Mastering the Project Handover Process: A Crucial Skill for Every Facilities Manager

The project handover process is a pivotal stage in the lifecycle of a facility, marking the transition from the construction phase to the operational phase. For a Facilities Manager (FM), the handover is the moment they inherit responsibility for the building’s performance, longevity, and occupant satisfaction. To ensure seamless operations post-handover, every Facilities Manager must be deeply familiar with the key components of this process.

What is the Project Handover?

Handover refers to the formal transfer of a building or asset from the construction team to the client and their FM team. It occurs after the project reaches ‘practical completion,’ meaning the building is fully functional, even if minor works remain outstanding. This stage officially passes the responsibility of security, maintenance, and operation to the client’s team. Key contractual actions, such as the beginning of the defects liability period, also commence at this point.

Key Steps in the Handover Process

1. Preparation Early involvement of the FM team in the project’s design and construction stages ensures that the building is delivered in line with operational requirements. By collaborating with the project team, FMs can help establish a comprehensive handover programme that outlines responsibilities, inspection protocols, and the collection of required documentation.
2. Sectional Completion Many projects adopt a phased handover or sectional completion approach, where the facility is handed over in stages. This allows the client to occupy certain areas of the building before the overall practical completion, facilitating the installation of specialized equipment. Each completed phase triggers the release of parts of the contract retention fund and the start of the defects liability period for that phase.
3. Inspections Before handover, thorough inspections of all systems, including mechanical, electrical, and public health installations, are essential. The FM team should check the maintainability of the systems to ensure they can be easily serviced and operated. Defect/snag capture systems are used to identify outstanding issues and prioritize their rectification. Statutory inspections, covering systems like fire protection, electrical installations, and vertical transportation, are mandatory. These inspections ensure that all systems are safe and compliant before the building becomes operational.
4. User and Occupant Training The handover process includes comprehensive training for both the facilities team and building occupants. FM teams must receive detailed familiarization training, covering system operations, controls, and maintenance requirements. Recording these sessions can be beneficial for future reference. Occupant training, on the other hand, focuses on environmental controls and system functionalities, helping users optimize the building's performance.
5. Handover Documentation Proper documentation is critical for maintaining the building’s performance and safety. The handover documentation includes several key components:

• Project Overview and Completion Report: A general description of the project, including scope, objectives, key milestones, and a summary of completion status.
• As-Built Drawings: The final set of drawings that reflect any changes made during construction (structural, electrical, plumbing, etc.).
• Operation and Maintenance (O&M) Manuals: Detailed manuals covering the operation and maintenance requirements for all equipment, systems, and components.
• Test and Commissioning Reports: Documentation showing the test results and commissioning processes for all systems, such as electrical, HVAC, and mechanical systems.
• Certificates and Warranties: Copies of any warranties for equipment, materials, and systems, along with certifications such as safety, compliance, and quality assurance.
• Asset Register: A comprehensive list of all assets, including machinery, equipment, and systems, with relevant details like model numbers and serial numbers.
• Snag/Punch List: A list of any incomplete work or issues that need to be resolved post-handover.
• Health and Safety Files: Documentation of all health and safety procedures followed during the project, including risk assessments and incident reports.
• Environmental and Compliance Reports: Reports related to environmental impact, sustainability, and regulatory compliance.
• Training Documentation: Records of any training provided to the client’s operations and maintenance team on the use of systems and equipment.
• Permits and Licenses: Copies of all necessary legal permits and licenses, such as occupancy permits, environmental clearances, and safety certifications.
• Project Financial Closeout: A detailed financial summary, including final project costs, payments, and any outstanding financial matters.

6. Defects Liability and Equipment Warranties During the defects liability period, contractors are responsible for rectifying any issues that arise with the building systems. FMs should keep a detailed log of all defects and repairs to avoid future disputes. Equipment warranties also need to be clearly understood, as maintenance must align with the manufacturer’s instructions to keep warranties valid.

The Importance of a Smooth Handover

A well-executed handover reduces long-term operational risks and ensures that facilities managers are prepared to manage the building efficiently from day one. FMs play a critical role in ensuring that all building systems are fully operational and that the handover process is handled with transparency and diligence. By proactively engaging with the project team, conducting thorough inspections, and ensuring all training and documentation are in place, facilities managers can set their teams up for success.

Conclusion

For any Facilities Manager, mastering the handover process is essential. It’s not merely a formality—it is a comprehensive procedure that determines the facility's future performance, safety, and operational success. By embracing the key steps of preparation, inspections, training, and documentation, FMs can ensure a smooth transition from construction to operation, minimizing risks and maximizing the facility’s potential.

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Open Question

What challenges have you faced during the handover process, and how did you overcome them? Share your experiences in the comments!