BIM Digital Information Management

bimacademy

www.bimacademy.ac.uk

Edocuments Ltd

32 Waterhouse Business CentreChelmsfordEssexCM1 2QEUnited Kingdomemail: info@edocuments.co.uk

BIM Academy (Enterprises) Ltd

School of the Built and Natural EnvironmentNorthumbria University Ellison BuildingNewcastle upon Tyne, NE1 8ST

General enquiriesSam Collard m +44(0) 7808 041 445e sam.collard@bimacademy.ac.uk

Regional enquiriesPeter Barker, United Kingdom and Europem +44 (0) 7909 992 2414 e peter.barker@bimacademy.ac.uk

Will Joske, Australiat 0402 289 836e will.joske@bimacademy.ac.uk

Richard Dorkin, Hong Kongt +852 62551 695e rdorkin@ryderarchitecture.com

Paul Worthington, Thailand and Myanmart +66(0) 806 616 8741e paul@mtechthailand.com

www.bimacademy.ac.uk

Contents

Revision First issue

Date2 February 2015

AuthorSCO

CheckedSCO

Page456789101112

IntroductionBIM Academy and EdocumentsBenefits of using a BIM EDMSProject services BIM digital document data captureSupply chain data integrationApproach to existing estateApproach to retailCase studies

1.0Introduction1.1 BIM digital information managementThe increase in complexity of building design, and the requirements of the associated services, emphasise the essential need for operating and maintenance documentation which enables the building to be run and maintained efficiently and logically. A well prepared manual is therefore an essential part of any building / building services installation contract and a properly prepared manual can be expected to produce cost benefits to offset the initial outlay in its preparation.

Those responsible for the operation and maintenance aspects of the installation require details of the plant installed, its operating parameters and maintenance instructions and schedules. That well prepared manual should be prepared in the format of a web based Electronic Management Document Store (EMDS). To do otherwise, means that we waste time waiting and searching for information.

Hard copy information is frequently removed from the document management system to support a maintenance activity and is often misplaced or never returned. The quality of record information is eroded over time Digital document capture embraces more than operating and maintenance systems. The same system can capture data management for health and safety files, building log book and BREAM or LEED documentation amongst other systems. We can provide a bespoke system to meet your requirements for integrating an EDMS with a BIM Model.

1.2 BIM manual - determine the formatIn a BIM environment to achieve level 2 BIM the operating and maintenance format would be as follows:

• Electronic and paper hard copy format• Linked to a BIM Model• COBie data drop enabled• The ability to be linked to an asset

management system is proven

Before the detailed content of any electronic manual can be determined consideration needs to be given to :

• The type of manual that is required or warranted by the installations

• The operating and maintenance strategy envisaged for the installation

• The categories of user for whom the manual is being written

• The likely sources of information and the state of readiness and completeness of these sources of information

• What format the client requires these sources of information in

1.3 Efficiency in manual productionThe operating and maintenance manual should now comprise an EDMS which is data and information rich and is linked to the Asset Information Model (AIM). This becomes the efficiency driver in asset maintenance work flows. Maintenance activities can now use managed data that is integrated for the design,construction and handover phase of the project and it will be used many times in the management of the facility.

Not all information on a project will originate, be exchanged or managed in a BIM format. Linking PDF to a data rich model through and EDMS creates a consistent and structured, and accurate information exchange. Record information from a BIM environment or from conventional data can be stored and shared in an EDMS, which is be linked to the project single collaborative data environment (CDE).

1.4 Creating databasesDigital documentation hosted on web services can capture more than operating and maintenance systems. What essentially we are doing is sharing data not documents, and sharing data in a format that can be linked to other systems such as propriety CAFM systems. We can do this on a new build project in a BIM environment, but we can also link in data to existing record systems and drawings.

2.0BIM Academy and Edocuments

BIM Academy and Edocuments have formed a consultancy and delivery partnership which provides a turnkey solution for digital information management.

The partnership works with teams to deliver validated record documentation to a state of completeness that allows data integration with the record and asset information models.

The BIM Academy-Edocuments solution addresses and de-risks the integration of data for our clients. We operate from delivery hubs based in United Kingdom, Australia, USA, China and Thailand.

The process of integrating data can be commenced during the design stage of the project, creating and validating data outputs to BIM and non BIM tools.

The approach to the collection of data is simple and dynamic with an effective reporting system. The earlier in the design and construction process you plan and manage data integration, the more efficient and cost effective handover and data integration is for a project. This significantly reduces the risk of late handover of the record documentation and creates a more integrated and meaningful handover of the built asset.

Edocuments have been providing data integration solutions to industry since 2005 with 65% of their turnover achieved through repeat business, and 30% of their turnover from long term agreements.

