The Program
A finished program is seven deliverables built from a building's own closeout documents. Each one has a distinct reader and a distinct job, and none of it duplicates what the contractor already delivered. Here is the full set, and what one real program found.
The Seven Deliverables
The set is delivered in natural reading order, from the board-level summary down to the finish-by-finish cleaning scope. Each deliverable keys back to the asset register, so a change in one place updates everywhere it matters.
The read-this-first document. A plain-language narrative for the board, the owner's consultant, and the funder, with the critical actions for year one stated up front and the project document register attached.
Every maintainable asset with manufacturer, model, location, warranty term, and expiry, alongside a warranty summary colour-coded by urgency and an open-items tab the operator keeps current.
Every preventive maintenance task, daily through seasonal, colour-coded by who performs it. Warranty-critical tasks flagged, with printable sign-off logs and a 12-month calendar. The logs are what a contractor asks for to honour a warranty claim.
A 30-year capital expenditure projection covering every building element, in the funder's required format, with costs inflated annually so the board can fund reserves from possession rather than from crisis.
Every regulatory and warranty obligation with a due date, a responsible party, the level of expertise required, and the consequence of missing it. The column that changes operator behaviour is the last one.
Every contact connected to the building, from consultants to trades to emergency services, with a printable emergency reference card as the first tab. The single source for contact detail across the whole program.
Manufacturer-specified cleaning for every finish in the building. It is part of the program because improper cleaning is one of the most common ways a finish warranty is quietly voided.
Delivered as nine files: the seven deliverables, a compliance matrix that maps the program clause by clause to the funder's requirements, and a package index. Where the contractor's documents did not state a value, the program flags it and chases it. We never invent data.
Proof
A 4-storey, wood-frame, all-electric seniors residence, BC Housing-funded, in the BC Interior. The program below was built entirely from the building's own closeout package: O&M manuals, shop drawings and submittals, commissioning reports, warranty documents, site instructions, change orders, and as-built drawings. Reconciling those against each other, so the asset record matches what was actually installed and every gap is caught, is the work most owners cannot do in-house. Client and project identifiers are anonymized; the equipment, warranty, and compliance content is real.
Every figure traces to a source document. Every warranty void condition is reproduced in the manufacturer's own words. Every gap in the contractor's package is flagged, not papered over.
What the Review Found
A template produces a structurally correct file with empty content. A real program reads the building's actual record and finds what is wrong with it while there is still time to fix it. On this project, the review caught the following, all inside the warranty year, all now documented, scheduled, and assigned.
Five warranties had been submitted as unsigned blank templates. They looked like coverage and were not. Caught inside the warranty year, while they could still be corrected.
A manufacturer registration deadline that, if missed, would have converted a 12-year warranty to short commercial terms across all 37 suites. Registered and confirmed under the program.
The sprinkler warranty expires 20 days before the general contractor's warranty. Any sprinkler deficiency has to be claimed on the earlier date, a trap that is easy to miss and now flagged for claim sequencing.
Four O&M manual sections were missing entirely from the original submission. Identified, flagged, and chased rather than quietly worked around.
None of these were invented or assumed. Each one is a real condition in the building's record, surfaced because the program is built from the source rather than from a template.
Working With Us
We work from your closeout package, delivered as-is, however it arrived: binders, USB sticks, or a download link. You do not have to organize anything first.
Step 01
Your closeout documents come to us in whatever state they are in. We confirm scope, key dates, and any known gaps before work begins.
Step 02
Data is extracted, verified, and reconciled across every source. Conflicts are resolved by a consistent hierarchy of authority. Gaps are flagged, not filled.
Step 03
The complete program is delivered in nine files, ready to run the building from day one, with the compliance matrix a reviewer can verify clause by clause.
Fees are set as a small percentage of construction value, invoiced against milestones, with a fixed minimum. On most projects that is a fraction of one percent of what the building cost to build, protecting warranties worth many times the fee. We quote your specific project in conversation.
The complete anonymized sample program is available on request. Start with a 20-minute conversation and we will send it, then tell you what an engagement looks like for your building. No commitment.
Request the Sample