Our Archive

Welcome to your Archive. This is your all post. Edit or delete them, then start writing!

Purpose:

To Create a Correspondence.

Background:

In Contractor Foreman, Correspondence is broken down into three categories.

 

Points to Remember:

Required fields are marked with an Asterisk (*.)

To save your work, click the blue “Submit” button.

To edit the record, click the green pencil icon in the upper right corner.

Deleting Items can only be done by a person with Admin Rights or if you are given access to do so.

If a Correspondence need to be Deleted, you can do so by clicking on the “Action” button at the bottom of the page on the right.

Steps to Create a New Correspondence:

  1. Navigate to Main Menu.
  2. Click on Correspondence
  3. Click on blue button “Create a New Schedule Notice” “Create a New Compliance Notice” “Create a New RFI (Request for Information) on the left.
  4. Enter the following information:

Create a New Schedule Notice:

  • Project: (Mandatory) Select from System List.
  • To: (Mandatory) Select from System List.
  • From: Select from Drop-down.
  • Date/Time:
  • Items #: Save to View.
  • Notice Type: (Mandatory) Select from Drop-down.
  • # Of Days Delayed:
  • Notes:

Create a New Compliance Notice:

  • Compliance Type: (Mandatory) Select from Drop-down.
  • Project: (Mandatory) Select from System List.
  • Date/Time: (Mandatory)
  • To: (Mandatory) Select from System List.
  • From: Select from Drop-down.
  • Item #: Save to View.
  • Description of Issue:
  • Resolution Date:
  • Resolution or Response:
  • Status:
  • Add an Attachment: Upload all Photos & Files in link to this Project. (On the phone or Tab this would be a Camera button so just click away & it will upload here automatically)

Create a New RFI (Request for Information):

  • Project: (Mandatory) Select from System List.
  • Date/Time: (Mandatory)
  • To: (Mandatory) Select from System List.
  • From: Select from Drop-down.
  • Item #: Save to View.
  • Information Requested: (Mandatory)
  • Referenced Area in Question:
  • Change Order: Select from Drop-down.
  • Plan Sheet Number:
  • Response Needed By:
  • Response Received:
  • Response:
  • Status:
  • Add an Attachment: Upload all Photos & Files in link to this Project. (On the phone or Tab this would be a Camera button so just click away & it will upload here automatically)
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Request for Information

In Contractor Foreman, you can use the RFI for getting clarification regarding issues with such things as discrepancies between Plan and Specs or missing information or conflicting information. RFI’s are a way to track and record items that may have an impact on the project.

To create a new RFI, go to main menu and click on Correspondence and then in the sub menu, click RFI. Click the small “New” button to the right of RFI or click on the “Create a New RFI (Request for Information) in the middle pane, then fill out the following fields. Required Fields are marked with an Asterisk (*.)

Project: Select project from Drop Down menu.

Date and Time:  Enter the date and time the RFI was created.

To: Select the blue “Select/View Contacts” button and select who you are sending the RFI to.

From: Select who is sending the RFI.

Item #: The system will auto generate and auto populate this field.

Information Requested: Enter a detailed description of what information is needed and why. The better this is written the better the response will be.

Referenced Area in Question: Where on project is the question arising. Example, Upstairs bath, Rooftop A/C Unit ductwork.

Plan Sheet Number. Enter the plan and sheet number is applicable where the question is arising from.

Response Needed by: Enter the date you need an answer to the RFI. This is not a required field but very important to fill this out if you will later need to show why delays occurred.

Response Received: Enter the date the RFI was answered. This is not a required field but very important to fill this out if you will later need to show why delays occurred.

Response: Enter the response you were given for the RFI.

Generated by: System will Auto Populate based on login information.

Status: Leave status as Active until RFI has been resolved. Once resolved completely set status to Archive.

Select Images/Files to Upload: Select the files or photos that pertain to the RFI. This could be a plan sheet or a photo from the job site or a material cut sheet. Load anything needed to provide backup information for the RFI.

View PDF and Email PDF Buttons: To view and save or print the PDF click “View PDF” to Email the RFI click “Email PDF.

To save record click on the “Submit” Button

To Edit the record, click on the green pencil icon in the upper right of screen.

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Compliance Notice

In Contractor Foreman, you have Compliance Notices to issue to subcontractors and vendors if they are performing work that is out of scope or not in compliance of contract documents.

To create a new Compliance Notice, go to main menu and click on “Correspondence” then click on “Compliance Notice” from the sub menu. Click the small “New” button to the right of “Correspondence” or click on the “Create a New Compliance” in the middle pane, then fill out the following fields. Required Fields are marked with an Asterisk (*.)

Project: Select the appropriate project from the drop-down menu.

To: Click the View/Select button to select who the Compliance Notice will be sent to. These will appear on the PDF forms as well as the email function.

Date/Time: Enter the date and time Notice was created.

From: Type in who the Compliance Notice is from.

Item #: This will auto populate once the record has been saved.

Description of Issue: Enter a detailed description of the issue stating why the Notice is being sent.

Compliance Type: Select the Appropriate “Type” from the drop downs. The selections you have available are Out of Scope, Out of Compliance, Poor Workmanship, Not Meeting Contract Requirements and, Other: See Description Details.

Issue Must be Resolved By: Enter the date the issue must be resolved by.

Resolution Date: Enter the Date the issue was resolved.

Response or Resolution: If the recipient sent a response or the issue was resolved enter that information here.

Generated By: This will auto fill based on user login.

Status: Select Active until the issue has been resolved then change it to Archive once resolved.

Images: Here you can attach any files or photos to help in documenting the issue.

To save record click on the “Submit” Button

To Edit the record, click on the green pencil icon in the upper right of screen.

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New Schedule Notice

To create a new Schedule Notice, go to main menu and click on “Correspondence” then click on “Schedule Notice” from the sub menu.

Project: Select the appropriate project from the drop-down menu.

To: Click the View/Select button to select who the Schedule Notice will be sent to. These will appear on the PDF forms as well as the email function.

Date/Time: Enter the date and Time to Notice was created.

Item #: This will auto populate once the record has been saved.

Notice Type: Select the Notice Type from the drop down. Your choices are; Schedule Update, Delay by Subcontractor and Delay by Weather.

# of Days Delayed: If known, enter the number of days the project has been delayed. If the delay is not known, enter a note for To Be Determined in the Note Field below.

Generated By: This will auto fill based on user login.

Status: Select Active until the issue has been resolved then change it to Archive once resolved.

Notes: Enter and notes or comments that will be put on the schedule Notice.

To save record click on the “Submit” Button

To Edit the record, click on the green pencil icon in the upper right of screen.

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Correspondence

In Contractor Foreman, Correspondence is broken down into three categories.

Schedule Notices: This is for when an owner or subcontractor or vendor has or is causing a schedule delay to the project, as well as regular Schedule updates and weather delays. You can create a Schedule Notice and keep a record of when they were notified

Compliance Notices: Use the Compliance Notice for when a Subcontractor or Vendors work is out of compliance in regard to contract specification or they are producing poor workmanship.

Request for Information (RFI): Create an RFI when you see a discrepancy in contract documents or the plans or specs are missing information. RFI’s are an easy way to create a paper trail to document issues as they arise on the project.

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