component of a package of 10 key oversight
documents for asset
Content of SOWE
The Schedule of warranty expirations
is a concise list of the following information associated with the active
and dormant warranties
on the assets within a facility.
A spreadsheet template is provided here.
- The asset
with an active warranty (eg., roof).
- The type of warranty (ie., contractor,
- The duration of the warranty (eg., 5
years, 10 years).
- The party responsible for the warranty
- The name of the consultant involved, if
- A backup copy of the warranty
- The lead time prior to expiration of the
warranty to arrange for a warranty
- Any pertinent notes.
- The initials of the person who made the
The Importance of SOWE
Each expiration represents a milestone
as a future event that must be tracked in the best interest of the owners.
The SOWE is a critical document in the OMSI
and serves to help provide oversight for:
- To protect the owners in the event of a
- To guard against missed warranty dates.
- To give the owners time to prepare for
warranty reviews in sufficient time prior to expiration of the warranty
- To help ensure the owners do the
necessary maintenance and care to guard against voiding of any
- To hold contractors
and others accountable in accordance with the terms and conditions of
The SOWE is of paramount importance during the
following two stage:
- To avoid spending money on items that
are covered by warranty
- To ensure the commissioning of a
review in sufficient time prior to
expiration of the warranty period.
- To demonstrate due diligence to the
- To effectively manage the lead times during the
The SOWE forms one of they reference documents
for the Operations
and Maintenance Support Information (OMSI).
Examples of SOWE
- Roof warranty - March 2016 expiry
- Boiler warranty - Feb 2015 expiry
Evaluation of SOWE
Advantages of the SOWE list:
Limitations of the SOWE list:
A warranty review
prepare a Schedule of Warranty Expirations (SOWE) but identifies
warranty defects that are registered with the insurer prior to the
expiration dates, thereby preserving the owners’ legal rights to
action. The SOWE is a tool that help as follows:
will be many years in the life of a facility when there are no active
warranties and therefore the list is dormant during these periods.
good maintenance plan, handed over as part of the commissioning
process, should include a SOWE as one of the key documents to guide the
risk management program. The property manager would then be
responsible to keep SOWE up to date, to monitor the advancing
deadlines, and to make this document available to consultants as a
assists the property manager in identifying the appropriate lead times
to commission the warranty review.
assists the consultant in confirming which assets are still covered
under the different forms of warranty
Unfortunately, the majority of
maintenance plans do not include SOWE and if they do, it is not always
a clearly itemized list. While maintenance plans do generally include a
package of the warranty certificates, the manager is often tasked with
having to figure out the warranty dates. Since the majority of property
managers do not have a readily available list of their warranty
expiration dates for their buildings, and they are distracted by other
matters, they sometimes miss warranty deadlines.
of a SOWE can be a complicated task that requires an understanding of
the different types of warranties (labour, manufacturer, 3rd party
insurer), which vary across the asset register.
As long as the
consultant is mobilized in sufficient lead time before the warranty
expires (say 6+ months) they can conduct a document review with or
without SOWE. While SOWE is a recordkeeping tool that ensures
efficiency, there are other means, albeit more onerous, to ascertain
the warranty deadlines.
Fig. The schedule
of warranty expirations (SOWE) on the
asset management pyramid.
Fig. Excerpt from
a sample schedule of warranty expirations.
Fig. The four asset management schedules (highlighted in "green") that
are necessary to support a warranty review.
I. Care is wondering about the database and software application that
he needs to remember all historical events and effectively manage his