O&M (Operations and Maintenance) manuals – also known as building owner’s manuals – play a vital role in ensuring the long life of a building and the smooth running of its infrastructure.

However, the sheer size and detail of O&M manuals added to the fact the contents largely depends on the individual building and its assets, often results in confusion around how O&M information should be defined, curated, accessed and maintained.

In this guide, we give you a straightforward overview of what should be included in your O&M, whether you’re an architect or designer in the early design stages of a project, a contractor gathering O&M data for handover, or a facility manager/owner researching what O&M information you should receive when construction is complete.

Building safety is of paramount importance in the construction industry. Ensuring the well-being of occupants and the integrity of structures has never been taken so seriously. As the industry evolves, staying informed about key regulations and effective management practices is crucial.

With the 30th of September Building Safety Act deadlines fast approaching, you need to understand your new obligations.

The end of September 2023 sees the need to register all High-Risk buildings with the HSE, along with providing key building information and a building safety case relevant to each building.

Operance and Rider Levett Bucknall are delighted to announce the upcoming live webinar, “Your Journey to Safer Buildings,” where we will delve into the Building Safety Act, its implications and, importantly, how we can help you comply with the new obligations.

Join us on the 7th of July at 10:30 am for an insightful discussion on building safety, along with a product demonstration of the world’s first purpose-built “Golden Thread Software Platform”.

Operance is a leading provider of comprehensive building information management solutions. Having developed the world’s first true “Golden Thread” software platform, Operance also creates digital operation and maintenance (O&M) manuals, H&S files, Building User Guides, PPM schedules and much more. Operance offers innovative technologies that streamline processes and enhance building safety. Their expertise and dedication make them a trusted partner for businesses across the built environment.

Rider Levett Bucknall, a renowned global construction and property consultancy, brings a wealth of experience to the table. A multi-disciplined construction consultancy, their services include Principal Design, project management, surveying and cost management. With a commitment to promoting best practices and ensuring building safety, Rider Levett Bucknall has established itself as a reliable partner for clients worldwide.

The Building Safety Act affects a wide range of stakeholders, including building owners, developers, and construction professionals. It imposes new responsibilities and obligations to ensure compliance with safety standards. Whether you are involved in the design, construction, or management of high-rise residential buildings, understanding the act’s impact is crucial to safeguarding lives and assets.

Operance and Rider Levett Bucknall have partnered to provide tailored solutions that address the challenges posed by the Building Safety Act. Operance’s advanced technologies enable efficient building information management, ensuring compliance with regulatory requirements, whilst Rider Levett Bucknall consultants offer expert guidance, CDM, data review and validation, assisting clients in navigating the complexities of the act and implementing best practices. Together, Operance and Rider Levett Bucknall empower businesses to meet safety obligations and achieve operational excellence.

As the industry continues to prioritize building safety, it is imperative to stay informed and proactive. We invite you to join our upcoming live webinar, “Your Journey to Safer Buildings,” on the 7th of July at 10:30 am. You will gain valuable insights and guidance from industry experts at Operance and Rider Levett Bucknall by attending. Together, let us embark on the journey to safer buildings, ensuring the well-being of occupants and fostering a culture of excellence in the construction industry.

Sign up now to secure your place in this enlightening webinar and take a significant step towards building a safer future.

In this article, we will demystify the concept of higher-risk buildings in occupation and provide clear guidance to help you determine whether your building falls into this category.

The government released some new guidance on this very subject this week, aimed at helping explain their expectations. See the guide here: https://www.gov.uk/guidance/criteria-for-being-a-higher-risk-building-during-the-occupation-phase-of-the-new-higher-risk-regime .

It’s crucial to understand the criteria that define higher-risk buildings, including their use, building definition, and how height and storeys are measured. By familiarising yourself with these key factors, you can ensure compliance with regulations and prioritise the safety of occupants.

So we thought it might be helpful if we break down the new guidance. Let’s dive in!

Use criteria refer to the purpose and categorisation of buildings, determining whether they are considered higher-risk. It’s essential to understand which building types are included or excluded from the higher-risk regime.

Understanding and applying the use criteria is essential for building owners and managers to ensure compliance and meet their responsibilities. By knowing the specific use criteria, you can determine if your building meets the necessary conditions for higher-risk classification. This knowledge is crucial as it helps you identify if your building qualifies as a higher-risk building, which entails additional regulatory requirements and obligations.

Determining whether your building is classified as a higher-risk building involves considering its purpose, usage, and specific criteria. One of the key factors to assess is whether your occupied building has at least two residential units and meets the height or storeys threshold. In such cases, it is generally considered a higher-risk building.

