Ensuring that all required documentation for operations (DFO) is gathered and correctly linked to relevant objects is crucial for smooth project handovers and operational efficiency. By leveraging well-defined requirements and useful functions and filtering options in Omega 365, the process can be managed and followed-up efficiently.

Asset Objects

A key aspect of managing DFO documentation is having a complete overview of all objects within a facility. In Omega 365, objects represent individual components or systems that require documentation. Objects can include equipment, structural elements, electrical components, piping systems, and more. Each object type has predefined documentation requirements, ensuring consistency in data collection and compliance.

Having a structured object register allows users to:

• Maintain a clear hierarchy of all facility objects.

• Assign and track DFO documentation requirements per object type.

• Ensure that all necessary documents are collected and linked correctly.

• Use filtering tools to easily locate objects and their associated documentation.

By organizing and defining objects properly, the process of tracking documentation becomes more efficient and structured.

The Asset Objects is one of the fundamental structures in Omega 365, and can be connected to other relevant information.

Defining DFO Requirements

A key initial step is to define the requirements by specifying which document types are required for each object. The DFO requirements can be defined per object type, ensuring that necessary documentation is identified early in the process. These requirements follow a standardized set of rules, known as DFO Requirement Definitions, which can now be standardized across projects.

In the DFO Requirements app, one can define the requirements for the objects, i.e. which document types are required.

For example, an electrical switchgear might have specific documentation requirements, such as installation manuals, maintenance guides, and compliance certificates. These requirements can be dynamically assigned based on object type filters, ensuring flexibility and precision in assigning documentation needs.

Assigning Responsibility to Suppliers

Different suppliers are responsible for delivering specific types of documentation. For instance, the supplier responsible for building steel structures will be assigned specific documentation requirements related to those structures. Similarly, a supplier constructing the foundation will have separate documentation obligations.

By defining the scope of work for each supplier, we can track who is responsible for delivering what documentation—whether it's an external supplier or an internal requirement.

Managing the Document Register

To follow up that the relevant documents are delivered, according to the requirements, the document register is used. By importing the document plans (from the contractors or other organizations responsible of delivering documents), one has the basis with a good overview of the documents planned to be delivered. These can then be connected to the documentation requirement. This way one can already at the beginning verify that the necessary documentation is planned to be created and delivered.

Learn how to use the Document Plan feature in this video:

Linking Documents to Requirements

Users can link documents to DFO requirements in two main ways:

• From the document requirement perspective: The system suggests documents that match the required document type. Users can then link the relevant document(s) to the requirement. Note that several documents may be linked to one requirement. And that one document can be linked to many requirement.

• From the document itself: Users can manually select which DFO requirements the document fulfills. Though more time-consuming, this approach is practical in specific cases.

Getting the Overview

To follow-up that the documents are delivered, knowing some key features in Omega 365 can make this efficient. The 'DFO Requirements'  provides key information, such as:

• An overview of all the documentation requirements
• If a document is linked to the requirement, and the status of the document, e.g. if it planned, being reviewed, released.In this case one can see that some documents are released (Status='Released'), some are planned (Status='Planned'), while there for some requirements are no documents currently linked  (Document No / Name is empty)
• Tracking Transfer to Operations: When a document is transferred to Operations, the 'Transferred to Operations' is set. Note that this could be done both manually and automatically. If Omega 365 is used for also managing documentation in operations, then the "Handover" function is used, and the date is set automatically. If another system is used, and no integration is setup, then the field may also be set manually.
• Handling Receiving new Revisions: If one has already handed over a document, and a new revision is received, the "Transferred to Operations' is automatically cleared out, and the the 'Previously Transferred to Operations' is set.
• Managing Deadlines. For each of the requirements, one can set a deadline (date). In many cases this will be dynamic, based on certain criteria (e.g. Eight weeks before start-up, one week before commissioning starts). By using more advanced features, such as automatic jobs and implementation of stored procedures this can be automated.