A BSRIA Guide www.bsria.co.

uk

Computer-based Operating
and Maintenance Manuals

Options and procurement guidance

By Tom de Saulles

Supported by

BG 2/2004
 CONTENTS
EXECUTIVE SUMMARY

PART ONE - GUIDANCE TO USING COMPUTER-BASED

OPERATING AND MAINTENANCE MANUALS 1

1 INTRODUCTION 1

2 GENERIC SYSTEM CATEGORIES 3

2.1 PDF-based systems 3
2.2 Proprietary O&M information systems 6
2.3 Computer aided facilities management systems 9
2.4 Typical applications 10
2.5 Generic system configurations 11
3 GENERAL PROCUREMENT GUIDANCE 12
3.1 Identifying system requirements 12
3.2 Identifying specific system requirements 14
3.3 Software support and upgrades 15
4 REQUIREMENTS FOR THE CONTENT OF MANUALS 16
4.1 How to use the manual 17
4.2 Contractual and legal documentation 18
4.3 Overall purpose 18
4.4 Maintenance 21
4.5 Modification information 22
4.6 Disposal instructions 23
4.7 Contact names and addresses 23
4.8 Index of plans and drawings 23
4.9 Emergency information 24
4.10 Manufacturers’ literature 24

PART TWO - GENERAL SPECIFICATION CLAUSES FOR THE

PROCUREMENT OF COMPUTER-BASED BUILDING SERVICES
O&M MANUALS 25

1 SCOPE 26

2 GENERAL REQUIREMENTS FOR ALL COMPUTER-BASED

MANUALS 27

3 PDF-BASED MANUALS 31

4 MANUALS PRODUCED IN A PROPRIETARY SOFTWARE

APPLICATION 32

COMPUTER-BASED O&M MANUALS

© BSRIA BG 2/2004
 APPENDICES
APPENDICES

APPENDIX A: Health and safety related documentation to be

held by building owner/occupier 35

APPENDIX B: General due diligence documentation to be held

by building owner/occupier 37

APPENDIX C: Contact details for O&M manual providers and

specialist software producers 38

FIGURES

Figure 1: Example of how a PDF-based manual can be customised 5

Figure 2: The use of electronic bookmarks 5
Figure 3: Record drawings and images can be easily incorporated
into PDF 6
Figure 4: Example of an asset record in a proprietary system. 8
Figure 5: The high level of functionality provided by proprietary
systems 8

TABLES
Table 1: Generic system configurations 11

COMPUTER-BASED O&M MANUALS

© BSRIA BG 2/2004
 INTRODUCTION INTRODUCTION 11

1 INTRODUCTION

PART ONE GUIDANCE TO USING COMPUTER-BASED

OPERATING AND MAINTENANCE MANUALS
As the complexity and capability of buildings grows, so does the quantity
of operation and maintenance (O&M) information required to ensure the
services are operated correctly. Unfortunately, in many cases, the
traditional hard copy O&M manual has largely failed to keep pace with
this growth and the increasing demands of building operators. Paper-
based records and documentation often prove to be an inadequate
medium for managing, presenting and updating large amounts of O&M-
related information. Furthermore, the use of hard copy manuals
represents a significant barrier to the on-going use of computer-based
information created during a building’s design and construction phases.
Much of this information continues to be a valuable resource post-
handover, providing it is readily accessible to the building operator.

The move from hard copy manuals to a computer-based format can

overcome these limitations. This will provide a highly flexible and
dynamic information medium, which can include tools to help manage
assets and perform maintenance activities. Other, more specific,
advantages include:

• Multiple-user access, via a client network or internet link

• required information can be quickly located and retrieved
• storage space required for hard copy manuals is avoided
• the ease of keeping information up to date and the avoidance of
pages or whole manuals becoming misplaced.

For some construction projects (especially smaller ones) the use of

traditional hard copy manuals may be the most appropriate option.
Guidance on the use of hard copy manuals is available in BSRIA Guide
AG1.87: Operation and maintenance manuals for building services installations.

This guide is primarily aimed at building operators and M&E consultants

who are inexperienced in the procurement and use of computer-based
O&M manuals for building services systems.