BIM Academy is unique in combining industry experience and academic expertise to support industry in the adoption of BIM for FM through consultancy, research and education. Their knowledge of AEC BIM technology dates back to the 1990s and is combined with practical experience since gained in the application of BIM on industry projects since 2003. BIM Academy established in the UK is a joint venture between Northumbria University and Ryder Architecture.

Document room

Digital information management

Digital Information Management - data formats

3.0Benefits of using a BIM EDMS

Record filing structure

An Electronic Document Management System (EDMS) creates a consistent platform for collecting and integrating data assembled during the construction of the facility.

This information needs to be captured accurately and expediently with relative ease and in a cost effective manner. The record information needs to be complete, validated and verified for completeness and content quality.

The assembled record data can now be integrated in the asset management system via a BIM for FM integration tool, such as Ecodomus or similar. Benefits derived from an electronic document management system are:

• Central store for all information in a standard format, it saves cost in the management, delivery and storage of paper

• Ease of use, searching and finding information which is quick and electronically archived

• The system has a compliance audit trail, is easily updated and future proofs the ability to share information electronically

• Information is provided in a structured format with data mapping at design, construct and Record information production. Object unique identifiers are mapped with an emphasis on automation of shared data. The format of data information collation and capture is determined at the outset in the EIR, and later reinforced in the BIM Execution Plan (BEP) for design and construction

• Time and effort to link and retrieve as fitted documents is substantially reduced in an EDMS

• An electronic document is always available and can be retrieved and edited on mobile devices.

• Legislative requirements are better managed in a EDMS

• Project risk is substantially reduced due to the transparency of managing the supply chain. Recording progress of the collation of record documents with multi user, multi site access is achieved through the built in reporting tool.

O&M progress monitored and reported

4.0Project services

BIM Academy-Edocuments deploy EDMS solutions and engineering expertise that is dedicated to the creation of correct and validated data efficiently for BIM and AIM models.

Our combined experience in BIM model management and BIM Record collation allows us to work with teams using lean processes for managing record document production for:

• New construction buildings and infrastructure for BIM handover

• Renovation of existing buildings and infrastructure including laser scanning and model creation services

• Creating data templates and mapping data to create accurate as built for asset management systems

The services we provide in Digital Information Management include:

• Record collation management consultation, goal setting, and planning

• Incorporate O&M BIM requirements in Standards, Guidelines, Employers Information Requirements, BIM Execution Plans

• Organising and auditing of design and construction processes / standards through BIM for FM data collection, verification and management service

• BIM Record collation cost advice, feasibility reviews, and implementation strategy

• Creating additional parameters and fields in models that are not developed to Level 2

• Management and validation of COBie data extraction service for key project stages

• Creating record data for existing estate from 2D DWG or PDF

Integrated approach to project services

5.0 BIM record documentation procedure

The coordination on the production of handover We collect documentation via a series of workshops is an approach we would promote on all projects. It essentially requires the compilation of the documentation, including the O&M manuals, to be closely coordinated from conception to completion and managed in order that an integrated, project specific manual is achieved.

For a BIM environment, we would establish the data mapping requirements of the client as recorded in the Employers Information Requirements (EIR) and the Design and Construction BIM Execution Plan.

All manuals must conform to project determined specification for presentation, format, structure, quality and nature of content. To this end, we prepare a set of documents based on the project requirements. These define the guidelines for content and provide the producers with a paper and electronic template which incorporates the format, presentation and structure.

Rather than wait for each work package contractor to issue their draft O&M manual late on in the project, each data producer is required to present the required information at the various and agreed stage of completion, and we can validate the quality of information in this manner as it is produced. This is achieved in a transparent web based platform with integral reporting mechanisms.

Training and support is provided in the use of the system. We periodically undertake a series of webinars to assist these who are trying to develop the skills in using the system, however Edocuments is a very easy and intuitive system to use.

In the initial stages of the project, the guidelines and the format template(s) or product development templates are issued for the manual, in both paper and electronic form. They are issued to all the sub / trade contractors who are asked to review the requirements over a two

week period.

At the initial workshop the specific requirement and dates for each of the sections within the manual are summarised and issued to the producer. A progressive flow of information over the project time frame is requested to ensure that the supply chain producing the documents are making sufficient and satisfactory progress towards the key milestone submission dates. Our manuals are compiled either to our client’s requirements or to the BSRIA application guides’ standards. Major investments in the latest technology and skilled technical authors ensure that the product is specifically written for each individual project.

We offer a web based version where we manage from the initial workshops, an uploading facility of data for all specialists contributing to the manuals, to allow our technical authors the facility to monitor and review submissions, on line, which can also be viewed by our client. Final collation and completion to digitising or a simple

Sample product data template - PDT

6.0Supply chain data integration

Different system requirements

Data process map

The Electronic Document Management System (EDMS) creates a consistent platform for the collation and integration of data assembled during the construction of the facility. Contractually on all projects this information needs to captured accurately and data collation, and completion responsibilities need to be defined in the Employers Information Requirement (EIR) and the BIM Execution Plan (BEP).

