Document handover

Document handover is a workflow for wind, solar and storage assets. It answers one question: of everything this asset should have on file, what is missing. You run it against an asset, and Aevy checks the expected set against what it actually holds, naming what it found, where, and what it could not find at all.

Availability

This runs on the analyses module, and it is run and read on an asset. Analyses are part of Due Diligence, and switched on per organization in other modes. If an asset shows no Analyses view, switch mode from your account menu at the bottom of the sidebar, or ask your Aevy contact to turn it on.

From an expected set to a gap list

A yes or no check would call an expired insurance certificate present and move on. The middle answer is where most of the real risk sits at a handover.

The expected set is a list, and whose list it is depends on the job: what a lender’s conditions require, what an O&M contractor owes you at handover, what your own filing standard says an operating asset carries.

Set it up

Step	What happens	Who
1 The expected set	The list of what should exist. Bring your own handover index or lender checklist if you have one.	You
2 Turned into a template	Aevy builds it into a reusable template, so the same check runs across the portfolio rather than once.	Aevy
3 Documents	Everything you hold for the asset reaches Aevy. A document not synced reads as missing, which is the one false alarm this workflow produces.	You
4 Run it	On the asset’s analyses list, an analysis the asset has not been through reads Click to run. The row opens a setup page, and Start analysis runs it.	You
5 Chase	Work the missing list: request from the counterparty, or raise it as tracked work.	You

Decide before it runs

Decision	What it changes	Where portfolios land
Whose list	The expected set decides everything the run reports. A lender’s list and an operator’s list disagree substantially.	The list belonging to whoever will ask the question: the lender before a drawdown, the buyer before a sale, your own standard otherwise.
What counts as current	Whether an expired certificate or a superseded contract counts as held. This is the difference between a comfortable report and a useful one.	Current only, with expiry checked where the document type has one.
Scope by phase	Whether construction-era documents are expected on an operating asset.	Expected at handover, when they are exactly what you are taking delivery of. Trimmed later, once the asset is running.

Read a run

An analysis opens on three tabs: 1. Conclusion, 2. Findings, and 3. Checks. The conclusion is the answer first, with a coverage bar and a chart of findings by severity. The checks tab lists every expected document with its outcome and, where it was found, the passage Aevy read. Click Missing on the coverage bar to filter to the chase list, which is the reason most people run it.

Aevy drafts findings from the checks on the findings tab, and Add all to findings moves them into your findings list. A missing document is worth turning into tracked work when somebody else owes it to you, because that turns a gap into a request with an owner and a date. During a handover, that list is the agenda for the next call with the contractor.

Limits

The run compares against the expected set it was given. It cannot know that your lender changed their conditions last quarter, so keep the list current or the report answers last year’s question.

A document Aevy cannot read is not the same as one you do not hold. A scan too poor to classify, or a file still syncing, reads as missing, so check the source before sending a chase to a counterparty who already delivered.

What’s next

• How workflows work: the set, and what each needs before it runs.
• Internal auditing: the same machinery asking whether the thing was done, not just filed.
• Documents: where the file itself lives.
• Handover punchlist: the same takeover, asking what is physically outstanding.