Document Handover Training Session Facilities Systems Document Handover Training Session Overview for A/E May 2016

Project Document Handover Problem NYP is not able to consistently update its master drawings and databases to reflect project changes. Root Cause Handover content … not clearly defined Handover responsibilities … not clearly defined Handover process … not clearly defined Consequences Information gets stored in multiple locations  Lots of unnecessary work for Project Team  Information is difficult to retrieve for Operating Teams Information is lost after project  NYP has to pay to re-create information (re-survey, re-permit)

Architects / Engineers, The new approach: We have defined the content responsibilities process of the handover packages. We have streamlined process, and are using our project management system to transmit handover packages. Unifier Architects / Engineers, Contractors, Commissioning Agents, Expeditors Submit handover package electronically in PM Software Project Manager Reviews handover package Operations Teams (Asset Mgt / Compliance / Space / EHS / Interiors etc.) Review and accept handover package

Document Handover Content There are 11 defined handover packages After completion of abatement: Hazmat Package After Substantial Completion and before Move-In: Design Team’s FF&E Package Design Team’s Record Drawings CxA’s MEP Pre-Move-In Package (incl. Test Reports) Contractor’s Fire Alarm Package (incl. Test Reports) NYP Project Manager’s Pre-Occupancy Survey Package Before Final Payment: Expeditor’s Permit Package Contractor’s Record Document Package Contractor’s Attic Stock Package Design Team’s Completed Punch List CxA’s Commissioning Package FM-AM-03b - Diagram Project Data Handover Process can be downloaded on NYP Vendor Site

Barcoding + Asset Inventory An important part of data handover is tagging and barcoding of new equipment. Contractors are obligated to tag the equipment with the Design ID as shown on the drawing schedules (Engineers must use the NYP equipment abbreviations). CxA and specialty subcontractors for Fire Alarm, Fire Suppression and Med Gas must barcode the equipment and produce a list inventory of the equipment and the associated test reports. The Commissioning Agent will consolidate the list’s and the test reports into handover package #4: “CxA’s MEP Pre-Move-In Package” Equipment Tags NYP Barcodes

Process Overview: Barcoding, Testing and Handover Planning of barcoding CxA coordinates with Asset Mgt Team (Henry Cordova) to distribute barcodes. CxA adds the coordination of barcoding and data collection to the project agenda, and informs all parties (Fire Alarm, Fire Suppression, Med Gas) Before performing testing The firm that is performing or witnessing the test must apply the barcode before testing. The barcode must be included in test record. All firms must prepare an Equipment Log The log must list each piece of equipment and reference the test report and O&M Manual. Firms must send their excel Equipment log with the test reports and O&M Manual, to Commissioning Agent. The CxA will collect all asset information CxA consolidates information and submits to the NYP Project Team as the “Pre-Move-In MEP Handover Package.”

Document Handover Content The NYP Project Data Handover Guide defines for each package: Party responsible to generate package Expected content Expected data format Recipient on NYP side FM-AM-03 Project Data Handover Guide can be downloaded on NYP Vendor Site

Accessing the Handover Guide – Vendor Site

Uploading Handover Packages - Unifier Contact the NYP System Administrator for training, user accounts, and support. Email: UnifierHelp@nyp.org Must be submitted in AutoCad format, complaint with NYP CAD Standards. Contact the Space Team with CAD related questions. Email: SpaceHelp@nyp.org

Update of NYP Master Databases This diagram shows how the handover packages are processed by the Facilities Department to update the master databases:

Unifier AE Group Training Handover Metric This metric shows Handover Metric for Years 2015 and 2016 % Received in System % Marked Complete on Checklist Unifier AE Group Training We will hold a Group AE Training – Target – June Unifier Admin will reach out with date Teams will be trained on the process Will ask firms to identify one or two persons with upload responsibilities

Questions 9/17/2018