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Using Digital Safety Files for

FM and Asset Life Cycle

(Post-Handover)

Title

Safety File – Building Information

Paper based Safety File

Paper mess Electronic Paper mess

Digital Project Delivery does not mean dumping everything onto a CD…….

Soft Copy ??

WE TRANSFORM FILES INTO A DIGITAL ASSET

CENTRALISED. ACCESSIBLE.DISCONNECTED. DISPARATE.

Digital Safety File

Provides complete building reference library including:-

Complete Asset Register

Schedule of Warranties

Instant access to all O&Ms, Tech Data Sheets, Commissioning & Testing

Online, Stand Alone or on Local Area Network

Building Owners use our solution to reduce costs and improve their Building Management

Schedule of All Maintenance

Life Cycle Asset Management Functions

Digital Safety File

Owner Needs

Facilities Management Data

Typically not BIM experienced

Working on many cases on a daily basis

May be still paper based

May be outsourced

Understanding the needs of the Maintenance Team

Who will use the data?

What documents and data do they need?

What Maintenance Software / Systems do they use?

What format do they want the data in?

What devices will they use?

Engage with the Maintenance Team

BIMForum presentation in Nov 2012 –FM experience in Sandia National Labs.

Main facility is Albuquerque, New Mexico. 689 buildings on 13,740 acres 10,000 people

O&M Needs - Sandia

Steve Fattor

Data delivered at the end of construction is often incomplete. Why?

FM did not tell the contractor what he wanted

Installation contractor does not understand the needs for servicing and maintaining the equipment he installed

Can take 6 months+ to manually load into CMMS

FM begins at Project Handover ?

FM want to get in early and start to Asset Tag equipment – or agree on the asset tagging and let the installing contractor do that before handover

FM know how to operate and maintain standard common equipment but need special training and lots more information on new technology

“The biggest chill that goes up my spine is when I learn that one of our buildings just won an Architectural Award or just got LEED Certification”

Steve Fattor

FM begins at Project Handover ?

Follow up study by Sandia Laboratories

Looking for O&M information to fulfill Work Orders

€3.5 per sq.m. each year (cost to Owners for 60% of work orders)

The cost of poor information

O&M Teams spend 20% of their time in Asset Information Systems

5% of company turnover saved by efficient information management

1 – 5% savings with user friendly “front end” IT systems

The cost of poor information

Information is an Asset

Asset Information has to answer many different kinds of questions

Relational DatabaseIFC File

Digital Safety File

Structured Data

Uniclass Table Structure

Linked Data – Not Duplicated

Structured & Linked Data

To pay a lot of money to have data available is of no benefit to FM unless that data is useful …..

Steve Fattor, Sandia

Data Overload

COBie(Construction Operations Building Information Exchange)

COBie is an OUTPUT and not a Tool or an App

“Subset of BS ISO 16739 IFC documented as a buildingSMART model view definition (MVD) which includes operational information” (BS 1192-4:2014)

Put simply, COBie is selected data from the wider data available in an IFC file but without the physical geometry of the model

IFC stands for Industry Foundation Classes and is an open structured data format managed by buildingSMART

COBie is designed as a “one-way street”

COBie is an exchange format

COBie

What do Owners want?

COBie System Tab

COBie Type Tab

COBie Component Tab

The colours indicate the following:

Yellow = a required fieldGreen = optional fieldOrange = reference to other or pick listPurple = external referenceGreen = if specified requiredGrey = secondary info if required

COBie is an exchange format

CMMS System

Clear Asset Naming

Revit

Revit

Employer Information Requirements

EIR – Employers Information Requirements

An EIR should define WHAT information is wanted and WHEN that information needs to be delivered

Operating and Maintenance Information and ProceduresProduct Data SheetsCommissioning ResultsAs Built DrawingsWarranties

Performance DataU ValueFire Rating

Building operator should have a representative on the BIM team

EIR – Employers Information Requirements

LOD / LOI

LOD / LOI requirements change

Use Case

ALL DOCUMENTS IN ONE PLACE

Digital Safety File

SEARCH ENGINE

Digital Safety File

Digital Safety File

FULL ASSET REGISTER / DATABASE

Digital Safety File

WARRANTIES & GUARANTIES

MAINTENANCE

Digital Safety File

LIFE CYCLE ASSET MANAGEMENT

Digital Safety File

CRM of all SUPPLIERS and

MANUFACTURERS

Digital Safety File

Space Planning

Operation and Maintenance

Save 2-3 weeks in sale process

Cost of €60,000 due to lack of documentation

Show service history Prove ownership

Ready for Sale

Life Cycle Asset Management

Analysis

Raw output

Risk based

Asset renewal

Investment

Balancing budgets

Balancing risk

Scoping projects

Making decisions

Digital Safety File

QR Codes

Can Contain “static” Information ▪ Contact information▪ Maintenance information ▪ Links to other information ▪ No need for phone / data connection

Use Examples:▪ Asset information▪ Colour of paint on wall▪ Safety instructions▪ MSDS/COSHH reference codes

DFM Live

BIM

Building Information Modelling

or

Building Information Management

UK BIM Alliance

Digital Safety File

CDE for Owners and FM Team

Finding Information

Finding information to fix the boiler

3D Viewers

Augmented Reality

UK BIM Alliance – Going Digital Report

DFM Live

DFM Live

DFM Live

Service Plan and Records

DFM Live

DFM Live

DFM Live

Bobby GallagherManaging Director - DFM Systems

What information to export from the 3D model

What export format is needed for the FM System

Asset Names verses 3D Model component names

Digital Safety File

THIS IS WHAT A BUILDING OWNER

GETS ON PROJECT CLOSE OUT WITH

COBie AS THE DELIVERABLE

Easy to Access? Easy to Search? Accurate? Up-to-date?

COBie vs Digital Safety File