7/30/24, 6:13 PM Commissioning Documents: Process, Contents, and Acceptance | WBDG - Whole Building Design Guide

Commissioning Documents: Process, Contents,

And Acceptance
by the WBDG Commissioning Committee (/building-commissioning/commissioning-committee)

Updated: 03-28-2022

INTRODUCTION
The purpose of commissioning (Cx) documentation is to serve as the
historical record of the "what, why and how" of key delivery team decisions WITHIN THIS PAGE
throughout the planning and delivery process. Commissioning Introduction
documentation becomes the road map for the success criteria to be met Documentation Process
by facilities that are put in service. Documentation Contents
Conclusion
Commissioning documents the establishment of standards of
Additional Resources
performance for building systems and verifies that designed and
constructed work meets those standards. This page describes the
commissioning documentation development process, content requirements, acceptance and usage, and
provides detailed descriptions of common commissioning documentation deliverables.

Commissioning is a team effort to document the continuity of a building project as it moves from one project
phase to the next. Designated team members are responsible for specific documents during the various phases.
The acceptance, maintenance, and utilization of the documents varies by usage and phase. Since
documentation for each project varies, these activities and responsibilities need to be planned and designated in
the project Owner's Project Requirements (OPR). When the entire project delivery (/project-management)
process is documented in a consistent manner, a historical perspective is created that explains the iterative
process of determining the agreed-to project requirements at each step of the development process.

DOCUMENTATION PROCESS
The development of documentation for a new construction project and the commissioning process must be
carefully planned, coordinated, organized, and controlled. Commissioning documents are project-phase
dependent. The process starts at project inception with determination of project requirements and spans all
phases from pre-design through testing, acceptance, and operations.

Team member responsibilities for the documentation must be planned by the Owner or project/facility
management personnel and carefully supervised. The documents must be organized and accepted, and a
current document retention process must be developed and enforced. Typical assignments throughout the
documentation process are shown in the Documentation Matrix below.

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Each project will require different documentation specifics. Thus, while the titles or topics may be the same, the
specific requirements must be developed and documented for the task and project at hand. This variability
requires the careful planning and supervision by the Owner's team and the commissioning team. Review and
acceptance processes must be in place to assure the accuracy of the documents and report. This control
increases accuracy and the value to the project and ultimately increases the success of the project.

Commissioning documentation is generated throughout the project delivery process. The content of
commissioning documents varies with each project, and must be created specifically for the project needs as
defined in the OPR. Upon completion, each document is reviewed and accepted as determined by project
requirements and retained with the other project documents for building operation and maintenance.

In the planning and development phase of a project, the OPR document is developed. Documents created for
specific functions and documentation of results are collected by the responsible team member and processed
by the required procedures on the necessary schedules. At post-occupancy, commissioning documentation
becomes the benchmark to ensure that the building can be efficiently operated and maintained. This assembly
of information is usually organized in a set of documents called the Building Systems Manual.

Documentation Matrix — Table A–1

The following matrix from ASHRAE Standard 202–2018, Commissioning Process for Buildings and Systems (by
permission) summarizes the commissioning documents by project phase and indicates some of the
information sources along with the usual acceptance and the intended usage of each document.

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REVIEWED/
DOCUMENTATION PROVIDED APPROVED
PHASE DOCUMENT INPUT BY BY BY USED BY NOTES

Project Initiation / Owner's Project Owner, Owner, Owner CxP, Design Design Team
Pre-Design / Requirements CxP, O&M, CxP or Team may not be
Design Users, Design hired yet
Design Team See BCxA New
Team Construction
Best Practices

Initial Owner, Owner or Owner CxP, Owner, Design Team

Commissioning Design CxP Design may not be
Plan Team, CxP Team, hired yet.
Construction
Team

Systems Owner, Owner or Owner Design Should follow

Manual Outline O&M, CxP CxP Team, Guideline 1.4
Construction
Team

Training Owner, Owner or Owner, CxP Design Should follow

Requirements O&M, CxP Team, Guideline 1.3
Outline Users, CxP, Construction and as defined
Design Team
Team

