Once the installation works have been completed, there are several important things to check before signing off on the completion and paying the final invoice. These include demonstrations of the functionality, training on the use of the system and the hand-over of important documents.

As a minimum, the documentation must include:

  •  Drawings and schematics showing how the plant has been installed.
  •  Commissioning records documenting all checks and procedures carried out to date.
  •  Certificates of conformity for the equipment.
  •  Details of the manufacturer’s warranty.
  •  Details of the manufacturer’s MCS certification.
  •  A list of all equipment, referencing compliance with the corresponding product safety directives.
  •  Procedures for operating and maintaining the plant.
  •  The manufacturer’s full instructions, along with the corresponding legislative requirements and good practice recommendations.
  •  Details of any routine maintenance checks that need to be performed.
  •  Details of spare/replacement parts, including, where needed, a recommended spare parts holding list.

It’s important that more than one person receives training and that it involves the users pressing the buttons themselves for the sake of familiarisation. Preparing simple site-specific instructions is advisable to avoid referring to multiple manufacturers’ manuals.

Use this checklist to guide you through the process:

Ref. Checkpoint Completed?
Yes No Notes
Has snagging taken place and have snags been corrected (note any that are outstanding).

 
Has the functionality been demonstrated eg do zones operate properly, do thermostats control the heat supply, are pumps running properly?

 
Has the operation and maintenance manual been handed over? Does it include the manufacturers’ warranties, references and instructions for all components? Note who has an electronic copy and where the paper copy is stored.

 
Has training been carried out and has this been delivered to more than one person. Was the training captured on video? Note who has been trained and where any video or guide has been stored.

 
Have license keys, logins, passwords, app details etc been received for control systems and has the use of apps been included in the training?

 
Have all instruction signs and labels been installed?

 
Are all controls accessible for disabled users?

 
Has the building warrant certificate been received? Note who holds copies.

 
Have the design calculations been received? Note who holds copies.

 
Has all information required by any funders been received? Note who holds copies.

 
Has the meter(s) been pointed out and does someone know how to read it? Is there a plan for registering, analysing and managing energy consumption? Note who is responsible.

 
Has a date for review prior to the sign-off for the end of the first year defects period been agreed?

 
Has a maintenance contract been agreed or is it clear who to call in the event of a system failure?

 

Download the ‘Project completion before sign-off checklist’ template.