Section 9: Providing information

Operating and maintenance instructions

9.1 For a new building and for work to an existing building, operating and maintenance instructions should be given to the owner of the building in a building log book. The log book should follow the guidance in CIBSE’s TM31.

9.2 Information in the log book should be presented in templates the same as or similar to those in CIBSE’s TM31.

NOTE: Information in the log book may draw on or refer to information available as part of other documentation, such as the operation and maintenance manuals or the health and safety file.

Further advice is provided in BSRIA’s BG 26/2011.

9.3 For new buildings and for work that has been carried out on existing buildings, the information provided should contain all of the following.

a. Information so that the building can be operated in an energy efficient manner, including information about:

i. the building

ii. the fixed building services and on-site electricity generation

iii. the maintenance requirements of the fixed building services and on-site electricity generation.

b. A copy of the completed commissioning records.

Additional information for new buildings

9.4 For new buildings with a total useful floor area over 1000m2, the information to be handed over to the building owner should include a forecast of the actual energy use of the building in kWh/year broken down by fuel type. The energy forecast should include all metered energy uses, including unregulated loads. This may be determined using any of the following methods, and should be recorded in the building log book:

a. design calculations

b. energy benchmarks

c. an energy forecasting methodology such as CIBSE’s TM54

d. other building modelling or spreadsheet tools

e. any combination of (a) to (d).

NOTE: The compliance outputs of SBEM or other Building Regulations compliance tools are not suitable for direct use as energy forecasting estimates for any size of building.

9.5 For new buildings, information provided in the log book should also include all of the following.

a. Data on the inputs used in the calculations of target primary energy rate, target emission rate, building primary energy rate and building emission rate.

b. The recommendations report generated with the ‘on-construction’ energy performance certificate.

9.6 Where building automation and control systems are installed in a new building, information about the energy performance of the building automation and control systems should also be given to the building owner.

Additional information for work in existing buildings

9.7 For existing buildings, information added to a new or existing log book should satisfy paragraphs 9.1 to 9.3. This applies only in relation to the work that has actually been carried out. Information provided should also include all of the following, where relevant.

a. Any new, renovated or upgraded thermal elements.

b. Any new or renovated windows, roof windows, rooflights or doors (controlled fittings).

c. Any newly installed energy meters.

9.8 For existing buildings, when any building work is carried out for which Section 5 and/or Section 6 of this approved document sets a standard, the energy performance of the fixed building services and on-site electricity generation affected by the work should be assessed and documented.

9.9 For existing buildings, when installing a complete new or replacement system (e.g. replacing a heating system including the heating appliance, pipework and heat emitters), the energy performance of the whole system should be assessed, and the results documented and handed over to the building owner with the manufacturer’s supporting literature. The record of energy performance results may be any of the following.

a. A documented assessment using an approved methodology, such as a new energy performance certificate.

b. A documented assessment of the installed system produced in accordance with Ecodesign and associated energy labelling requirements.

c. A documented assessment of a reasonably representative complete system produced by the product manufacturer.

d. Another equivalent assessment carried out by a suitably qualified person.

9.10 When carrying out work on an existing system, such as installing or replacing components (e.g. replacing a boiler but retaining the pipework and heat emitters), the energy performance of the new components should be assessed. The results should be recorded and given to the building owner. The record of energy performance results may be any of the following.

a. Product data sheets from the product manufacturer.

b. Other documented results of energy assessment of the product carried out in accordance with relevant test standards.

9.11 If carrying out work on an existing system fundamentally alters the energy performance or CO2 emissions performance of the system then the complete altered system should be assessed and the guidance for new or replacement systems in paragraph 9.9 should be followed. Such work may include the following.

a. A change in heating fuel for a space heating or domestic hot water system.

b. Extending or expanding the capacity of a space heating, comfort cooling or ventilation system by over 25% of its previous capacity.

9.12 Where building work is carried out on first fit-out (for example, shell and core buildings or partially occupied buildings) the building log-book should be updated, following paragraphs 9.7 to 9.11, and provided to the building owner.