Turnover Package Guidelines

Follow these guidelines to assemble a turnover package that is optimized for the client's facility operations

These Best Practices are designed to help you prepare your Turnover Package so that it can be easily uploaded into VueOps SiteLine or any other FM application. By following these practices, you’ll help ensure that your files are prepared, named, and organized in a format that will help maximize the user experience in SiteLine and ensure a speedy transition from construction to operations.

Process – Close as you go

Turnover data is created throughout the project. If you collect it as the project progresses, it’s much easier to assemble the final turnover package than waiting to assemble it after the project is substantially complete.

Contents – Documents and Models

Turnover packages contain documents (mostly PDFs) that contain the data that will be extracted and uploaded into SiteLine’s database. The section below provides guidelines for these documents. SiteLine also supports CAD, Revit and Navisworks models. Jump to the Model Best Practices for more details.

Document Contents – Required and Optional

Each project has a unique set of data – some are more extensive, and others are more “bare bones”. For SiteLine, and for other FM applications, we have broken out the content that is essential, as well as the information that is helpful, but not required:

Required Content

• Record Drawings (separated PDF files)
  • Required:
    • Architectural floor plans
    • Mechanical plans, schedules and riser diagrams
    • Electrical plans, 1-line diagrams and panel schedules
    • Plumbing plans, piping plans, schedules and riser diagrams
    • Fire Protection plans
  • Helpful:
    • Architectural door schedule, finish schedule
    • Mechanical piping plans
    • Plumbing piping diagrams
  • O&M Manuals
    • Required: Mechanical, Electrical, Plumbing, Fire Protection
  • As-Built Plans
    • Required: Mechanical, Electrical, Plumbing & Piping, Fire Protection
    • Helpful: Electrical 1-line drawings, Plumbing process diagrams, Plumbing riser diagrams
  • RFIs
    • Required: All divisions
  • Submittals
    • Required: Mechanical, Electrical, Plumbing, Fire Protection

Other Helpful Content if Available

• Models (Architectural Revit, Merged MEPFP Navis, MEPFP Trade) – See Model Best Practices
• Permits
• MEP Commissioning reports
• Equipment List (export from ACC Assets)
• Warranty Letters
• Punchlist
• Signage List
• Reports
• Progress Photos
• Training Videos

Preparing & Naming Documents

• OCR* all PDF documents.    
• Save documents as individual files (avoid large multi-page files)
  1. Applies to: Record Drawings, Specifications, Warranties, O&M Manuals, Certificates, etc.
• No .zip files
• Only One (1) copy of each file is needed.
• Use the most current version of a drawing only. Old revisions can be archived.
• Use consistent and uniform naming formats for files and folders, abbreviations, and spelling. e.g.: O&M vs. Operations & Maintenance vs. Operations and Maintenance

• Label Drawings using Sheet Number – Sheet Name noted in the drawing title block. e.g.: A2.1 – Finish Schedule

• Label Specifications using the Specification Number - Specification Name. e.g.: 017700 – Closeout Procedure

• Photos – include description and organize by phase, floors, building, area, etc.
  1. Don’t forget to include: in-wall, above ceiling, below floor, etc. photos.
• Training Videos for operations and critical equipment – name by product and location.
• Organize by document type, avoid by subcontractor. See “Organization” below.

Organization

If the owner has provided instructions on how they would like the closeout package prepared, please follow their guidelines. If, however, nothing was provided, the guidelines below will help you get started.

Folder Structure

Compile, prepare and store your completed turnover package within your project’s folder structure.

Default & Additional Folders

• As-Builts Drawings (by division/scope)
• Commissioning
• Guarantee-Warranty Letters (by division/scope)
• Keys & Attic Stock
• Operations & Maintenance Manuals (by division/ scope)
• Permits
• Photos (by location, phase, floor, area, etc.)
• Project Information (Directory, Permits, Table of Contents, etc.)
• Punchlist
• Models / VDC
• Record Drawings & Specifications (Permit Drawings, Record Drawings, Red-lined, Specifications, etc.)
• Reports & Certifications {TAB Reports, Test Certificates, Testing and Compliance, etc.}
• RFI’s
• Substantial Completion Letter
• Submittals {Log, Approved Submittals, etc.}
• Training {Videos, Instructions}

Model Best Practices

Data and model objects from CAD and Revit source models are viewable in SiteLine. The overview below is the general concept of how to prep models for use in SiteLine. We have found that the final location and most current information about the asset can be found in the native trade models. The native architectural model is used for room boundaries and names. See table for overview of the discipline, model type, and SiteLine use.

Model Content – Required

• Attribute names must be the same across models.
• Minimum attributes that must be added to CAD or BIM objects:
  1. Name of Asset (Category or Family Name or Object Name)
     1. e.g.: Air Handling Unit
  2. Equipment Tag (Coordinated between Design and Coordination Models and associated submittals). Tags should match the design documents.
     1. e.g.: AHU-101
  3. Manufacturer Name (Coordinated with Submittals)
  4. Model (Coordinated with Submittals)
• Additional data can be added to the models or in SiteLine.

Revit Models

• Architecture model must be an Autodesk Revit model containing Rooms.
  1. Check model for
     1. Duplicate Rooms
     2. Isolate Rooms
     3. Unbound Rooms
     4. Rooms outside the building envelope (unless they contain an Asset)
  2. Delete extraneous Room Separation lines.
  3. Ensure Room and Space naming and numbering is consistent across models.
  4. If you have linked models with Rooms, review your NWC export settings.
• Ensure that project coordinates are understood, and models are aligned across disciplines.
  1. Ensure coordinates are aligned between Design and Trade partners.
• Families should be uniquely and logically named.
• Instances of Families should be uniquely and logically tagged, preferably to match schedules.
• Ensure model size is less than 200 MB. The following practices can help with the model size:
  1. Check models for Warnings.
  2. Check models for unnecessary Groups.
  3. Ensure there is only one Design Option.
  4. Delete unnecessary views, sheets, lines, annotations.
  5. Purge, Audit, and compact models on a regular basis.
• Create view templates for exporting to Navisworks.
  1. Use Visibility Graphics (VG) to turn off/on items such as Annotations, Linked files, any extra details that are not required by owner.
• Create two view templates and export:
  1. Model content: all Annotations, Rooms, imported Categories and Revit Links turned off
  2. Rooms Only:  everything off (for Rooms export only)

AutoCAD Models

• DWG format files by level are preferred.
• Blocks should be uniquely and logically named.
• Blocks should be uniquely and logically tagged to match schedules.
• No DWF or DWFx files
• CAD objects and related annotations must be on separate layers.
• CAD blocks must never be exploded.
• If certain layers or objects needs to be left out of the NWD model, freeze the layer in CAD prior to exporting.
• Purge CAD model prior to exporting.
• Use "nwcout" command for creating NWC files. Use faceting factor of 0.25 when exporting.

Questions?

Please contact us at support@vueops.com if you have any questions.