“Throughout the construction process, contracting teams will generate thousands of submittals, test reports, and other types of documentation; however, each team has their own “recipe” for these documents: causing chaos in the document turnover kitchen. Thankfully, Avicado Construction Technology Services is here to write the “cookbook” for success and help align these various documents and systems towards one source of truth.”

Recipe for success. – Told by Chef Jenna

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Document Turnover: We have the recipe for SUCCESS!

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Within the Site Startup & Readiness team at Meta, the Document Turnover team works to assist Site Startup Engineers with training, coordination, and management of the construction closeout and turnover processes. Throughout the construction process, contracting teams will generate thousands of submittals, test reports, and other types of documentation; however, each team has their own “recipe” for these documents: causing chaos in the document turnover kitchen. Thankfully, Avicado Construction Technology Services is here to write the “cookbook” for success and help align these various documents and systems towards one source of truth.

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Avicado Cookbook: Chapter 1 “Too Many Cooks in the Kitchen”

Currently, the following systems are used during the Document Turnover process:

• e-Builder®
• Procore
• Autodesk BIM360
• SharePoint

Although often necessary, using many different systems is a contributing factor to the disorganization and variance among documentation. To help with this effort, we at Avicado have created a Resource Center that houses specific process guides, video guides, and editable templates to share amongst the Site Startup Engineers. By outlining the requirements up front, we have seen the rejection rates of incomplete/incorrect documents drop by more than 25% since program inception; however, some still ask, “what does good Document Turnover look like?”

Avicado Cookbook: Chapter 2 “Healthy Recipes for Success”

To help show what good Document Turnover health looks like, we used our team’s dashboard and data expertise to create a Document Turnover Site Health dashboard with Tableau. This dashboard monitors site health performance and shows scores to determine if a site is off track (or on track!) to meet the substantial completion deadline. These scores are displayed like the colors of a streetlight: green for on track, yellow for slightly off track, and red for off track; so far, we have seen great success with this dashboard, and we are optimistic about the role Tableau will play in future dashboard analytics.

Avicado Cookbook: Chapter 3 “Well Done and Ready to Serve”

Although Document Turnover has many moving parts and recipes for how it is done, we at Avicado are working hard to maximize automation and improve the end-to-end Document Turnover processes. By aligning with our partners at Procore to develop a new custom application, we are focusing on streamlining the document creation process for our contracting teams. We’ve also created and implemented Project Skynet, an AI driven effort, that determines document level metadata and ensures document completeness and readability in record time.

With the new Resource Center site, improved dashboard analytics in Tableau, automation efforts, and our plan to align various systems to one source of truth, we are close to sharing the (not so) secret recipe for Document Turnover success. Stay tuned!

Author & Contributors: Jenna Gatwood, Technical Writer and Communications Specialist, Aaron Bailey, Consultant and Mike Rubin, Managing Consultant (Avitars below). Read their complete bios here.