## 12.8 Documents and Training

§120.8(h), Documentation and Training.

A systems manual and systems operations training are required.

§120.8(h)1, Systems Manual.

The operation of the building and its systems must be included in the systems manual and delivered to the building owner or representative and facilities operator. The systems manual must include:

1. Site information, including facility description, history, and current requirements.

2. Site contact information.

3. Instructions for basic O&M, including general site operating procedures, basic troubleshooting, recommended maintenance requirements, and site events log.

4. Description of major systems.

5. Site equipment inventory and maintenance notes.

A copy of all special inspection required by the enforcing agency or the Energy Code.

### 12.8.1 Intent

The systems manual provides information needed to understand, operate, and maintain the equipment and systems. It informs those not involved in the design and construction of the building systems. This manual is in addition to the record construction drawings, documents, and the O&M Manuals supplied by the contractor. The systems manual is assembled during the construction phase and available during the contractors’ training of the facility staff.

The systems operation training verifies that a training program is developed to provide training to the appropriate maintenance staff for each equipment type and/or system and this training program is documented in the commissioning report. The systems operations training program is specified in the project specifications for the major systems listed. The System Manual, O&M documentation, and record drawings are prepared and available to the maintenance staff prior to implementation of any training or the development of a written training program. The training program is to be administered by the commissioning coordinator or other responsible party when the appropriate maintenance staff is made available to receive training.

### 12.8.2 Compliance Method

Compliance is shown by providing the systems manual. The systems manual includes:

A. Site information, including facility description, history and current requirements

1. Site Information

a. Location of property - Address

b. Site acreage

c. Local utility information:

i. Water service provider

ii. Natural/LPG gas service provider

iii. Electrical service provider

iv. Telecommunications service provider

v. Other service provider

2. Facility Description

a. Use/function

b. Square footage

c. Occupancy Type

d. Construction Type

e. BOD

f. Location of major systems & equipment

3. Project History

a. Project requirements

i. OPR

ii. BOD

b. Project undocumented events

c. Record drawings and documents

d. Final control drawings and schematics

e. Final control sequences

f. Construction documents - Location or delivery information:

i. Mechanical & electrical drawings

ii. Specifications

iii. Submittals

iv. Project change orders and information

4. Current requirements

a. Building operating schedules

b. Space temperature, humidity, & pressure, CO2 setpoints

c. Summer and winter setback schedules

d. Chilled & hot water temperatures

e. As-built control setpoints and parameters

B. Site contact information

1. Owner information

2. Emergency contacts

3. Design team: architect, mechanical engineer, electrical engineer, etc.

4. Prime contractor contact information

5. Subcontractor information

6. Equipment supplier contact information

C. Basic operation and maintenance, including general site operating procedures, basic trouble shooting, recommended maintenance requirements site events log

1. Basic operation

a. Equipment operation instructions

b. Interfaces and interlocks

c. Initial maintenance provided by contactor

2. General site operating procedures

a. Instructions for changes in major system operating schedules

b. Instructions for changes in major system holiday and weekend schedules

3. Basic troubleshooting

a. Cite any recommended troubleshooting procedures specific to the major systems and equipment installed in the building.

b. Manual operation procedures

c. Standby/backup operation procedures

d. Bypass operation procedures

e. Major system power fail resets and restarts

f. Trend log listing

4. Recommended maintenance events log

a. HVAC air filter replacement schedule & log

b. Building control system sensor calibration schedule & log

5. Operation & Maintenance Manuals - Location or delivery information

D. Major Systems

1. HVAC systems & controls

a. Air conditioning equipment (chillers, cooling towers, pumps, heat exchanges, thermal energy storage tanks, etc.)

b. Heating equipment (boilers, pumps, tanks, heat exchanges, etc.)

c. Air distribution equipment (fans, terminal units, accessories, etc.)

d. Ventilation equipment (Fans, accessories, and controls)

e. Building automation system (workstation, servers, panels, variable frequency drives, local control devices, sensors, actuators, thermostats, etc.)

2. Indoor lighting systems & controls

a. Lighting control panels

b. Occupancy sensors

c. Daylight harvesting systems

3. Renewable energy systems

a. Photovoltaic panels & inverters

b. Wind powered electrical generators & inverters

4. Landscape irrigation systems

a. Water distribution diagrams

b. Control system

5. Water reuse systems

a. Reclaimed water system for indoor use

b. Reclaimed water for irrigation use

E. Site equipment inventory and maintenance notes

1. Spare parts inventory

2. Frequently required parts and supplies

3. Special equipment required to operate or maintain systems

4. Special tools required to operate or maintain systems

F. A copy of all special inspection verifications required by the enforcing agency of this code

G. Other resources and documentation

While not required, an issues log is a useful tool to keep track of the status of equipment repairs and it should be maintained by the facilities indefinitely. The log, in conjunction with an equipment inventory, can be used to track and manage issues with specific pieces of equipment or systems over time. An issues log is a formal and record of problems or concerns discovered within a facility and the recommended solution to those problems. This living document could be created by the Cx team and maintained throughout the course of the investigation and implementation phase of a Cx project. The issues log should list the following:

1. Issue number

2. Building name or number

3. Floor

4. Location or room number

5. Equipment tag

6. Observation method

7. Issues description

8. Recommended resolution

9. Resolution responsibility

10. Action taken

11. Date of action taken

12. Resolution status

13. Verified by

14. Verification date

### 12.8.3 Enforcement

The building official can confirm compliance during field inspection by a receipt of a copy of the systems manual.