Issues and Owner, or Owner, Owner CxP, Design May be only

Resolution Log CxP CxP, Team format at this
Format phase

Pre-Design Owner, CxP Owner Owner, Follow

Phase CxP Design requirements in
Commissioning Team standard
Process Report
Format

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REVIEWED/
DOCUMENTATION PROVIDED APPROVED
PHASE DOCUMENT INPUT BY BY BY USED BY NOTES

Design Owner's Project Owner, Owner, Owner CxP, Design

Requirements CxP, O&M, CxP Team
Update Users,
Design
Team

Basis Of Design Design Owner, CxP Design

Design Team Team Team, CxP

Construction Design Design Owner Contractors, May also be

Specifications Team, CxP, Team CxP, Design provided by
for Owner, and/or Team Project
Commissioning O&M CxP Manager /
Owner's Rep.

Systems Design Design Owner, CxP Design Contractor may

Manual Outline- Team, CxP, Team or Team, not be hired
Expanded O&M, CxP Contractor yet.
Contractor

Training Owner, Owner, Owner Design Contractor may

Requirements O&M, CxP, O&M Team not be hired
in Users, CxP, yet.
Specifications

Design Review CxP CxP Design Design

Comments Team, Team
Owner

Issues and CxP CxP Design CxP, Design

Resolutions Team, Team
Log Owner

Design Phase CxP CxP Owner Owner Close of Phase

Commissioning report
Process Report

Owner's Project Owner, Owner, or Owner CxP, Design

Requirements O&M, Designer Team,
Update Users, Contractors,
Design Owner
Team

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REVIEWED/
DOCUMENTATION PROVIDED APPROVED
PHASE DOCUMENT INPUT BY BY BY USED BY NOTES

Construction Basis of Design Design Design CxP, Owner Design

Update Team Team Team, CxP,
Owner

Commissioning Design CxP Owner CxP, Owner,

Plan Update Team, CxP, Design
Owner, Team,
Contractor Contractors

Submittal CxP Design Design Contractor

Review Team Team
Comments

System Contractor, Contractor CxP, Design Contractor,

Coordination Design Team CxP
Plans Team, CxP

Evaluation CxP CxP CxP, Design Contractor

Team

Checklists Contractor, Contractor Contractor

Design
Team

Cx Progress CxP, CxP CxP, Owner Contractor

Reports Contractor

Test CxP, CxP CxP, Design Contractor

Procedures Contractor, Team
Design
Team

Specified Test Owner, CxP, CxP, Design Project

Data CxP, Owner, Team Team
Submittals Design Contractor
Team

Commissioning CxP CxP All All

Meeting
Agendas and
Minutes

Training Plans Design Contractor Owner, CxP O&M, Users,

Team, CxP, or CxP Contractor
O&M,
Contractor

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REVIEWED/
DOCUMENTATION PROVIDED APPROVED
PHASE DOCUMENT INPUT BY BY BY USED BY NOTES

Systems Design Contractor Owner, CxP O&M, Users See ASHRAE

Manual Team, CxP, or CxP Guideline 1.4
O&M,
Contractor

Issues and CxP CxP N/A Project

Resolution Log Team

Progress CxP CxP Owner, Project

Report Design Team
Team

Preliminary CxP CxP Owner Owner Prior to

Construction Occupancy
Commissioning
Report

Owner's Project Owner, CxP or Owner CxP, Owner See ASHRAE

Requirements O&M, Designer Contractors Guideline 0.2,
Update Users, BCxA Existing
Design Building Best
Team Practices. and
Ongoing
Commissioning
Best Practices
for post-
occupancy Cx

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REVIEWED/
DOCUMENTATION PROVIDED APPROVED
PHASE DOCUMENT INPUT BY BY BY USED BY NOTES

Occupancy and Basis of Design Design Design CxP, Owner Owner, CxP,
Operations Update Team Team O&M

