In the collaborative mode, "In-Progress" Stage will begin when a consultant decides to start the project with the chosen contractor. Selecting a contractor can happen either after a Tendering process using the "Tenders" or without a tendering process using "Contracts". Either way when Consultant clicks the "Commence Progress" button, the "In-Progress" stage will start.
In "In-Progress" stage the followings pages will be available for both Consultant's and Contractor's sides with some differences. The RFI and Submittals pages are currently only available for Collaborative mode.
An RFI seeks the clarification of plans, drawings, specifications and agreements. A formal written process in which parties, such as the contractor and designer, clarify information gaps in documents.
RFI page is currently available in collaborative contracts, in "In Progress" and "Completed" stages. On the RFI page, contractors can quickly generate formal requests and upload pdf files. They can upload and mark up images to be included in the RFI, then send the document to the stakeholders for a response. Stakeholders can add responses and upload pdf files after receiving an RFI. They can upload and mark up images to be included in the RFI and send it for the contractor. When the contractor receives the RFI response if they need more clarification they can reopen the RFI and stakeholders have to provide further information and resend the RFI.
Contractor can create an RFI, add or delete Pdf files, add and markup images and send it for the Stakeholders. If the contractor selects a person for the Attn box, the person will receive an email and a message in his/her action box. In case no one is selected as a contact point all stakeholders (only the contract followers) will receive an email and a message in their action box. However, all stakeholders will be able to see the "Submitted" RFI on the ContractComplete application.
On the Submitted RFI Stakeholders can do the following actions:
Add pdf files using the "Add pdf" button.
Add response and comments in the "Our Response" box.
Image Manager: Use the "Image Manager" button to attach and mark up images to be included in the RFI. By clicking the Image Manager button, 'Image Manager' page will be displayed. To upload an image click the "Add Image" icon, select an image on the 'File Browser' window in 'File Picker' tab or upload an image using the 'File Upload' tab. The image will be added on the 'Image Manager' page on the left side.
You can do the following actions to edit, mark up or delete the added images:
Click the icon to delete the added image.
Click the icon to add or edit image title and caption.
To edit or mark the image, click on an image. The image will be displayed on the black space and editing tools will become available. You can crop, rotate and markup the image or make other changes using the provided tools. ⚠ Stakeholders won't be able to delete or change the images' markups marked by the contractor.
Use "Undo" and "Cancel" buttons to dismiss the previous changes.
To save the changes, don't forget to click the "Done" button after making changes using the tools.
Click the back arrow to close the 'Image Manager' at anytime to go back to the RFI document builder page. To see the saved changes made in the Image Manager on the RFI pdf don't forget to click the "Yes" button on the 'Update Pdf' window.
⚠ After making changes on the RFI make sure to click the "Save & Update Document" button.
After completing the Submitted RFI, stakeholders can send the RFI response to the contractor. After sending the RFI response the status will change to "Responded" and stakeholders will not be able to make any changes unless the contractor reopens the RFI.
After reviewing the responses, contractor can leave the RFI as is or reopens the RFI to request clarification. If the contractor reopens a Responded RFI, the RFI status will change to "Reopened". Stakeholders have to answer the requested missing information, use the same features they used for the Submitted RFIs and send their updated response. Reopening a Responded RFI can be repeated until clarification is made.
Stakeholders can find the users' names and the time they have changed an RFI Status using the "RFI History" button located in each RFI.
RFI Submission date, Due date and Response date are displayed on the RFI page for each RFI.
Contractor can delete RFIs in any status.
On the Analytics section the followings are provided:
Donut Chart: Displays the percentage and the number of RFIs of each status; including Submitted, Responded and Reopened RFIs. (To see the numbers just hover over each status.)
Total RFIs: Displays the total number of RFIs including Submitted, Responded and Reopened RFIs.
Reopen Percent: Displays the percentage of responded RFIs that were at least reopened once.
Average Response Time: Displays the average Stakeholders' response times to "Submitted" and "Reopened" RFIs.
Submittals can be shop drawings, material data, samples, and product data. Submittals are required primarily for the architect and engineer to verify that the correct products will be installed on the project. This process also gives the architect and sub-consultants the opportunity to select colors, patterns, and types of material that were not chosen prior to completion of the drawings. This is not an occasion for the architect to select different materials than specified, but rather to clarify the selection within the quality level indicated in the specification and quantities shown on plans.By using submittals the primary stakeholder or a 3rd party subconsultant will be able to approve or reject the materials or products before they are used in the project.
Consultants (stakeholders) can create submittal requests, attach files and send the request for the contractor. Then contractor can create a separate submittal or a submittal attached to the received request. Contractor can add pdf files, upload and markup images then send the submittal for the stakeholders. Stakeholders can either "approve or reject" the submittal on their own, or send the submittal link to a 3rd party (a person who doesn't have a ContractComplete account) so that the third party can approve or reject the submittal. Consultants can also add pdf files and annotations. Consultants and contractor can see the tracked data and download submittals' pdf versions using the "Submittal History" button located on the top right side of each submittal. Submittals page is currently only available for Collaborative mode contracts in "In Progress" and "Completed" stages.
Stakeholders can create a submittal request by clicking the "Request Submittal" button located on the top right side of the Submittals page. To complete creating the submittal request entering a title is necessary, after entering a title click the "Accept" button to proceed. On the Submittal Request window stakeholders can:
Upload supplemental attachments.
Download files using the icon
Delete uploaded files using the trash icon .
