Whether you are about to provide the keys to a new multi-million-pound school, a refurbished hospital ward, or a new 2-bed home; owners, operators and occupiers expect a handover pack, commonly known as the ‘as-built’ information, or mistakenly referred to as the ‘O&M manuals’ – more on this later!

Asking a contractor or modular builder what they include in theirs is a bit like asking what their ideal Christmas dinner looks includes. Generally speaking, they’re more or less very similar, but there’s always a bit of variation in there, not to mention the level of quality in regard to ingredients and execution.

So what should contractors include in their handover pack? Well, that’s the first trap many fall into; it’s not their handover pack!

For instance, when designing new features for Operance, we don’t simply dream up new features that we think users will love; we ask the users what features they would love. I say this not just as a metaphor, but our user is the same as yours. In fact, we call our imaginary user ‘Jeff’.

Jeff could be the new school’s Caretaker, the residential block’s Building Safety Manager, the factory’s Asset Manager, or, the hospital’s Facilities Manager. In summary, Jeff is the person that needs the handover pack in order to operate, maintain and keep the new facility safe and efficient at all times.

It is, therefore, Jeff’s handover pack, not the contractors. But not just Jeff; others will benefit from the information too, such as Jeff’s boss, his colleagues, his building occupants (e.g. commercial tenants), the building owners, visitors, subcontractors and many, many more.

But hey, we probably don’t need to tell you this; you’ve probably been given the exact requirements from the client, right? They have no doubt stated that they expect to receive an O&M Manual, maybe a Health and Safety File too, or perhaps, just one or the other. They may have also asked for a Building User Guide and a Building Logbook. If they are a digitally-minded client, they will no doubt have asked for a finalised BIM model and, if you’re lucky, a side of COBie to go with it!

A common problem we see here with the client listing out these requirements is quite simply ‘copy and paste’. It’s probably not even the client asking for the information; it’s more often than not their project manager lifting text from Employers Requirements (ERs) elsewhere and dropping it in to save some time, without any consideration of what the actual client wants or, indeed, what Jeff needs.

The handover pack, its contents and its structure are often very subjective, with the person requesting it often not knowing the difference between an O&M and a H&S file, a Building User Guide and a Building Logbook.

So, to help, we decided to pull together a list (along with a brief description) of each section you may find in a quality Construction Handover Pack, starting with an understanding between Traditional, Digital and Smart O&Ms and the Construction Handover Pack, then we delve into the contents that could include the following;

Now, let’s tackle one of the most misunderstood concepts in construction, the elephant in the room; the use of the term ‘O&M’.

The ‘O&M manual’ is often used to describe the entire and complete ‘Construction Handover Pack’, when in fact, the O&M is a separate section in itself, merely forming part of the greater collection.

“The whole is greater than the sum of its parts” – Aristotle

I’m going to casually throw some theory at you now to explain; bear with me, it should make sense!

‘Systems Theory’ is the interdisciplinary study of ‘systems’, which are formed by cohesive groups of interrelated, interdependent components that, when all put together, form parts of the complex whole, i.e. in this example, the Construction Handover Pack.

Every system (the sections of the Construction Handover Pack, i.e. Health and Safety) has causal boundaries and is influenced by its context, defined by its structure, function and role, and expressed through its relations with other systems (i.e. Operations and Maintenance). A system is, therefore “more than the sum of its parts”. Changing one component of a system (i.e. a Risk Register within H&S), may affect other components or the whole system.

A system is, therefore, any set of distinct parts that interact to form a complex ‘whole’, in this instance; the Construction Handover Pack.

A risk assessment aims to identify potential hazards and assess the likelihood and potential consequences of those hazards in order to develop strategies to mitigate or manage the risks. It’s the process of identifying, analysing, and evaluating potential risks or hazards associated with a particular activity, process, or situation. For example:

