Closeout documents
An O&M package is only useful if every system has its own manual and someone can see which ones have not arrived. This checklist sets out what the package for each building system commonly holds, then shows how the closeout checklist in Fidrel tracks each manual from missing to submitted to approved, system by system and trade by trade.
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A single folder called O&M collects whatever the trades send. Months later the facility team opens it, finds the elevator manual but no controls diagram, and nobody can say who owed the missing pages.
The mechanical subcontractor sends equipment data in the spring and the controls contractor sends the sequences in the fall. Without a line per manual, a half-delivered package looks the same as a finished one.
Superintendents follow submittals and the punch list, and O&M manuals are left for the end. The owner’s staff find out what is missing when the first filter change comes due and no one knows the part number.
Your specifications decide what is required, so treat this list as a starting point for the closeout meeting. Elevators: maintenance manuals, controller wiring diagrams, emergency procedures and the service contact. Fire suppression: the riser and valve layout, pump and controller instructions, inspection and test instructions and a spare parts list. Plumbing: fixture and heater manuals, a valve schedule with tags, pump data and the data sheets for backflow devices. HVAC and building automation: equipment manuals, filter and belt schedules, control point lists and the sequences of operation. Electrical: panel schedules, switchgear and transformer manuals, lighting control and generator instructions. Communications and security: device lists, rack layouts and the manuals for access control and cameras. Envelope and roofing: care and maintenance instructions, sealant and coating data and the warranty documents. Finishes: product data, paint and flooring schedules, cleaning instructions and the attic stock list.
Operations
The US folder structure holds a 03 O&M manuals folder with one subfolder each for elevators, fire suppression, plumbing, HVAC and building automation, electrical, communications and security, envelope and roofing, and finishes. A separate 04 Systems manual folder has subfolders for the systems manual as issued, the executive summary, the facility guide, the sequences of operation and the system schematics. The template adds checklist lines for HVAC and building automation, electrical, plumbing and the systems manual, which leaves the other four systems for you to add as New item lines.
Step 1
Open Closeout in facility management and choose Create from template. The US template adds O&M lines for HVAC and building automation, electrical and plumbing, plus the systems manual, and it skips any line already on the list.
Step 2
Select New item, type a title such as O&M manual – HVAC, pick the Operation and maintenance section, and name the Responsible party who must turn it over. Enter a due date so the line can be flagged once it passes.
Step 3
An administrator sets up the standard folder structure first. Link each line to the matching system folder under 03 O&M manuals; the trade then uses Upload to that folder, and the row shows how many documents it holds.
Step 4
When a manual arrives, change the status to Submitted. Review it against your specification, then set Approved, which records who approved it and when. Use N/A for a system the building does not have.
Every row in the Operation and maintenance section shows the responsible party, a due date that is flagged once it is overdue, the status and, where a folder is linked, the folder and the number of documents in it. The section heading counts how many lines are approved or N/A out of the total, and a progress line for the whole checklist counts approved, submitted and missing. Scan the section for rows still marked Missing, read the name beside each, and you have the list to take to the next coordination meeting.
Fidrel holds and tracks the documents but does not write, compile or paginate the manual, and it produces no bookmarked PDF binder. The checklist is grouped by section and not by company, so there is no single list of everything one subcontractor still owes. Closeout items send no reminders, and approving an item is a status with a name and a date, not an e-signature. The checklist itself cannot be exported or printed. Contractors can upload to the folder an item points to when they may upload there, but only people who manage the checklist can mark an item Submitted or Approved.
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Anything else on your mind? We are happy to help.
Talk to usCommonly the equipment data, the manufacturer’s operating and maintenance instructions, parts lists, maintenance intervals, warranty information and the installer’s contact details. Your specifications set the requirement, and Fidrel only tracks the documents you ask for.
No. The trades produce the manuals. Fidrel holds each manual in a folder for its system and tracks whether it is missing, submitted or approved.
Open the Operation and maintenance section of the closeout checklist. Each line names the responsible party, shows its due date and status, and counts the documents in its folder, so a line still marked Missing points at the trade.
Yes, to the folder an item points to, if they may upload to that folder. Marking the item Submitted or Approved stays with the people who manage the checklist.
Yes. The US template has a Systems manual line that points to the systems manual folder, next to the lines for the HVAC and building automation, electrical and plumbing manuals.
Warranties have their own section in the closeout checklist and their own register with end dates and notice periods, so they are tracked apart from the O&M manuals.
