SYSTEMS MANUALS
A Systematic Approach
Craig Hawkins, CxA
SESSION OVERVIEW
• Looking at the here and now….
– What is a Systems Manual?
– What is a “Systematic” approach?
– Difference between a Systems Manual and
O&M’s?
– Who develops a Systems Manual?
– When is it produced and distributed?
– Keys to success
• Looking at the future….
– Taking Systems Manuals to the next level.
What is a Systems Manual?
• Everything You Always Wanted To Know About A
System (but didn’t know where to go find the info).
– Systems description
– List of equipment/components within the specific system
– Sequence of operation for system and all equipment
– List of control setpoints, alarms, and trends
– Procedures for loss of power/return to normal power restart
– Description of sustainability targets and policies
– System flow charts (space and delivery relationships)
– O&M information for all equipment/components within system
• Organized in a logical fashion, presented in binder (hard-copy)
as well as electronic (searchable-pdf) formats.
• Information is verified by independent (3rd party) CA.
What is a “Systematic”
Approach?
From www.dictionary.com:
sys⋅tem⋅at⋅ic [sis-tuh-mat-ik] – adjective
1. having, showing, or involving a system, method, or plan: a
systematic course of reading; systematic efforts.
2. given to or using a system or method; methodical: a systematic
person.
3. arranged in or comprising an ordered system: systematic
theology.
A “systematic approach” simply means to develop an organized plan
before the project has started. Know (before you start):
– What is required to be in your systems manual.
– Where the information is to come from.
– Who is responsible for developing/producing the information.
– When the information is available.
Systems Manual vs. O&M’s?
System Manuals O & M’s
• All relevant information about the • Manufacturer’s installation,
system. operation and maintenance
• Organized by how system is information for each component.
installed and/or operates. • Organized by CSI number as
• Includes control information, determined by the Engineer of
points, alarms, setpoints, and Record during the design phase
sequence of operation. of the project.
• Includes flow charts for • May not always be first
space/service relationships that generation material (copies,
assist in troubleshooting. sometimes copies of faxes).
• Includes O&M info presented in a • No information on control points,
logical /usable order. sequence of operation,
• All first generation material. distribution systems and any
other “system” information.
• All material is independently
verified by CA prior to inclusion.
Who Develops Systems
Manuals?
• Commissioning Authority is in the
best position to verify and collate the
data, due to independence (3rd party)
and ability to oversee all trades.
• Not a solo effort, CA should request
data from many sources, then verify
and collate into final product.
When are System Manuals
Produced and Distributed?
• CA should develop the Systems Manual Plan as soon as
possible.
• Include requirements of others (Engineer of Record,
Vendors, Installing Contractor, Controls Contractor, TAB,
etc) in Spec and Cx Plan. Be specific on what is needed,
what formats are acceptable, and timeline milestones.
• It’s never too early to begin to collect, verify and collate
materials. It’s easier to revise and update existing material
than to wait till the last minute and have to go back to find
something.
• O&M materials are available AS SOON AS EQUIPMENT
IS ORDERED. You DO NOT have to wait until the end of
the project to get these!!
• Distribute and use the Systems Manuals at Facilities Staff
Training Sessions.
Keys to Success
• Understand a “Systematic” approach.
• Organize and collate as the project
develops and info becomes available.
• Ask for info early on, before you need
it, not after.
• Include info requirements in
specifications and Commissioning Plan
with hard delivery dates.
• Be pro-active, not re-active.
Taking Systems Manuals to
the Next Level
• Additions that could take your
manual from “so-so” to “spectacular”:
– Preventive Maintenance Schedule.
– Warranty dates schedule and
requirements.
– A Systems Troubleshooting Guide.
– Benchmarking trend logs.
Questions….
Craig Hawkins, CxA
Thank You !! VP of Commissioning Operations
chawkins@testmarc.com
206-853-4100