Building Manuals and Building User Guides

Building Manuals and BuildingUser Guides

Guidance and worked examplesBy Jo Harris, Allan Wilson and Salim Deramchi

BG 26/2011

A BSRIA Guide www.bsria.co.uk

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BUILDING MANUALS AND BUILDING USER GUIDES 1 © BSRIA BG 26/2011

ACKNOWLEDGEMENTS

BSRIA would like to thank the following workshop participants for their ideas, input and feedback with regard to the concept surrounding this publication. The participants were: Neil Ambler Watson & SoleTony Baldwin Morgan StanleyCary Donaldson SPIE Matthew HallStephen Gathergood Interserve FMEdward Hillyard Hillyard AssociatesAdam Laybourn Norland Managed Services Paul Nicholls Laing O’ RourkeIan Richardson N G BaileyHugh Rossiter Hampshire County Council Tony Whitehead Ministry of Defence BSRIA would also like to thank Richard Hillyard (previously BSRIA), Helena Pennycook and Stuart Young from Commercial Property Logbook for their assistance with the workshop and ideas in the early stages of this work. The CIBSE Maintenance Task Group acted as a peer review group for the publication and template and their input and comment was gratefully received. In particular we thank: Neil Ambler John Armstrong Rob Farman Stephen Gathergood Paddy Hastings Steve Hunter Andrew Saville This publication was designed and produced by Ruth Radburn and Alex Goddard.

© BSRIA 54721 July 2011 ISBN 978 0 86022 694 9 Printed by ImageData Ltd

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means electronic or mechanical including photocopying, recording or otherwise without prior written permission of the publisher.

This publication has been printed on Nine Lives Silk recycled paper.

2 BUILDING MANUALS AND BUILDING USER GUIDES © BSRIA BG 26/2011

CONTENTS

PART 1 – INTRODUCTION 3

1 PURPOSE OF THIS PUBLICATION 3

2 BUILDING MANUAL 5

3 BUILDING USER GUIDE 6

4 NEW BUILDINGS 7

5 EXISTING BUILDINGS 8

6 FORMAT 9

7 APPLICATIONS 10

8 CONTENT 11

9 BUILDING REGULATIONS 12

10 BREEAM CREDITS 13

11 TEMPLATES AND WORKED EXAMPLES 14

PART 2 – BUILDING MANUAL WORKED EXAMPLE 15

PART 3 – BUILDING USER GUIDE WORKED EXAMPLE 57

Figure 1: Relational structure of building documents 4 Figure 2: Example from NG Bailey’s headquarters Solais House 6 Figure 3: Closing the information gaps 7 Figure 4: Consolidation of documents 8 Figure 5: Example of a high quality building user guide 10 Figure 6: Building Manual and Building User Guide content 11 Table 1: Hard copy or electronic copy - advantages and

disadvantages 9 Table 2: Meeting the BREEAM credit 13

TABLES

FIGURES

PURPOSE OF THIS PUBLICATION

BUILDING MANUALS AND BUILDING USER GUIDES 3 © BSRIA BG 26/2011

1

Part 1 – Introduction 1 PURPOSE OF THIS PUBLICATION

This publication is intended to help those responsible for creating documentation that satisfies building regulations requirements with regard to the building logbook and also the Building user information for BREEAM. In consultation with industry, BSRIA have produced this guidance with the overall aim of enabling efficient and effective use of buildings through better information sharing. Blank templates have been produced, and these are available to download from the BSRIA website (see page 14 for further information). These provide building information compilers and building operators with a standard method of capturing information about their buildings. Parts 2 and 3 of this publication provide worked examples of the type of information that can be inserted into the templates. With advances in the technology and design of building services and fabric, the complexity of modern buildings demands ever increasing awareness of how they operate in order to achieve the optimum benefits and cost savings available. The technical detail is available to the professional and technical staff involved with the operation and maintenance of the building through operation and maintenance (O&M) manuals but key information gets hidden and is rarely made available to building occupants. The construction industry has a poor reputation when it comes to O&M manuals. For the last ten years, BSRIA has been capturing key performance indicators for mechanical and electrical contractors and although there has been great improvement over this period, two aspects of service still return comparatively poor scores: 1. The quality of O&M manuals

2. The timeliness of delivery of O&M manuals.

There is also a problem in existing buildings that needs addressing where O&M manuals cannot be found or contents cannot be relied upon as they are out of date. BSRIA proposes that two documents are prepared for each building:

Building Manual

Building User Guide.

