Request For Inspection – Simplify ( RFI ) Simplify RFI : Write-up Overview Simplify RFI (Simplify) provides a central repository of all the activities and their actual updates. This tool is primarily developed for tracking progress of various Infrastructure projects pertaining to businesses like Roads, Metro, Sea Link etc. It is an integrated work flow management tool which interfaces online with project management tool – Primavera to draw the project plan on one hand, while on the other it accepts the update on these plans as per actual execution from the vendors.
The actual submitted by the vendor gets approved by the concerned engineers involved as well as the project manager (PM). On final approval from PM, the status of execution gets updated back in Primavera. In addition to tracking of progress against planned work, it also automatically generates the invoice based on the approved work done. An automated work flow for invoice approval helps in minimizing delays and brings in transparency into the process for all stake holders.
Moreover, it helps in keeping track of the huge number of manual paper based transactions through electronic mode at a centralized place – a promising step towards green computing. The transactions getting generated in Simplify are chronologically managed and easily identified through unique reference number assigned to each one of them.
Thus, overall it acts as a simple tool to address the worry of manual mistakes, avoid duplication in work payments, eliminate problems with handling huge volume of documents and minimize security concerns pertaining confidential information. Target Audience CEOs, Project Heads & Managers Engineering Managers CFOs & Billing Managers Vendors involved in actual execution of the work Benefits Makes your records and transactions people independent i. e.
no individual centric project management Data entered on a day to day basis gets stored & managed by system thus enabling you to manage huge volumes of records and transactions with minimal overhead Makes data easily available on finger tips Prevents duplicate submission of requests – reducing financial leakages Secures your environment – only authorized personnel can access your data Saves your time in locating records from any period from past with help of powerful search Standardise the process across projects and the way you communicate with the external world – acts as face for your
organization Auto numbering of the submittals keeps your records properly sequenced and organized in a chronological manner 1 Request For Inspection – Simplify ( RFI ) Simplify RFI : Write-up Automatic sorting of requests into various status based buckets removes any manual intervention and makes them clutter free Brings in complete transparency & accountability in record preparation and provides overall picture of the projects to PM & TMC users
Key Features Function and Project based two tier architecture – Simplify has an extensible two tier architecture comprising of function at the top level, with its various projects along with corresponding team and activities. In simple terms, this corresponds to a function along with its various projects and related execution plan. Simplify can have as many functions and projects as required.
At the project level, you define the team, the external parties associated with your project and the project plan Online interface to Primavera – An in-built feature to access the project data from Primavera in a two and fro manner is the key feature provided by Simplify. The application fetches the detailed project plan with all the activities along with their Work Break Down (WBS) structure and Bill of Quantity (BOQ).
Once quantum of work get physically completed, the same gets automatically updated in Primavera with dates Anywhere anytime access to data – Provides seamless connectivity through an online internet based platform to every project member. Even external users like vendors can access the system using personal login credentials. Additionally, Simplify can be accessed on Mobile platform to perform day-to-day field work Customized project team definition – Allows configuring team members at various levels and roles.
The team can be updated as per need providing complete flexibility with respect to data portability for new employees Access control – Data for each project is maintained in separate database (NSF). Only users defined as a member of the project gains access to such database. Further to this, the visibility of the data is based on the membership to various projects under a function. Authorization for performing various activities like submitting, allocating
and approving requests is also controlled and is managed through different roles in Simplify As it provides the feature of restricting unauthorized usage on one hand, on the other it allows new members to access the older data, once they get the requisite authorization Standardized Workflow – Simplify enables all the projects confirm to a standard Workflow cycle for operation procedures and thus making them more maintainable. This is applicable for requests generated for execution as well as well for invoice generation Automatic reference numbering – A unique number is allocated to every request raisedproject wise.
Thus, the requests remain efficiently tagged in a serial manner Notifications – Intimates relevant people on submission, allocation and approval of requests through e-mail. Ensures that users stay updated as well as it facilitates prompt action by sending reminders in case of delayed actions Search – Powerful search is available which can retrieve activities as well as requests, based on activity code and request reference number respectively MIS – On a period basis sends Microsoft Excel based reports to concerned team members to apprise them on the daily and weekly progress made in the project