Engineering information handover: best practice solutions

In the realm of resource company capital projects, the efficient handover of engineering data to operations is often an overlooked but crucial aspect. Insufficient availability and accessibility of up-to-date engineering data can lead to delays and challenges, hampering project execution and hindering the achievement of full operational capacity. In this article, we will explore how Cubility can assist resource companies that are either looking to become, or are currently, owner operators to maximise engineering information handover efficiency.

The Problem:

One of the main challenges faced by resource companies is the lack of robust requirement specifications and not leveraging from data handover best practice. Often, owner operators request excessive amounts of information without reliable mechanisms to gather, structure, validate, and verify deliverables. Furthermore, many companies lack access to quality reference information and tools required to ensure meticulous attention to detail, which is crucial for achieving the desired outcomes.

Cubility’s Solution:

The key to ensuring project success lies in investing appropriate time and effort at the outset of a project, applying the following prerequisites:

1. Thoroughly Defined Scope of Work

Clearly defining the scope of work is essential to avoid confusion and misunderstandings. It provides a foundation for effective communication between engineering teams and operations, ensuring that all parties are aligned with project objectives.

2. Clear Understanding of Responsibilities

Establishing a clear understanding of responsibilities among project stakeholders fosters accountability and enables smooth collaboration. Each party involved should have a defined role in the engineering data handover process.

3. Unambiguous Identification of Stage Deliverables

By clearly identifying and documenting the deliverables at each project stage, both engineering and operations teams have a shared understanding of what information should be handed over. This clarity ensures a seamless transfer of knowledge and reduces the chances of critical data being overlooked.

4. Proper Sequencing of Events

Following a well-defined sequence of events during the engineering data handover process is crucial. This involves establishing logical steps, timelines, and dependencies to ensure a smooth flow of information and minimise disruptions.

5. Establishment of Standards

Standardising document numbering, tag numbering, and units of measurement is essential for consistency and clarity in engineering data handover. Adhering to established standards enables efficient retrieval and interpretation of information by operations teams.

Graph: A Typical Engineering Information Handover process

When the data handover requirements are clearly defined and implemented, it guarantees that the design basis and intent are effectively communicated to the owner operator. This transfer of information sets the stage for successful project execution and operational efficiency.

All of the above aspects, should be included in a comprehensive Engineering Data Handover (EDHO) Strategy. We also recommend incorporating an industry standard such as the Capital Facilities Information Handover Specification (CFIHOS), to ensure that data and documents are organised in a structured way so users can have the information they need to operate, maintain and decommission a facility in a timely manner.

Efficient engineering information handover is an indispensable element in the success of capital projects. By addressing the challenges associated with inadequate availability and accessibility of up-to-date data, resource companies can overcome delays and setbacks. Embracing best practices in data handover, such as adopting an industry standard such as CFIHOS, thorough scoping, clear responsibilities, unambiguous deliverables, proper sequencing, and standardised procedures, enables a seamless and effective transfer of engineering data. As a result, projects can achieve their desired outcomes, optimise operational performance, and maximise overall success.

Cubility is a management and technology consultancy that specialises in solving business, operations and logistics challenges through tailored strategies and systems. We utilise in-house developed frameworks and models as well as industry standards to optimise clients’ governance structures, improve their risk management and achieve specific business objectives. For assistance with your business challenges, please get in touch with us. We would love to hear from you.

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