Managing BIM as an Asset for Building Owners/Operators

Managing BIM as an Asset for Building Owners/Operators Ralph Montague 1, Patrick Slattery 2, John Mockler 3, Eben Adlem 4 LivingBIM (Joint Venture between ArcDox & Accent Property Asset Management) Dublin, Ireland E-mail: 1 ralph@arcdox.com 2 pat@arcdox.com 3 john.mockler@accentsolutions.ie 4 eben.adlem@accentsolutions.ie Abstract this paper will focus on further and subsequent developments of the LivingBIM concepts, as explored and presented at the 2014 CITA Smart Collaboration Challenge, where a multidisciplinary team, investigated the management and maintenance of Building Information in the post construction, operational phase of a building lifecycle during a 4 day workshop. The outcome and conclusion of the CITA workshop was the establishment of various workflows and information connections in the property lifecycle, and acknowledgment that a software solution was required that would connect existing third-party software systems and processes in order to secure and maintain the Building Information in an aggregated digital format. This connected, accessible information set would provide value to the range of property stakeholders throughout the entire lifecycle of the building. The core aim of the LivingBIM concept is to have at all times, a digital, computable, searchable, accurate and up-todate information data source that represents the physical building and its information as an asset. For this paper, the authors propose to focus on the interesting and challenging prospect of assessing information of existing property assets (where Building Information Modelling has not been deployed during design and construction), to investigate how asset information could retrospectively be digitally captured, or reverse engineered into a digital state, that would comply with PAS1192-3 Specification for information management for the operational phase of assets using building information modelling. This paper is a co-authored by ArcDox and Accent Property Asset Management (APAM), providing a combination of ArcDox's extensive experience in design and construction management during delivery phases, and APAM's wide involvement in the asset, property and facilities management phases. Together we bring a unique insight to the challenge, with a clear understanding of the benefits of efficient information flow throughout the project and asset lifecycle. Page 47

WHAT IS THE PROBLEM WE ARE TRY- ING TO SOLVE? The effective and efficient management of building information is currently hampered by the fact that building information is: Predominantly paper-based (or scanned PDF s), and difficult to search & query. Unstructured, and difficult to compare or transfer between systems or link across portfolios. Fragmented, with different aspects managed in different systems. Not accurate, incomplete or out-of-date. Not accessible, locked in bespoke desktop based applications, which in themselves can be difficult to use (unless you have a licence & training). All of the above are contributing significant costs to the operations and management of buildings (directly or indirectly), due to poor access to quality information. This paper investigates how legacy data can be resurrected and revitalized, by way of retrospective information gathering and digitization of information collected, so that it can be used and maintained and add value to the management of the property asset and subsequent operations of the building, We also seek to secure this information as a complete and up-to-date digital asset (AIM Asset Information Model) on behalf of the client or building owner, and provide a mechanism to supply updated information to the range of disparate applications being used during the lifecycle of the property. Property Asset Management (PAM), Facilities Management (FM) and Building Information Modelling (BIM), are currently disconnected systems and processes. Common data is created, stored and maintained separately throughout the various lifecycle phases, creating uncertainty as to which is most relevant or up-to-date information and subsequently generates additional costs for unnecessary duplications and information gathering surveys. LivingBIM would endeavour to mitigate the gap between such systems, enabling improved accuracy in respect of "the latest true version", by way of governing access and version control, auditing throughout the Owners Information Management policy, and providing quicker access and more reliable information sets which would benefit all current, and potential stakeholders Significant time and cost is expended in generating and managing Building Information during design and construction. This typically ends up being delivered in static digital files, or paperbased documents which are handed over to the building owner or property management team. Not only does this static format require building owners and operators to manually populate the management systems, but in this static format, the information is very difficult to process, query or maintain (update), and so the information very quickly enters a cycle of degrading and depletion. Source: ArcDox Where new buildings have used a clearly defined information management process (like PAS1192-2) that delivers digital data at the end of construction, this provides a better platform for using and maintaining that information during operations phase (using PAS1192-3). The reality for most buildings, however, is that these processes were not used and the information is in varying states of disintegration. The focus of this paper is on such buildings, and how an asset information management strategy (like PAS1192-3) can be retrospectively applied. This paper also considers how the use of cloud and mobile technologies can make Building Information accessible and help keep it up to date, so that this information can be leveraged and maintained, during the operational phase of buildings. Page 48

