What documents should a hospital receive when an oxygen plant is handed over?

Under Global Fund and UNDP guidance, a hospital taking over a PSA oxygen plant should receive the user, operation and service manuals, commissioning and test reports, as-built drawings, the preventive maintenance schedule, warranty and service contract terms, an inventory of supplied spare parts, training records and service contacts.

Is a PSA plant commissioned before the paperwork is complete?

Not under the Global Fund commissioning guidance (2024): a plant is not considered commissioned until the commissioning requirements are documented.

In what language should handover documents be?

The Global Fund asset handover checklist (2025) asks for the language best understood by the plant operators; UNDP asks for manuals in English and the official language of the end user.

What documents should come with an oxygen plant handover?

Global Fund commissioning guidance (28 August 2024) says a plant is not considered commissioned until the commissioning requirements are documented, and that commissioning should end with a formal handover meeting at which the supplier and the hospital both sign off the completeness of the supplier's work. The table brings together what the main guidance documents ask to be handed over.

Document	Asked for by
Instruction, user, operation and maintenance, and service manuals	Global Fund (2024); WHO (2020); UNDP (2025)
User manual with operating protocols and the procedures for cleaning, disinfection, troubleshooting, calibration and routine maintenance	WHO (2020)
Commissioning documents: equipment test reports or checklists, and the oxygen piping test report where there is piping	Global Fund (2025); UNDP
Testing and calibration reports; certificate of quality, calibration and inspection	UNDP; WHO
Infrastructure and electrical as-built drawings; piping and instrumentation diagram (P&ID)	Global Fund (2025); UNDP
Preventive maintenance schedule with the service interval for each piece of equipment and the parts or kits used	Global Fund (2024)
Warranty terms (start date, procedure for claims, response times) and the service contract	Global Fund (2024 and 2025); UNDP
Manufacturer's letter guaranteeing a life span of at least 10 years	WHO (2020); UNDP
Written inventory of the spare parts, consumables and tools supplied	Global Fund (2024 and 2025)
Proof of training, training reports and materials, and standard operating procedures	Global Fund; UNDP
End-user acceptance reports	UNDP
Contact details of the manufacturer, authorised distributors, local service agent and the party responsible for maintenance	WHO (2020); Global Fund (2024)

Language

The 2024 Global Fund guidance asks for the documents in the country's lingua franca, and its asset handover checklist (28 May 2025) asks for manuals and training materials in the language best understood by the plant operators, with any translations confirmed before commissioning. WHO's 2020 interim specification (superseded by WHO's technical specifications of 31 December 2024) asked for hard and soft copies in English, with the local language as a preference, and UNDP (REQ-OXY-001, effective 1 January 2025) asks for user and service manuals in English and the official language of the end user.

Where the plant feeds a pipeline

HTM 02-01 (2026), the NHS England guidance, adds a completion certificate (form B33) signed by the key personnel, as-fitted drawings verified against the installed pipeline, and a technical file with the design, the components used, their material certificates and the pressure test validation. 'Do not use' plugs stay in the terminal units until the Quality Controller (MGPS) has signed off the system for patient use.

After the handover

UNDP asks for the plant to be registered in the inventory system, and its commissioning report template, adapted from WHO's 2023 web annex, includes the user manual, test reports and training records. The Global Fund checklist recommends sharing a signed copy of the commissioning documents with the facility and using maintenance logbooks to track maintenance, service and repairs. What the training itself should cover is on what training a PSA supplier should provide.