PURPOSE OF THIS PUBLICATION

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1

The Building Manual condenses important documents relating to the building such as O&M manuals, Health and Safety documents, Standard Operating Procedures and Emergency Operating Procedures, and then is used to compile a Building User Guide, as seen in Figure 1.

Providing your building with a Building Manual and Building User Guide will support efforts to operate the building efficiently by ensuring the building design intent is understood and helping the occupants use the building in the most efficient way.

Figure 1: Relational structure of building documents

The value of the document will depend on the level of information which is entered and the discipline adopted to keep it up to date.

BG 79/2020

Handover Information and O&M Manuals

By Nick Blake

BG 79-2020 Handover and OandM Manuals 19082020.indd 1BG 79-2020 Handover and OandM Manuals 19082020.indd 1 21/08/2020 14:52:1921/08/2020 14:52:19

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With thanks to our sponsors:BSRIA acknowledges with thanks the organisations who have sponsored this publication:


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BG 79/2020

By Nick Blake

Handover Information and O&M Manuals


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© BSRIA August 2020 ISBN 978-0-86022-779-3

Acknowledgements

This publication was written by Nick Blake.

BSRIA would like to thank the following individuals and organisations who helped in the revision of this guide:

The authors have sought to ensure that the contents of this guide were relevant and up to date at the time of publication. However, readers should be aware that legislation, standards and codes of practice change regularly. Readers should satisfy themselves that their actions informed by this guide conform to all relevant legislation prevailing at the time of use.

Final editorial control of this document rested with BSRIA.

BSRIA is the owner or the licensee of all intellectual property rights in this publication, and in the content published in it. Consent is granted to users of this publication to reproduce and modify the content of appendices A to F for use on their projects in accordance with the following limited licence:

• Our status as the owners of copyright in the content must always be acknowledged. In the case of thispublication, unless otherwise agreed with BSRIA, all extracts must carry the following acknowledgement:“Reproduced from BSRIA BG 79/2020 Handover and O&M Manuals”.

• You must not use any part of the content for any purpose(s) other than those set out above without firstseeking a licence to do so from BSRIA.

• If you reproduce and modify any such content in breach of these terms of use, or otherwise breach anyof our intellectual property rights, your rights under this Limited Licence will cease immediately.

All risk associated with the use of material from this publication is assumed entirely by the user. Full terms and conditions can be found at: www.bsria.com/uk/terms.

Daren Bezants Royal Holloway, University of London (RHUL), Estates Department

Issa Chaer London South Bank University, School of the Built Environment and Architecture

Joanna Harris Eli Lilly and Company, Engineering

Doug Janes University of Reading, Estates

John Sands BSRIA

Bob Swayne The Hampden Consultancy

Ryan Tennyson Scottish Futures Trust


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HANDOVER INFORMATION AND O&M MANUALS BG 79/2020 | v©BSRIA

Contents

1 Introduction 11.1 Operating and maintenance strategy 21.2 Confidentiality and copyright 31.3 Contractual relationships and information exchange 41.4 Responsibilities for preparation of information 5

2 Legislation 72.1 Health and Safety at Work Act 72.2 Building Regulations 72.3 CDM 92.4 COSHH 102.5 Notification of Cooling Towers 132.6 Pressure Systems Safety Regulations 132.7 PUWER 15

3 Handover activities and documentation 163.1 Pre-handover duties 163.2 Training of operation and maintenance personnel 173.3 Building manuals 183.4 Building user guides 183.5 Building log book 193.6 Building services certificates 203.7 Record drawings 203.8 BIM models 223.9 Virtual reality tours 233.10 Checking and Approving Handover Information 243.11 Storage of and access to information 24

4 O&M manuals 254.1 The purpose of O&M manuals 254.2 Types of O&M manual 274.3 Users of O&M manuals 274.4 Sources of information 284.5 Updating O&M manuals 284.6 Contents, structure and layout 294.7 Presentation Format 364.8 Specification for preparing an O&M manual 39


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BG 79/2020 HANDOVER INFORMATION AND O&M MANUALSvi | ©BSRIA

Contents

Appendix A: A model specification for O&M manuals 41

Appendix B: Certificates and other documents for handover 47

Appendix C: Checklist for practical completion 50

Appendix D: Checklist for information sources 52

Appendix E: Format for recording contractual and legal details 57

Appendix F: Format for recording emergency information 60

Glossary 62

References 63


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1 Introduction

The effective operation of a complex asset such as a building relies on the availability of accurate information about the asset itself, and an understanding of the business it serves. Much of the information about the asset is delivered at handover of the construction project to the client.