We envisage the ideal scenario where the Building Information remains active, useful and up-to-date in its digital format, during the building's lifecycle, and is recognised as an important and valued asset - as important as the physical property asset itself a LivingBIM. I. HOW CAN BIM HELP When it comes to producing, managing, and exchanging building information, there is no doubt that BIM, as a process, is far more efficient than traditional 2D CAD processes, as you are only creating the information for every component in the building in one place (in the model), and only managing the information about the components in one place (in the model). The object-based model of building components, becomes the container or place-holder for all associated non-graphical data with links to associated documents. Multiple views of the model can be generated if required, but the usefulness of BIM is that you do not have to manually produce, and manually manage multiple separate 2D drawings and schedules, as you would in a traditional process. So the introduction of BIM will bring cost efficiencies and savings, particularly around keeping information up-to-date, as it is managed in one place. Managing construction, property asset and facilities information via a single Building Information Management (BIM) platform will further help to reduce costs associated with managing multiple documents over disparate unconnected systems, mitigate human error caused by duplication and record keeping of information, and develop confidence in the integrity of the information, avoiding on-going, time consuming, and costly surveys, to establish the latest true version of the required information. Connecting a cloud-based BIM collaboration platform with cloud-based PM and FM data systems, would enable bi-directional links between the platforms and systems to connect, update, maintain and filter property information in the ongoing operational and management lifecycle of the property asset. II. THE LIVINGBIM CONCEPT The ultimate goal of Asset Information management, is to have, at any time (at all times), accurate, up-to-date, digital (computable, searchable and accessible) building information (ready for use or ready for sale). The role of the LivingBIM, is to gather, collate, digitize, structure and verify information, to secure this status, and then maintain it in that state. The maintenance of the information asset must become as critical as the maintenance of any physical asset itself. a) The Solution (Beginning with the End in Mind) Based on our experience and investigations, and discussions during and after the CITA 2014 Smart Collaboration Challenge, we acknowledge that the solution is not to attempt to develop a new piece of software that tries to do everything, for the following reasons: There are existing systems that do certain aspects of information management very well, and there is no point in reinventing the wheel. Clients will probably have existing systems they are heavily invested in (both in cost and staff training and experience) and are committed to using, for certain aspects of information management, and they are unlikely to want to change to a new system. A new system that attempts to do everything for ever type of client and stakeholder in the building development and operation lifecycle, would be complicated, cumbersome and expensive to develop. The preferred solution is to develop a platform that allows different systems to integrate or connect, and keep information synchronized or linked across multiple existing systems with data duplication kept to an absolute minimum, rather than develop a new system. The initial stage would be to develop a platform, then we can look at de- Page 49

veloping connectors or plug-ins for each individual 3rd party system we are asked to seek to connect to, on an as required basis (agile development), or recommend to clients to move over certain aspects of their building information management to systems we already integrate with. Property Asset Management and Facilities Management are dependent on management, maintenance, occupational and operational information, from building construction and hand-over, throughout the lifecycle of the property asset. LivingBIM anticipate and seek to connect the disparate nature of stakeholder activities by reconciling all stakeholders' input and output throughout the lifecycle of property asset into a single platform that would collect, map, aggregate and filter data relevant to stakeholders. b) The Challenges Current practice for the production, management and exchange of Building Information, is highly inefficient because it is based on large volumes of paper-based documentation, static digital scans, and fragmented management systems which is cumbersome to search and access. In its current fragmented state, Building Information is difficult to access, query, update, maintain, and the information quickly becomes outdated, redundant and unreliable, losing its usefulness and value to property owners and managing agents. The challenge is to turn this legacy issue into a positive whereby information as a whole is catalogued, searchable and easily accessed for research, reference and due diligence. Information depreciation leads to further and significant costs, draining management and operational resources to access, gather, verify and maintain Building Information for ongoing business decision making purposes. The development of the digitised and collated information model with a sanitised information set enhances asset value and access to the information becomes a valuable operational tool for the variety of stakeholders. III. Leverage cloud and mobile technologies to deliver and capture information live in the field, during operations and management, which can be fed directly back into the BIM to help maintain an accurate record of the property information, available to stakeholders at any time. LIVINGBIM APPLIED TO EXIST- ING BUILDINGS UTILISING PAS1192-3 When attempting to apply PAS1192-3 to an existing building, there are a number of things to consider: a) Establishing and maintaining the Building Information records (securing a digital asset). PAS1192-3, requires a defined Information Management process to be implemented and maintained. The first step in gathering building information would be to establish the Organisations Information Requirements (OIR) and the Asset Information Requirements (AIR) in accordance with PAS1192-3. This will determine what information is required to be collected, and will provide a measure against which the existing information can be measured. All existing information gathered and current information harvested, would be subject to Client ownership of the archived, legacy and current data. In return, stakeholders would be entitled to filter information from the aggregated digital information model in a secure and pre-qualified methodology c) Outcomes to be achieved - Digitise and Visualise existing Building Information. Create a live, web-based, bi-directional link between the BIM and Property/Facilities Management Systems as a platform to collect, structure, collate and manage Building Information. Reduce duplication of effort, improve management efficiencies, access and accuracy of information and secure data ownership for property owners. Source: BSi b) Gather Existing information First we have to try and gather all existing information from whatever disparate sources that Page 50

