how the Type column affects the submittal as it moves through the process.

Figure 3 – Project Preferences for Submittals

Figure 4 – Submittal Action List

Phase II – Process Definition and Stamp Customization (1 to 2 hours)

Once all the preferences are set we review your existing RFI/Submittal process to determine how you can best leverage Newforma Project Center. This interactive step serves as the foundation for training. We also help you with the process of creating electronic stamps for use in the Markup activity center, especially as applied to the submittal process.

Items we cover include:

• CA workflow and routing. Once defined, we assist in setting up CA permissions.
• Transfer technology to use (email vs. Newforma Info Exchange) to send and receive when forwarding and assigning CA items.
• Whether or not to forward digital data internally. Once an item is logged, and then assigned, if that person is internal, do you want to forward the files? We typically suggest no, but this is an important consideration that needs to be part of the training.
• Where are the CA files stored on the file server? Is there a separate CA folder?
• If the team is planning collaborative markups, then the files will need to be extracted from the record copy tracked within NPC. This is particularly crucial with Submittals and will be integrated into the training delivered in Phase IV.
• How do you plan on communication with those outside your firm? Will you create through Newforma Info Exchange (NIX), send an email from an existing solution, and/or send a SharePoint notification? 
• This could lead to some custom NIX delivery methods if you are sending responses back to a project extranet and/or an FTP site.
• Definition of spec section list.

Phase III - Training (2 to 4 hours)

Now that the preferences are set and the process is documented, we will create training content specifically for your firm based on all the information captured during the first two phases. We will then deliver training of both the settings we defined in Phase I, the process we defined in Phase II and the Newforma Project Center product. Since we will deliver this training remotely we will also deliver a recording of the training for your use.

Form Template Customization (6 to 7 hours) [Optional]

Some customers would like the forms within NPC customized to include their logos and other formatting. There are six forms that support RFIs and Submittals:

• RFI Form
• RFI Response Form
• RFI Transmittal Form
• Submittal Form
• Submittal Response Form
• Submittal Transmittal Form

Newforma works with you to customize these forms to fit your company’s look and feel.

For more information or to schedule CA discussion and training, email .(JavaScript must be enabled to view this email address).