Construction to Operations Handover Best Practices Guide

Of all the activities that have a lasting impact on a building and its facilities the Construction to Operations Handover is the most important. The culmination of years of capital expenditure and worry over a project, it marks the end of capital project woes and the beginning of facilities management. Unfortunately often it is the important information that is left out that can cause the problems, such as lack of familiarity with the systems, lack of knowledge on how the building and its services should be maintained and operational procedures, all of which can lead to potential problems that if not addressed in a timely manner can lead to failure in maintenance, non-compliance to statutory legislation and longer than required time to bring the building and its services on line for use. With the right training ARC Facilities can assist in ensuring that the information required for a successful handover is available and also assist in ensuring that the transition from capital to operational expenditure is as smooth as possible, resulting in prolonged asset life, compliance to statutory legislation and the retention of value in the project.

What Is Construction to Operations Handover?

The Construction to Operations Handover (COO Handover) is the formal transfer of a completed building from the construction team to the operations and maintenance (O&M) team. It is also known as the Project Turnover or Asset Handover. In construction, the term ‘handover’ is frequently used simply to describe the ceremony where the key to a new building is handed to the future occupant. But the process of handing over a facility to its new users is much more than a simple handover of keys. Rather, it is the process of transferring the as-built drawings, warranties, operation and maintenance documentation, emergency procedures, the asset register and as-built computer aided drawings and compliance reports together with all digital information that will be required to maintain the facility and enable safe occupation by its future users.

The handover of information is very important for ensuring that all people in the Operations Team have direct, immediate access to all past information regarding the premises, as well as important documentation relating to the buildings, including but not limited to, all information and documentation relating to all HVAC and mechanical and electrical systems such as wiring diagrams, drawings and in- depths documentation of all workings and all controls systems, including, but not limited to fire and life safety strategies and documentation, the location of off valves for water supplies and other important information, to name a few. A proper Construction to Operations Handover affords the opportunity to prepare and adequately prepare the Operations Team for preventative and routine maintenance tasks, to attain compliance with regulations, and to act expeditiously in the event of an emergency.

Why Seamless Handover Matters in Construction

Hands over in a construction project have far reaching implications. A poorly managed hand over will have the facility manager having to spend considerable amount of time searching for information, which can lead to non-compliance, the facility manager being not fully aware of new properties of the building and/or the facility manager being not aware of repairs or upgrades carried out on critical building systems. In the worst of cases all key information can be lost, impacting the ability of the facility management team to properly maintain and operate an asset in order to react quickly in an emergency situation. A holistic approach to the project turnover phase should therefore be put in place to mitigate all these problems.

The benefit to you and your operations team is three fold. With properly documented and structured project information and data, your team can more efficiently focus on preventative maintenance and compliance rather than spending a huge amount of time searching for scattered documents. In the event of an emergency, all necessary contact information, valve locations, extinguisher locations and emergency procedure protocols are readily available in the case of an emergency. Proper asset handover reduces training time for new staff and promotes a uniform standard of building operations within your facility.

From hospitals and schools to city hall and commercial high rises, compliance and timely building turn over is a non-negotiable part of business. No one wants to be in a situation where they have to explain why a building wasn't turned over on time or has major construction issues in play. At ARC Facilities, we offer solutions to meet the needs of a wide variety of clients – from schools to hospitals, government buildings and industrial facilities. Take a look at how our building plans solutions ensure timely turn over and long term success.

Key Steps for Effective Construction to Operations Handover

Handing over a project has a whole lot more than just packing up docs and scanning old binders. To truly hand over a project, you have to consider the documentation, the communication and the technology. Key Components in a High Value Construction to Operations Handover

• Early Engagement
  Plan handover early in the design phase, and not at the back end when the construction work is complete. This ensures that all necessary information is reviewed and agreed by both the contractor and facilities manager for the O&M documentation. Early involvement from the FMs can also help to eliminate a large number of ‘sightings’ of important issues when they visit the site to take possession of the development.

  • Documentation Comprehensive master checklist of all required documents: As-Built Drawings, Commissioning Reports, Warranties, Maintenance Schedules, Compliance Certifications, and Emergency Procedures for all building systems, products and individual custom installations.
  • Structured Handover Meetings Arrange face-to-face on site or remote handover meetings between all relevant stakeholders, including construction, project management and facilities teams. This will include familiarisation with operational systems, review of detailed building plans, identification of critical aspects and any gaps in knowledge. The handover meeting is an ideal opportunity to discuss maintenance expectations and transition arrangements.
  • Digital Transformation Complete the transfer of all crucial documents to a digital format. You can store them in web based or facility management mobile applications. The key to success is to digitalise the asset information to ensure your operations are future-proof, and your asset information is searchable and can trigger immediate action in real time. Learn how with our O&M documentation platform that supports a more efficient and effective handover.
  • Training and Knowledge Transfer Operate the system on a continuous basis, with reliable access to training and self-help documentation and techniques in operational staff, to enable straightforward maintenance activities and to be able to carry out emergency repairs as effectively and efficiently as possible.