Maintenance Owner, Owner or Owner, CxP O&M, Users

Program O&M, CxP
Contractor,
CxP

Test CxP CxP Design Contractor, See Systems

Procedures Team, CxP O&M Manual

Updated Issue CxP CxP N/A Project

and Resolution Team
Log, Test Data
Reports

Final Issues Project CxP Owner Owner

and Resolution Team
Log

Prefinal Report Project CxP N/A Owner

Team

Final Project CxP N/A Owner Final Report

Commissioning Team
Report

Re- O&M, CxP or Owner Owner

Commissioning Users, CxP Owner
Plan

Ongoing Owner, Contractor, Owner Owner, O&M

Commissioning O&M, CxP
Plan, if required Contractor,
CxP

EBCx Documentation

The development and delivery of documentation for an existing building commissioning (EBCx) project is
similar. Instead of using the OPR, the CxP and Owner begin with a baseline document, the Current Facility
Requirements (CFR). If a CFR does not exist, which is sometimes the case, one will be developed and updated
throughout the EBCx process, resulting in a document that would be used as a baseline for current facility and
system assessment, verification, tune up and upgrade implementation, and ultimate hand off to facility
operation that meets current requirements. The CFR is also necessary for future facility, systems and
assemblies' renovation or ongoing commissioning (OCx). The CFR must be reviewed and updated on a regular
basis to facilitate facility operation to meet Owner and occupant performance requirements. Existing Building
Commissioning (/building-commissioning/existing-building-commissioning), lists variants from new
construction commissioning deliverables. 
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DOCUMENTATION CONTENTS
The following is a list and descriptions of typical commissioning documents:

1. Owner's Project Requirements (OPR). The OPR is first and possibly the most important document an
Owner and CxP prepare together, to ensure the commissioning process meets the Owner's goals. The OPR
defines the expectations, goals, benchmarks and success criteria for the project. The OPR must be
developed by the Owner and the CxP should be tasked with assisting the Owner's team to develop this
document. The CxP typically assists the Owner in identifying the facility's requirements regarding such
issues as energy and water efficiency, indoor environmental quality, staff training, and operations and
maintenance (/facilities-operations-maintenance). An effective OPR incorporates input during the pre-
design phase from the Owner, design team, operations and maintenance staff and end users of the
building, and is updated throughout the project. An OPR is developed in explanatory terms for an
Owner/user audience. The OPR is updated throughout the project design, construction, and initial
operation as necessary and each revision should be accepted by the Owner or representative. Determining
Project Performance Requirements (/building-commissioning/determine-project-performance-
requirements) details the items and information that are included in an OPR.

2. Basis of Design (BOD). The BOD is a narrative and analytical/technical documentation prepared by the
design team, along with design submissions to explain how the OPR is met by the proposed design. It
describes the technical approach used for systems selections, integration, sequence of operations,
controls, and codes and standards application focusing on design features critical to overall building
performance. A BOD is developed by the design team in more technical terms. As a best practice to close
any gaps, the design team will review the OPR along with BOD design review comments from the CxP. The
Owner or representative must review and ultimately approve the BOD to facilitate OPR compliance.

3. Design Review Comments. The CxP will review the BOD for compliance with the OPR and provide design
review comments to the design team, to verify that the OPR and BOD are met and to facilitate the
commissioning process and building operations. In particular, the reviews confirm that there are adequate
access points, test ports, and control features. Reviews also verify that energy and water efficiency,
systems operation, control sequences, maintenance capability, training and O&M documentation
requirements are consistent with the OPR and BOD. A commissioning review of the design is not the same
as a technical peer review. The commissioning review is intended to review aspects of the design that few
others typically review such as system access, controls application, and testing and maintenance access
and planning. The CxP design review must be sent to and addressed by the appropriate design team and
the results accepted by the Owner or representative.

4. Commissioning Plan. The initial commissioning plan should be assembled at the predesign phase and
include planning for both the design and construction activities. The Cx Plan outlines the scope of the
commissioning activities along with responsibilities, schedules, communication requirements, and
procedures. The Cx Plan is updated throughout the project and will include the listing of required
documents with assignments of responsibility, updated commissioning schedules, installation, verification
and commissioning checklists, and report formats. The Cx Plan is distributed to the Owner for review and
to the commissioning team members and contractors for application.

