Much like a purchasing a used vehicle, if you had the choice between 2 identical cars; 1 car having a well-organized maintenance and repair logs, the other does not, which one would you choose?

PV Systems have many important documents that help operations and maintenance professionals managing the sites effectively. Original documents may come from different sources and be revised multiple times. The project manager should create a submittal sheet for each document that identifies the document name, document description, submittal date, document provider name/company, document review date, and reviewer name/company. Here are the key documents to manage during the life of a PV System:

  • Development Phase
    • Design-Build or EPC Contracts
    • Power Purchase Agreements (if applicable)
    • Financial proforma
    • Power generation models
    • Engineer of Record (EOR) pre-construction site assessment documents
    • Interconnection Agreements
    • Planning and Zoning Approvals when applicable
    • Construction Permit Approvals
    • Finalized Project Schedule
  • Construction Phase
    • Contractor Pre-Qualification documents
    • Site Specific Safety Plan and Job Hazard Analysis (JHA)
    • Construction QA/QC documents
    • Weekly progress photos
    • Major component purchase orders
    • Major Component datasheets including: Modules, Racking, Inverters, Combiner Boxes, Data Acquisition Systems, Safety Disconnect Switches, AC Collection Panels, PV Source Wire, PV Source connectors, transformers, and POI hardware
    • Major component installation manuals
    • Spare Parts Inventory
    • RFI logs
    • Change Order approvals
    • As-Built Project Record Drawings with PE endorsement
    • AHJ Approvals
    • Construction substantial completion Certificate
  • Construction Close-Out
    • Lien Waivers and Proof of Payments
    • Commissioning Procedure and Report
    • Engineer of Record post-construction site assessment documents
    • Warranty documents including: Original Equipment Manufacturer (OEM) warranty, Contractor workmanship warranty, and Roofing manufacturer’s warranty
    • System operation manual including emergency procedures and site contacts.
    • System contacts including: System Owner and Site Owner if different, Emergency Site Personnel, Non-emergency Site Personnel, Engineer of Record, EPC Project Manager, Major Subcontractors, and O&M Provider
    • System Performance Verification
    • Construction final completion Certificate
  • Operations
    • Updated Power generation model
    • Operations and Maintenance Contract
    • Installed Products and spare parts log
    • Maintenance Procedure and Inspection Logs
    • Service Logs

It is the responsibility of the system owner to manage these documents for long term preservation. Choose a method that keeps documents organized and readily accessible. This option should be digital and secured. If possible, the original documents should be safely stored onsite. Tip: a master document control checklist to make things easy. The checklist can be used as a method to log creation and revision dates as well as list the responsible parties. Strict document control will save long term operation experiences as well as create value should the system be sold during operation.

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