  • Final Acceptance, Sign-Off, and Feedback Close out the project with the formal sign-off and an opportunity for the Facility Manager to give feedback. Record any outstanding items, Action Items and ensure the FM is aware of the nature of the future POE support required.

Ensuring that each of these steps are addressed and carried out diligently with the required attention to detail, will ensure that construction to facility management handover remains a strategic benefit to the project rather than an obstacle.

Common Challenges in Construction to Operations Handover and How to Overcome Them

Some things are just beyond the control of anyone, and that includes some project turnovers even from well-planned projects. Here are a few common turn over problems and some things that can be done to help address the problems and make the transition smoother to the new operations staff:

• Missing or Incomplete DocumentationIt’s crazy how often blueprints, manuals, as-builts, and warranties can fall between the cracks especially when time is of the essence on a project. Make a documentation checklist at the outset of a project and use tools to keep tabs on the documentation needed and its status along the way. Having all important documentation in a single, easily accessible location also helps to reduce lost items.

  • Information Silos and Communication Gaps There is frequently information that is known by the Subcontractor and/or department head that does not make it to the facilities team. Improved cross-functional communication and defined responsibility will help to eliminate information silos and communication gaps. One way to ensure that there is not communication gap between scheduled meetings is to hold documented meetings throughout the project. This helps to eliminate misunderstandings between meetings.
  • Outdated or inaccessible records of previous workAre your staff dependent on information stored in paper filled binders or legacy computer systems? This can have a detrimental impact on the quality of handovers of work carried out on your estate. Digital plans and records can provide a single source of truth for estates staff located anywhere on site. Our legacy documents solutions can help with the transition.
  • Insufficient Facility Team Preparation
    • Operational staff may not be ready to hand over operation of premises when the Project closes; this can make their lives very difficult. Preparing and training them ahead of time will increase their capability and give them greater confidence in the event of staff replacement between Close Out and Hand Over.

  • Complex Compliance Requirements: Healthcare and education sectors have very complex compliance requirements and are also heavily regulated with frequent audits and inspections. An omission or incorrect entry in any compliance document, maintenance record or emergency procedure can have severe financial consequences. This is a key reason for including compliance documents, maintenance records and emergency procedures in the handover. For sector-specific compliance functionality see our healthcare compliance module or our higher education facility management software for schools and universities.

Addressing the complexities of handover requires a highly skilled form of coordination, adequate use of technology and a realisation that handover is the first step in a long term facilities management role.

Best Practices for Asset Handover in Construction Projects

How can we as owners and facilities managers ensure that all of our Construction to Operations Handovers are successful and the value of all the work that has been accomplished is retained? Over thousands of facilities we have identified the following as our top best practices for a smooth transition:

• Make handover an ongoing conversation Handover should not be treated as a simple handover ceremony between parties. Operation of the system should start with a walkthrough and commissioning with operational staff involved from start to finish and regular document reviews should take place throughout the project life cycle with time allowed for questions from operations staff so nothing is missed.

  • Use Mobile and Cloud Technology
    
    Make available reliable, practical and easy-to-use technology that enables operators, technicians and mechanics to access documents such as drawings, manuals, shutoff locations and emergency contact information wherever and whenever it is required. Time is of the essence in an emergency and no one should have to search for documentation when seconds count.
  • Standardize and Simplify - Are your business documents and processes standardized and clear? Do you use templates and a common format? Are there fewer steps to get things done? It’s easier to hire staff when the procedures are easy to follow and new employees are quickly effective. That saves time and $$. The New Employee Handbook is an excellent tool to standardize and simplify.
  • Include Emergency and Compliance Docs Up Front Most project turnovers are centered around as-builts and equipment lists, and emergency procedures and compliance documentation is often ignored. Including fire safety plans, water shutoff maps, evacuation routes and other critical information in your turnover deliverables can be a real safety net for facility owners and managers. We have a platform for that. Read more about emergency information

  • Provide Ongoing Support What happens after handover? Your facility management team will continue to require access to on-going training, knowledge, tools and service. Learn more about the different support methods we offer at our customer support page.

The following maintenance practices, although valuable and important, often do not receive the level of priority that they truly deserve and as such may negatively impact the overall turnover experience for tenants, increase risk to property operations and reduce property value: Reliant can assist with all levels of maintenance and property operations to not only make turnovers more efficient and easier to navigate but also to increase overall tenant satisfaction, enhance property morale, decrease operational risk and make properties more resilient and sustainable for the long term.

