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Check handover documents against the asset list and contract

For: Facilities manager, client representative or commissioning manager receiving a completed building

Pattern: Map, verify, reduceNeeds scaleDesigned for 30 to 600 agents
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The pain today

At handover, thousands of manuals, certificates, warranties and test records arrive in bulk. Some assets have nothing, some documents name the wrong model, and warranties start on dates nobody checked. Gaps surface at the first failure.

The ask

“I attached the asset register, the contract's handover requirements and everything the contractor handed over. For each asset, tell me which required documents are present, whether make, model and serial match the register, and when each warranty starts and ends. List what is missing or mismatched.”

Plain words, as you would say it to a colleague. Edit it to fit your case before you send it.

What you attach or connect

  • Asset register with make, model and location
  • Contract handover and documentation requirements
  • Operation and maintenance manuals as text
  • Test certificates and commissioning records
  • Warranty documents

The unit of work

One worker task per one asset with its handover documents.

Why a swarm fits

Each asset is checked against its own few documents and a fixed requirement list. Assets are independent and there are thousands, which is why the check is usually sampled rather than done.

Not for

Judging whether a system was installed or commissioned correctly. It checks that paperwork exists and matches, not that the plant works.

The decision tree

6 typed decisions, each with an action for every answer

At fixed moments in a run, the engine puts one narrow question to a decision model. The decision model never writes text: it answers yes or no with a probability, picks from listed options, or gives a score, about a small slice of the material. The engine then does exactly what this tree says, which is what makes the run auditable. The thresholds are the template's design values, not measured results.

  1. Planner, while planning

    Scope checkA choice among options

    Before work starts on a unit

    Does this document name a make, model, serial or asset tag that appears in the asset register?

    Sees only: One document's title block and the register index

    Why: Orphan documents are listed for the contractor instead of being forced onto an asset.

    • Matches one assetthenAccept
    • Matches an asset type but no single assetthenEscalate to a strong model
    • Matches nothing in the registerthenMark unresolved

  2. Before workers, before a task runs

    Small worker or strong modelA choice among options

    Before a task runs

    Is this a manufacturer's generic manual, or a project-specific certificate, test record or warranty?

    Sees only: The first page of one document

    Why: Generic manuals need only a model match, while certificates and warranties get a closer read.

    • Generic manualthenAccept
    • Project-specific recordthenEscalate to a strong model

  3. After workers, the judge checks

    Evidence checkA choice among options

    After a worker answers

    Do the make, model and serial stated in the document match the register row as written?

    Sees only: One document's identification block and one register row

    Why: Near matches are flagged, since a wrong model suffix can void a warranty.

    • All matchthenAccept
    • Near match, such as a suffix or digit differingthenMark unresolved
    • Do not matchthenMark unresolved

  4. Evidence checkYes or no, with a probability

    After a worker answers

    Does the quoted warranty text state the start event and the duration from which the register's start and end dates were derived?

    Sees only: The warranty register entry and the quoted warranty passage

    Why: Ties every warranty date to the warranty's own words.

    • Yes: 0.85 or higherthenAccept
    • Unsure: 0.50 up to 0.85thenEscalate to a strong model
    • No: below 0.50thenReject and retry

  5. Evidence checkYes or no, with a probability

    After a worker answers

    Is the document of the type the contract requirement line asks for, such as a test certificate rather than a data sheet?

    Sees only: One requirement line and the title and first page of the document offered

    Why: Stops a brochure from counting as a required certificate.

    • Yes: 0.85 or higherthenAccept
    • Unsure: 0.50 up to 0.85thenEscalate to a strong model
    • No: below 0.50thenReject and retry

  6. Accountable person, before anything is settled

    Person decidesYes or no, with a probability

    Before anything is reported as settled

    Is the missing or mismatched document a fire, electrical, gas, lifting or pressure system certificate, or a warranty?

    Sees only: One gap entry with the requirement line

    Why: The client representative accepts handover and the responsible engineer signs off safety certificates.

    Accountable: The client representative owns acceptance of handover; the responsible engineer owns sign-off of safety-related certificates.

    • Yes: 0.40 or higherthenAsk a person
    • Unsure: 0.15 up to 0.40thenAsk a person
    • No: below 0.15thenAccept

The fleet: who does what

Model tiers by role, not brands: you choose the models. Strong reasoning models plan and reconcile, small fast models do the wide work, and the judge is a decision model from a different family, so it does not share the workers' blind spots.

  1. Planner

    A strong reasoning model turns the contract requirements into a per-asset-type checklist and matches documents to assets.

    Decisions here:1. Scope check

  2. Workers

    Small fast workers from an open-weight family check one asset's documents against its checklist with quotes.

    Designed for 30 to 600 agents, one worker task per one asset with its handover documents. Each worker receives only its own unit.

    Decisions here:2. Small worker or strong model

  3. Judge, from a different model family

    A decision model from a different family confirms that a document really refers to that asset and meets the requirement.

    Decisions here:3. Evidence check4. Evidence check5. Evidence check

  4. Reconciler

    A strong reasoning model builds the gap list per system and contractor and keeps uncertain document matches.

  5. Accountable person

    The client representative owns acceptance of handover; the responsible engineer owns sign-off of safety-related certificates.

    Decisions here:6. Person decides

Checked before anything is accepted

  • Each present or missing mark cites the requirement and the document found
  • Make, model and serial are compared as written, with near matches flagged
  • Warranty dates quote the warranty text and the stated start event

What comes back

  • Completeness matrix of assets by required document
  • Missing and mismatched documents per system
  • Warranty register with start and end dates and sources
  • Documents that match no asset

What to measure

  • Gaps confirmed by the commissioning manager
  • Missing documents discovered after acceptance
  • Review time per asset
  • Cost per asset

Names of measures only. No result is claimed for this template.

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