currently exist, into a centralized repository ultimately a Common Data Environment (CDE) as described in PAS1192, but there may be a temporary holding place while data is checked, verified, correctly renamed and then entered into the AIM (asset information model), using the approvals and authorization workflows set out in PAS1192. Source: ArcDox c) Information gap analysis Next we have to carry out and information gap analysis against industry standards, to ascertain what is missing. Our core benchmark for measuring compliance would be the BS ISO 55000 (PAS55) international standard for Asset Management, which informs PAS1192-3. d) Information gathering strategy We then need a strategy as to what is the best method to gather missing data. This could range from contacting original suppliers of information, to carrying our survey work. It could include determining a list of all the products & materials used in the project, and contacting the relevant product manufacturers/suppliers to provide an industry standard Product Data Sheet (PDS) in digital format, for inclusion in the AIM. The strategy will be driven and determined by a specific information requirement to meet a specific need, and that may dictate that there is high urgency (for assets that are costing a lot to maintain), to low urgency (where information can be simply be capture/gathered as part of future activities (such as fit-out, maintenance, or transaction, such as new tenant, sale etc.). An Organisation Information Strategy (OIR) as defined in PAS1192-3, will drive the information requirements for Asset Information Management (AIR s) and for specific projects (e.g. fit-out etc.) this will feed into individual projects, through Employers Information Requirements (EIR s) as per PAS1192-2. Once the strategy is in place, all subsequent maintenance task, fit-outs works, renovations, etc., will be required to gather and provide information in accordance with the strategy for that element of work. Over time, these individual projects will be contributing to the overall development of the Asset Information Model (AIM). The end result, is that no matter how poor the information asset is at the start of the process, it will now be continuing to grow and develop, in accordance with the strategy, (rather than continuing to degrade and deplete, which is the status quo). IV. SOFTWARE CONNECTIONS A key element of the LivingBIM concept is creating software connections. As stated it is not the intention of LivingBIM to reinvent current applications, but rather to provide a facility to connect systems, to compare and validate the shared data sets across those systems. This aims to achieve two objectives: To make sure the information being used across multiple systems is correct and remain up-to-date. To make sure key information that the building owners requires is secured outside of any proprietary system or short-term service provider. Some modern software systems have an API (application programming interface) which is a set of routines, protocols, and tools for allowing one application to connect to another, for exchanging data, for building software applications. Where these API connections are facilitated across the internet (web services API), applications can maintain almost real-time connection to keep data cross-checked, verified, and synchronised (if appropriate). We would caution against machine-tomachine update of information where professional judgement is required, as the responsibility and liability of information must remain with the correct party. Page 51

Other older software, or closed systems do not provide this functionality, and may require manual connections, or manual data exports/imports to get information exchanged and synchronised. LivingBIM will have to deal with all these connection types on a project-by-project basis, depending on the software application involved, but it is all technically possible. V. CLOUD/MOBILE SOLUTIONS (EASY AND ACCESSIBLE) The concept of the Asset Information Model (AIM) as described and envisaged in PAS1192-3, being the graphical data, non-graphical data, and related documents, hosted in a central repository, or Common Data Environment (CDE), with workflows that manage and control the information that resides there, makes perfect sense, but if the people who need to access that information to carry out their daily tasks, cannot easily get to the information, or potentially make updates to the information, then the case for BIM bringing efficiencies will be quickly lost. Providing appropriate and controlled access to the building information via cloud and mobile devices, will assist in making people s jobs easier, quicker, but will also assist in making it easier to report inaccuracies or changes, and initiate tracked workflows, to keep information up-to-date, verified, and accurate. VI. WORKING WITH DATA The LivingBIM concept, as envisaged, will be dealing with vast amounts of data across many systems, which has to be processed, compared and validated. In developing the solution it will be important to understand data formats, data capture, data mining, data analysis, data checking/validation, data visualisation, etc. Below are some considerations: a) Data warehouse LivingBIM aims to secure relevant data and make this available to parties through cloud (private or public) services, so it is accessible. Service Level Agreements (SLA s) are important. Security of data is an issue (and PAS1192-5 would be relevant). The location of data may be important to clients (i.e. Europe vs US etc.). Some clients may want to host the data themselves on different servers, and this needs to be taken into account. b) Data warehouse structure Since the data in the data warehouse is going to be restructured from the original applications, and extracted from multiple formats, it is not necessarily dependant on their format. So a decision on what the best format would be going forward is important (future-proofing etc.). This area remains to be researched and we will explore the difference between standard relational databases vs the application of graph databases, to see which is most flexible, particularly regarding search capabilities across vast amounts of data. A flexible database structure would be important in the future. We must ensure that we are developing something that is scalable & adaptable, based on the most modern thinking in technology. c) Secure Authentication service Security of data will be paramount to clients and research will include services that are already developed around that to incorporate into the solution. There are services and international standards, including government approved solutions. d) Data standards Since we are developing an application at the cutting edge of technology adoption in a particular sector, it is very important that we research emerging standards and structures in order to predict in which directions those might move, and develop our system towards those or with the capability of easily adapting those (e.g. IFC, IFD, IDM, COBie, Uniclass etc.). Checking data submitted against these standards, and verifying data will be an important aspect of the system. e) Data dictionaries A key challenge to LivingBIM is to try and match or map data in one disparate 3rd party system, with the core data structure, or another system, where each uses a different data structure or Page 52