This guide covers the various documentation delivered and activities carried out at handover of a building, with particular focus on operating and maintenance (O&M) manuals. The O&M manual is the key part of the information need during operation of a building, and as such is discussed here in detail.

Historically, having all the desired information available on completion of a construction project has often been problematic, but by following a clear process of identification and route planning, the operators will be in a much better shape from handover. This guide assists with this process, making the information requirements, as well as a way of achieving them, clearly understood by all parties. The broader topic of project information is covered in BSRIA Guide BG 78[1].

Typically, the operating element of O&M information is limited to plant procedures, while broader issues such as how the building occupants are intended to use and control their environment is often overlooked. With the increasing demand for low energy buildings and technologies, it is increasingly important that this information is included. Where tenants are responsible for operating and maintaining a building’s services, the client must ensure that the design intent and information on how the designers anticipate the building to be used is made available.

When the scope and content of O&M information is being planned, consideration should be given to the legal obligations for operating and maintaining the building services. Comprehensive O&M information can help significantly in fulfilling these obligations.

The Soft Landings approach represents a way of working which promotes collaboration to achieve better final outcomes through the use of clear targets such as those detailed within the client’s success criteria. The Soft Landings process also keeps the delivery team involved up to three years after practical completion, to monitor the performance of the building in relation to the design intent and the client’s. It is a different approach to construction projects, focusing on the outcomes, rather than relying on traditional practices. More information about Soft Landings can be found in BSRIA Guide BG 54[16]

and at www.softlandings.co.uk.


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O&M manuals

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The overarching format should be similar to that of a hard copy in that there will be an index to outline the structure of the whole manual, and each referenced section will be locatable in a user-friendly manner. In this instance, it is often a hyperlinked click.

The handover file format needs to be either totally agnostic and adaptable to any operating system, software program or device type (for example by using PDFs) or it needs to be bespoke to the client’s requirements with respect to the system that they are using. This needs to be specified in the contract documentation.

Whichever format is chosen for a digital O&M manual, it is vital that a consistent file naming structure is applied, as the manual may consist of many thousands of files, and these need to be navigated by the user.

4.7.3 Views on presentation style benefitsThe content of digital and hard copy O&M manuals are very similar. The digital version differs in its flexibility and adaptability. A broad comparison of the advantages and disadvantages of both approaches is provided in the table below, followed by more in-depth considerations.

AccessibilityA digital version of an O&M manual can be stored on an organisation’s server, the cloud or a secure-by-design network such as a blockchain. The manual can then be made accessible to as many or as few users as needed. There can be security restrictions imposed on certain users with respect to their accessing certain parts, whilst allowing the same user to view unrestricted sections of the manual.

It is also simpler to provide copies of the O&M manual to consultants and contractors who would need to access the information within as part of the building’s evolution, repair, growth or maintenance. With additional software, or as a feature of some systems, this can be done for a limited time period. For example, a document link can be sent that can be opened for a month, after which time it will need to be renewed if access is still required. Alternatively, full access can be allowed for the duration of a project. Restrictions can be imposed on copying, saving, printing or other uses of the information. This allows tighter control of information.

O&M manual format Advantages Disadvantages

Hard copy • Important information easily accessible in emergency or power failure

• Readily available when required

• Only one person can use the manual at any one time

• More laborious to update

Electronic copy • Access remotely • Simultaneous use • Ability to hold limitless information

and link to other electronic information

• Information will not be accessible if power is lost

• Could become too complex • Could disappear when operator/

tenant leaves the building


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Head Office: Old Bracknell Lane West, Bracknell, Berkshire RG12 7AH UKT: 0800 254 5700 (UK) or +44 (0) 1344 465 600 | F: +44 (0) 1344 465 626

BSRIA North: 68 Walton Summit Road, Bamber Bridge, Preston PR5 8AQ UKT: +44 (0) 1772 754 380

E: [email protected] | W: www.bsria.com/uk/

Overseas offices in United States, China and France

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Building Manuals and Building User Guides