Systematics for setting requirements and handing over operation and maintenance documentation

BackgroundThe industry organization BEAst conducted a feasibility study in 2021 funded by SBUF.

The investigation was based on the fact that all stakeholders from builders and administration to contractors and consultants experience major problems with requirements and deliveries of the documentation that is to be used to manage buildings and structures throughout the life cycle.

The current standards in Sweden do not cover current and future needs.The lack of clear systematics leads to several problems in the community building process.Recruitment: Low status of roles linked to the amount of information.Economy: Difficult to time and follow up in projects and management.Environment: Lack of data leads to incorrect operational optimization of buildings and systems.Industry: The prevailing ambiguity leads to companies and services not establishing themselves in the area.Digitization: Difficult to develop processes and system support without the support of clear systematics.Clear systematics and uniform management in the industry lead to positive development.Recruitment: Higher status for the role and more attractive service.Economy: Easier to time and follow up in projects and management.Environment: Correct follow-up and operational optimization of buildings and systems.Industry: Companies and services are developed in the area.Digitization: Efficient processes and system support lead to increased quality in deliveries.Lack of requirements The reason for shortcomings in the industry can be assumed to be due to the fact that current standards are old and not based on a clear system that is linked to digital system support.

It is also not uncommon for the only requirement being that the handover of operation and maintenance documentation be done on a USB stick. There is a lack of how the documents should be named and structure for handover. It is also not uncommon for the only structure for delivered documents to be scan numbers from the copier.

Unspecified requirements in turn mean that subcontractors and suppliers can not prepare their handover in a more standardized way.Complex buildings demand more Modern buildings contain more and more technology and installations, the maintenance of which requires more extensive documentation than before.

This is to be able to operate and maintain correctly and maintain delivered functions and set target images.

Instructions and documentation must therefore be available to the administration in order and in good time before the handover.New opportunitiesBetter future requirements enable more efficient connection between the digital BIM model and associated documentation, with the possibility of replacing documentation with continued connection to the BIM model in management.

Better future requirements relieve the construction business, which today has difficulty obtaining operation and maintenance documentation at the final phase of the projects.PurposeAfter the project has been completed, there must be a clear and accessible system, a framework for how operation and maintenance documentation is to be required and delivered.

This should be easy to apply by both large and small actors in the community building process.

Builders Rare customers must be able to invoke the standard requirements without further processing and experienced customers must be able to build on the requirements to clarify their needs more precisely, for example in complex buildings such as hospitals or laboratories.

Suppliers Suppliers in the form of contractors, design consultants and information coordinators must be able to see the scope of the delivery early in the process and thus be able to budget and set resources for correct implementation.

System developer Based on the standard and its systematics, software companies must be able to build software, databases and applications that facilitate follow-up and delivery of required documentation such as structured and classified digital documents, but also structures