Write a summary of their request in the Request Summary box.
Set a due date for the submittal request. Contractor should send the related submittal before the submittal request due date.
Add a contact point using the "Attn" drop down box. If they select a person, the person will receive an email and a message in his/her action box when the stakeholder sends the submittal request. In case no one is selected as a contact point all contractor's company users (only the contract followers) will receive an email and a message in their action box.
After creating the Submittal Request, stakeholder can close the 'Submittal Request' window, in case they want to edit and make other changes later. Make sure to click the save button before closing the 'Submittal Request' window. Submittal Request-Draft: The submittal request is now in draft status. Contractor can not see the draft submittal request on their side.
After completing a Submittal Request, stakeholders can send the submittal request for the contractor by clicking the "Send Request" button located on 'Submittal Request' window. Submittal Request-Requested: The submittal request is now in requested status. Contractor can now see the submittal request on their side. Stakeholders can still edit the submittal request; contractor will see the changes.
After sending the submittal request, contractor can create a separate submittal or a submittal attached to the received request. Contractor can add pdf files, upload and markup images then send the submittal for the stakeholders. If the contractor creates a submittal attached to the request, the status color will change based on the submittal status. In case the contractor creates a separate submittal the status color will remain purple.
Contractor can even create a submittal and send it to the stakeholders for approval without receiving a submittal requests. Stakeholders will not see the draft submittals created by the contractor.
When the contractor sends a submittal to the stakeholders, stakeholders will see the submittal in review status, on the left side of the Submittals page. Contractor can set a due date for each submittal before sending it to the stakeholders. It's a good practice to approve the submittal before the due date so that the project can meet the deadline.
Stakeholders can do the followings:
Upload or delete pdf files.
Write responses and add comments in the "Our Response" box. ⚠ Make sure to click the "Save & Update Document" button after making changes.
Add annotations. For adding annotations click the "Annotate PDF" button, then click "Yes". Adding annotations will lock the pdf and comments section and even the "Save & Update Document" button; so make sure to add annotations at last. However, you can remove all annotations whenever you need to make other changes. After clicking the "Yes" button you will be able to annotate the submittal pdf using the provided tools. ⚠ Make sure to click the "Save Annotations" button located on the top right side, after making changes. You can click the back arrow to close the annotation window anytime. After annotating the submittal pdf, in case you want to make other changes like adding or deleting pdf files or making changes in the "Our Response" box you have to click the "Remove the annotations". By clicking the "Remove the annotations", all annotations will be removed and you will be able to make changes again. Make sure to click the "Save & Update Document" button after making changes.
Send the submittal to a 3rd party that doesn't have a ContractComplete account. By clicking the "Send to 3rd Party" button, the 'External Access' window will open. Clicking the "Generate URL" button, will generate a submittal URL. Stakeholders can give the URL to a 3rd party; the 3rd party will be able to add or delete pdf files, annotate, approve or reject a submittal without logging in using the Submittal URL.
When the 3rd party approves or rejects a submittal he/she should enter the following information (First name, Last name, Email address, Company name). The entered data will be tracked and can be found on the 'Submittal History' window located in each submittal. When the submittal is approved or rejected by the stakeholders or a 3rd party, the 3rd party will no longer be able to see the submittal using the URL.
Reject the submittal. While rejecting, comments can be added. After rejecting a submittal, stakeholders will not see the submittal anymore, contractor will receive a notification email and will be able to make changes and resend the submittal.
Approve the submittal. Contractor will receive a notification email. After approving a submittal, stakeholders can reopen the submittal and change the status to Review to make changes and do required actions.
Stakeholders or 3rd party (a person who doesn't have a ContractComplete account) can reject a submittal in review status and change the status to "Rejected". After rejecting a submittal, stakeholders or 3rd party will not see the submittal anymore, contractor will receive a notification email. Contractor can see and open the rejected submittal. They can make changes and send the submittal again.
Stakeholders or 3rd party (a person who doesn't have a ContractComplete account) can approve the submittal in review status and change the status to "Approved". After approving a submittal, stakeholders can reopen the submittal and change the status to Review to make changes and do required actions or leave the approved submittal as is. After approval contractor will receive a notification email.
Contractor can only delete draft and rejected submittals that are not attached to a submittal request.
In order to see which submittal is attached to which submittal request, click on the submittal or submittal request.
Stakeholders and Contractor can find the users' names and the time they have changed a submittal Status using the "Submittal History" button located in each Submittal. They can download the submittal pdf versions using the provided links on the Submittal History window at anytime.
If the contractor creates a submittal attached to the submittal request, the submittal request's status color will change based on the submittal status.
Stakeholders can delete submittal requests regardless of their status. Deleting a submittal request will automatically delete the attached submittal created by the contractor and all the work they have done on the submittal, so if you are a stakeholder make sure to communicate with the contractor before deleting a submittal request.
Three dates will be displayed for each submittal:
Submitted Date: The date contractor sends the submittal.
Due Date: The submittal due date assigned by the contractor. Stakeholders should approve the submittal before the due date. This will help the project to be finished on time.
Response Date: The date stakeholders reject or approve a submittal.
Three dates will be displayed for each submittal request:
Request Sent: The date stakeholders have sent a submittal request.
Due Date: The submittal request due date assigned by the stakeholders. Contractor should send the related submittal and their response before the due date.
Response Date: The date contractor sends the attached submittal for the submittal request. If contractor creates a separate submittal no response date will be displayed for the submittal request.
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