A commissioning issues log is a document or tracking tool that is used by the project team to track and resolve issues that arise during the various stages of a project’s overall commissioning process.
🟩 Why are they Important?
There are several reasons why they are essential, in helping:
- to identify problems early on in the process, also allowing new items to be added when needed,
- to manage risk by identifying issues early and when they happen or are observed,
- facilitate effective project management and decision-making.
- to prioritize issues, allowing the team to decide which ones are the most critical and need to be addressed first, and which can be dealt with later,
- to keep track of progress, aiding the overall reporting against the project programme and quickly identifying any issues or challenges that may impact progress,
- to improve communication, enhance the exchange of information related to the project issues between the overall project team,
- to identify trends in issues, allowing the captured data to be analyzed to understand any recurring or common problems and their root causes,
- identify future opportunities for project process improvement,
- to aid the overall development of the project lessons learned document,
- to support post-project review and evaluation,
- to identify and manage potential claims or disputes,
- improve the overall project quality,
- reduce delays and costs by noting and closing out issues and observations early,
- to ensure that all stakeholders are kept informed with a simple consolidated list,
To read more on the members of the commissioning/project team see our article: THE COMMISSIONING TEAM | Example Organigram for each stage
🟩 When would they be developed and updated?
Created: The commissioning issues log should be created at the start of a project during the pre-design phase.
Updated: after creating, it should then be regularly updated and maintained throughout the project until handover as and when the information changes, such as adding new items or updating and closing out existing ones.
🟩 What should be included in the log?
A commissioning issues log should contain adequate information to help the commissioning and project teams effectively track and resolve issues and observations. Information that would usually be contained would be:
- Issue ID/Reference: to help to track and cross-reference,
- Date of Issue: include when the issue was noted and observed,
- Due Date: note the date when the issue should be resolved by,
- Date Resolved: note the date when the issue was resolved to track progress,
- Status: to allow understanding of the overall status of the problems [Open, Ongoing, Closed],
- Equipment or System ID: to help trace onsite and understand common issues,
- System Type: useful in case we need to filter for this, later on, to understand all issues across a particular system [bms, electrical, fire, mechanical, plumbing, etc],
- Description of the issue: used to describe, understand and identify the problem,
- Location of the issue: used to help guide the site teams to where the issue is [building, floor, room],
- Priority Level: Assigning a priority level to each issue can help project teams prioritize their efforts and ensure that the most critical issues are addressed first [high, medium, and low or P1, P2, and P3].
- Responsible party: Identifying the person or team responsible for resolving each issue can help ensure clear accountability for addressing the problem.
- Notes and comments: Including notes and comments in the commissioning issues log can help provide additional context and detail about the issue and its resolution.
🟩 Commissioning Issues Log Example
Below is a template showing how a log should look with the information needed.
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🟩 Roles & Responsibilities during
The roles and responsibilities for creating and maintaining a log are pretty straightforward:
|Create Issues Log||CxA|
|Approve Issues Log||Owner|
|Manage Issues Log||CxA|
|Support Closing out of Issues||Owner
|Approve Closeout of Issues||Owner
|Report on Progress||CxA|
🟩 Issues Log Project Process
The below shows a typical work flow for the issuing of the commisisoning issues register and sign off of any items that are noted.
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🟩 Tips for using one
Here are some tips and best practices for effectively using a commissioning issues log:
🚀 Tip 1: Create early in the process
It is important to create the commissioning issues log as early as possible in the project process, this helps with identifying, logging and managing at the start of the process.
🚀 Tip 2: Be detailed and specific
When documenting issues, it is important to be as detailed and specific as possible. This will help project teams understand the nature of the problem and identify the most appropriate solution.
🚀 Tip 3: Assign clear responsibilities
Assigning clear responsibility for resolving issues will help ensure that there is clear accountability for addressing problems and preventing them from occurring again in the future.
🚀 Tip 4: Maintain and update the log
Regularly updating the log is important reflect the current status of each issue and any progress that has been made.
🚀 Tip 5: Analyze for trends and patterns
By analyzing the issues and information within the log project teams can identify trends and patterns that may indicate systemic problems that need to be addressed.
🚀 Tip 6: Reference for future works and projects
The commissioning issues log is a very valuable reference for future projects, especially if used in conjunction with Tip 5.