Digital handover templates

The Operation & Maintenance (O&M) manual defines the requirements and procedures for the effective operation, maintenance, decommissioning and demolition of the building. The operating and maintenance manual includes details of the building’s construction, history and maintenance, instructions for its operation and maintenance, and guarantees and warranties.

With the complexity of buildings increasing, so does the volume of O&M information required to ensure the services are operated correctly.

Simple asset data editing

Glider’s digital Operating & Maintenance (O&M) manuals are designed to alleviate the inherent problems associated with paper based technical documents. Drawings, manufacturer’s literature, certificates and other specialist data are all included electronically. The digital documents once created provide a replica of the paper documents in an easily stored, accessed, and secure format. For ease of use the familiarity, structure and layout of the paper document is retained.

As well as Mechanical & Electrical O&M templates, Glider can provide templates for Building Operating & Maintenance manuals.

Save time and ensure consistency using Glider

• Make sure all data goes through a defined process
• Golden thread audit trail, who did what and when
• Validate assets, types, components and more
• Forecast delivery
• Control data classification
• Export COBie and other data formats
• ISO19650 / BS1192 compliant
• Collaborate online

Glider offers additional services such as data management and quality assurance for handover information.

Template

Section 1: Introduction and Guide

• Table of contents
• How to use guide
• Emergency Information
• Contractual and Legal Information

Section 2: Health and Safety

• Guidance to relevant legislation
• COSHH
• Risk assessments
• Disposal information

Section 3: General Description of the Project

• System operation
• Design parameters

Section 4: Operating Procedures

• General
• Automatic operation
• Routine inspections on fault conditions
• Emergency procedures
• Fault finding
• First Aid

Section 5: Maintenance Procedures

• Generic maintenance procedures for equipment or links to specific manufacturer’s information, maintenance task matrix.

Section 6: Manufacturer’s Schedules

• Plant Schedules
• Asset Register
• Spares List
• Manufacturer’s Contact Details

Section 7: Commissioning Data and Certification

• All certification listed and linked

Section:8 Manufacturer’s Literature

• All equipment listed and linked directly to Section 6

Section 9: Drawings

• All drawings listed and linked

Example PDF download

This PDF is an example of the output that can be achieved from Glider.

Outputs are in a Microsoft word format, which can then be converted to PDF as shown.

Additionally, equipment schedules containing asset data (types and components) exports as Microsoft Excel worksheet.

Glider is an accredited CIBSE Log Book developer. We can offer Log Book creation services, however simple or complex the project, for your Log Book duties under Part L2.

Glider has been associated with the CIBSE panel for the development of the L2 Log Book ‘Naturally Ventilated School’ template. We were pleased to assist CIBSE in preparing the Log Book alongside our client, Essex County Council.

The building Log Book is analogous to a simple car handbook, providing the building manager with easily understood information about how the building is meant to work. It also allows ongoing building performance and major alterations to be recorded.

Template

Section:1

• Building History

Section:2

• Purpose & responsibilities

Section:3

• Links to other key documents

Section:4

• Main contacts

Section:5

• Commissioning, handover & compliance

Section:6

• Overall building design

Section:7

• Summary of areas/occupancy

Section:8

• Summary of main building services plant

Section:9

• Overview of controls / BMS

Section:10

• Occupant information

Section:11

• Metering, monitoring & targeting strategy

Section:12

• Building performance records

Section:13

• Summary of maintenance

Section:14

• Results of in-use investigations

Section:15

• Appendix: relevant compliance and test certificates

Glider’s standard Building Log Book complies with:

• Building Regulations Part L2
• CIBSE TM 31: A Guide to Building Log Books
• Carbon trust: Good Practice Guide (GPG 348), “Better information for better buildings”

Example PDF download

This PDF is an example of the output that can be achieved from Glider’s digital handover software.

Outputs are in a Microsoft word format, which can then be converted to PDF as shown.

Additionally, equipment schedules containing asset data (types and components) exports as Microsoft Excel worksheet.

Building user guides are intended to provide the safe operation of small houses or flats, or standalone systems. They are often intended for non-trained personnel, who no little or nothing about the described systems.

The Glider building user guide provides an electronic version of all the documents that make up the required manuals and includes drawings and manufacturer’s literature.

BREEAM guides

Reference from the Code for Sustainable Homes: The Code for Sustainable Homes (the Code) is an environmental assessment method for rating and certifying the performance of new homes. It is a national standard for use in the design and construction of new homes with a view to encouraging continuous improvement in sustainable home building.

Building regulations already require Building Energy Log Books, a small addition to the Log Book extends it to include the environmental assessment findings. Building Managers can use the document to reduce running costs, measure and improve the performance of buildings.

Keeping the guide up to date and accurate is critical to gain benefits from the data. Hosting the guide on-line in a simple to update format simplifies the management.

Managers should use the BREEAM guide to reduce running costs, measure and improve the performance of buildings, empower staff, develop action plans and monitor and report performance at both single building and portfolio level.

Example template

Section:1 Introduction & Guide

• Scope
• Contents
• Introduction
• Local Amenities

Section:2 Visitor Information

• Building
• Map
• Transport
• Access & Parking

Section:3 Safety & Emergency Information

• Systems & Facilities
• Identification, Signage & Equipment
• Emergency Information

Section:4 Materials & Waste Policy

• Further Guidance

Section:5 Building Services

• Your Working Environment
• Overview of Controls BMS
• Electrical Services
• Lighting
• Cold Water
• Hot Water
• Gas
• Heating
• Ventilation
• Fire
• Security
• more…

Section:6 Energy & Environment

• Metering Monitoring and Targeting Strategy
• Metering Schedule
• Consumption
• Simple Energy Do’s and Don’ts

Section:7 Repairs & Maintenance

• Contact Details
• Incident Reporting & Helpdesk
• Maintenance Management
• Maintenance Engineer
• Essential Inspection & Testing
• Legionella & Water Hygiene Control

Section:8 Refits & Modifications Guidelines

Section:9 Training

• Systems & Services Training Record

Section:10

• Links to other key documents
• Useful websites

References

• Code for Sustainable Homes: Technical guide
• www.breeamguide.com
• www.breeam.com
• www.bre.co.uk

Example PDF download

This PDF is an example of the output that can be achieved from Glider’s digital handover software.

Outputs are in a Microsoft word format, which can then be converted to PDF as shown.

Additionally, equipment schedules containing asset data (types and components) exports as Microsoft Excel worksheet.