How to setup handover visits process for Contractor

Automating your workflow lets you accomplish your handover without adding extra admin burden in your company.
From our benchmark, a contractor saves around 1 hour of time at the office for every hour spent on the visit. 

We have outlined a simple step-by-step guide on how to set up your process in the app. 

At the office (on your desktop) : 12 steps  (workload est. = 25 min) 

Create project with following details :Define the details (name, date, adress, your company logo,...)
2.Setup categories (
)
To understand categories operations, there is an explanatory video.
3.Setup rooms (
)
4.Select appropriate statuses 

Select appropriate statuses

Why do we recommend these statuses? The process goes like this :

1 “Observed”
will be used by the archi during the visit to notify the to-do’s.

2 “Planned”
is the status update the contractor will use to inform that he has send the task with a deadline to his team or subcontractor. At this stage these 2 statuses are visible for all parties as ‘to do” .  

3 “Done by SC”
is the status update the subcontractor will use to inform he has solved the remarks of that point.

4 “Checked by Contractor”
is the status update available for the contractor when he perform his last check before submission to architect.

5 “Closed by architect”
is the final status the architect will use to confirm together with the client that the observation done in stage 1 is solved. 

5. Setup structured doc hierarchy in the public folder of your project. (where you will upload project plans & docs later on). We recommend following 2 level structure: 
  • Folder “1.Plans” with sub-folders :  “1.1 Architecture“  “1.2 Stability”  “1.3 Special tech - HVAC”
     
  • Folder “2.Technical sheets ” 
  • Folder “3.Other documents”
6. Add participants to your project: in this case: Client, Architects and SubContractors.
7.Manage the access rights and folder visibility for stakeholders: 

7.1 Project Access Rights : 

  • Contractor (you) = “Admin” rights
  • Client = “Guest” rights
  • Architect = “Contributor” rights
  • (SC = “Contributor” rights)

7.2 List Access Rights :

8. Create lists you will use during the “final-handover” process and share the appropriate access rights to stakeholders: (in this case 3 lists to be shared with the concerned acquirer,contractor and SC) 
  • 1. “Agenda” list
    (used for communicating non important questions)
  • 2. “Meeting minutes” list
    (official general remarks during walk around)
  • 3. “Handover walk around” list
    (used for detailed snags during walk around) 

9. Setup list settings
  • General information: Choose the “numbering type” you prefer. We recommend “Occurrence + sequential” by default. (
    The list occurence will be useful to keep a dynamic look when you create your meeting minutes reports, this will be explained in that use case).
  • Report information 
  • Transferred : This tab is useful to keep a trace of docs that have been transferred to between stakeholders (i.e : key’s, printed version of a report,...)  
10. Upload all you plans and docs into the project.11. Design and save your report template. We recommend following criteria:

Sorting options: 

  • Level 1 = “Category” & Level 2 = “Number” 

Display options: 

  • Checkbox “Display list of points” & select option “with plans and localisation” 
  • Checkbox “Category” , “Status” & ”Room” 
  • Checkbox “Preview of plans w/ point numbers” , Checkbox “Display Author information” & “Display Attendees”
  • Select, name, role, company,...,signature & P.A.E 
  • Checkbox “Additional information” and type text in open field.

Logo options : add logos you want for your report

  • Don’t push on save but scroll up till the top and click on the floppy disk. 

On the field : 3 steps  (workload = 5 clicks) 

1.Do your visit and create remarks (“points” in aproplan language) in the appropriate lists
2.Let attendees sign (digital signature validity to be confirmed based on your legislation)

 

3. Automatically create and distribute the final handover report via email in PDF version. 

From our benchmark a contractor saves around 1 hour of time at the office for every hour spent on the visit. 

The beauty of automating this workflow is that you’re able to accomplish this without adding extra admin burdens at your architect office. 


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