Historically the collation of O&M data has been fraught with difficulties due to the complexities of the operation, and the extent of the data required. Keeping track of approved data and version control is difficult to manage. If we do not deliver the data in the given time then this can be a significant fiscal risk to the project.

We develop and use standard product data Template that maps data continuously through design to asset integration. We establish the PDT requirements in the BEP in order to ensure conformity of data fields that relate to the primary identification fields of an object, and keep consistency and uniqueness of the object identification.

Using Edocuments we can assign the systems information to be collected. This is undertaken by creating a Master Data or Asset Register where we define the information we wish to collect, in what format, and we clearly identify the owner of that task

Through validation we manage the process at pre determined gateways in order that we can identify the progress of data collection, and send electronic reports to the parties who are collecting information. Normal approvals apply ie if the data being collected is incomplete and has not been given the necessary stage approval, then that element of data is rejected, and is subject to revision. Team workshops and training are provided, however Edocuments is a user friendly package.

7.0 Approach to the existing estate

TExisting estate looks to be a significant challenge for an electronic document management system. This does not need to be the case, and using Edocuments and our teams can soon create the framework of a usable system for implementation.

Initially we scope gap the data for record layouts in dwg and PDF format. We have assumed a BIM model is not available. Unless you have specific technical reasons in the case of a heritage building we would not normally scan the building in order to create layouts. The time taken to scan to BIM and covert to a Revit Package, or similar is a high cost to be borne, and is sometimes not required..

Having established the extent of record information, we need to scan and OCR this into a format we can use - especially if the record are paper copies only. We then define what we wish to capture, and create a standardised template and folder structure. The client may wish to create Room Data Sheets for each building and this can be readily accommodated.

Data collected will be submitted for comment and review by the client at each project gateway.

We now collect the data, or train the clients team to do so. As well as training we would recommend a support period of a week to work with clients to assemble information and take them through the systems. If there is an existing database we can usually transfer this information into the standard format, if the mapping process has been undertaken efficiently.

It is beneficial to create short cut and link buttons to common data sources. Access to the data can be by desktop, or by mobile device or by both.

We will establish which data needs to be managed with regard to legislative requirements.

The reporting system can provide a gap analysis of the intended information to be attached and non compliance reports based on the level of content agreed.

We can assign critical rating to certain types of data if required.

The process is customisable and expandable to suit any additional systems and or information the client requires.

For existing estate all solutions will be bespoke, however we start from a database of known templates and parameters which creates significant efficiencies in the process.

For existing estate we need to think beyond buildings and consider infrastructure projects, utilities and rail.

Linking the site to the system

Linking to multiple sites

8.0 Approach to retail

Collecting data in a retail environment could mean that we are dealing with a number of BIM’s which may be split over multiple sites. These sites also may undergo refurbishment in a fast track environment where the collation of data and the ability to provide record models may pose a significant challenge.

This does not mean that we cannot organise, and standardise this process to meet the clients specific requirements. Data can be collected, and available at the end of, and during the project. Good record information in a BIM environment is achievable.

Collecting data for large malls

Collecting data for multiple existing units, and multiple sites

The provision of BIM in retail should commence with in depth discussions with the retail clients and their supply chain. As part of the process we need to identify the added value BIM can bring, create common standards and align customer need with the BIM strategies we put in place. Inevitably this will involve bespoke solutions for each retailer, and similarly present a challenge in what data we collect beyond information about the building.

The building may comprise a large mall with a number of multi tenanted shop approach to their letting. These units will have been fitted out by a supply chain who may not undertake the work in a BIM environment. This should not deter us from creating additional value through the collection of data that will better inform the management of the asset.

Typical information or data drivers that can be collected are listed below (for each tenancy):

• Tenancy sqm • Lease document• Years to run• Schedule of lessor items provided at lease

commencement• Schedule of lessee item provided at lease

commencement • Base building items eg waste, electrical, 3

phase? Amps per phase, comms etc• Annual rent• Equipment manuals• Warranty info of lessor items eg A/C• Scheduled maintenance• Tenant contact details• Trade services contact details• Copy of planning permit• Copy of occupation certificate• Annual certification of essential fire safety

measures• List of hazardous materials • Food tenancy code certification• Tenancy Fit out guide• Tenancy signage standards• Approved tenancy design drawings• Tenancy construction drawings• Contractor details

Case StudiesIndex1 Manchester Central Library2 Various Retail3 ROI - Return on Investment4 Retail - Intelligent Content

Case Study 1Manchester Central LibraryProject nameManchester Central Library -BIM Digital Information Management

LocationManchester - United Kingdom

DescriptionManchester Central Library originally constructed in 1934 was recently refurbished and opened to the public in March 2014. It was a BIM collaboration between:

• Manchester City Council• Ryder Architecure• BIM Academy• Laing O’Rourke and their supply chain• Edocuments

The building was surveyed, laser scanned with and with he resultant point cloud converted to Revit for use by the design and construction team. The model was used extensively by the team in planning the design and construction, with the main contractor using the model extensively for temporary works. Detailed discussions with Conservation and English Heritage was facilitated due to the extensive use of BIM.

