Operational readiness is crucial to ensure the successful transition of a facility from project to operations upon completion. This process:

• Evaluates the preparedness of the facility
• Helps mitigate risks like safety hazards
• Verifies that the proper documentation is completed
• Reduces costs by identifying potential issues early on

This blog covers what an operational readiness assessment entails, its benefits, and how to create a successful operational readiness process.

What Is an Operational Readiness Assessment?

An operational readiness assessment is a review that evaluates a facility’s readiness to begin operations by verifying that all systems work as intended. This process also facilitates a smooth handoff to the operations team after the construction process concludes by making sure the team is equipped with all the necessary documentation, training, and tools to operate and maintain their new facility.

Several teams support the process, including the following:

• Client’s team: This team performs most of the operational readiness activities
• Commissioning team: This is a separate team that will assess the operability and maintenance of systems, identify issues, and ensure required documentation is available
• Project team: This team uses the readiness assessment to develop action items and determine next steps, led by the project manager

What Is Involved in the Operational Readiness Process?

The operational readiness process involves informing the operations team of everything they need to know to effectively and efficiently operate the facility from initial takeover to ongoing maintenance. This process touches many important areas, including the following.

Training

Training is a large component of operational readiness. If the operations team doesn’t feel adequately prepared to run the facility when the time comes, it may result in delays and expenses that could’ve been prevented with proper training.

The team should be taught how to use and maintain the new equipment as well as any equipment asset management software so they’re able to run the facility as intended.

The approach to training new staff on basic functions of the equipment can vary. For example, there may be both classroom and field training sessions at the building site for operators led by the contractor to provide valuable hands-on experience.

Documentation

The documentation associated with the project helps create a complete picture of the project’s current state and operational readiness. It also demonstrates compliance with industry regulations and verifies the implementation of best practices.

Documentation that should be readily available for the operations team includes:

• Standard operating procedures (SOPs): These provide detailed standard operating information on processes to ensure tasks are completed with accuracy and consistency
• Operation and maintenance (O&M) manuals: These manuals inform users on how to operate machinery and maintain equipment
• Historical project data: This includes data from all phases of the building process to reference as needed, such as new system test procedures and results, project expenses, quality control, and other relevant historical data
• Safe work procedures (SWPs): These procedures outline the safest way to perform tasks
• A construction handover document: The handover documentation includes permits, certificates, contracts, as-built drawings, and other relevant documents to create a comprehensive record

Risk Assessment

Risk assessment is also on the list of key elements for operational readiness. It ensures any hazards have been addressed and all safety recommendations have been implemented. The goal here is to help:

• Prevent harm to workers and facility occupants
• Build confidence among key stakeholders
• Enable a project to run more smoothly and efficiently

For example, if it’s discovered that the sinks in a facility’s new restrooms have low water pressure, this might indicate a leak or another problem with the building’s plumbing systems. A leak can cause damage to both electrical and plumbing systems and needs to be resolved as quickly as possible to prevent further issues in the future.

Maintenance Contracts

Some ongoing maintenance responsibilities may be contracted out to another organization after the facility is handed off to the operations team, such as landscaping. The operations team needs to have these contracts available so they can communicate the maintenance plan and get support personnel ready to service the facility for optimal performance.

Maintenance agreements include information on the project scope for ongoing maintenance to determine what equipment and resources are needed, how many team members should be involved, and other project management requirements. These contracts also detail the timeline for the services, including milestones and response times, as well as contact information, payment, and warranties.

Environmental & Safety Standards

The operations team should be trained on various environmental and safety procedures so they understand how to respond to different situations that may arise. These procedures include:

• Emergency response: Knowing how to react to an emergency, such as a fire, can protect those currently occupying the building and help put everyone at ease
• Handling hazardous materials: Team members in environments that regularly work with hazardous materials, such as within medical facilities, should be trained on handling those materials to prevent health risks
• Environmental compliance: Facilities and their staff members should comply with environmental laws and regulations to protect the environment from contamination and pollution
• Personal safety standards: Team members should also adhere to personal safety standards, like having a clean work area to prevent tripping or wearing personal protective equipment (PPE) when needed

Why Is an Operational Readiness Assessment Important?

Operational readiness assessments are a vital part of project planning and management, as they require teams to consider the reliability, compliance, and security of all project components early in the commissioning process. This process:

• Prevents delays: This assessment can uncover potential risks and challenges before they even arise, preventing delays that might’ve otherwise occurred if the issues were identified later on
• Helps avoid costly mistakes: Performing operational readiness activities can allow discrepancies to be caught during testing – not in the future when they become major problems
• Clearly defines requirements: If there’s any uncertainty among stakeholders about the project, such as what needs to be achieved in a certain area, this process can clear up the confusion

Tips for Ensuring Operational Readiness

Operational readiness directly impacts your project’s success. Here are some ways you can create a successful process.

• Start early in the commissioning process. When you don’t wait until you’re nearing the end of the project life cycle to develop your operational readiness plan, you can catch potential risks, gaps, or delays before they become problematic.
• Create an operational readiness checklist. Having a checklist or template specific to the type of project being assessed will streamline the process through project delivery while maintaining the same standards across the board.
• Develop a change management strategy. Creating a plan for changes to systems, processes, technologies, and other facility components will ensure smooth rollouts for the changes and minimal disruptions.
• Create a system for asset tracking. Track assets, like equipment and supplies, throughout their lifecycle so you know when it’s time to repair and replace them.

Set Yourself Up for Operational Readiness With Commissioning Software

Performing an operational readiness assessment is essential for the smooth transition of a commissioning project to an operational environment. It ensures operational targets have been accomplished, determines the facility’s preparedness to begin operations, and gets end users ready to maintain the facility.

Streamline your operation readiness process with TrackerCheck commissioning software. This software:

• Centralizes and automates key tasks
• Creates progress reports and collects impactful data in real time
• Houses all necessary documentation and compiles it into a complete turnover package
• Enables efficient communication across teams

Set your teams up for project success. Request a TrackerCheck demo today!