O&M manual contents for inclusion in final documentation can seem confusing as the term has a broad meaning for all project handover documentation. However, one thing is certain that your O and M manual contents is substantially more than a few ring binders of information thrown together. Whether you are a Property Developer, Main Contractor, Electrical or Plumbing Contractor then you need to be fully versed in the requirements of an O&M manual.
In a nutshell, the O&M manual contents AKA “operation and maintenance manual” (O&M manual), is a file that contains all the information required for the operation, maintenance, decommissioning and demolition of a building or structure.
Today, an O and M manual is usually creating using a cloud-based software solution as part of a construction project software rather using a manual hard copy process. The manual is specific to each area within the project from equipment, electrical, plumbing, gas etc. Each manual is prepared by either the contractor, sub-contractors, services engineers and the other contracted suppliers. The O and M manual contents is a requirement that has been defined as part of the tender documentation where its contents will be outlined. It can be sub-divided in sections or even standalone manuals covering equipment, mechanical and electrical installation services in the mechanical and electrical specification section.
An electronic soft copy or draft version of the O and M manual contents would normally be provided for the client as part of the handover procedure prior to any final sign-offs for completions. The final manual will then be created online for reviews, edits and updates so it can be accessed by authorized personnel 24/7 or printed to a hard copy for distribution. The preliminaries in the tender or contract documentation may require several copies of the O&M manual so electronic versions are advisable to avoid it being overly labor intensive.
The O and M Manual contents can include a wide range of documentation:
Details descriptions covering the main design or architecture principles.
Lists of the building's construction guidelines (incl. specs, finishes, cladding, doors and windows, roof construction etc).
Versions and revisions to drawings and specifications.
Detailed instructions for its operation and maintenance (covering health and safety documents, equipment and manufacturers' instructions for efficient and proper operation).
A complete asset register of all plant and equipment installed.
Documentation on commissioning and various testing results.
The inclusion of warranties, guarantees and certifications.
Outlines or instructions related to upkeep, maintenance, operation, demolition, decommissioning and disposal.
The challenge in creating O&M Manual contents is that while most of this information will probably already exist, is to simplify the preparation, compiling and assembling of its various components. Also, as updates and revisions are a normal function within the industry, the use of software avoids any delays or out of date versions. Another good idea is to use an O and M Manual template to reduce manual rework. Because during the life of the building or structure, the manual will evolve to reflect the changes that happen to the building, its equipment or systems, along with records of all maintenance that has taken place.
In conclusion, the objective of the O and M Manual contents is to optimize the buildings and its equipment operational efficiency with clear documentation on maintenance guidelines, specifications, warranties, inspections, approvals and sign offs to proactively manage its operation.