However, it’s important to note that there are specific exclusions outlined in the regulations. Buildings that are exclusively used as:

• hospitals
• care homes
• secure residential institutions
• hotels
• military barracks

These buildings are not categorised as higher-risk buildings, regardless of the number of residential units they contain. These exclusions recognise the unique nature and regulations governing these types of buildings.

It’s crucial that building owners and operators understand these Use Criteria and exclusions, so that they can assess whether their buildings falls within the higher-risk classification and determine the corresponding obligations and requirements. It is crucial to review the specific definitions and guidelines provided in the regulations to ensure accurate determination and compliance.

The building definition holds significant importance in the higher-risk building classification process. It serves as the foundation for determining whether a structure falls under the higher-risk category. By establishing clear boundaries and criteria, it ensures consistency in identifying buildings that require enhanced safety measures and regulatory compliance. Adhering to the building definition is crucial for building owners and managers to fulfill their obligations and responsibilities effectively.

Counting storeys and measuring height play a crucial role in providing objective criteria for assessing the risk level of a building. By utilising standardised measurement techniques, it ensures that buildings are classified consistently and accurately, enabling effective identification of higher-risk structures.

The HRB Registration deadline is fast approaching. The 1st of October 2023 marks a critical deadline set by the Building Safety Act (BSA) and enforced by the Building Safety Regulator (BSR). As a responsible property owner or manager, it is crucial to meet this deadline to ensure compliance and avoid potential legal consequences. Operance, our cutting-edge platform, can assist you in preparing for the deadline and simplify the process of submitting your HRB registration forms.

We are the world’s first golden-thread platform, with a specific feature for developing the information you need to register your HRB(s). Our team has worked hard to break down the Building Safety Act and guidance from the Building Safety Regulator to create a simple step-by-step guide to producing and storing your HRB registration information. You simply add a building, click on HRB Registration and either begin providing the information required by yourself or by assigning others to specific sections.

It is important to note that failure to meet the deadline on the 1st of October can have serious consequences. The Building Safety Act and the Building Safety Regulator have put this deadline in place to ensure that property owners and managers are prioritising the safety of occupants. Failure to meet the deadline will be considered an offence and likely result in legal action (more information is available here). Therefore, acting promptly and utilising tools like Operance to facilitate compliance is crucial.

We have an official HRB registration countdown page available here. It will track how long is left until the 1st of October and provide more information and a checklist of items you need ready for the deadline.

We appreciate that the recent regulatory changes may pose questions for many of our readers. We have written an in-depth guide that answers many popular questions below, covering the when, what, where and why, and how regarding HRB registration and the upcoming deadline. Click here to read the guide, or click on the image below.

With the HRB registration deadline fast approaching, the time to act is now. Our platform is ready to help you fill in and submit your HRB registration forms and much more. Book a demo, or speak to our sales team for more information.

Developing a robust Safety Case and its accompanying Safety Case Report is crucial for ensuring the safety of occupants in higher-risk buildings (HRBs).

The Building Safety Regulator (BSR) and the Government (GOV.UK) have been very clear; they will not overly prescribe what information Accountable and Principal Accountable Persons should produce as they are encouraging building owners to instead ‘be curious’ about their buildings.

They have also warned against spending unnecessary time, effort, and resources producing reams of information that bear little relevance to your risk assessments.

Your primary focus should be on producing the risk assessment and then on producing information about the identified risks and how you plan to mitigate them.

In this article, we will therefore help you by describing the Operance Safety Case Workflow: a simple, step-by-step guide that starts with a Safety Case Action Plan, and the development of a comprehensive Safety Case and a summarised Safety Case Report.

But first up, let’s remind ourselves of what the Safety Case and Safety Case Report is, the key differences between the two and just what exactly is a Safety Case Action Plan is.

Definition: A comprehensive document that assesses and mitigates risks associated with a higher-risk building, outlining safety measures and protocols.

Purpose: To ensure the safety and well-being of occupants by identifying and managing potential hazards and risks in the building.

Contents: Detailed information about the building’s construction, refurbishment, fire safety design, structural safety, MEP safety, resident profile, maintenance information, and more to provide evidence for the key piece of content: your risk assessment.

Definition: A Safety Case Action Plan is a proactive and structured document that outlines the tasks, responsibilities, and timelines associated with developing the Safety Case and ensuring building safety compliance. It serves as a guide to help users assess what needs to be done and in what sequence to create a comprehensive Safety Case.

