Handovers: Workflows in PlanRadar

Overview

This article walks through the handover from Handovers: Overview in the order it happens: prepare the forms, folders and documents, walk the handover inspection, sign, close out the outstanding items, and give the owner the data.

The example is the general contractor handing over a five-storey office building to the owner, with one Handover ticket per floor and one for the building services, the company's own handover protocol as a project report, and a Documents folder per trade. The steps assume you know how the individual features work. Each step links to the feature article.

Access & Permissions

Prepare the Handover (Office, Webapp)

Create the Handover Form

Create a form named Handover. Keep attachments, comments and plan position enabled. Enable Signatures in the form settings, which also enables locking. Enable the numbering sequence with the prefix HO.

Give subcontractors edit permission for Certificates and manuals, so that each trade can upload its own documents. Read more in Create & Edit Forms, Edit Field Properties, Edit Field Permissions and Edit Form Settings.

For outstanding items, use your existing Defect form. Read more in Defect Management: Workflows in PlanRadar.

Prepare the Handover Protocol

Upload your company's handover protocol as a project report template. Map the project name, the date and the list of project users into the PDF form so that they are filled automatically. Keep Allow tickets attachments selected, which is the default for new templates. Read more in Create & Edit Project Report Templates and Create & Edit Dynamic Fields in Project Report Templates.

Set Up the Documents Folders

1. Click Documents, select the project and create one folder per trade or system, numbered the way the owner will look for them: "01 Structure", "02 Façade", "03 Heating", "04 Electrical" and so on.
2. In each, create the sub-folders Certificates, O&M manuals, Warranties and As-built plans.
3. Create a folder named "00 Handover record" for the signed protocol and the reports.

Read more in Add & Manage Files/Folders.

Collect the Documents

Start collecting when each trade starts work, not in the last week.

1. Create the Handover tickets: one per floor and one per building system, each assigned to the trade that has to supply the documents for it.
2. Ask each trade to upload its certificates, manuals and warranties into Certificates and manuals on its tickets.
3. Copy the files into the matching Documents folder, so that the package is organised by trade. In the ticket attachments view in Documents, open the More menu of an attachment, then click Save to Folder. Read more in View & Filter Attachments of All Tickets in the Webapp.
4. Upload the manuals, warranties and as-built plans you receive by email into the trade folders. On Enterprise accounts, where a file has been updated, upload the new version of the file rather than a new file. Read more in Add & Manage Files/Folders and Create & Manage File Versions.

To see which tickets are still missing documents, filter the Handover tickets by the Certificates and manuals field with the operator has no attachments. Read more in Filter Tickets.

Before the Inspection

• Filter for all open defects of the project and close what can be closed. Read more in Defect Management: Workflows in PlanRadar.
• Optional: record a SiteView run of every floor, as a 360° record of the building on handover day. Read more in Create a Run with the PlanRadar Mobile App.

Walk the Handover Inspection (Site, Tablet)

The site manager and the owner's technical project manager walk each floor together, with the Handover ticket open on the tablet.

1. Open the Handover ticket, for example "HO-3, Level 3".
2. Go through the Handover checklist item by item.
3. Where an item is not acceptable, create a linked defect directly from that checklist item, with photo, plan position, trade and due date. Read more in Use Linked Tickets in Checklists.
4. Enter the number of keys and the meter readings.
5. Write anything else that was agreed into Notes.
6. Save.

Each outstanding item is now a defect ticket of its own, assigned to the trade, with the deadline agreed at the inspection, and linked to the checklist item it came from. The trade receives an email and a push notification.

Sign the Handover

Sign the Handover Ticket

At the end of each floor:

1. Tap + Add signature.
2. Draw your signature as the site manager and tap Sign.
3. Tap + Add signature again and activate the Sign as someone else toggle.
4. Enter the name of the owner's representative, let them draw their signature and tap Sign.
5. Tap the arrow button to close and save the ticket.

Sign as someone else is selected by default when you enable Signatures in the form settings. The owner's representative needs no PlanRadar user to sign this way.

The ticket now carries both signatures with name and time, and its fields can no longer be changed. Status, assignee, receivers, progress and comments stay editable. Read more in Sign a Ticket and Lock a Ticket.

Fill the Handover Protocol

After the last floor:

1. Create a project report with the handover protocol template. Read more in Create & Edit Project Reports.
2. Fill in the protocol fields: parties, handover date, outstanding items, agreed deadlines.
3. Attach the signed Handover tickets and the open defect tickets. Read more in Attach Tickets to Project Reports.
4. In the webapp, click Submit report.
5. Optional: select Attach a ticket report to the submitted PDF and select a ticket report template, so that the PDF of the protocol ends with the signed Handover tickets and the open defects.
6. Click Confirm. Once submitted, the report cannot be changed.
7. Download the PDF and store it in "00 Handover record". Read more in Download Project Reports.

Close Out (Office and Site)

Outstanding Items

1. Send each trade its outstanding items as a PDF ticket report, filtered by assignee and status. Read more in Create a Ticket Report (PDF).
2. The trades fix the items and set them to Resolved with a photo.
3. The site manager checks and closes them, as described in Defect Management: Workflows in PlanRadar.
4. Before the four-week deadline, filter for items that are not Closed, and for items Overdue by at least 1 day.

The checklist field on each Handover ticket shows its linked defects with their current status, so the owner can see from the handover record which items are still open. Read more in Use Linked Tickets in Checklists.

Hand Over the Data

1. Create a ticket report of all Handover tickets with signatures and attachments, and one of all outstanding items with their final status. In the ticket report template, select Show signatures and add Certificates and manuals as an attribute. Store both PDFs in "00 Handover record". Read more in Create a Ticket Report (PDF) and Create Basic Ticket Report Templates.
2. Add the owner's technical project manager and facility manager to the project as watchers. They see all tickets and documents and change nothing. Read more in Manage Users of a Project.
3. Where the owner should only see part of Documents, enable access control on the folders and give them Viewer access to the handover folders. Read more in File/Folder Access Control.
4. If the owner wants the data in their own systems, export the project with all documents as a ZIP file. Read more in Export a Project in the Webapp.
5. When the defects liability period is over, archive the project rather than deleting it. Read more in Archive a Project in the Webapp.