View RFI Insights

Objective

To view RFI insights on account and project home.

Background

Company administrators in companies that have opted into the Procore Insights pilot have the ability to view insights on Account Home and in projects on Project Home. Project administrators in companies that have opted into the Insights pilot have the ability to view RFI insights from Project home.

Things to Consider

Required User Permissions:
- 'Admin' level permissions from the Company’s Admin settings to see insights on Account Home and Project Home.
- 'Admin' level permissions from the Project’s Admin settings to see insights on Project Home. (Only if project administrators are allowed access through the pilot privacy setting. Company administrators can change the privacy setting at any time. See Change Privacy Setting on Insights for more information.)

Prerequisites

Must be a current participant in the Procore Insights pilot.

Steps

Portfolio Level Insights

Navigate to the Account Home or Project Home tool. The RFI insights card displays on the side panel.
Click View Details. A view similar to the following provides insights on RFI topics and categories across all of your completed projects. In this view you can explore project trends based on information from past, completed project RFIs to help you get ahead of potential issues and delays.

Click on Filter to filter the insight by assignee company, project name, project type, RFI category and/or RFI topic.
- Click Apply Filters to view results.
Click on View projects to see a list of the projects the view is based on.

RFI Insights Include:

Project list - This is a list of the projects that the insights are based on given the filters applied.
Based on - Based on shows you the number of projects, project types, the quantity of past RFIs and assignee companies included in the insights given the filters applied.
Average days to last official response - This is the average number of days between the day the question was asked and the last official response for the RFIs in the filter set.
Late official response - This is the percentage of RFIs in the fitler set that had an official response date after the due date.
Closed late - This is the percentage of RFIs in the filter set with a closed date after the due date.
RFIs over time - This is the quantity of RFIs in the filter set that occur at each stage of construction/percentage of construction complete.
RFI topics table - This table shows several RFI metrics by RFI topic based on the filter set. Metrics include:
- Count - The quantity of RFIs that have that topic in the filter set.
- Percentage of total - The percentage of total RFIs in the filter set that have that topic.
- Count over time - The RFI counts by topic over time in the filter set.
- Last official response: Average days per assignee - Average days from the open question to the last official response by assignee company for RFIs of that topic in the filter set.
- Last official response: Average days overall - Average days overall from the date the question opened to the last official response for RFIs of that topic in that filter set.
- Last official response: % late overall - Percentage of RFIs that have a late last official response (last official response is after the due date) for RFIs of that topic in that filter set.
- Close date metrics: Average days overall - Average days from question asked to close date for RFIs of that topic in the filer set.
- Close date metrics: % late overall - Percentage of RFIs with a close date after the due date for topics in that filter set.

What are RFI categories?

RFI categories are the type of question being asked in the RFI. Procore Insights uses word patterns to match your RFIs to one of our predefined RFI categories:

Category Name	Description	Sample RFI
Scope clarification	Anytime something may be missing, added, changed or inconsistent in the project scope.	Per the structural drawings, there is no footer shown beneath the partition wall running along E-Line. The architectural drawings show a footer supporting the wall at this location. Please confirm which is correct.
Coordination issue	A spatial conflict between two or more NEW elements being installed in the building. If you have a conflict with an existing item it would be an "Unforeseen / Existing Condition".	Please clarify if it is acceptable for some of the above gallery MEP systems to be below the bottom chord of the trusses. The attached screenshots and nwd file show a lack of space to coordinate the duct-work, roof drain, overflow drain, and mechanical piping within the joists.
Missing information	Any information that should be available, but is missing from the drawings and/or specs.	The specifications do not provide specs for the door labels. Please provide a detail or specification for the door labels.
Field issue	An error made while installing something, which now requires guidance from the design team to either approve a fix, or come up with a fix.	An excavator accidentally hit and bent (2) anchor rods. The other (3) rods at each location were not impacted. Please advise if it is structurally acceptable to straighten by either a cold bend or heated method as long as the rods are not bent less than 45 degrees from plumb.
Constructability issue	A drawing or specification cannot be built as shown, for reasons which are not spatial in nature. If you have a spatial issue it would be a "Coordination Issue".	The hinge detail will not work as drawn; the hinge cannot be anchored to the stone apron because it will crack and fail. Please see the proposed hinge detail that is attached and advise if this is acceptable.
Substitution request	A drawing or spec works as shown, however the contractor is requesting to substitute a product or detail.	Light fixture L-05 is currently backordered for at least 12 weeks. We recommend substituting with the roughly equivalent fixture provided in the attachment in order to keep the construction schedule. Switching to this fixture would be a no cost change. Please advise if this is acceptable.
Unforeseen/Existing Condition	A condition is discovered in the field which was not shown or designed in the drawings.	The existing steel column at the new entry is not oriented as shown in the plan. This will change the connection between the concrete detail to the steel column. We suggest filling the whole flange space with concrete for ease of forming. Please advise how to proceed.
Unknown	Any RFI that we can’t match to a category will be labeled as unknown.	Please see the attached PDF and advise.

What are RFI topics?

Our machine learning algorithm scans your RFIs and clusters those that are similar. RFI Topics are generated based on the content within the RFI. RFI topics can be thought of as the subject matter of the RFI. Examples of topics include ‘stairs landing tread’, ‘alarm fire smoke detectors’ and ‘paint finish color’. If the RFI doesn’t have enough information to assign a topic, the topic is listed as ‘Unknown’.

How can I use this information?

With RFI insights you can better understand:

At the beginning of a new project, which topics and categories of RFIs are more likely to occur for this project type.
Which topics and categories of RFIs are more likely to occur when working with certain assignee companies.
The average time to final response of RFIs by topic, category, or assignee company.
The average percentage of RFIs that have late responses and are closed late by topic and category.
Where in a project most of your RFIs are occurring. Understand what types of RFIs typically occur later.

Examples of use cases for this information include:

Prioritize where staff spend their time on an active project based on topics and categories of common and/or late occurring RFIs.
Make informed decisions on staffing needed at particular stages of construction based on the likely quantity of RFIs and time to response.
Discover areas of improvements to your RFI processes that enable leadership to set goals for project teams.
Have informed discussions with partners based on historical data.
Understand common topics and average time to official response per assignee company in order to start conversations that improve operations and time to complete work.

How is project duration determined?

Procore Insights uses the start and end date fields you selected in the project’s Admin settings. The "Actual Start" and "Projected Finish" dates are given priority, but if either is left blank, then the "Start Date" or "Completion Date" will be used.