Applying Project Closeout Information In Daily Operations

At the end of the current year, Cincinnati Public Schools will reach a milestone with the completion of the first of three phases of construction to renovate or replace the majority of its infrastructure. A total of 11 schools have opened since Rockdale Academy in early 2005, with an additional 20 schools expected to be open by the end of 2007.   

The volume of information being produced in the close out process is staggering.  On average, Turner Construction is providing the district with eight to 10 boxes of information per school. Each box contains organized submittal binders, O&M manuals, warranty information, drawings, and project closeout collateral.  

The transition of closeout information to the correct maintenance resource is critical. The facilities department is responsible for the long-term maintenance and care of the new schools. CPS Facilities is partnering with the in₄mation division of GBBN Architects to ensure that project closeout information is accessible and put to use. 

The in₄mation team is responsible for ensuring that the critical assets, building systems, and infrastructure components are correctly documented for each new school in the asset and work order database. While the hard copy submittal binders and O&M manuals are available for reference, the database is available as a first quick reference for basic equipment, warranty, and preventive maintenance activity. Commonly referenced O&M manuals can be scanned and attached to the database for reference from any PC with an Internet connection. A primary goal of the system is to have a searchable and categorized facility asset database that concurrently supports on-demand and planned preventive maintenance work orders.  

The abstracted facility data is also used to support Ohio School Facility Commission reporting requirements. Providing Maintenance Plan Advisor services, the in₄mation team certifies that the documentation for each new school is complete and reported to the OSFC accurately for maintenance funding purposes.