3/6/2014 request for inspection 1

3/6/2014 Request for Inspection 1

Contents:

Overview of the Present Sysytem

Proposed System

Invoice Generation



RFI-Why Exists?

1. During construction of works in a Project, the Contractor needs to constantly inform the Engineer about his work plan.

2. This Information is passed in the form of ‘Request for Inspection’ (RFI).

3. The Contractor raises several RFIs everyday & the Engineer attends to them and closes them.

4. Thus presence of a RFI note streamlines the project activities.


RFI & Work Bill

1. The approved RFIs contain bits of completed works (BOQ Item wise) and are just stacks of money, to be paid for the work done.

2. Thus, RFI, is a must in the existing scenario.

3. For every IPC, RFIs are compiled and summed up, in order to ascertain the value of work done, and then pay.


4. The PM of the Contractor engages his entire office to compilethese papers.- RFIs, Test reports, Measurement sheets, Levelsheets

5. The Engineer then engages his entire office to check thesepapers.

6. The Employer, too, engages his office for the bull work ofdocumenting such gigantic mess; because as Govt. entity , theyare liable for Audits.

7. When handing thousands of loose sheets, likelihood of loosing some papers is not very unusual. But the consequence is disastrous.


Flow of RFI:(Assuming all stages are non-IT intervened)

1. PM raises RFI (3 Operations)

Take out Papers, puts

carbon & writes

Asst. to PM

PM Signs the document

PM

PM sends RFI


2. Engineers take action (15 Operations)

On Receives RFIRecords in his log book

and hands over to RERE assign to KP

KP assigns to his Jrs. Jrs take inspection in field Quality team helps

Survey Team helps Field work is over RFI is back to office


3. Billing

Chaotic Scene

RE approves/ rejectsOn calls, back the

contractor

QS compiles copy for

billing

Contractor takes back Compiles in his file Heavy Back log


System Efficiency Reduces

0.9 ^18 = 0.15 = 15%

In order to increase efficiency in the existing system ,

1. The power term, i.e. number of work points need to be reduced.

2. Efficiency of Activities must be increased.

Contents:

Over view of the Present System

Proposed System

Invoice Generation


Proposed System

It has been proposed to computerize the RFI management

system, which is an web based information system. It

includes,

Creating of the RFI,

Floating of RFI at different levels for operation,

Tracking and archiving RFI,

Generating invoices for payment,

Linking with other systems for decision making, work monitoring,

generating reports etc.


AESubject ExpertREContractorOPWD

1. Contractor creates RFI

2. Contractor send the RFI

to the RE for verification

1. RE Views the RFI,

2. RE writes his remark

3. RE forward RFI to

the concerned subject

expert for review and

verification

1. Subject expert views

the RFI as well as all

test documents,

2. Fill his remarks

(Instructions to AE)

3. Forward to the

concerned AE for

verification of RFI and

test documents from the

site,

1. AE views the RFI and

all attached test

documents,

2. AE views all remarks

(RE, Subject Expert)

3. Go to the work site and

verify the work as on RFI,

verify all the test

documents

4. Returned back to office,

fill the remarks against RFI

and other test reports

5. Forward to the subject

expert for review

1. Subject expert

reviews the reports of

AE

2. Fill his comments

3. Forward to the RE

1. RE reviews the

reports sent by subject

expert,

2. RE views the

comments (both

forward and returned)

3. Takes action

(approved or reject)

4. Write his remarks

(against approval and

rejection,

5. Forward to the

contractor as well as to

the client at the same

time,

(NB: Only returned

remarks will be

forwarded to the

contractor)

1. Contractor views the

approved as well as

rejected RFIs,

2. Initiate bill against

approved RFIs,

1. OPWD views the

status of RFI

2. Used approved FRI

as ref in releasing

payments

3. Tracks the work

against rejected FRIs


• Manage Master Data• Manage User Role &

Password• Manage Database

• View RFI• Manages Orders,

Notices• Generate Reports

• View RFI• Does Work Inspection • Verifies Test Reports• Approve/Disapprove RFI

• Create RFI• Send RFI to Consultant

for approval• Views RFI • Generate Invoices

Central Server at OWD

Consultant

ContractorOWD

System Admin.

Network Diagram for FRI Web Application

Internet/ Intranet Cloud



RFI Repository:While interchanging information (RFI and Test Reports) in between

Contractor and Consultants, in both the sides, two RFI repositories are

created to accommodate the digital signed documents for future reference,

RFI Converted into .pdfformat and digitally signed by the Contractor

Inspected RFI Converted into .pdf format and digitally signed by the Consultant

Contractor Consultant

Repository Repository

Part-B (RA Bill generation)

Contents:

Over view of the Present System

Proposed System

Invoice Generation


System Overview

Contractor can generate the following reports ref to submission

of RA Bills to OWD,

― Generate Item wise Measurement Books (MB),

― Generate Abstract MB

― Generate Escalation Prices

― Generation of Royalty Statements, Taxes and other Deductions

― Generate RA Bills


1. Time and Money Saving

A tremendous hidden cost is associated with manipulation of paper files. Using

a web based communication management system for RFI, the search for a

RFI lasts only for seconds. Also, the costs associated with hardcopy

documents, such as paper, printing, archiving and storage space, and

expensive squarefeet of floor area also reduce.

2. Security

It will protect RFI and folders from being accessed or modified by

potential intruders. Plus, accessing rights for both users and groups can

be assigned at a folder level.

Advantages of the Proposed System

3. Document recovery

By periodic backup of entire documents (RFI & Test Reports) database and

restoring it in the case of accidental document loss.


4. Easy Access

RFI can be accessed remotely and several persons can simultaneously

access the same document.

5. Process Consistency

This system will help in communication management best practices. The

RFI data will remain consistent, even when used by new or

inexperienced employees.

6. Decentralization of physical space,

Documents (RFIs and Test Reports) and processes are always available,

regardless of where and how the user accesses the application, access to

these documents is done through a simple Web browser


7. Other Benefits

• Activities like waiting, motion, transportation and processes can be

reduced/removed.

• Raising RFI is easy – PM’s assistant selects from dropdown menu

and selects “Send” button.

• RFI is ready in Engineers System/Tab/Smartphone -Taking action is

easy now

• Recording/storing : one no more needed. Systematic data storage for

future reference and retrieval

• Best point is billing , Select date and compile. Bill amount known to

all the 3 entities on click of a button.

• RFI now closed in due time, no backlog.

• Clear mandates, full transparency & reduced bull-work load, thus

project team gets more time for productive work.
