Operation & Maintenance Manual
The collation of the Operation & Maintenance Manuals can be a significant burden on a Principal Contractor. Safety For Design Ltd have a dedicated team who can undertake the entire process, removing the workload from the Principal Contractor whilst still providing regular updates to satisfy stakeholders that milestones will be met.
Operations & Maintenance Manuals
The Operations & Maintenance (O&M) Manual contains the information required for the operation, maintenance, cleaning, repair and replacement of all the elements built, installed or fitted as part of a project. Clearly, this can mean a lot of information, from a lot of contractors, companies, supplier websites and so on. When the Principal Contractor is already hard-pressed for time – managing the build, overseeing the sub-contractors and ensuring the whole project is running smoothly – the collation of the O&M Manual can present a significant burden on top.
This is where Safety for Design can help.
Shaping the Manual
Safety for Design have a comprehensive O&M Manual Structure template, which is fully customisable to The Client’s wishes and the needs of the project. Included Mechanical and Electrical works (M&E), Architectural, Structural, External, Specialist and Bespoke works packages. Whatever the project demands. The complete layout of the manual is put at The Client’s fingertips in a simple, yet well-present document.
Intuitively designed Contractor Packages create a thorough, easy-to-respond-to requests for information. The Package consists of an O&M Manual document and a logical array of a logical folder array into which supporting documents can be dropped, zipped and sent back in to SFD for final processing.
The O&M Manual is a Microsoft Word document form, which the sub-contractor fills in with the information pertinent to their package of works. The items included are:
Introduction & Overview: Company Information (Name, Trade, Address, Tel, Email, Web); Emergency Contact Details (Name, Tel, Email); Sub-Contractor Information – if used (Name, Trade, Address, Tel, Email, Web); Scope of Works; Design Parameters & Conditions; and Calculations.
Health & Safety Procedures and Residual Risks: Residual Hazards; Disposal Instructions (including strategy for key recycled materials)
Plant & Equipment Schedule: Asset Register
Maintenance: Maintenance Schedule; Access Inspection & Replacement; and Methodology on Access, Maintenance & Replacement of Equipment
As-Built Drawings; As-Built Drawing Schedule
Test/Commissioning Certificates; Schedule of Testing/Commissioning Certificates; Logbooks
COSHH; COSHH Item Details; Schedule of COSHH (Safety Data Sheets & Assessments)
Manufacturers Literature; List of Site-Specific Products; Schedule of Literature (Manufacturer, Product & Document Reference); Supplier/Manufacturer Information (Name, Trade, Address, Tel, Email & Web)
The folder array is organised into the following Appendices:
Calculations & Design; Maintenance & Methodology; As Built Drawings; Test Certificates and Logbooks; COSHH & Data Sheets; and Manufacturers’ Literature.
Making It All Visible
The O&M Manual Tracker document is used to provide an overview of the progress of the O&M Manual collation in an at-a-glance format. Mirroring the O&M Manual Structure document, the Tracker provides information on which sub-contractor is responsible for which package of works; the key milestone dates in the production of the O&M Manual Package (when the blank form was issued out, when the sub-contractor returned the completed package); commentary on outstanding items of information or documentation; and confirmation of the closing out of each O&M Manual package as it is completed. This is all presented in a Microsoft Excel document which is easy to use and highly compatible.
Moreover, we can attend Stakeholder Meetings and Update Briefings on larger scale projects, wherein Safety For Design provides a comprehensive presentation. SFD provide a clear picture of how to use the O&M Manuals in everyday situations; for Planned Preventative Maintenance; and for Stock / Parts Ordering. SFD ensure the attendees are fully familiar with how to find a specific detail they may need, in an expedient fashion.
Bridging the Gap
By managing the flow of information into the O&M Manuals and reporting to all parties concerned, SFD bridge the gap between the Principal Contractor, their sub-contractors and the Stakeholders involved in the project. The Principal Contractor is provided with an overview of the O&M Manuals development, confident in the knowledge that all the pieces are being collated in a logical, timely fashion, ready to be available for the hand-over date required.
Sometimes managing upwards of 120 x 12-page O&M Manual sections (and their associated support documentation) this lifts a significant burden from the Principal Contractor in terms of workload. Notwithstanding the number of packages involved, SFD always provide succinct, easy to follow summary information to all parties concerned.
Delivering the Goods
SFD work toward having a Draft Issue of the O&M Manual ready for review, in advance of the hand-over date. (Should the project have a series of phased handovers (such as multiple building units within one project), SFD are capable of fulfilling such schedules, also.) This is to allow any last-minute documentation, testing or commissioning certificates or project changes / additions to be reflected in the Final Issue of the O&M Manuals. This can remove potential issues from surfacing in the documentation, when the hand-over day comes.
We deliver the O&M Manuals in the agreed format; uploaded to a collaborative tool; as files stored on a USB drive; by electronic transfer or cloud-based sharing platforms. With compatibility being a watchword in today’s information-sharing activities, SFD us popular formats as standard: Microsoft Word, Adobe PDF, MS Excel etc. We believe this allows our customers to manipulate the documentation easily and share it effortlessly with their End Users.