• Residual Risks: identification of residual risks (risks that remain whereby the design team were unable to eliminate them from the design of the project), general hazards and the measures put in place to control them. Residual risks could be relevant to ground conditions, asbestos, fragile materials and other hazards.
• Fire Risk Assessment: a fire risk assessment is an evaluation of the risk of fire occurring in a building or facility and the potential harm that may result from a fire. The assessment is conducted to identify potential fire hazards, evaluate the likelihood of a fire occurring, and assess the effectiveness of current fire safety measures. A fire risk assessment should typically involve a physical inspection of the building, including its structure, layout, and any equipment or materials that could increase the risk of fire. The assessment may also take into account the activities carried out in the building, the number of people present, and any special considerations, such as the presence of vulnerable individuals or hazardous materials.
• Method Statements: descriptions of the specific steps to be taken when carrying out operational and maintenance tasks. Information could include safe working loads and structural information. An example of a task could be the use of a ‘cherry picker’ in an internal foyer to change light bulbs at height, for example. They should be developed in consultation with competent persons and be reviewed and updated as necessary.
• Hazardous Materials: information on materials used during construction and any potential hazards associated with them.
• Hazardous Substances: details of any hazardous substances used or stored on-site and the procedures for dealing with them.

• Health and Safety Policies: detailing any overarching principles and values with regards to health and safety, i.e. responsibilities of workers, supervisors, and managers; hazard identification and assessment; incident reporting and investigation; visitors policies, and training requirements.

• Permit-to-Work Systems: used to control high-risk activities, this is a formal document that authorises specific work to be carried out and ensures that all necessary precautions have been taken to mitigate any associated risks.

• Training Records: a record of all training provided to end-users at the time of handover and for any training given during the occupation phase. It could also include site induction, job-specific, and refresher training. These records should include details such as the date and duration of the training, the name of the trainer, and the topics covered.

• Safety Inspections: a record of all required inspections, certifications, and tests performed on the building’s safety-related systems and equipment, including fire safety inspections, electrical safety inspections, and elevator safety inspections. There should also be details of the suggested regular safety inspections that should be carried out during occupation to identify any hazards or areas for improvement. The findings of these inspections should be documented, and any necessary corrective action should be taken.

• Safety Systems Testing Schedule: the regular maintenance and testing of safety equipment and systems such as fire alarms, emergency lighting, and ventilation systems should be scheduled out.

• Emergency Procedures: including evacuation plans and contact details for the emergency services and key stakeholders in the event of major emergencies, plus contact details for local non-emergency services and key stakeholders to call for assistance in the event of minor emergencies.

An evidential record of how the building has been designed and ‘as-built’ at the time of handover. As-built drawings can be provided by the project’s design team (e.g. architect, civil and structural engineer, mechanical and electrical engineers, specialist consultants, specialist contractors and suppliers).

As-built design information goes beyond just drawings which are traditionally provided in PDF format, but it is now not unusual for clients to also request copies of the designers ‘as-built’ 3D models also (see BIM at the bottom of this list). It must contain the information required before drawings are created too. You should, therefore, provide the following;

Design Preparation

• Strategies: such as Design and Access Statement, Dismantling Strategy, Fire Safety Strategy, MEP Strategy, Roof Access Strategy and Rainwater Harvesting Strategy.
• Specifications: such as architectural, civil, structural, mechanical, plumbing and electrical specifications.
• Calculations: including foul water, surface water, foundations and structural calculations.

Designs

All elements of design should be recorded and provided, complete in the final ‘as-built’ version, such as;

• Architectural: such as general arrangements (GAs), elevations, sections, fire safety equipment positions, fire escape plans, and site plans.
• Structural: such as foundation plans and sections, structural frame elevations, sections and plans.
• Civils: such as grading plans, drainage plans, details and sections, water supply plans and road and pavement plans, sections and details.
• Mechanical: such as hot and cold water supplies, piping and instrumentation plans, schematics and isometrics.
• Electrical: such as electrical supply distribution plans, wiring diagrams, schematics and lighting layouts.
• Landscaping: such as planting layouts, hardscape plans and irrigation plans.
• Specialist Designs: such as Acoustician and Multi-Use Games Area (MUGA) plans.
• Subcontractor Designs: such as platform lifts and secondary steel staircases.

BIM

BIM is a process supported by various tools, technologies and contracts involving generating and managing digital representations of facilities’ physical and functional characteristics and components.