naming convention. A manual process of mapping table to table, column to column, would be very slow, cumbersome and prone to human error. Our plan is to develop algorithms that check and compare data and to do as much of the mapping as possible. While we may not be able to automate all of this, streamlined processes need to be considered. But key to this is making sure the mapping tables are based on an agreed industry standard like IFD (bsdd) and a common agreed classification of data (Uniclass). f) Data checking/validation This would be a key element of what LivingBIM could provide as an extended service (beyond just housing data). How can owners and organisations be sure their data is good? It needs to be checked against an agreed industry standard/benchmark, or some specific client/project requirements, or regulation etc. To automate the checking, it will be necessary to have the criteria/rules codified, and have the project information in the same structure (using same code), so you can run a machine cross-check. Since LivingBIM is proposing to re-structure and codify data between the source application and the data warehouse (common structure), for many applications, it provides an opportunity to provide valuable data checking facilities/services. g) Data mining Since the focus of this Living BIM study is on existing buildings, the focus is on developing skills, tools and processes that allow us to take existing information (in whatever format & condition), and quickly consume, process, assess that information, to provide a client with a gap analysis & strategy/roadmap to getting to a fully functional LivingBIM. The focus would be on using technology as much as possible to capture and process data (web forms, Excel imports, OCR etc.), existing data in the warehouse, and spreading the input load of additional information across multiple parties (each individual supplier, product provider etc.). The value of data increases with its accuracy and completeness. LivingBIM will consider tools and algorisms that continually assess the data set to try and find non-compliant data, duplicates or bogus records, and flag these for review, so that there is a continuous effort to maintain the databases, and the value of the information. The value of accurate, up-to-date, or even real-time information is that it should be able to provide powerful business intelligence to drive significant improvements in costs. LivingBIM will investigate applications that will continually monitor data and search for key indicators that drive business intelligence, based on pre-determined rules that will bring high-value to clients. i) Data visualization Once the digital asset has been secured, a key aspect to LivingBIM is to be able to present the vast amounts of data back to key business leaders and decision makers, in easy-to-use, easy-tounderstand, summarized views, reports and dashboards, which give clients access and visibility to their key data without requiring complicated software or training. Once we have gathered, aggregated and structured the data from various systems in the data warehouse, this should be readily provided, even across multiple buildings in a portfolio that are using different systems. A graphic design element will be required to ensure that the data is displayed in an intuitive and easy to understand, eye-pleasing way, without requiring manual user processing. Data visualisation tools will help answer key high-level question for clients, for example: How complete is the information set? (measured against an industry standard or benchmark) How accurate is the information set? (has it been verified) How much energy are my buildings using? How much Embodied Carbon is there in my portfolio? How many issues are outstanding? What is the current performance of contractors? Are we getting better or are we getting worse (month-by-month, week-by-week)? Does my building comply with regulations? Are there elements in my buildings that don t meet our current company specifications or policies (health policies, green policies etc.)? h) Data Analytics Page 53

VII. j) Mobile Apps and BIM viewers Development of a mobile app to provide general users, who have no software training, access to the information, either through a view of the virtual model with links to the information, or from the information, with links to the virtual model k) Automated Workflows (CRM/ERP) For existing buildings, what can potentially be a time consuming and costly exercise of gathering and verifying data between multiple service providers, can be greatly improved with modern CRM/ERP systems which automate messaging, and tracking of activities, to make sure people are providing the information required. This goes back to the previous point of spreading the information input workload across a number of parties, rather than just relying on one party. We want to incorporate best use of technology to be sure that the activities of gathering information are automated as far as possible. CONCLUSION AND NEXT STEPS The LivingBIM team have taken the conceptual ideas arrived at last year at the CITA Smart Collaboration Challenge, liaised with clients and the market, investigated further what would be required to make this work in practice, and determined further research requirements, in order to establish the technical brief for development of a software solution to help manage building information for clients and building owners during the asset lifecycle. Our next steps include progressing our research and development funding endeavours, allowing us to reach proof of concept stage and a simple working model that will be utilised to engage with investors as we move on to the implementation and delivery phases. Page 54