Making manuals that work

Digital O&M Manuals

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Who we are: In 2019 we celebrated our thirtieth year in business, Denaploy are arguably the Construction Industry’s leading provider of digital O&M documentation. So much so that, over the past decade, we’ve documented in excess of 3,000 construction projects valued at over £2.5 Billion  for a diverse spectrum of clients including Kier, Wates, Vinci, Network Rail, Cisco, British Airways, JP Morgan, and hundreds of similar organisations. We have also completed highly specified projects for the MoD and MoJ. Our projects have ranged from, at one end of the scale,  a £40K public toilet refurbishment, through to the prestigious £1bn Tottenham Hotspur FC stadium redevelopment project so there is very little, if anything, we’ve not experienced!

What we do: we compile robust digital O&M manuals exclusively, that’s all we do. We have a panel of Technical Authors complementing this core activity as well as BIM expertise, but end of project H&S and O&M documentation is our core offering. Consequently, we know what we're doing, always deliver on-time, and we’re cost-effective – as you’d expect from dedicated specialists utilising our own, unique, custom-developed software and processes.

Our team: equipped with all the tools necessary to operate effectively, Denaploy employs fifteen specialists with a vast spectrum of experience and our team have never missed a handover date. This is due to being able to devote the relevant resources required to ensure a project is completed on time – something “one-man bands” invariably struggle with, as they cannot effectively liaise with numerous sub-contractors as handover dates loom!

The Denaploy Process: On engagement, a dedicated O&M specialist/s (dependant on project size) is assigned to your project offering a single point of contact, although our system is such that any of our team can engage on a project if required, for whatever reason.

Whenever possible – a recommendation on our part - we attend an initial meeting with our client and their sub-contractors to explain what’s required, offer an overview of the Denaploy process, and champion the benefits of a collaborative approach. We understand that occasionally some sub-contractors are resistant to supplying the documentation required but often this is due to a lack of understanding on their part of how easy the process is, and that it needn’t impact greatly on their other responsibilities. We work with them to help them meet their obligations.

Throughout the compilation process of the O&M manual we constantly review the information internally, progressing to the Final Handover version including, but not limited to, the following checks being carried out one month before Final Handover.


1)      Contact the Project Manager to confirm the Final Handover date is still accurate, amending calendars as appropriate.

2)      If the Final Handover date remains firm, we then;

·         Check for recent / last minute additions to the sub-contract list, contacting as appropriate.

·         Notify project manager of any sub-contractor that has not yet supplied adequate manuals.

·         Confirm we have full contact details for the client team.

·         Discuss the progress of Commissioning certificates, As Built drawings etc. and who will provide.

·         Check if there are any final surveys requiring inclusion – drain survey, sound test, etc.

·         Review the Residual Hazards for the whole project.

·         Reviews of draft – CDMC, M&E and Fabric.


3)            Consult with Architects and Consultants in regard:·         As Built drawing or Final Rev Drawings.

·         Checking for Fire Strategy documents, disabled access documents etc.

·         Obtain copies of any calculations for floor loading or steel works.

·         If appropriate; have piling certificates, ground clearance certificates, asbestos disposal certificates been provided?

·         Planning consent documentation

·         Anything else?


Experience Denaploy’s O&M manual for yourself: Each tab on our website will direct you instantly to different areas, in particular:

·         Home Page: you will find working examples of both an actual digital O&M manual and a digital User Guide. Spending a few minutes selecting the inherent hyperlinks will allow you to become accustomed as to how comprehensive yet easy-to-use our manuals/guides are.

·         Quotation: providing some basic project details will allow us to email you an indicative quotation usually instantly, certainly never longer than one working day! Many of our clients find this an invaluable tool for factoring in O&M costs for their own Tender submissions for new projects.

·         How It Works: a diagrammatic representation of how our process works through the various stages, illustrating our interaction with all those concerned until the eventual production of a finalised document.

 ·         Others: Projects, and FAQs especially, are also well worth a few minutes reading as they give even further insight as to what sets Denaploy apart.


The Finished Denaploy O&M Manual: produced in Word, not PDF, format which recognises that an O&M manual should be a living reference work, capable of being updated on an ongoing basis by the eventual recipient, such as Facilities Management or other. The PDF format does not readily allow this. In digital format, the manual is normally supplied on USB, CD/DVD, or installed on a Network whereby it is accessible instantly by the end-user via a whole host of methods from PC and laptop, to smartphone and tablet.

RIDR (Rapid intelligent Data Retrieval): we have developed a unique component within our O&M manuals that sets us apart even further from other providers.

It is a sophisticated mechanism that enables different users to retrieve O&M information virtually instantaneously according to their requirements – a significant step forward in making manuals useful on a day to day basis and at no significant extra cost.

 For example:

• A group with multiple buildings is able to manage its entire portfolio of property assets from a single point of access.

• At the same time the manager of a single property within that group can have a comprehensive document for managing just the one property that they are looking after.

• Imagine the power of being able to instantly track the use of any product that is withdrawn from circulation (such as a fire cladding panels that are no longer considered safe) within the whole portfolio of projects.

• A perfect resource that bridges the gap between the documentation of the Main Contractor at handover and their facilities management provider.

• It has built-in filters that enables filtering by: Individual construction projects / document types / category – e.g. manufacturers’ literature, asset registers, as-built drawings, certificates etc.

• Every word of every document is pre-indexed so it can be rapidly retrieved using full Boolean logic as well as the fuzzy logic needed to capture misspelt words.

• The search returns a list of all documents that meet the search criteria, divided into each of the projects from which it was found, with a snippet from the document and a link that enables you to instantly download that specific file from our server.

A Quick Word about Printing: our quotations never include any allowance for printing costs due to a number of reasons. Firstly, it is virtually impossible to predict in advance how many documents will actually make up the final manual and therefore equally impossible to provide a quotation for printing of same. Furthermore, apart from a solitary Final Handout library copy, we question the need for producing vast volumes of paper documentation requiring valuable storage space, and that is expensive to produce. (Why would anyone want thousands of As-Built drawings printed off, the vast majority of which will never be viewed?) In the past, many requests we’ve received to have copies of manuals printed emanate from inherited, legacy specifications “cut and pasted” from previous project scopes yet, when queried, aren’t actually required. However, all our manuals can be produced “print-ready” whereby our client can arrange with the printer of their choice, production of same, for that solitary Final Handover library version!