At practical completion, the final fully audited and approved Building Information Modelling (BIM) information. BIM information should be handed over to the client or facility management team; this could include the following:

• AIM Model: the final ‘as-built’ recorded federated model (i.e. all design models combined into one combined, overlayed model) representing the asset configuration at handover is called the Asset Information Model (AIM). The AIM should be ‘systemised’ using the completed system breakdown structure, which forms part of the agreed data model. The best practice is to use the OpenBIM IFC Schema, which includes the COBie data model. A suitable class library (i.e. Uniclass 2015) should be successfully implemented as defined in the client’s Exchange Information Requirements (EIR) to define the asset types. The class library should be compiled within the IFC data schema. If requested within the EIR, the model should include all relevant data related to the building’s design, construction, and operation. This may include information such as geometry, material specifications, and equipment locations. Whether federated or not, the model(s) should be fully checked with any final coordination and clash issues removed. It should also be checked that the information fully aligns with the client’s EIR and the various BIM Execution Plans (BEP).
• COBie Data: Construction Operations Building Information Exchange (COBie) data is a standardised format for exchanging information about a building’s assets. This data should be included in the BIM handover and may include details such as equipment specifications, warranty information, serial numbers, warranty information, and maintenance records.

If you are a contractor or modular builder and need help delivering your client’s BIM requirements, then you might be surprised how many of your industry colleagues our Operance Digital Services team already work with. Why not give our Head of Digital Services, Dave Peacock a call on 07429 869804, or drop him an email at dave.peacock@operance.app to discuss further?

A Building User Guide is a document that provides information about how to use and maintain a building, its systems, and its equipment. The guide is intended for the building’s occupants and is designed to help them understand how the building works and how to get the most out of it. It is a summary of the Operations and Maintenance (O&M) Manual, designed to give none technical users an overview of how to operate and maintain the facility.

The BUG typically includes information on the building’s layout, including floor plans and room functions, as well as details on the building’s heating, ventilation, and air conditioning (HVAC) systems, lighting, plumbing, and other systems. It may also provide guidance on how to operate and maintain specific equipment, such as elevators, fire alarms, and security systems.

In addition to providing information on the building’s physical systems, the user guide may also include information on policies and procedures related to building use, such as rules for parking, waste disposal, and common area maintenance.

A well-designed BUG can be a valuable resource for building occupants, helping them to feel more comfortable and in control of their environment and reducing the need for support and assistance from building management or maintenance staff. It should focus on information relating to the management of people and how they interact with the building. It should also provide a level of detail appropriate for the individuals that occupy or otherwise use a property.

In summary, the BUG provides the end users/occupants of the building with a simple, quick and easy guide to the everyday functions of the building in order to ensure a safe and healthy work environment while complimenting the efficient operation of the building to the full potential provided by the design.

For a more detailed overview of the building User Guide (BUG), please find our previous article: The Ultimate Guide to Building User Guides.

A building user guide should provide essential information such as the following:

• Introduction: A brief overview of the purpose and scope of the building user guide and the intended audience.

• Building layout and features: This should include floor plans, room functions, and descriptions of key building features such as entrances, exits, elevators, and stairs.

• Building systems: This should provide information on the building’s heating, ventilation, and air conditioning (HVAC) systems, lighting, plumbing, electrical, and other systems. It should include instructions on how to operate and maintain these systems, as well as any safety precautions.

• Building policies and procedures: A clear and concise description of the building’s policies and procedures, including hours of operation, access, parking, security protocols, waste disposal, water management and common area maintenance.

• Emergency procedures: Detailed information about emergency procedures, including evacuation plans, emergency contacts, and emergency response protocols.

• Maintenance and repairs: Information about the maintenance and repair of the building’s facilities and systems, including procedures for reporting problems, expected response times, and more.

• Energy efficiency and sustainability: Information about the building’s energy-efficient and sustainable features, including tips for reducing energy consumption and minimising waste.

• Health and safety: Whilst more detailed information can be found in the Health and Safety File, and the Health and Safety Summary, the BUG could provide basic information about health and safety in the building, including tips for promoting a safe and healthy work environment.

• Emergency procedures: This should include information on emergency procedures such as fire safety, evacuation plans, and first aid procedures.

• Contacts: This should include a list of key contacts such as building management, maintenance staff, security personnel, emergency services, and the keyholders register.

• FAQs: Frequently asked questions related to the building and its operation can also be included in the user guide.

• Appendices: Additional resources, such as contact information for building management and maintenance staff, maps, and emergency response plans.