5. Commissioning Specifications. The commissioning specification sections are developed by the design
team with assistance of the CxP to convey details of the commissioning process, and contractor and
supplier responsibilities to the construction team. Each commissioned system should have a
commissioning specification section that includes requirements and formats for drafting, application, and
completion of system checklists. A draft set of system readiness checklists and verification test 
procedures ideally includes the commissioning specification to communicate (to the bidding contractor

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and others) the processes and level of rigor expected during the system installation and testing phase of
commissioning. System readiness checklists are detailed checklists for documenting that each system is
prepared for testing. Verification test procedures are a detailed set of instructions and acceptable results
for thoroughly testing each system. The supplier and contractor installation, startup, and testing checklists
shall be reviewed by the CxP for integration into the commissioning process and ultimately the Systems
Manual when complete.

6. Certification Documentation. Owners sometimes require their facilities to achieve building performance
rating certifications, sustainability program application, and code compliance. When such performance
certifications are required as part of a design or construction contract, they become critical to an Owner's
project expectations. They may, and in some cases must (in order to achieve the rating status sought) be
commissioned. These requirements along with the processes and responsibilities should be included in
the OPR and necessary construction documents.

7. Submittal Review Comments. Concurrent with the design team and Owner review, designated
commissioning team members review products and systems submittals for compliance with the design
and OPR. Special attention should be given to avoiding vagueness, substitutions, and proposed deviations
from the contract documents, OPR requirements, and BOD documentation. Submittal review comments
on commissioned systems will often generate issues for coordination between integrated systems,
equipment, and technologies. These issues need to be addressed before equipment installation.
Acceptance of submittals typically remains with the design team. The Cx review should also be utilized to
prepare the functional testing procedures, check lists, and documents.

8. Field Observation Reports. Commissioning Field Observation Reports should be prepared regularly to
document progress of the work on commissioned building systems and assemblies. These reports will
normally identify functional issues, integration issues or operational issues that are then captured in
Issues and Resolution Logs for discussion and clarification of performance expectations, integration
issues, or operational issues. The construction delivery team (and Owner's representative/construction
manager, if applicable) will also prepare reports pertaining to all building systems and components. These
field observation reports shall be sent to the CxP and to other entities as required by the OPR and
Commissioning Plan.

9. Test Data Reports. Test data reports contain results of the testing and field observation and include field
observation reports, functional and performance test (FPT) reports, performance testing, and other test
results specified for the commissioned systems. These are distributed and reviewed in accordance with
commissioning plan procedures. Final copies are included in the Systems Manuals.

10. Issues and Resolution Logs and Reports. Issues and resolution logs and reports are a formal, ongoing
record of problems or concerns—and their resolution—that have been raised by members of the
construction and commissioning teams during the course of the commissioning process. Issues logs
should be included in commissioning reports because, along with meeting minutes, design review
comments and field observation reports, they explain the thought sequence and rationale for key decisions
in the commissioning process. The issues log should be formatted to facilitate the documenting, tracking
and resolution of commissioning related issues. Issues logs typically contain, at a minimum, a detailed
description of the issue, date identified, party responsible for corrections, issuing agent, and completion
status. All findings are documented and distributed as they occur. The Issues and Resolution logs are
normally generated by the CxP and distributed according to the OPR requirements, the Cx Plan, and/or
agreement with the Owner and Cx Team. It is the responsibility of the Owner to review and approve all
issue resolution decisions. The current or final Issues Logs are included in the commissioning reports with
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11. Systems Manual. The Systems Manual provides the information needed to understand and properly
operate and maintain the building systems and assemblies. It should be in clear language that is
understandable by people unfamiliar with the project or systems. The Systems Manual is ideally delivered
to the Owner in electronic indexed (bookmarked) and hyperlinked format that can be updated throughout
the life of the building. ASHRAE Standard 202–2018, The Commissioning Process for Buildings and
Systems (https://www.ashrae.org/news/esociety/updated-standard-october-2018), and Guideline 0–2019,
The Commissioning Process (https://webstore.ansi.org/standards/ashrae/ashraeguideline2019-2386150),
and Guideline 1.4–2019, Preparing Systems Manuals for Facilities
(https://webstore.ansi.org/standards/ashrae/ashraeguideline2019-2386727), recommend that the
Systems Manual include the OPR, BOD, submittals, as­built drawings, specifications, certifications, Facility
Guide for the building operation parameters, operational and maintenance requirements and O&M
manuals, training documents and commissioning documentation with testing and verification reports and
final issue and resolution logs. This information should be organized in the Systems Manual for ease of
access and use by building management and appropriate operational and maintenance staff. The systems
manual should be assembled by the general contractor or CM with CxP review with all documents
available before training begins, and utilized as part of the training process.

