How we built the O&M manual during the job

Each work package started with a checklist of required documents, suppliers were chased as the job progressed, and checked files formed the indexed O&M manual.

  • SharePoint
  • Outlook
A finished office floor ready for handover, with a thick binder of manuals on a desk.
Client
UK commercial fit-out contractor
Documents
Datasheets, operating instructions, warranties and signed test records
What we built
Package checklists, supplier chasing and an indexed O&M manual
Where it runs
SharePoint for the records, Outlook for supplier chasers
Who checks
Project coordinator, responsible specialists and project manager
An O&M manual built during the jobEach work package starts with a document checklist. It distinguishes files received from files checked.

The handover list belonged at the start of the job.

Waiting until completion left the office chasing information when it needed to hand the building over.

Suppliers received reminders for missing documents.

We connected the package lists in SharePoint to chasing through Outlook.

An index could not replace a missing test record.

We assembled the manual from reviewed package files and kept outstanding items visible.

At completion, the manual only needs a final review.

The O&M manual builds from checked files throughout the job and is ready at completion.

Read the full story

A fit-out contractor was chasing supplier datasheets at the end of the job, when the project manager had already moved on and final payment was waiting. We set up document checklists from the start and chased suppliers throughout the job, so the O&M manual grew with the work.

The handover list belonged at the start of the job.

Waiting until completion left the office chasing information when it needed to hand the building over.

We set up a checklist of required documents for each work package from day one. It identified the supplier information and project records needed for the O&M manual, with someone responsible for obtaining them.

That gave the project coordinator a list to work against while suppliers and the project team were still involved in the job.

Suppliers received reminders for missing documents.

We connected the package lists in SharePoint to chasing through Outlook.

Chasers went out automatically for outstanding items. Incoming files were gathered under the relevant package, where the project coordinator could check what had arrived and follow up anything missing.

Receipt was separate from review. The coordinator checked that the file covered the installed product and was the correct revision before it became part of the handover pack.

An index could not replace a missing test record.

We assembled the manual from reviewed package files and kept outstanding items visible.

Testing and commissioning still had to be carried out and recorded by the responsible specialists. Their signed records were required where the package called for them; a supplier datasheet could not take their place.

The project manager reviewed the assembled pack against the handover requirements. An indexed manual did not establish that the building was safe, satisfy every completion condition or release payment by itself.

At completion, the manual only needs a final review.

The O&M manual builds from checked files throughout the job and is ready at completion.

The project coordinator follows the outstanding package lists and resolves supplier gaps as the work progresses. The project manager can see which records have arrived, which need checking and which still need chasing.

The indexed manual is reviewed for handover, with the required signed records included. Client acceptance and payment remain separate steps under the job’s agreed terms.

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Still chasing O&M documents at completion?

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