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For MEP contractors, effective turnover has always been a long game, making sure well before project handoff that documentation aligns with the requirements of the building and its owner.

Contractors who master electronic organization find themselves with a new tool for mitigating risk and sharpening their competitive edge. Digital turnovers still require meticulous attention to detail — but they can minimize the delays, miscommunication and clutter of traditional paper-based handoffs. 

However, digital turnover entails its own set of challenges. This article explores the advantages of digital turnover. It offers three keys to success, with tips for building capabilities, preparing for digital turnover and aligning with facilities management needs. 

The Benefits of Digital Turnover

At a project’s end, the digitization of traditional turnover documents — including design models, warranty information, operations and maintenance manuals, as-built drawings and commissioning and test reports — brings increased efficiency to data retrieval and makes a wealth of information easily searchable. 

Digital turnover is on the way to replacing paper-based handovers for improved version control and risk mitigation. A comprehensive digital packet, structured according to contract specifications, can help prevent risk by reducing legal exposure. More accurate, complete and searchable digital records produce evidence that minimizes and quickly resolves disputes. 

The highly organized, searchable documents also deliver proof of compliance with building codes, regulations and project specifications. 

1. Strategize digital adoption.

From a competitive standpoint, successful digital turnover elevates a MEP contractor’s brand and name. Professionalism, organization and handover of easily accessible documents differentiate the contractor and boost client satisfaction. 

An effective strategy to adopt or streamline digital turnover follows these steps:

1. Assess current turnover processes to identify strengths, pain points and gaps in capabilities. 
2. Develop a business case that justifies the expenses of establishing or strengthening digital turnover capabilities. 
3. With executive buy-in secured, form a cross-functional team to lead implementation and distribute efficiencies evenly — no siloes allowed.
4. Invest in necessary technology and training to improve digital turnover proficiency.
5. Win buy-in from team members by explaining the benefits of digital turnover and giving them the resources and capabilities needed to succeed.
6. Continuously refine processes based on feedback and evolving industry standards.

2. Prepare adequately before the digital turnover.

MEP contractors successful at digital turnover look into the future, applying strategy to organizing materials and aligning with project needs ahead of time.

1. Begin collaborating with owners early.

   Defining data requirements, naming conventions and formats upfront leads to a clean, systematic handover, with little pressure to restructure information.

2. Standardize internal data collection methods.

   Develop digital forms and checklists for the field personnel responsible. While you’re at it, make sure that personnel roles are clearly defined. 

3. Develop a complete digital asset registry.

   Make, model, serial numbers, installation dates, warranty, performance specs, O&M manuals — put it all in electronic form for a comprehensive digital turnover. 

4. Build out your BIM capabilities.

   Detailed equipment information integrated into Building Information Modeling (BIM) allows comprehensive asset management, with direct links to cut sheets. BIM capabilities allow delivery of fully coordinated 3D as-builts showing the progression of MEP installations, including routing, equipment placement and adherence to specifications. 

Regular quality control checks and validations ensure full data accuracy and prevent handover glitches through troubleshooting as problems arise.

When handover arrives, the use of structured data fields, version control, audit trails and digital sign-offs keeps information tethered to project numbers in their subfolder.

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3. Align with facilities management systems.

Digital turnover is closely tied to the facilities management systems (FMS), computerized maintenance management software (CMMS), integrated workplace management systems (IWMS) and other interwoven systems needed to operate modern buildings at peak efficiency.

That makes a clean, well-structured digital turnover essential to facilities management teams. The first step toward a smooth handover and successful post-project operations begins in preconstruction, with proactive engagement with owners to understand their facilities management system requirements. 

Double-check the compatibility of data formats for seamless integration with CMMS, IWMS, or FMS. This involves developing data migration processes and collaborating on data mapping needs throughout the project.

Don't forget to leverage the collected information of the digital turnover to train the facilities maintenance team for a smooth transition. Include vendor representatives to provide their knowledge of systems, connections and support for the systems and materials detailed in the turnover packet — as well as training.

Mastering Smooth & Efficient Digital Turnovers

As construction continues to evolve, digital turnover presents an opportunity for enterprising MEP leaders to streamline processes and leverage the longstanding practice of turnover to mitigate risk and improve efficiencies. 

Embracing these strategies along with a culture of digital readiness can help position MEP contractors as forward-thinking leaders in the construction industry.

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