Completion documents
In the run-up to completion, the designers and many of the specialist subcontractors on the job each owe a signed ancillary certificate for their part of the works, and someone on the builder’s side has to get each one in. In Fidrel’s facilities management that chase becomes a list: one line per certificate, showing who owes it, when it is due, where it stands and which folder the signed copy goes into. The professionals who sign the certificates still do the certifying; Fidrel keeps track of the paper.
30 days free · No minimum term.
The architect, the structural engineer, the mechanical and electrical engineers, the fire engineer and a run of specialist subcontractors may each owe one. They turn up as email attachments, scans and phone photos of signed pages, and the only record of who has sent what is often a spreadsheet that one person keeps up to date.
Specialist subcontractors often finish weeks before the main contractor. Their certificate is easy to forget until the final fortnight, by which time the engineer who has to sign it has moved on to another job and is chased from a different company’s inbox.
Once the building is open, the client may need a certificate again, for an insurer, a lender or a later fit-out. If the signed copies only ever lived in the contractor’s own project folders, they went with the contractor when the site closed.
On a project created on Fidrel’s Irish site, facilities management follows the Irish template, whoever opens it. Create from template adds sixteen handover lines and skips any the checklist already has. Three of them concern the completion certificate and the papers that go with it: Certificate of Compliance on Completion, Ancillary certificates, and Inspection plan as implemented. They sit in the section the interface calls Test certificates, alongside commissioning records and the electrical, gas and lift certificates. Once the folders have been created, each one points to its own folder under 02 Building control, a folder that also has room for the fire safety certificate and the disability access certificate. The template is a starting point, not a statement of which certificates your project needs.
Operations
The template gives the whole set a single line, which may do on a small job. On most schemes it is clearer to keep that line for the set and add a New item for every certificate, with a title that says whose it is, the company or person delivering it, a due date and notes. Point each line at the Ancillary certificates folder, which any line can be filed in, and once the signed copy is a project document, link it to the line so the line opens that certificate directly. A line with a folder shows it, with the number of documents the folder holds, and for those who can edit the checklist an upload button goes straight to it.
Step 1
A project administrator creates the Irish facilities folders in one go, including 02 Building control with its Ancillary certificates folder. Any folder can be renamed, moved or deleted later.
Step 2
Choose Create from template, then add a New item for each certificate you are waiting on, naming the firm or person delivering it and the date it is due.
Step 3
Specialists upload into the folders they were invited to, or your team uses the upload button on the line. Link the signed copy to its line and set the line to Submitted.
Step 4
Read each certificate before setting its line to Approved, which stamps your name and the day. When nothing is outstanding, export the folders for whoever needs the set.
A line is Outstanding, Submitted, Approved or Not applicable. Approving one stamps who approved it and on which day, and moving it back to another status clears the stamp. A due date that has passed is flagged as overdue until the line is approved or marked not applicable. Above the checklist a progress line counts what is approved, submitted and still outstanding, leaving out the lines that do not apply, and each section shows how many of its lines are done. The facilities overview carries the same count, with the number of lines awaiting review, so the employer’s representative can see where the certificates stand without opening the list.
A specialist does not need the whole handover in front of them. Invite them to chosen folders only, such as Ancillary certificates, with a role that can upload and work in their folders, and they file their own signed certificate. The checklist itself needs the whole facilities area, so people given only some folders work in those folders and do not see the list. Statuses are set by project administrators and by members given the right to manage facilities management as a whole, so a subcontractor cannot approve its own line unless you hand it that right.
When every line is approved, open the Export centre from the facilities menu and pick the folders you want, for instance 02 Building control on its own. Fidrel packs them into a single ZIP file with the folders as they are in the project. Tick Include a list of the files (CSV) and the ZIP carries an index naming each file’s folder, file name, title, number, revision, status and size. Only the current version of each file goes in, the export holds the facilities area’s own folders, and each person exports only what they are allowed to read. The file list in the export is not a schedule of ancillary certificates.
Fidrel lodges nothing with the building control authority, and it does not check what any certificate says. Fidrel is not a tool for the assigned certifier, and it signs nothing on anyone’s behalf. Approving a line records a name and a date; it certifies nothing. Handover lines send no reminders; an overdue line is flagged on the checklist. It keeps the documents and the list; deciding which certificates a project needs, and reading them, stays with the people responsible for the works.
Your trial applies to your first own project and starts when that project is created. No card required. Afterwards, choose card or invoice to continue.
The project system of the future connects people, documents and decisions. Discover the thinking behind Fidrel.
Read more
On site, answers need to be close at hand. Fidrel displays DWG drawings in your mobile browser, within the project’s document structure.
Read more
When everyone can see the next step, moving the project forward becomes easier. Fidrel brings activities, dates and reported progress together in a shared Gantt view.
Read moreCompletion documents
Anything else on your mind? We are happy to help.
Talk to usNo. Fidrel keeps the signed copies and the list of who still owes one. Anything that has to be lodged is lodged outside Fidrel, by the people responsible for it.
No. Nothing in Fidrel reads what a certificate says. Your team reads each one before approving its line, and the approval only records who approved it and when.
Yes, if you invite it to chosen folders with a role that can upload. It files into those folders without seeing the checklist, and it cannot approve its own line unless you give it the right to manage facilities management.
On a small job it may be. On most projects it is clearer to keep the template line for the set and add a line per certificate, so each firm has its own due date and status.
No. Handover lines send no reminders of any kind. A line past its due date is flagged as overdue, and the facilities overview shows how many items are outstanding and how many are awaiting review.
Yes. The Export centre downloads the folders you choose as one ZIP file with the folders kept, and it can add a CSV list of the files. It does not merge them into a single PDF.
