Project Management Series | [11]: How to Efficiently Manage Different Requests in Projects

Managing formal requests such as Non-Conformance Reports (NCR), Requests for Information (RFI), Change Orders (COR), and Submittals is a crucial part of project success. Below is a comprehensive guide to best practices for efficiently managing these requests, along with essential fields in the forms.

Best Practices for Managing Requests:

1. Use a Central Document Management System:
2. Utilize systems to track all requests and store them in a central location, such as Aconex, Procore, SharePoint, or ProMaster.
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4. Use Standardized Forms:
5. Forms should include standardized fields such as request number, date, description, target response date, and signature.
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7. Define Responsibilities:
8. Assign who is authorized to submit each type of request and who is responsible for review and approval.
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10. Track Status and Deadlines:
11. Use schedules or software to monitor the status and deadlines, and remind involved parties.
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13. Link Requests to Relevant Documents:
14. For example, link NCRs to drawings or RFIs to inspection reports.
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16. Code Requests:
17. Use a logical coding system like RFI-PROJ001-023 for easy tracking.
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19. Maintain Organized Records:
20. Create records for RFIs, NCRs, and others in the used system, whether Excel or another platform.
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22. Track Changes and Versions:
23. Document every change in requests and maintain control over versions of attached files.
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Essential Forms for Managing Requests:

1. Request for Information (RFI) Form.
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3. - Request Number.
4. - Project Name.
5. - Submission Date.
6. - Requesting Party.
7. - Subject/Title.
8. - Inquiry Details.
9. - Reference Documents or Drawings.
10. - Required Response Date.
11. - Response (to be filled by the relevant party).
12. - Status (Open/Closed/Pending).
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14. Non-Conformance Report (NCR) Form.
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16. - Report Number.
17. - Project Name.
18. - Issue Date.
19. - Person Reporting the Issue.
20. - Description of Non-Conformance.
21. - Reference Documents.
22. - Proposed Corrective Action.
23. - Consultant/Engineer Comments.
24. - Status (Open/Under Review/Closed).
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26. Change Order Request (COR) Form.
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28. - Request Number.
29. - Submission Date.
30. - Applicant.
31. - Description of the Requested Change.
32. - Justification for Change.
33. - Impact Analysis (Time/Financial).
34. - Client/Project Manager Approval.
35. - Status (Submitted/Approved/Rejected).
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Supporting Tools and Techniques: