Managing change and plan review: A proactive approach to property risk control

Are you proactively managing changes before your building projects are completed — or even considered? Whether you're planning new construction, renovations, or equipment upgrades, early and thorough plan reviews are essential to maintaining safety, compliance and operational continuity.

When to start a plan review

Plan reviews should be considered for a wide range of facility changes, including:

• New construction or building additions
• Renovations or preventative maintenance
• Installation or upgrades of fire suppression/detection systems
• Installation of new equipment or fuel-fired systems
• Roof replacements or solar panel installations
• Changes in occupancy classification or layout
• Introduction of flammable liquids or combustible dusts

Why early involvement matters

Engaging stakeholders during the conceptual planning phase can yield significant benefits. Early identification of loss prevention concerns allows for:

• Integration into design and budgeting
• Avoidance of costly delays
• Exploration of alternative protection methods
• Assurance of compliance and optimal protection

Best practices for managing change

To ensure a smooth and compliant project, consider the following guidelines:

• Review equipment installations at multiple stages to accommodate design modifications.
• Use only UL-listed and/or FM-approved fire protection equipment when applicable.
• Hold regular project meetings to track progress and address changes.
• Submit product specs, design drawings and hydraulic calculations for timely review.
• Conduct performance testing at key stages rather than waiting until completion.
• Involve OEM representatives in testing and commissioning when necessary.
• Maintain documentation such as test reports, manuals, certifications and warranties.
• Create a punch list for follow-up actions or unresolved issues.
• Establish preventive maintenance programs and operator training for new equipment.

Special considerations for idle or vacant facilities

Plan reviews are especially critical for properties with uncertain future use. A fire protection system designed for one occupancy may be inadequate for another — such as converting a light manufacturing space into a warehouse.

Risk control during construction

Construction sites pose elevated fire risks due to combustible materials and ignition sources. According to FM Data Sheet 1-0:

“The danger of a fire is greater while a building is being constructed, altered, or demolished than after work is completed and the fire protection equipment and passive fire protection is in service. As work progresses, accumulations of combustible building materials, wooden forms and scaffolding, scrap lumber, paper and plastic packing and wrappings and other refuse appear at construction sites daily. The fire danger is increased further by the presence of many ignition sources such as hot work; carelessly discarded matches or cigarettes; temporary heaters and lights; and roofers’ tar kettles, heating guns and torches.” (FM Global Property Loss Prevention Data Sheets 1-0; Safeguards During Construction, Alteration and Demolition; page 11, Section 3)

Loss prevention guidelines during construction

• Implement a hot work permit system with a fire watch during and after work.
• Keep existing fire protection systems active during renovations when possible.
• Use a sprinkler impairment permit system when modifying fire protection systems.
• Prohibit smoking except in designated areas.
• Store hazardous materials safely and remove them after use.
• Ensure fire-stopping for all construction openings.
• Place portable fire extinguishers in accessible locations.
• Regularly remove construction debris from the site.
• Enforce site security protocols for all personnel and visitors.

Conclusion

Effective change management, plan review and property conservation programs are essential to maintaining high standards of property loss control. Willis, a WTW ’ property risk control consultants are ready to support your efforts at every stage.

For additional information

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David H. Gluckman, ARM, CBCP, CFPS, CBCA

Senior Risk Control Consultant

email Email phone +1 973 829 2920

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