Purpose: The purpose of a Safety Case Action Plan is to provide a systematic approach to identify, prioritise, and address safety-related aspects of a building. It helps users understand the roles, responsibilities, and tasks involved in developing the Safety Case, ensuring that nothing is overlooked and all necessary information is captured in order to maximise efficiency.

Contents: The contents of a Safety Case Action Plan typically include an initial building assessment to identify the depth, format and competent persons to develop the risk assessment, engagement of key stakeholders, identification of specific tasks and activities, establishment of timelines and milestones, allocation of necessary resources, effective communication and reporting mechanisms, regular review and quality assurance processes, and a focus on continuous improvement.

Safety Case Workflow: A systematic process that outlines the steps and actions required to develop and maintain a safety case, ensuring compliance with regulatory requirements throughout the building safety journey.

Safety Case Action Plan: A proactive plan that identifies and guides the tasks and actions necessary to develop a comprehensive safety case, enabling stakeholders to prioritise and efficiently manage their safety case development process.

Safety Case: A documented argument supported by evidence, demonstrating how a building’s design, construction, and operation address safety risks and comply with building safety regulations, providing a structured approach to managing and mitigating risks.

Safety Case Report: A comprehensive document that presents the findings, analysis, and conclusions of the safety case, including the identified risks, control measures, and safety strategies implemented, providing a detailed overview of the building’s safety measures and compliance with regulatory requirements.

In this step, a safety case action plan is created to outline the tasks, responsibilities, and timelines for developing the safety case. It helps in organising and prioritising actions needed to address safety risks and requirements.

The Buiding Safety Regulator (BSR), want you to ‘be curious’ about your buildings, as such, they are not been overly prescriptive about the information you need to provide about your buildings, as every building is individual and will have individual risks associated with them. Therefore, the last thing your organisation should be doing, is running around finding information about your buildings, as you currently have very little idea about what information you need.

Remember, the primary piece of information and, therefore, your focus is the risk assessment.

The information you collect about your buildings should be focussed on backing up your risk assessment. For instance, if you have a 40-year-old HRB in occupation, you do not have to go and instruct building surveyors and structural engineers to carry out trial holes and investigations to determine your foundations if there is no risk associated with the structural stability of the property, such as evidence of movement, subsidence, cracks etc. Instead, you should assess the risks associated with your foundations, determine that there is no risk, explain and provide evidence, then move on to the next risk.

We have already heard stories of organisations pulling together paper, pdf and digital information about their HRBs, only to then think about what parts of it they actually need for their Safety Case. This can be a very costly and time-consuming exercise.

We have also heard stories of organisations instructing ‘Digital Twin’ vendors produce laser-scans of their HRBs in which to develop 3D BIM models, as they have been sold the idea that these are imperative to producing the digital golden thread of information. This is incorrect; Dame Judith Hackett recommended the use of Building Information Modelling (BIM), as a process for creating structured building data. She did not suggest populating, storing and sharing information via complicated 3D models. The two things are very different, please do not spend your valuable resources on this unless you have an agreed organisational objective for doing so.

We have also seen ‘Asset Management’ software vendors selling the idea that the golden thread is all about having extensive information about individual assets, with little focus on the primary need, risk prevention. Whilst information about assets is of course useful, it is only important if the assets are associated with risks relating to fire, structural and MEP safety.

Lastly, we have seen organisations sign up to expensive, long-term enterprise licenses with ‘Common Data Environment (CDE)’ vendors that promise to store your golden thread in their filing system. But this has little benefit to the golden thread unless you are able to edit, update and continue supplementing the information against the actual entity it is relevant too. So adding reams of PDFs to an extensive filing system is not really going to help.

This is why Operance developed its unique Safety Case Action Plan:

The Safety Case Action Plan offers a comprehensive planning approach that enables users to prioritise tasks, streamline the development of a compliant Safety Case and Safety Case Report, and achieve significant time and cost savings, ultimately enhancing the efficiency and effectiveness of the process.

Here’s an insight into our Safety Case Action Plan prompts users to think, before they act:

Initial Assessment:

1. Identify the building’s characteristics, risks, and hazards.
2. Conduct site inspections and gather relevant data.

Stakeholder Engagement:

1. Involve key stakeholders to ensure a comprehensive understanding of the building and its safety requirements.
2. Define roles, responsibilities, and tasks for each stakeholder.

Task Identification:

1. Break down the safety case development process into specific tasks.
2. Determine the sequencing and dependencies of tasks.

Timeline and Milestones:

1. Establish a timeline for completing each task and milestone.
2. Set realistic deadlines based on available resources and regulatory requirements.

Information Gathering:

1. Collect relevant information, such as building plans, maintenance records, and inspection reports.
2. Analyse data to identify risks and prioritise actions.

