RFI Management

Overview

The Request for Information (RFI) management system provides a structured mechanism for FTS users to request additional information or documentation from customers during order processing. RFIs are central to the feedback loop between FTS and its customers, enabling iterative refinement of submissions until all requirements are met.

RFI Workflow

The RFI lifecycle follows a structured process:

1. RFI Issuance - An FTS user identifies that additional information is needed and creates an RFI, specifying what is required
2. Customer Notification - The customer receives notification (email and in-platform) that an RFI has been issued
3. Customer Response - The customer reviews the RFI, prepares the requested information or documents, and uploads their response
4. Ready for Review - The customer marks their response as ready for review, triggering notification to the FTS user
5. FTS Review - The FTS user reviews the submitted response and either approves, requests further information, or proceeds with order processing

RFI Interface

The RFI interface is designed for clarity and efficiency:

Layout

• Modal interface - RFI items are presented in a modal layout that reduces visual clutter while maintaining full functionality
• Heading display - RFI headings use the generated checklist name for clear identification
• Selection toggle - RFI items can be selected via row click for intuitive interaction
• Multiple RFI display - When multiple RFIs are ready for review, they are displayed together for efficient batch processing

RFI Response

• Document upload - Customers can upload documents directly within the RFI interface using drag-and-drop
• Response validation - The "Ready to Review" action includes validation to ensure all required responses are provided
• Combined save and submit - The "Mark as Ready to Review" action is combined with "Save Response" for a streamlined experience
• Optional documents - RFI responses can include optional documents in addition to required items

Checklist Generation

The platform includes automated checklist generation for various order types:

FTS Assessment Checklist

• Generate checklist - FTS users can generate standardised assessment checklists
• Current vs Original - The system supports generating both current and original FTS Assessment checklists for comparison

FTS Re-Assessment Checklist

• Current checklist generation - Updated checklists can be generated for re-assessment scenarios, reflecting the current state of the project

Sale Check

• STS Checklist Form - Sale Check generation requires the STS Checklist Form to be drafted first, ensuring prerequisite documentation is in place

Other Checklist Types

• Par Commence / Par Complete - Checklist generation capabilities are available for additional process types
• Permit Apply - Permit application checklists support the permit workflow

RFI Notifications

The notification system provides comprehensive coverage for RFI events:

• Issuance notification - Automated notification when an RFI is created
• Response notification - FTS users are notified when a customer uploads documents or marks a response as ready
• Digest management - RFI notifications are processed through the digest system to prevent notification flooding during rapid interactions
• Quiet period - A configurable quiet period batches related RFI notifications for consolidated delivery

Internal RFI Notes

FTS users can add internal notes to RFIs that are not visible to customers:

• Internal marking - RFI review notes can be marked as internal, restricting visibility to FTS staff only
• Review context - Internal notes allow FTS users to share context, observations, and review decisions with colleagues
• Separation from customer communication - Internal notes are clearly separated from customer-visible communication

RFI and Order Status Integration

RFI activity is tightly integrated with order status management:

• On Hold status - When an RFI is issued, the associated order typically moves to "On Hold" status, indicating it is awaiting customer input
• Feedback Received - When a customer responds to an RFI, the order status transitions to "Feedback Received"
• Resubmitted - When documents are re-uploaded following RFI feedback, the order moves to "Resubmitted" status
• Status notification chain - Each status transition triggered by RFI activity generates appropriate notifications to all stakeholders

Bulk RFI Operations

Administrators can process RFI items efficiently:

• Bulk update routing - Administrative checklist and RFI bulk update operations are supported for processing multiple items simultaneously
• Batch review - Multiple RFI responses can be reviewed in a single session