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

2. 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)

3. 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

4. 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

5. 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

6. 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.”

7. 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

8. Accessing the Handover Guide – Vendor Site

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

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

11. 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

12. Questions
9/17/2018