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RFA

  • RFAs (Request for Action) are the operational documents that activate services from Service Agreements when a client makes a request. The RFA system creates actual service instances based on the templates defined in Service Agreements, allowing for tracking and management of service delivery to specific beneficiaries (expats).

    Overview

    An RFA is created when a client requests the activation of services defined in a Service Agreement. The system copies all activities and tasks from the selected agreement, allowing you to assign specific people, set actual deadlines, and track real-time progress. This is where the operational work happens, transforming contractual agreements into actionable service delivery.

    Structure

    The RFA module is structured in three hierarchical levels:

    1. RFA - Main request document
    2. RFA Activities - Services activated from the agreement
    3. RFA Tasks - Individual tasks to complete each activity

    Key Components

    RFA Structure

    Each RFA includes:

    • Service Agreement Reference: Links to the original agreement template
    • Company/Beneficial Owner: The client receiving the services
    • Activities: Copied from the Service Agreement with assigned resources
    • Tasks: Specific work items with deadlines and assigned consultants

    RFA List View

    The main RFA page displays:

    • Service Agreement: Reference to the source agreement
    • External Company: Indicator for external entity involvement
    • Company: Client organization
    • Beneficial Owner: Specific person or entity receiving services (expat)
    • Actions: Edit and delete options

    Creating an RFA

    Step 1: Initialize RFA

    1. Navigate to Clients > RFA section
    2. Click the "+" button to create a new RFA
    3. Configure RFA details:
      • Service Agreement: Select the template agreement to use
      • External Company: Check if applicable
      • Company: Select the client company
      • Beneficial Owner: Choose the specific person (expat) receiving services
      • Starting Date: Set actual service delivery start
      • Ending Date: Set service delivery end
    4. Click SAVE to create the RFA

    Step 2: Configure RFA Activities

    RFA activities are copied from the Service Agreement but require additional configuration:

    1. Open the RFA to view its activities
    2. For each activity, configure:
      • Service Coordinator: Assign responsible person
      • Currency: Confirm or change monetary unit
      • Description: Add specific details for this instance

    Hours Tracking

    • Foreseen Service Coordinator Hours: Planned hours
    • Actual Service Coordinator Hours: Track worked hours
    • Invoiceable Service Coordinator Hours: Billable hours

    Financial Settings

    • Fee Type: Confirm payment structure (Monthly, Yearly, etc.)
    • Fee Value: Set actual cost amount
    • Cancellation Fee Type: Define cancellation terms

    Status Management

    • Status: Set current status (Draft, Approved, In Progress, Completed)
    • Progress: Automatically calculated based on task completion

    Step 3: Manage RFA Tasks

    Tasks are copied from the Service Agreement template but need specific values:

    General Tab

    • Service Agreement Task: Pre-filled from template
    • Title: Task name (can be modified if needed)
    • Description: Add specific requirements
    • Value: Weight for progress calculation
    • Local Consultant Working Hours:
      • Front Office hours
      • Back Office hours
    • Action: Associated action type
    • Completed Date: Set when task is finished

    Costs Tab

    Configure actual costs for the task:

    • Correspondent Company: Associated company for costs
    • Currency: Monetary unit
    • Back Office Cost Type: Classification of back office costs
    • Front Office Cost Type: Classification of front office costs
    • Back Office Cost Amount: Actual monetary value
    • Front Office Cost Amount: Actual monetary value
    • Expenses: Additional expenses
    • Travel Expenses: Travel-related costs
    • Government Fees: Official fees

    Attachments Tab

    • File Upload: Add supporting documents
    • Document Management: View, edit, delete attached files
    • File Types: Support for PDF, DOCX, XLSX, images

    Workflow Process

    Complete Service Delivery Workflow

    1. Client Request → Client requests services for a beneficiary
    2. Create RFA → Select appropriate Service Agreement template
    3. Add RFA Activities → Choose required services from agreement
    4. Assign Coordinators → Designate service coordinators
    5. Create RFA Tasks → Define specific tasks for each activity
    6. Set Deadlines → Establish timeline for delivery
    7. Track Progress → Monitor task completion and hours
    8. Update Status → Move from Draft to Approved to In Progress to Completed
    9. Complete Tasks → Mark tasks as done with completion dates
    10. Close RFA → Finalize when all services delivered

    Status Management

    Activity Statuses

    • Draft: Initial creation state
    • Approved: Ready to begin work
    • In Progress: Currently being worked on
    • Completed: All tasks finished
    • Cancelled: Terminated before completion
    • On Hold: Temporarily suspended

    Task Completion

    • Tasks can be marked complete individually
    • Completion percentage auto-calculates based on task values
    • Completed date is recorded for each task
    • Progress rolls up to activity and RFA levels

  • Data Fields Reference: RFA

    Field Type Description Required
    Service Agreement Dropdown Template agreement selection Yes
    External Company Checkbox External entity involvement No
    Company Dropdown Client company Yes
    Beneficial Owner Dropdown Person receiving services Yes
    Starting Date Date Service start date Yes
    Ending Date Date Service end date Yes

  • Data Fields Reference: RFA Activity

    Field Type Description Required
    Activity Dropdown Service from agreement Yes
    Service Coordinator Dropdown Assigned coordinator Yes
    Currency Dropdown Monetary unit Yes
    Description Text Area Activity details Yes
    Foreseen SC Hours Number Planned hours Yes
    Actual SC Hours Number Worked hours No
    Invoiceable SC Hours Number Billable hours No
    Fee Type Dropdown Payment structure Yes
    Fee Value Number Cost amount Yes
    Cancellation Fee Type Dropdown Cancellation terms No
    Status Dropdown Current status Yes
    Progress Percentage Auto-calculated Auto

  • Data Fields Reference: RFA Activity Task

    Field Type Description Required
    Service Agreement Task Dropdown Template task reference Yes
    Title Text Task name Yes
    Description Text Area Task details Yes
    Value Number Task importance Yes
    LC Front Office Hours Number Local consultant front time No
    LC Back Office Hours Number Local consultant back time No
    Action Dropdown Associated action Yes
    Completed Date Date Completion date No
    Correspondent Company Dropdown Cost association No
    Currency Dropdown Cost currency No
    Back Office Cost Type Dropdown Cost classification No
    Front Office Cost Type Dropdown Cost classification No
    Back Office Cost Amount Number Monetary value No
    Front Office Cost Amount Number Monetary value No
    Expenses Number Additional expenses No
    Travel Expenses Number Travel costs No
    Government Fees Number Official fees No