12. Training Documentation. Training program and requirements should be defined in the project OPR. During
the design phase, training requirements for facility managers, operations and maintenance personnel, and
occupants must be identified relative to commissioned systems, integrated building features, and
equipment. These training requirements should be included in the project specifications in all appropriate
sections. It is critical that the operations and maintenance personnel have the knowledge and skills
required to operate a facility in accordance with the Owner's Project Requirements, functional plan and its
designed intent. The training plan and training materials should include where to find systems information
in project documentation. Training materials should be retained and updated for periodically scheduled
training activities and included in the Systems Manual.

13. Seasonal Testing. Due to climate conditions, not all systems can be fully tested during the construction
phase. For example, testing a boiler system might be difficult in the summer and testing a chiller and
cooling tower might be difficult in the winter. The performance and testing of solar photovoltaic
(/resources/photovoltaics) systems are also dependent on seasonal conditions. Commissioning plans
should therefore provide for multi-season testing to allow testing, balancing, and optimization of integrated
systems under the varying actual operating conditions. This testing often extends into the initial operation
phase of the project which requires the updating of reports until the functional tests are satisfactorily
completed. The final completed testing and reports should be included in the updated Systems Manual.

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Installing solar panels on the roof of a new project, which may need to be commissioned for multi-seasonal
conditions.
Photo Credit: 186561180, Awargula/Dreamstime

14. Final Commissioning Report. The commissioning requirements, process, documentation, and findings are
incorporated in a final commissioning report that is transmitted to the Owner for review and acceptance
and accompanies the construction contractor's turn-over documentation. Commissioning documentation
that will be included in the Final Commissioning Report is normally listed in a table format with
responsibilities of individual team members who will prepare, review, and accept the results and
documentation. ASHRAE Standard 202–2018, The Commissioning Process for Buildings and Systems
(https://www.ashrae.org/news/esociety/updated-standard-october-2018), and Guideline 0–2019, The
Commissioning Process (https://webstore.ansi.org/standards/ashrae/ashraeguideline2019-2386150),
recommend that the commissioning reports be included with O&M manuals in a Systems Manual.
Commissioning report contents should be clearly defined in commissioning plans and include an
executive summary, a narrative of the commissioning process and Cx process results. In addition, the
report should include the design and submittal review comments and resolution, meeting minutes from all
commissioning related meetings, corrective action reports, blank verification test reports for future use,
completed training forms, completed installation and system readiness and startup checklists, current
Issues and Resolution logs, and tests and field observation reports for commissioned systems,
equipment, assemblies, and building features. Due to project schedule and/or seasonal testing
requirements, it may be necessary to provide a preliminary commissioning report for interim project or
code compliance that includes all available data along with the summary of requirements for
commissioning completion. The preliminary report is updated with final commissioning results,
transmitted to the Owner and included in the updated Systems Manual. The Final Cx Report should include
the results of the off-season and completion verification Cx documentation.

The project and commissioning documentation is usually produced in electronic format or at least converted
and organized in an electronic system that is designated at the beginning of the project in the OPR. This 
organization must be compatible with the required building operation and maintenance systems, the Owner's

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documentation systems, and be understandable in the O&M training functions.

CONCLUSION
Documentation of results and findings provides a record of the benefits received from commissioning and
should also be used in the future to troubleshoot problems and optimize operating strategies. Decision making
is an iterative process taking place over the course of a project through analysis of options, selection of
alternatives, refinement of application, and integration of the design components. As each decision is made,
commissioning documentation provides the basis for evaluation and acceptance to proceed to the next
development level.

ADDITIONAL RESOURCES
See the Additional Commissioning Resources (/building-commissioning/additional-commissioning-resources)
page for more information.

Topics: Commissioning (/wbdg-taxonomy/topics/commissioning)

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