When you complete a building project, a key step is ensuring that all relevant documentation is smoothly transferred to the owner-operator. This data not only helps them manage the facility, but also sets the stage for future modifications, expansions, or renovations. This guide will walk you through what data you should include, and suggest tips on formatting it to make your client happy.
These are pivotal for any future renovations or modifications so alterations made during construction will be relevant to the facilities team. What You Should Include:
A well-organized BIM file can be an invaluable tool for owner-operators. If you are handing over BIM files as one of your deliverables you should ensure they are cleaned up and ready to be used by an operations team.
Make sure that your data and content are structured in a way to be useful. You should consider the following use cases:
Asset Management:
Space Management:
Future Compliance & Safety:
Integration Potential:
Pro-tip: Be a consultative resource for your client. If they are unaware of how they can leverage this data, you can guide them through the use cases and why well structured BIM data will help them save money over their asset's lifecycle.
A lot of these items will require coordination from engineers and outside consultants working on your project. It’s best to create a single structured and organized repository that everyone is contributing to in an organized manner.
Pro-tip: Use Layer to serve as that organizational tool.
1. Project Manuals: Your project manuals, complete with specifications, product manuals, and material lists are the starting point for the FM & MRO teams.
2. Warranty Documents: It's essential to pass on warranty information. These details grant the owner peace of mind and guidance on who to contact should an issue arise with materials or workmanship.
3. Certificates of Compliance: Ensure that certificates confirming the project meets certain standards or regulations are shared. This demonstrates due diligence and adherence to rules.
Originals should be kept in a secure location. It’s also a good idea to digitize these in case the worst happens.
4. Operational and Maintenance Manuals: Equip the owner with maintenance schedules, care instructions, and replacement part details. This ensures the building remains in top condition and clarifies maintenance routines.
5. Health and Safety Files: Prioritize the transfer of safety data sheets, risk assessments, and emergency plans. Safety is paramount, and these documents provide a roadmap for best practices in the building.
6. System Manuals: Give detailed guides on building systems, from HVAC to electrical setups. This ensures the owner knows how to operate and maintain integral building systems effectively.
7. Test and Commissioning Reports: Share reports that verify building systems are functioning as planned. This not only provides peace of mind but also clarity on the project’s standards.
Storing reports in a database is the best way to ensure that actionable items are given due attention and reminders set.
8. Lease Plans (for commercial projects where this is within your scope): If the project involves rentable spaces, provide clear, scaled drawings showing space divisions and sizes. It will simplify the leasing process for the owner.
9. Certificates of Occupancy: These are essential, confirming the building is habitable and meets local codes. They often are required for various operational aspects post-construction.
10. Final Survey: Supply a detailed survey showcasing the exact location of the completed construction. This can be a reference for any future landscape or boundary-related work.
Pro-Tip: If you were conducting surveys in Layer all along, you can simply use the document generator to create reports with a single click.
11. Contractual Documents: Hand over all contract-related documents. It gives the owner a clear contractual history, useful for reference or in case of disputes.
12. Photographic Documentation: Photos can offer a visual progression of the project. They not only act as a record but can be useful for promotional purposes.
Pro-Tip: Documentation and cataloging can be automated when you take photos on the Layer mobile app.
13. List of Contractors and Subcontractors: By providing this list, you ensure the owner knows whom to contact for future work or clarifications regarding specific aspects of the construction.
14. Utility Connection Information: Detailed utility connection information can be invaluable for maintenance or troubleshooting, ensuring the owner is never left in the dark.
15. Spare Parts and Materials: Pass on any spare materials or parts. This can save time and ensure consistency in future repairs.
16. Feedback and Evaluation Reports: These reports offer insights into the project’s progression and can be a learning tool for future endeavors.
17. Sustainability and Energy Performance Certificates: If the project adheres to green standards, ensure that the relevant certifications are transferred. They can be crucial for tax breaks, promotions, or compliance.
Keeping your clients happy is the best way to land their next project. Learn how Layer App can simplify your project handoff process and make model data more useful to your clients.