Handover punchlist

Handover punchlist is a workflow for taking over a wind, solar or storage site. The outstanding items reach you in whatever shape each party used: a contractor’s spreadsheet, an inspector’s snagging report, a scanned appendix to the acceptance certificate, a list pasted into an email. Aevy reads all of them into the same structure, so the handover has one overview rather than a folder of formats.

When to switch this on

Ahead of a takeover, a provisional acceptance, or the end of a defects liability period, when the question “what is still outstanding, and who owes it” has no single answer. Ask your Aevy contact to switch it on and name the assets.

From a snagging list to a tracked handover

Three lists from three parties describing the same site is the normal starting position. The workflow’s job is to make them one list, then keep it honest as items close.

However an item arrived, it comes out the same way: with its own reference, the equipment it sits on, a severity, who raised it, and who owes the fix. That is what makes the overview possible. A hundred items across three incompatible spreadsheets cannot be counted, sorted or split by responsibility; the same hundred as records can.

Three questions get easy once they are structured, and they are the three a handover actually turns on.

1. How bad is it, overall. Group by severity or by system and the shape of the list is visible at once: whether you are looking at forty cosmetic items or four that stop a turbine.
2. Who owes each one. Responsibility comes from the contract rather than from the list, so items can be split by the party that has to fix them under the agreement you signed, which is the cut you need before a call with the contractor.
3. What is actually moving. Each item carries its own status, so the list separates what has been closed with evidence from what has been promised and from what nobody has touched since takeover.

Set it up

Step	What happens	Who
1 Systems and parts	The equipment exists as records, so an item lands on a unit rather than on the site.	Aevy
2 Documents	Every list you hold: the contractor’s punchlist, the inspector’s snagging report, the acceptance certificate and its appendices.	You
3 Agree the shape	Which lists are authoritative, and what counts as closed. See below.	Together
4 Switch on	Aevy turns the workflow on for the assets you named and reads every list on file.	Aevy
5 Review	Items wait under Suggestions. This is the review worth doing carefully, since the accepted list is the one you will negotiate from.	You

Decide before it runs

Decision	What it changes	Where portfolios land
Which list governs	Where two parties describe the same item differently, which wording is kept. The other becomes a duplicate to dismiss rather than a second item.	The list attached to the acceptance certificate, since that is the one with contractual standing.
What counts as closed	Whether a contractor saying an item is done closes it, or whether it stays open until your own evidence says so.	Your evidence, during a liability period. A punchlist closed on the contractor’s word is not a position you can defend later.
The bar	Whether cosmetic items come across. Handover lists carry paint and labelling alongside real defects.	Everything, unusually for a workflow. At handover the small items are the ones a contractor hopes you forget.

Work the handover

Items are findings, so the handover list is a filtered view of the asset’s open work rather than a separate screen. Filter to the handover items to keep operational work out of the way, then group by system to walk a site unit by unit, or by the responsible party to prepare a conversation with one contractor.

Follow-up is the long part, and it is the reason to hold the list here rather than in a spreadsheet. Each item has an owner and a status, so chasing is a filter rather than a memory exercise, and tasks and notifications keep the ones with dates in front of the person who owns them.

As close-out evidence arrives, it lands against the item it closes, so the list shrinks with a document behind every closure rather than because somebody said the work was done. What is still open at the end of the liability period is your claim, already evidenced, item by item.

Limits

Aevy reads the lists you hold. An item agreed verbally on site and never written down is not on the list, and a punchlist kept in the contractor’s own system is not visible until it is exported and dropped in.

Responsibility is read from what the documents say. Where a list does not name who owes an item, Aevy records the item without inventing an owner, and that gap is worth chasing at the point you notice it rather than at the end.

What’s next

• How workflows work: the set, and what each needs before it runs.
• Findings: the record each item becomes.
• Document handover: the same takeover, asking whether the paperwork itself is complete.
• Obligations: the liability periods and warranty dates the handover starts running.