How Technology Improves Construction to Operations Handover

Technology has transformed the way we deliver project handover and facility management. Digital tools eliminate guesswork, reduce paper loss and empower operations staff with access to information at the point of need. Here are the key innovations in Construction to Operations Handover (C2O) technology and how solutions like ARC Facilities are improving the effectiveness of the process.

• Instant Access, Anywhere: Teams are never searching for binders or sitting by the email waiting for a file. With cloud-based systems, and the right mobile apps, all information including documents, floor plans and warranty information is just seconds away at your fingertips.

  • Searchable Documentation Want to spend less time flipping through 500 pages of documents in search of the information you need? Documents can be searched for terms like “valve location” or “HVAC filter spec” to ensure that the information you need is readily available. Spend less time searching and more time repairing leaks and scheduling maintenance.
  • Secure Knowledge Retention: As people retire, leave or move on to other roles, digital handover of knowledge ensures that younger staff have the necessary knowledge and expertise to carry on. Institutional memory is transformed into a sustainable asset.
  • Compliance Readiness Easily accessible inspection reports, logs, and certificates with automatic reminders help you stay compliant at any time. Rather than struggling to find documents in your filing cabinet at the last minute, ensure compliance for Healthcare, Education, Sports & Government facilities at any time.

  • Real-Time Collaboration Use field operations and project teams to instantly collaborate, review, edit or update documents in real time to reduce miscommunication and minimize version control headaches.

Right technology helps to bridge communication gaps, ensure that compliance is met, and puts operations in a position to succeed. Learn more about the features of our software by taking a look at our product overview or request a trial with a free demo.

For additional industry insights, you may also find useful resources on FacilitiesNet.

The Future of Construction to Operations Handover and Final Tips

This increasingly fast moving and dynamic industry means that Construction and Facilities Management (FM) teams must look to advance methodologies, specifically Construction to Operations Handover, in order to maintain business performance. With the increasing number of decisions made using data and analysis, as well as the use of automation, the Construction to Operations Handover practice will play an increasingly important role in ensuring that all key information is successfully transferred from those building the asset, to those who will operate it.

In facilities management, one of the key lessons learned from the pandemic is the importance of early engagement and communication. Another is that the handover of projects from the construction team to the facilities team will look differently than it has historically. Rather than simply being given a batch of paper binders to manage (because somehow, this process has always been considered sufficient), the facilities team will be empowered to participate earlier and in a more technologically advanced way. The handover process is likely to switch from being an administration-heavy, labor-intensive exercise of copying files from one system to another to a more digital and almost presential experience. Standards for digital twins and smart buildings will also start to provide even more valuable, easily-actionable information relative to the maintenance, safety and operational needs of the assets they represent.

The key to success is really people and process. Technology is a big piece of it, but communication and process improvement is where the real value comes in. We help our clients develop behaviours that achieve long-term success. Whether it is new build construction projects or older, legacy, or critical infrastructure - we have customer stories to share the proof of the concept of the FacilitySync method.

Final Tips for a Successful Handover:

• Get operations teams engaged from the outset – they will invariably have valuable input to the project, which can be factored in to reduce the risk of subsequent on-going maintenance issues.

  • Use technology and the cloud for document storage and quick field access.
  • Standard Operating Procedures and templates should be designed to be clear and easy to use for everyone involved.
  • Too often, training and knowledge transfer get reduced to administrative tasks rather than real learning experiences. Make sure your team is prepared for the work they’ll be doing.

  • Maintain open lines of communication and provide ongoing support.

Get started on improving the handover of assets to your teams, and in turn the quality of services delivered to residents, customers or patients with ARC Facilities. Reach out to our team here to request a trial of ARC with a presentation. We believe that building & asset quality is a valuable asset, which deserves to be properly managed throughout its lifecycle, from construction through to handover, and then operational management.

FAQ

What is Construction to Operations Handover?

Construction to Operations Handover is the process of delivering a building and associated documentation from the construction phase to the operational phase. ARC Facilities supports building owners in ensuring the asset data and documentation they need to effectively manage their assets is delivered to the facility team.

Why is a seamless handover important in construction projects?

A smooth handover means that no costly time is lost because of delayed handovers, that no important information is lost and that maintenance personnel are well prepared. And of course, that the plant is operational from day one, which is very important to our safety and operational performance.

What common challenges occur during the transition?

Some common issues that arise include non-existent or missing documentation, communication breakdowns between parties and a lack of information that has been digitised. We consistently navigate and remediate these issues through the effective utilisation of an efficient workflow.

How does technology improve the asset handover process?

With digital solutions from ARC Facilities, your project data and asset records are available in real time. Improve communication and minimise administrative effort with instant access to information. Passing work off to the next party in the project more efficiently is made possible with digital handovers.

What are best practices for getting stakeholders ready?

It is important to engage key stakeholders from the start, train them appropriately and to use a checklist to ensure that they are aware of their duties, and the frequency and nature of the communication required before, during and after the handover.