Task Assignment and Monitoring:

1. Assign tasks to appropriate stakeholders.
2. Monitor progress and provide the necessary support throughout the process.

Review and Approval:

1. Conduct internal reviews to ensure compliance and quality.
2. Obtain necessary approvals from regulatory authorities.

Continuous Improvement:

Establish mechanisms to monitor and update the Safety Case Action Plan regularly.

Learn from experiences and adapt the plan as needed.

The Safety Case Action Plan serves as a roadmap for stakeholders, ensuring a systematic and structured approach to developing the safety case. It facilitates effective planning, resource allocation, and collaboration among the involved parties, streamlining the overall process and maximising efficiency.

The risk assessment is a critical step that involves identifying, analysing, and evaluating potential hazards and risks associated with the building. It helps in understanding the specific risks and developing appropriate mitigation strategies

You should collect detailed information about the higher-risk building, including its construction history, refurbishment works, and resident profiles. Conduct thorough risk assessments to identify potential hazards and vulnerabilities associated with the building.

Assessment:

1. Evaluate potential risks and hazards associated with the building.
2. Identify appropriate risk mitigation strategies.

Mitigation Measures:

1. Define and implement specific measures to mitigate identified risks.
2. Ensure compliance with relevant regulations and standards.

Develop Safety Measures and Document Findings

1. Based on the identified risks, design and implement appropriate safety measures.
2. Document all findings, including risk assessment reports, safety measures implemented, certifications, testing reports, and maintenance records.

Conducting a comprehensive risk assessment allows stakeholders to identify potential hazards and vulnerabilities within the building. By analysing and evaluating these risks, they can implement targeted control measures and mitigation strategies, minimising the likelihood of incidents and ensuring the safety of occupants and the surrounding environment.

The safety case report summarises the key findings, analyses, and conclusions of the safety case. It presents a concise overview of the building’s safety measures, including risk mitigation strategies and compliance status. But it’s not just for the BSR, all stakeholders should have access to it!

Communication and Engagement:

1. Engage with building occupants and stakeholders to gather feedback and address concerns.
2. Communicate the Safety Case findings, actions taken, and ongoing safety measures.

Reporting:

1. Prepare the Safety Case Report, summarizing the key findings, safety measures, and risk mitigation strategies.
2. Provide clear and concise information for stakeholders and regulatory authorities.

Accessibility and Distribution:

1. Ensure the Safety Case Report is easily accessible to relevant parties.
2. Distribute the report to building owners, occupants, and regulatory authorities as required.

Review and Updates:

1. Periodically review the Safety Case Report to reflect changes in building conditions, regulations, or best practices.
2. Update the report accordingly and communicate any revisions to stakeholders.

The safety case report serves as a comprehensive document that showcases the building’s safety efforts and compliance with regulatory requirements. It provides an essential resource for stakeholders, regulatory authorities, and the Building Safety Regulator, facilitating effective communication and assessment of building safety.

Upon receiving feedback from the BSR, stakeholders must address any queries, concerns, or suggestions raised. It involves revising and enhancing the safety case report as necessary to ensure compliance and alignment with regulatory expectations.

Review BSR feedback

1. Receive feedback from the BSR regarding the submitted Safety Case Report, which may include questions, queries, or suggestions for improvement.
2. Carefully review the feedback provided by the BSR to understand their concerns, requirements, or areas that need further clarification or enhancement.

Address BSR feedback

1. Revise the Safety Case Action Plan to ensure all key points have been clarified and prioritised, assigned and given a timescale against them.
2. Take necessary actions to address the feedback received, which may involve providing additional information, revising certain sections of the Safety Case Report, or addressing specific concerns raised by the BSR.
3. Ensure that the modifications made in response to the BSR feedback align with the building’s safety objectives, comply with regulatory standards, and effectively address the identified risks and safety measures.
4. Resubmit your Safety Case Report.

Responding to BSR feedback is crucial to address any identified gaps, improve the safety case report, and ensure that all necessary information is adequately addressed. It fosters collaboration between stakeholders and the BSR, enhancing the overall quality and effectiveness of the safety case documentation.

In the construction industry, building handover is a critical process that requires the transfer of comprehensive information about the building from the contractor to the owner or operator. This process involves creating and maintaining a digital O&M (operation and maintenance) manual containing all the essential information about the building and its components. However, managing this documentation can be a challenging and time-consuming task, particularly for large-scale projects. Fortunately, the Operance platform offers an efficient and effective solution to this problem.

