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3 tips on how to avoid your digital handover becoming a cost

September 13, 2022
6 mins read

Do you also think that handover of O&M data is purely a cost for you? Well, here are three tips to get you started.

Read below to find out how you can improve your digital handover process.

1. Late start on O&M material

It is a well-known problem that several construction projects start too late in establishing the structure and processes for the handover of O&M material. When data requirements are not specified early enough, this often leads to confusion, inconsistencies, and delays in the handover process. It is therefore important that the owner specifies from the beginning what types of data are required, at what level of detail, in what formats, and when and how they will be submitted.

Agreement on the deliverables from the start is essential as it will make it significantly easier for all parties to produce and deliver the required deliverables for subsequent operation and maintenance. In addition, it is also much more difficult to get the right information from the contractor once they have finished their work.

Advice: Start early in the construction process to engage in dialogue about the final deliverables.

2. Providing “too” much and unnecessary O&M data

Think big about data but start small. A large amount of data is not a goal. It is therefore essential to think about which data is important and why, and what the output is used for. For example, the data needs for a ventilation system are much larger than a simple door. It therefore makes little sense to have the same data levels set up for these building components, as the operations team can quickly drown in too much information. A clear and concise basis should therefore be provided – and not just the handing over of entire product catalogues etc. which is sometimes the case.

Advice: You need less data than you think. As a contractor, you should only deliver what is relevant for the individual building component. As an owner, you should ensure that the contractor can deliver data in a systematic and structured way, so that you are assured of receiving exactly the data you need.

3. The collection of O&M data is unstructured, and the data is characterized by shortcomings and errors

The delivery of O&M material to operations is flawed or inaccurate, which is far from unusual in construction. Unfortunately, all too often, owners and operations managers find themselves responsible for some of the error handling associated with a handover. But it doesn’t have to be that way if you have a digital handover solution that can provide you with the consistency and quality assurance you need in the data you receive and handover. In fact, studies show that a digital handover solution can reduce the time you spend collecting data by 75%, avoiding delays in the handover process.

As a result, it is important to find the right solution to achieve efficient, structured and, above all, error-free data collection. Below you will find three considerations you need to make to choose the right solution.

1. Is it easy to set up, get an overview along the way and secure a safe data handover for the administrator?

2. Is it easy to enter data for the contractor?

3. Is it easy to export data to an FM system later?

Advice: Choose the right solution for handling the collection for O&M data which can ensure an efficient and well-documented delivery of the O&M material.

With RIB Digital Handover you are ensured a simple and efficient transition from construction to operation. By implementing the solution already at the start of the project, you are secured a safe collection of data from all collaborating partners.

You get:

  • Data: You have access to all the necessary data information (name, level, number, specification sheets, warranty periods, etc.) on the specific components/products used on the construction site. Data entry and (re)retrieval is easy and secure as the digital delivery can be set up from the IFC model of the construction file.
  • Quality assurance: You are guaranteed high quality data, as all delivered operational material is quality assured by reviewers. As the owner, you can decide how the review process will be carried out by adding specific professionals to review and quality-check the O&M material.
  • Security: RIB Digital Handover is an open system which means you don’t have to worry about your data being stuck. You can always transfer data easily and quickly – even to FM systems.