How Do You Standardize Turnover Data?

Turnover, or handover, is the process of handing over all building data. Typically, this happens at or after occupancy. However, much of the data to be collected is available before anything is even installed.

Turnover’s purpose is twofold. First, it is an inventory of assets installed in the building during construction and their related data.

Second, it is a transfer of knowledge to the facilities management teams and others so that they can operate the building effectively. When assets are documented with all the information they’ll need for maintenance, they can spend less time digging to find asset data and more time actually fixing assets.

Standardize Turnover Data

What are the benefits of standardizing turnover data collection?

Getting started with a turnover before occupancy is one way to make it more efficient and ensure all data is captured correctly. An additional strategy to consider implementing is data standardization.

When you standardize turnover data and documentation requirements you:

Eliminate any guesswork from the construction team on what they are required to collect on behalf of the owner.
Ensure the proper information is captured to satisfy all stakeholders and systems downstream.
Eliminate redundant data capture from multiple stakeholders during and after construction.
Can capture the “why” related to data requirements for each asset type to better understand the requirements across different departments.

When you standardize turnover data, construction and facility operations teams experience increased efficiency, accuracy, and ease of use. Additionally, assets are recognizable and you ensure the data required for each asset type is always captured from project to project.

How do I implement data standardization (turnover data standards)?

Before you’re ready to implement standardization, it’s first important to lay a good foundation. Start by determining what asset types are important and what information is necessary for each asset type.

After deciding what assets are important, then determine asset type settings. Consider:

Are there common asset type acronyms that should be used to define the asset type?
What level of detail is desired for each asset type?
What classifications will be used and assigned to each asset type

The goal of asset type settings is to configure them once for each asset type you desire to collect information on then reuse those settings as part of your handover standards for each subsequent project.

Once you have defined asset type settings you can then build on them or create more standard handover templates to be used on various projects. Handover templates provide the owner with one or more standard options they can apply to a project. Each template contains the asset type to be collected and the level of detail required for each type.

For example, the asset types and data we capture for a new construction project will likely vary from a renovation. The same would apply to BIM-enabled projects and projects that do not utilize BIM.

Nest, you must define the source of your data. Knowing where your data will come from is half the battle. Assuming you can collect all information from the field is a mistake that will lead to inaccurate deliverables.

By identifying the source of your data you are inherently dictating when the data should be captured in the construction lifecycle. Data sources include BIM models, construction documents, specifications, submittals, field data and of course handover standards.

Finally, you must assign responsibility for data collection and verification. This will ensure no assets are missed or incorrectly documented. Standardizing the assignment of responsibility enables you to specify the most appropriate stakeholder to collect and verify data on a given project. Various stakeholders may be used to collect and verify the information for a given asset, or one could be responsible including the engineers, installers and commissioning agents.

By implementing turnover standards, you can achieve increased efficiency and accuracy, as well as make it easier for the facility and operations teams to maintain the building.

Interested in learning more about turnover standardization? Download this guide and explore more.

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