360 PFI/PPP MANAGING AS-BUILT INFORMATION THROUGH CHANGE MANAGEMENT AND CONTRACTOR ENGAGEMENT WORKSTREAM MEETING 09-09-2025
1. Introduction
This summary outlines the key themes from a working group session on managing as-built information through change management and contractor engagement in PFI/PPP projects. The discussion included challenges of handbacks, lifecycle planning, asset data, and compliance.
2. Working Group Approach
George Stevenson explained the operational structure: “We have working groups… and workstreams take on tasks.” This model, adapted from BIM4Housing, allows experts to focus on issues like room data sheets, lifecycle costing, and fire safety compliance.
3. Handback and Lifecycle Challenges
Stevenson warned that PFIs nearing completion face risks without robust data: “There are PFIs that are coming up to completion now… people are trying frantically to make sure that they are in place.” Establishing baseline data, tracking variations, and evidencing completed work were cited as essential.
Matt Wilkie highlighted systemic issues: “If it was managed earlier it would be easier. The longer that you’ve got on a handback period the better it is.” He also criticised the lack of updated drawings.
4. Standardisation and Data Management
Participants agreed on the need for aligned classification systems (Uniclass, NRM, SFG20). Hamza Presswala commented: “Every different organisation looks at assets in a different way.” Stevenson and others emphasised interoperability with BIM, COBie, and GS1 standards.
5. Contractual and Organisational Issues
Carolyn Flynn noted difficulties in healthcare PFIs caused by leadership turnover and weak communication: “We’re now coming to the end… in a big panic because we’re in the final year of the PFI.” The financial perspective often overshadowed operational needs, causing misalignment.
Subletting without documentation and gaps in understanding contractual obligations also complicated handbacks. Matt Wilkie argued these should be treated as contractual dilapidations rather than FM responsibilities.
6. Technology and AI
Pierre Venter suggested AI could support gap analysis of contracts, but Stevenson cautioned: “AI is dumb until it has been given the rules to look at.” The consensus was that structured data and standardisation are prerequisites before deploying AI tools effectively.
7. Safety and Responsibility
The impact of the Building Safety Act and fire regulations was discussed. Ann Allen stated: “We’ve had to change our process entirely so that… we don’t miss these things because it’s ultimately our responsibility.” However, roles and responsibilities remain unclear, with multiple stakeholders involved.
8. Conclusion
The session underscored the importance of early preparation, consistent asset documentation, contractual clarity, and collaborative engagement. Standardisation across classification systems, proactive lifecycle planning, and better record-keeping are critical to ensuring smoother PFI/PPP handbacks and regulatory compliance.