The guide is divided into four broad areas that include:

• A discussion of the main categories of computer-based systems that

can be used for O&M manuals
• general procurement guidance and watchpoints
• details of the nature and scope of information that should be
included in O&M manuals
• general specification clauses to assist with the procurement of a
computer-based manual.

COMPUTER-BASED O&M MANUALS 1

© BSRIA BG 2/2004
 1 INTRODUCTION

Procuring and implementing a computer-based O&M manual can be a

challenging task for users and specifiers unfamiliar with the technology.
Identifying the most appropriate system to meet a specific need requires
an appreciation of the various software systems and types of product that
are available. This is addressed in Part One of this guide, which provides
a simple overview of the system options and their specific capabilities.
Part One of the guide is intended to help industry practitioners procure,
and implement the most appropriate computerised O&M system.

The guide also includes details of the scope and type of information that
should be included in manuals. Finally, general specification clauses are
provided in Part Two to assist with the procurement of a computer-
based manual.

Tom de Saulles
April 2004

2 COMPUTER-BASED O&M MANUALS

© BSRIA BG 2/2004
 GENERAL
REQUIREMENTS SPECIFICATION
FOR THE CONTENT CLAUSES
OF MANUALS 1

PART TWO GENERAL SPECIFICATION CLAUSES FOR

THE PROCUREMENT OF COMPUTER-BASED
BUILDING SERVICES O&M MANUALS
The general clauses provided in this section have been produced as
suggested text for use in a full specification, but may equally be used as an
aide memoire for the specifier. While they may not cover every potential
issue that can arise, they do deal with the main areas that will need to be
addressed.

Some clauses are very specific to both the client requirements and the
specific capabilities of the relevant software application(s) and associated
suppliers in terms of product support. For example, it will be difficult to
specify user-training requirements without being briefed by the client
regarding the experience/background of the individuals who will use the
application, and the specific nature of the software and supplier.

Instructions depicted in italics are for guidance purposes only, and should
be deleted from clauses before use in a specification.

For the purpose of the specification clauses:

• The term manual has been used as the short form for computer-
based building services operation and maintenance manual.
• The term manual supplier describes the organisation made
responsible for supplying the computer-based building services
operation and maintenance manual. The manual supplier may
undertake its production in-house, or might sub-contract the task to
a third party. This could be done by the organisation responsible for
providing or producing the software application associated with the
manual, or an independent specialist author.

INDEX OF CLAUSES
1 SCOPE 26

2 GENERAL REQUIREMENTS FOR ALL COMPUTER-BASED

MANUALS 27

3 PDF-BASED MANUALS 31

4 MANUALS PRODUCED IN A PROPRIETARY SOFTWARE

APPLICATION 32

COMPUTER-BASED O&M MANUALS 25

© BSRIA BG 2/2004
General specification clauses for the procurement of computer-based building services O&M manuals

1 SCOPE
This specification details the content, presentation and functionality of the computer-based manual required for the
operation and maintenance of the building services at (identify the location to which this document refers):

.....................................................................................................................................................................................................
.....................................................................................................................................................................................................
.....................................................................................................................................................................................................
.....................................................................................................................................................................................................

The building services covered by this specification are (delete as appropriate, and where relevant, indicate whether the
services form part of a shell and core fit out, or are part of a tenant/user fit out):

• Mechanical
• Electrical
• Public health
• Fire protection
• Access control
• Closed circuit television (CCTV)
• Intruder detection
• Building management system
• Transportation
• Structured cabling
• Communication
• Process
• Other (specify as appropriate) ..............................................................................................................................................
..............................................................................................................................................................................................
..............................................................................................................................................................................................
..............................................................................................................................................................................................

Statutory inspections are required for the following installed systems, (delete as appropriate and for each system
specify its type and location):

• Emergency lighting
• Fire alarms
• Lifting equipment and lifts
• Pressure systems
• Electrical systems/appliances
• Hot and cold water services
• Cooling towers
• Other (specify as appropriate) ..............................................................................................................................................
..............................................................................................................................................................................................
..............................................................................................................................................................................................
..............................................................................................................................................................................................
..............................................................................................................................................................................................

26 COMPUTER-BASED O&M MANUALS

© BSRIA BG 2/2004