QA Flow

QA Flow: RAMS, the O&M manual and handover

2 min read · Checked against the product 3 October 2026

Issue RAMS as versions for operatives to read and sign on their phones, build the O&M manual as documents arrive, and produce the handover pack and the project ZIP at the end of the job.

Three jobs usually happen in a rush: getting a method statement signed by everyone who will work to it, assembling the operations and maintenance manual, and handing the quality record over. QA Flow spreads each of them across the job, so the end is a download rather than a fortnight of sorting.

RAMS

1. Open the project’s quality page and find the RAMS panel.
2. Give the document a title and upload the PDF. Uploading again under the same title creates version 2, 3 and so on.
3. Choose the signing fields each person must complete: their name, the date, a read-and-understood confirmation and, if you want one, a drawn signature.
4. Tick the people who must sign, or “Add everyone”, and choose “Upload & send for signing”. Each person gets an email with a personal link; no app or login is needed to sign.

The panel shows who has signed and who has not, with a resend for each person, and outstanding signatures are chased automatically at 5 and 10 days. A new version starts a new round, and only the current version is chased. “Signed PDF” gives one file: the document with its signature register appended. The RAMS register under Site & compliance lists every version across your projects with its signature status.

The O&M manual

The O&M manual panel on the same page builds the client’s operations and maintenance manual as you go: a cover letter covering the works done, the products used and the manufacturers’ details, plus PDFs filed under Cleaning & maintenance, Warranty, Technical specification and Other supporting documents. “Download manual (PDF)” compiles it into one document: a branded cover page, your cover letter with its list of enclosures, then each section’s PDFs in full.

Handover

• The handover pack compiles the project’s ITPs, NCRs and inspections into one print-ready document.
• Handover records, under Records, track the client’s formal acceptance of each handover, whether practical completion or a section: Draft, Issued to client, then Accepted, Accepted with conditions or Rejected. Send one from the “Send to contractor” panel and the client answers from the link, with any conditions recorded alongside the acceptance.
• “Export all (ZIP)” puts every form, NCR, inspection and evidence file for the project in one ZIP to keep. Keep the signed RAMS and the O&M manual with it.

What good looks like

• RAMS issued and signed before the operatives start the activity, with the signed PDF on file.
• Warranties and product data filed into the O&M panel when they arrive, not requested at handover.
• Handover accepted on the record, conditions and all, before you ask for the first half of retention.

Common mistakes

• Uploading a revised RAMS under a new title, which starts a separate document instead of version 2.
• Treating a conditional acceptance as a clean one. The conditions are on the record because they matter.
• Leaving the O&M manual to the last week, when the suppliers have moved on.