The turnover list lives in someone’s email
Closeout items are tracked in a spreadsheet or a string of emails between the owner, the contractor and the trades. Weeks after substantial completion nobody can say which O&M manuals are still missing.
Closeout
Construction closeout software
Closeout is where a good project can still end badly: O&M manuals missing, record drawings out of date, nobody sure the keys were turned over. Fidrel gives the owner and the general contractor one closeout checklist, built on US practice, where each item has a status and can name a responsible party, a due date and a folder.
30 days free · No long-term contract.
Why closeout drags on
Documents arrive, but not where operations needs them
Record drawings, warranties and test reports land in a project folder that the facility team will never open, instead of where the building will be run from.
A checklist built on US closeout practice
The checklist is grouped into eight sections: record documents, operation and maintenance, testing and certificates, warranties, final inspections and sign-offs, owner training, keys and access, and other. On a US project, the template adds sixteen items, from the Certificate of Substantial Completion and the certificate of occupancy to record drawings and specifications, O&M manuals for HVAC and building automation, for electrical and for plumbing, the final commissioning report, test and balance, manufacturer warranties, spare parts, attic stock, training records and the keying schedule.
Operations
Items with an owner, a date and a folder
Each item records the company or person turning it over, a due date that is flagged overdue once it passes, and notes. An administrator sets up a standard US folder structure, from 01 Closeout and turnover to record documents and O&M manuals, and each item can point to one of those folders and link one project document. Each section counts its items approved or N/A; the progress line leaves N/A items out.
How closeout runs in Fidrel
Step 1
Start from the US template
Create the checklist from the template that follows US closeout practice, with record documents, O&M manuals, commissioning and the certificate of occupancy. Items already on the list are skipped.
Step 2
Collect the documents
Each item can point to a folder in the facility management area, where the documents are uploaded. The item shows how many documents the folder holds and links straight to the upload.
Step 3
Approve item by item
Mark each item Missing, Submitted, Approved or N/A. Approving records who approved it and when, and the progress line counts what is approved, submitted and still missing.
From the project to operations
The current revision of the project’s documents can be copied into facility management. The copy keeps its number and revision and shows when the project has a newer one, so record drawings follow the building instead of staying behind in the project. When it is time to turn everything over, the Export center downloads the facility folders as one ZIP file, with the folder structure intact and a CSV list of the files.
What closeout in Fidrel does not do
There is no compiled O&M binder: no PDF with a cover, table of contents and bookmarks, and the checklist itself cannot be exported or printed. Approving an item is a status with a name and a date, not an e-signature. Contractors cannot check off their own items unless an administrator gives them access to the whole facility management area and permission to manage it. Closeout items send no reminders, and there is no punch-list tool and no COBie export.
Related solutions
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Sixteen items: the Certificate of Substantial Completion, the punch list, the certificate of occupancy, record drawings and specifications, three O&M manual items, the systems manual, commissioning and test and balance reports, warranties, spare parts, attic stock, training records and the keying schedule.
Project administrators, and members with access to the whole facility management area and permission to manage it. Everyone else with access to the area can view the statuses but not change them.
Yes, to the folder an item points to, if they may upload to that folder. Only the people who manage the checklist can mark the item Submitted or Approved.
Yes, as a ZIP from the Export center, with the folder structure kept and a CSV list of the files. Fidrel does not compile a bookmarked PDF binder.
No. Overdue items are shown on the checklist, but closeout items send no reminders. Reminders in facility management come from warranties, service contracts and inspections.