919.1 Handover checklist

Documents, spares, training, warranties (736, 854, 737). Confirms complete HVM bollard package.

Start with a single-page checklist that references the full pack index in 736 Handover Pack Index. Group items by document type and responsibility using a simple RACI. Minimum inclusions: product certificates & test evidence from 431 Documentation & certificates, SAT records from 638 SAT / Witness Procedure, O&M manuals (733), training sign-offs (737), and warranty/spares policy (854).

Use short, verifiable descriptors for each record and add a traceability index that points to filenames conforming to 911 File Index & Naming Rules. Mark any outstanding items as “exceptions” with target dates and owners; these will flow to the client sign-off form (639 Snagging & Handover).

919.2 O&M binder index

Structure for manuals, schedules, parts, drawings (733, 731, 931). Easy lookup.

Index your O&M in four tabs: (a) System overview and routine tasks; (b) Preventive maintenance plan (734); (c) Spares & parts; (d) As-built drawings from 731 aligned with 931 CAD/BIM Standards. Keep tab labels and filenames synced to the one-page index (O&M) so search is effortless.

For automatic systems, include recommended inspection intervals, MTBF assumptions, and any duty-cycle limits noted in acceptance records (542 KPI Set). Cross-reference all task IDs to the maintenance planner and asset register (732).

919.3 Training attendance & syllabus

Sign-in sheet and topics (524, 545). Embeds crash rated bollard usage skills.

Attach the training attendance register and sign-off certificates (attendance register) with timestamps synced to the SAT day. The syllabus should cover the local controls & HMI (524), operator workflows & error-proofing (545), emergency override and fail-states (354, 355), and reset-to-normal checklists.

Include a refresher cadence and a competence matrix so new staff can be onboarded without re-work.

919.4 Warranty register

Covered items, terms, expiry, claims route (854). Evidence pointers (716).

List each covered item (bollards, HPUs, controllers, loop detectors, beacons), its warranty term, start date, and expiry. Add the claims route and required evidence (photos, serials, maintenance logs) per 716 Evidence Capture Standards. Highlight any warranty restoration window and note exclusions (consumables, cosmetics).

Tie each item back to the procurement package and 854 Warranty & Spares Policy so the client can see the whole picture in one place.

919.5 Spares inventory sheet

Counts, serials, storage location (842). Audit-ready.

Provide a current spares list with counts, part numbers, serials (if applicable), and the storage location/keeper. Note reorder points and min–max levels aligned to the preventive plan (734) and 842 Lifecycle & maintenance. Use a simple QR asset label scheme so items can be scanned into the CMMS.

919.6 Final drawings/media tree

As-built folder map with thumbnails (915, 916). Retrieval is instant.

Deliver an “as-built” media tree that mirrors the titles and sheet numbers on your drawing register (915 Drawing Sheet & Title Block Standards). Put unedited test footage and evidence photos under a clearly named folder per 916 Evidence Capture Templates. Include a Bookmarked PDF of key drawings for quick browsing.

At the top level, add a one-page index and a short README describing the folder rules and how to navigate.

919.7 KPI baseline export

Cycle time, MTBF, availability baseline (542). Post-SAT starting point (638).

Export the counters and telemetry immediately after SAT (638) to capture the day-zero baseline: operations/hour, cycle time, availability, and alarms per 542 KPI Set. Note any alert thresholds configured and the logic version used (537 Change Control & Versioning).

These exports make trend analysis and CBM adoption faster by establishing a clean reference.

919.8 Archive manifest (CSV)

All files with SHA/size, Page ID, description (911). Integrity assured.

Create a signed CSV that lists each file’s relative path, size and SHA-256, with a short description and the relevant Page ID. Follow 911 rules and add a manifest timestamp. Record the storage location and records custodian so retrieval is owner-clear.

For cloud delivery, add the platform export (ZIP + checksum) and a Snapshot PDF pointing to the final structure.

919.9 Client sign-off form

Handover acceptance, exceptions, actions (639). Project officially closed.

Use a single form that captures acceptance, listed exceptions, target dates, and signatories. Reference the SAT pass, the witness diary, and any open snag actions from 639 Snagging & Handover. Add a short client satisfaction survey if appropriate.

Store the signed copy alongside the archive manifest and update the approval record in the index so the “closed” state is unambiguous.

919 Handover Pack Index & Checklists — FAQ