Maintenance Manual Coordination
(Huoltokirjakoordinointi)
A complete coordination service from the first site meeting through to project handover, covering all guidance, data collection and quality assurance – in full compliance with Finnish statutory requirements.
Maintenance manual coordination focused on operational quality
The Finnish Construction Act (Rakentamislaki) requires maintenance manual coordination (huoltokirjakoordinointi) for all new builds and refurbishment projects requiring a permit in Finland.
The maintenance manual (huoltokirja) is based of the needs of the maintenance. The completed digital manual supports building use, maintenance and property management – including long-term capital planning (PTS) and maintenance backlog management.
A full-service approach means no additional time or resources are required from the project team.
Huoltokirjakoordinointi in Finland – the essentials
What is it?
Maintenance manual coordination (huoltokirjakoordinointi) is the process of compiling, organising and quality-assuring all technical documentation a property needs for its ongoing maintenance.
Is it mandatory?
Yes. The Finnish Construction Act requires maintenance manual coordination for all new builds and refurbishment projects requiring a permit.
Who is responsible?
The lead designer of the construction project is legally responsible for ensuring the maintenance manual is produced.
Who can do it?
Coordination can be outsourced to a specialist such as Granlund, who handles the entire process on behalf of the project team.
A complete service from construction to handover
Guidance for project stakeholders
The coordination process typically begins at the first site meeting. Designers and contractors are guided on compiling the information needed for a digital maintenance manual (huoltokirja).
Document
management
All data collection, quality checking and input into the chosen real estate management system is handled on behalf of the project teams.
Data accuracy
Data accuracy is verified throughout the coordination process, ensuring the completed manual reflects the actual installed equipment, along with installation details, maintenance information and operating instructions for all technical systems.
Schedule
management
All materials from designers and contractors are ensured to reach the system on time and in the required format.
Maintenance planning and metering
Maintenance plans and energy monitoring meters are set up for all systems. Electricity, district heating and water consumption data is available to property management.
Monitoring and
reporting
Progress of the maintenance manual and delivery of information by each project party are monitored and reported throughout.
What makes a good digital maintenance manual (huoltokirja)?
The goal of maintenance manual coordination (huoltokirjakoordinointi) is a user-friendly, clearly structured digital maintenance manual – not a repository of raw project documents.
All materials are reviewed, named and organised into logical sections, making maintenance instructions, measurement records and other key documents easy to find.
The manual is compiled in a way that it is easily understood by anyone responsible for the property, with no technical expertise or engineering background required.
Extended coordination service
Maintenance manual coordination for demanding data requirements
Under the Finnish Construction Act (Section 139), the lead designer of the construction project is responsible for producing a fully digital, structured maintenance manual (huoltokirja) for all new buildings – based on building information models or machine-readable data.
The shift towards data-driven real estate management places growing demands on the information produced during construction projects. Delivering the required maintenance manual coordination service to a high standard requires modern tools.
Maintenance manual coordination with Granlund Manager Construction Projects
Granlund Manager Construction Projects is a dedicated Module of the complete real estate management software suite that serves as a single platform for all equipment data and maintenance manual materials – eliminating the need for contractors to submit documentation separately to multiple parties.
Data-driven maintenance manual coordination is the right solution for property owners with high quality requirements for building data.
With all equipment data in one place from start to finish, data management is straightforward and day-to-day work becomes more efficient. All project stakeholders benefit – designers and contractors, as well as property owners and facility managers – as maintenance-critical information can be transferred directly from the construction project phase into the maintenance system.
Property management is increasingly data-driven
Data requirements for properties are at a completely different level than 25 years ago – and they will only grow. AI applications, for example, require standardised, structured data.
Data should flow seamlessly through the entire property lifecycle, with no gaps or unnecessary processes.
Data-driven maintenance manual coordination – who is it for?
Property Owners
Greater visibility and control over the construction process. All information from contractors is gathered in one place, making progress easy to monitor without spreadsheets, emails and scattered data sources.
Real-time progress tracking gives full visibility into contractor activity at every stage.
Documents are produced efficiently and accurately, with data mapped to the correct equipment, systems and building components. Early completion of documentation also supports timely procurement of maintenance services.
Construction Companies
Construction companies benefit from faster data transfer and real-time task monitoring on site. Documents only need to be submitted once, saving time and eliminating duplicate submissions to multiple parties.
Ready-made document checklists and real-time tracking make it easy to see which documents are missing and which subcontractors are behind schedule.
All the materials for the maintenance manual (huoltokirja) are produced as part of the project’s own processes.
Why use Granlund Manager Construction Projects for maintenance manual coordination?
Standardised data
Standardised data enables information to be used and automated across all systems throughout the property lifecycle.
Complete asset register
An accurate, high-quality asset register speeds up and streamlines future renovation and modification projects.
Real-time reporting
System-based reporting provides an up-to-date picture of project progress at all times.
More accurate data
More detailed material and equipment data – supporting carbon footprint monitoring and other reporting needs.
OPINION
‘Huoltokirjakoordinointi’ should be more than a statutory obligation
Construction projects generate vast amounts of data – but too often it never makes it into the maintenance phase effectively. Information is gathered after the handover from scattered files and folders, passed around by email and filled into forms. The result is poor-quality data that is extremely difficult to use in property maintenance.
When maintenance and project organisations operate in complete silos, the needs of the operational maintenance phase are invisible to those producing information during construction – and maintenance requirements never reach the project team.
Huoltokirjakoordinointi – maintenance manual coordination – is too often left to the final rush of a construction project, when it should be embedded in the lifecycle process right from the start.
Digital, standardised and real-time data flow would eliminate duplicate work, improve data quality and make information available from day one of the maintenance phase. Documentation produced through project processes should be immediately usable – no redundant steps, no duplicate workflows.
That is how the maintenance manual (huoltokirja) becomes a genuinely valuable tool supporting decades of property lifecycle management and sustainable property operations – not just a box to tick.
Joonas Alakomi, Group Manager, Granlund Property Management
ADD-ON SOFTWARE SERVICE
Granlund Manager Maintenance Module
Granlund Manager is the backbone of daily property management and the most comprehensive solution on the market for maintenance planning and management.
The Maintenance module ensures your Maintenance plan is implemented effectively, with Service requests and fault reports handled efficiently.
A mobile application makes the system easy to use in the field, with maintenance tasks confirmed on site.
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