Overview

At the end of any construction project, key documentation has to be handed over to the building owner. The Health and Welfare at Work (Construction) Regulations, 2006 places duties on those involved in construction works.

The definition of construction work includes new construction work and the preparation for same, modifications to existing construction, maintenance, cleaning and demolition.

The Requirements

Among the duties imposed by the Regulations are the following:-

Client ((person or company for whom construction work is being carried out)

· Appoint a Project Supervisor Design Process (PSDP).

· Appoint a Project Supervisor Construction Stage (PSCS)

· Retain and make available the Safety File for the completed structure

Designer (a person or company engaged in preparing drawings, particulars, specifications, calculations and bills of quantities)

· Identify any hazard that the design may present during construction or subsequent maintenance.

· Communicate necessary control measures, design assumptions or remaining risks to the PSDP so that they can be dealt with (and included in the Safety File)

PSDP

Prepare a Safety File for the completed structure and give it to the Client.

PSCS

Provide all necessary Safety File information to the PSDP.

Contractors

Promptly provide the PSCS with information required for the Safety File

The amount of information needed to comply with the above regulations can be extensive and can run to many thousand documents, drawings etc. Traditionally, there was almost a handover ceremony with lots of boxes full of assorted documentation being handed over to the client at project completion.

Solution

Moore DFM, a specialist in the production of Safety Files (Project Handover Documentation). Moore DFM provides building owners and managers with a single repository for the vast amount of information needed in the Safety File and to operate and maintain modern buildings efficiently.

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Moore DFM produces an integrated Digital Building Manual from the project documentation, including important elements for the future, such as specifications and operating manuals for installed equipment. Although paper documentation still exists, the mandatory Project Safety File for a large project could run to many thousand documents and so the key to having usable information, is to provide building documentation in an electronic, comprehensive and easily searchable system.

Typical questions that need to be answered during the life cycle of a building are:-

· "Where was that boiler sourced?”

· “What are the specs for that fire retardant paint?”

· “When is equipment due for servicing?”

It is extremely inefficient and costly to be rummaging through boxes of documentation to find the answers when needed in an emergency or breakdown situation.

Founded in 2004, Moore DFM provides a comprehensive service in the production and management of handover documentation. Recent projects include the Convention Centre Dublin, Grand Canal Square and the new headquarters of State Street bank.

The InControl DFM system used by Moore DFM has been designed to help the services

Sub-Contractors produce the O&M manuals in an electronic format, saving the paper . mountain usually generated and allowing a common format for all manuals on a project.

This is potentially much easier today as more and more projects use BIM (Building Information Modelling. The opportunity now exists to ensure that there is a continuity of information from design concept to building end of life. Literally everything the Facility Manager might ever need to know about the building can now be contained within the Project Safety File.

Moore DFM and the Convention Centre Dublin

Moore DFM were involved in the project from a very early stage and ensured that all documentation, drawings, certification and instruction manuals were available in the Digital Project Safety File at final handover to the building owner.

The completed Project Safety File contains in excess of 12,000 documents (approx. 200,000 pages of information) and over 4000 drawings and includes everything from the colour of the paint on the walls to the operating and maintenance instructions for the comprehensive Building Management System – all in an easily searchable system.

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