Operance is a cloud-based platform that simplifies the process of building handover by providing a user-friendly interface for creating and managing digital O&M manuals. The platform lets contractors input information on the building’s design, construction, and operational procedures. The information can be added throughout the project lifecycle, making it easier to keep the O&M manual up to date.

One of the unique features of Operance is it’s ability to capture the golden thread of information. The golden thread refers to information critical for building safety, such as fire safety plans, maintenance schedules, and certification documents. The Operance platform ensures that this information is captured and made easily accessible to building operators, reducing the risk of safety incidents.

With the Operance, building handover becomes a streamlined process, enabling contractors to deliver digital O&M manuals that are complete, accurate, and up-to-date. The platform offers a range of benefits, including:

By providing a centralised platform for creating and managing digital O&M manuals, the Operance platform eliminates the need for manual record-keeping and paperwork, saving time and reducing the risk of errors. We achieve this by using state-of-the-art technology and AI to define and collate information as it is uploaded into the system so that you can access and maintain this information moving forwards.

Operance enables contractors, building owners, and operators to collaborate on creating and maintaining O&M manuals, facilitating communication and improving the quality of the documentation. You can invite others to work on your O&M manuals and keep track of what’s happening through our activity log. 

The Operance platform ensures that all critical information is captured and that O&M manuals comply with industry standards and regulations, reducing liability risk and helping building operators comply with regulatory requirements. With HRB registration and building safety case being important topics, our platform already has the features to guide you through the process.

The Operance platform is also highly adaptable, allowing users to create O&M manuals tailored to their buildings’ specific needs. The platform can be used for various building types, including commercial buildings, hospitals, schools, industrial facilities, and residential buildings. The platform’s flexibility ensures that it can meet the unique needs of any building project.

This case study outlines how six organisations have come together to form a knowledge sharing group as they tackle the challenge of high risk building registration, along with the development and maintenance of a digital building safety case.

With the legislation being new and still to be fully defined, all parties saw an excellent opportunity to  share ideas and feedback as early adopters of new technology, with a new way of working.

The agreed key Outcomes from the knowledge share group:

• Peace of mind that each local authority is doing the right things, with feedback from the regulator.
• Feedback from the regulator and users to ensure Operance continues to be fit for purpose – shapes the Operance development roadmap to improve platform.
• Shareable case studies from successful projects.
• Lessons learnt/increased knowledge from different projects – New build/Referbs & existing buildings.

Search beyond assets with information about your building, floors and spaces now available. 

In addition to your assets, you can now search for information relevant to your actual buildings, floors and spaces.

Should you need the perimeter, area, height or cubic space of a particular room for example, your answer is just one screen away!

Not only can we provide information about individual spaces and floors, but also all your buildings within your portfolio or on your estate/campus.

Whether you are looking to replace the carpets on an entire floor for a new corporate tenant, rent out out a number of spaces to them, find and share floor or fire plans for them, then you now have everything you need in one handy place, your pocket!

With easy access to all this information and more, you can negotiate rates based on exact floor area, plan workspaces, re-name office spaces and so much more whilst standing in the exact space you are discussing and planning.

Let’s say for example you needed to replace the floor tiling within the first floor lobby and WC’s within your building and you need the exact area measurement to obtain a quote. You would simply follow these steps;

1. Click on the ‘Spaces’ tab in the top search bar from the Home page (see above image).
2. Filter your spaces by choosing which builiding and then the floor you require, in this case ’01 FFL’, click confirm.
3. That’s it! You now have the exact square area of each space in this area summarised by each space tab.

Now let’s say you want particular information about an actual room, such as the actual dimensions within say the Accessible WC (01.RM.05) now you simply;

1. Click on the space tab (see below image).
2. Click on ‘Dimensions’ and there you have it, your square and even your total perimiter.

It’s as simple as that! Now imagine you are visiting a carpet shop and remember you didn’t bring along your living room dimensions, soon that won’t be a problem either!

Computer Aided Facilities Management (CAFM) – Wikipedia

Construction Operation Building Information Exchange (COBie) – NBS

Now have a solid minimum viable product (MVP) to build from, we’re speeding up the development of new features to increase the functionality of our app and your O&M information!

Our focus is now squarely on empowering users to add to their as-built information to continuously develop the digital record of their assets and facilities.

This means that for the first time via Operance, users can create digital O&M records for legacy buildings and not just new buildings derived from BIM models.

We are also working on our biggest request: Task Management and Notifications meaning users will be able to create proactive and reactive tasks from their as-built O&M information.

Having taken this leap into beta stage, we need your feedback more than ever to help our simple O&M, develop into a market-ready smart estates management platform with your needs in mind.