What we didDuring the process the client moved forward with an ambitious process of creating a BIM for FM model, and creating a central digital database for Operating and Maintenance manuals. Working with Edocuments they have replaced the incoherent paper OEM manual with a coordinated digital management system. This system gives clarity to room data and allows isolation of key systems in the building for clarity of access, maintenance and replacement.

The Electronic Document Management System is used for fire strategy integration, security and energy strategies and deploys hand-held technologies. This allows the maintenance team to immediately retrieve and use information in order to assess and undertake work orders cost effectively, and in a safe manner. This was an award winning pathfinder project for the development of Digital Information Management for an existing building working in a BIM environment

Case Study 2RetailProject nameVarious Retail -BIM Digital Information Management

LocationUnited Kingdom

Since 2005 Edocuments have worked with a Main Building Contractors and MEP subcontractors who have carried out various refurbishment and new build works for a number of major retailers. Employed on a project by project basis we have delivered Operating and Maintenance documentation over 175 stores of varying sizes, in digital and paper format in compliance with the employers template requirements.

The retailers generally have specific template formats and requirements generally hosted on their own corporate document or information management system.

Edocuments are able to create standardised templates and libraries of information so that content is catalogued, managed and maintained making the delivery of documentation highly cost effective and fast.

The system enable the entire project team to view, review and comment on the information without the need for printing. Printed documents are delivered at the end of the project only for final review and sign off by the Project Manager.

Requirements

• Compliance with corporate standards and templates

• Compatible with their Estate EDMS • Accessible from multiple locations via a web

browser• Fast track projects• Easily access and track progress• Standardised information templates• Economic and rapid delivery process

Payback on investmentStatistics around Digital Information Management are difficult to present. Decisions are often judged at a procurement level based on capital outlay between the creation of operating and maintenance manuals as a hard copy, and those that are electronically formatted and archived.Additional factors to be considered in procuring an information management system are:

The people who have access to the information or have to review the assembled record information during design and construction and handover. Typically these are the client, designers, constructors, FM and project management specialists.

What value do clients put on the investment, and what period are we measuring value for. Do we place in the transparency of the information we provide? Value is often singularly measured in the cost of a system, and so often we overlook other methods and system that we can link to and EDMS such as :

• Health and Safety file• Building log book• Building user guide (BREEAM / LEED)• Operating an maintenance manual• Bespoke client digital management solution

Cost of Operating and Maintenance manual assembly can vary as a percentage of the build cost between:

• £ 1 Million UK - 1% • £ 5 Million UK - 0.6%• £ 10 Million UK - 0.25%• £ 20 Million UK - 0.15%• £ 50 Million UK - 0.09% • £ 100 + Million UK - 0.06%

It is estimated that if you were to assemble the equivalent documents in a manual format then this could cost 2 to 3 times more and increasingly add risk to the handover of information due to the time and increased complexity, and the final product will not be of the same quality.The cost of reproducing information and keeping it updated for refurbishment is significantly reduced,.

Case Study 3ROI - Return On Investment

Metrics captured

Progress captured

Standard libraries utilised

Little BIM, big BIM

Case Study 4Retail - Intelligent ContentWe can develop a kit of parts that are specific to the client’s business need and operation. Centralised content can be developed and carefully managed to ensure accuracy and consistency. This approach allows new projects to be delivered quickly and efficiently with a high degree of control of standards and content information.

This content information can be collated during the design, and at the end of construction as record information in an (EDMS) electronic document management system.

Information stored will allow:

• Precise fixture numbers, codes and relevant procurement data that can be scheduled.

• Fixtures can contain quantifiable sub components, as well as linked product information.

• Staged delivery and other procurement strategies can be visually represented in the model.

• Facilities and asset management data is incorporated and tested prior to the project data being handed over.

• Other processes relevant to the client can be developed.

BIM Academy can then manage the information, visual communication and documentation tasks in a balanced, practical and efficient manner.BIM Academy can develop a kit of parts that provides for information rich, well coordinated and accurate documentation, enhancing our client’s business practices.

BIM Academy have developed Visualisation and BIM methods

which linked with a central electronic document management system.