The first step in accepting responsibility for managing or maintaining a new facility is collecting manufacturers’ manuals for all installed equipment and systems. These manuals should be organized into a technical library of information available to O&M personnel. This library, also called O&M manuals, should include SOPs, safety procedures, and information needed to develop a preventive maintenance program. It provides the basis for building historical data files on equipment and systems.
At a minimum, the technical library should contain the following information:
- Drawings: Copies of all construction drawings and specifications, including as-built drawings.
- Vendor Manuals: Copies of all vendor operation and maintenance instructions, as well as information on recommended training sessions.
- Test and Certification Reports: All test and certification reports and copies of all notes from observance reports filed with the manuals for each piece of equipment. Documentation should include equipment-specific information.
- Maintenance Records: Records of any maintenance performed or found necessary during construction and operating consumables used (for example, lubricants, fuel, and filters).
- Occupant Requests: Copies of any letters or documentation addressing special individual occupant needs, which may not be included in the specifications or drawings. Included should be any occupant requests for design changes that could not be accommodated during construction or were unjustified at that time.
- Contractor List: A complete list of all contractors and subcontractors, with names and phone numbers of contacts, including a contact for emergency service.
- Warranty Documentation: A complete list of all equipment warranty information. This file should include warranty certificates with clear definitions of when each warranty period begins and ends, vendor letters and contracts, and all service agreements.
- Spare Parts: A complete list of all recommended spare parts by equipment title. Spare parts should be fully identified, including brand names, part numbers, and substitute brand parts that may be used. This file should identify on-site spare parts and where additional spare parts may be obtained, including the names and phone numbers of vendors.
- Procedures: A complete list of any required operating or maintenance procedures identified for each piece of equipment. Copies of operating and maintenance reports also should be included.
- Safety Manuals: Any manual specific to safety or environmental concerns, such as CFC regulations or asbestos regulations. Lockout/tagout procedures and MSDS (material data safety sheet) information should be included in this file.
In addition to the technical library, operating logs are useful tools for both measuring and comparing machine performance. The data collected and later analyzed are key to good energy management. The three basic types of operating logs used in building operation are:
- a daily operating log
- an equipment operating log
- a utilities log.
The basis for successful scheduling, monitoring, and troubleshooting equipment is comprehensive and up-to-date documentation. This documentation begins with a complete and up-to-date technical library.
This article is adapted from two of BOMI International’s courses: Building Design and Maintenance and Refrigeration Systems and Accessories. Refrigeration is the latest BOMI International course approved by the US Green Building Council. More information regarding this is available by calling 1-800-235-2664, or by visiting www.bomi.org. Visit BOMI International’s Web site.