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We are looking for real-word examples of issues that could be solved by better information. We’d like to know how you think that could be achieved and, hopefully, how it was achieved.

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8 Comments
Anonymous
2 years ago

input by WB based on information provided by PFI management company

a) What is the issue that could be solved with better information ?
Complete lack of availability of as built drawings, O&Ms, design information. Or documents exist, but are inaccurate due to a lack of updates and version control.
b) What was the potential impact of the issue ?
Cut water mains supply and nearly 11kVa cable due to lack of information. Complete re-validation of ventilations systems in operating theatres due to lack of design information.
c) What specific information would help ?
Complete set of handover documents covering all areas, stored and accessible to all relevant stakeholders for reference and update.
d) Who is best-placed to provide it ?
Project co.
e) Example of how that has been achieved.
it hasnt, in this example.
f) What is the benefit to the client ?
Operations team/Asset Managers know the exact location of assets, cables, pipes etc. O&Ms, H&S, Design information is accessible and controlled, meaning there is confidence in the accuracy of the information.
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Anonymous
2 years ago
Reply to  Anonymous

Anecdotal evidence of PFI documentation (from construction) being held in hardcopy in a shed on site. Management of information needs to valued more highly in these instances, with the benefits of accurate, accessible and controlled information being understood. Long PFI contracts (healthcare usually 35 years) will see a change in technology and information management, this needs to be considered and implemented to ensure information management keeps pace with technology (not CD-ROMs and ring binders). Having accurate and complete information in the first place is critical. Ensure projects cannot be handed over (payment withheld) until all information is provided, and validated as complete and accurate (contractually binding).

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Anonymous
2 years ago
a) What is the issue that could be solved with better information ?
Independent surveyors need to do a ceiling void inspection at a hospital but to find which spaces have which types of ceilings, you end up having multiple documents open, such as the general arrangement (providing room references), Room Data Sheet (providing room details and design parameters), Accommodation schedule (the active document) and the ceiling layout plans (providing ceiling specification per spaces – about 8 different specs.
b) What was the potential impact of the issue ?
Unnecessary disruption will happen because the some of the areas in question are very sensitive with seriously ill patients but I don't want to send the hospital a schedule of inspections points that actually where areas with solid ceilings.
c) What specific information would help ?
A coordinated asset information model where the information we require for this type of asset management view, is simple to access.
d) Who is best-placed to provide it ?
The information was created to suit construction workpackages, not asset management. The creators need active input from asset managers to understand how different models and files should connect to deliver what clients and their asset managers need
e) Example of how that has been achieved.
Contracts where Soft Landings has been implemented early in the process provide the opportunity to get it right. Naming/Taxonomy and classification are being used on various projects to provide the flexibility post-handover, but that requires Digital handover.
f) What is the benefit to the client ?
Easier planning, simpler inspection, faster execution of works, reduced disruption, reduced risk of health and safety incidents, better records, lower costs.
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Anonymous
2 years ago
a) What is the issue that could be solved with better information ?
Manufacturers’ guarantees and warranties not transferred to the owner and even when they are, the manufacturers’ recommended tasks not provided.
b) What was the potential impact of the issue ?
Unnecessary increased costs, given that manufacturers’ will provide replacements for up to 25 years if products fail. Manufacturers’ who make their products last longer are disadvantaged because installation contractors have no equity in selecting a longer lasting product. This has an impact on replacement cost/inconvenience/carbon. There is also an increased risk to safety or operational failure because manufacturers’ guidance isn’t followed – or recorded as being followed.
c) What specific information would help ?
Clear information from manufacturers about warranties and activities that support them. Clients/asset managers should be engaged much earlier, understanding the design, what assets will be doing, which are critical to operations or safety and recognise a small additional cost at selection/procurement can provide huge savings – if from a different budget.
d) Who is best-placed to provide it ?
Procurement teams should place a value on the provision of product information and include in the contract that omission of key information will be considered a defect. The subcontractor buying products should require manufacturers to provide the information (data or documents) and to make it easy for the warranties to be novated.
e) Example of how that has been achieved.
The FM and main contractor worked collaboratively to determine which systems and asset types to focus on and require the installation contractors to record what they plan to install (identified in a Tech Sub) in a shared product library, which the manufacturers, commissioners and asset teams can add to. These products are connected to the asset types in the BIM and reviewed by the FM progressively during construction. If any product information is missing, like warranties and recommended tasks, it can be added later – after which it is available for the next time that product is used on another project.
f) What is the benefit to the client ?
Less disruption and unnecessary cost for clients and an incentive for value engineering to be done properly.
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Anonymous
2 years ago
a) What is the issue that could be solved with better information ?
Key information in O&M documents not being referenced to each other, or to models, creating a disconnect for those responsible for complying with manufacturers or installers/commissioners requirements.
b) What was the potential impact of the issue ?
Asset teams can’t find the information they need, when they need it, so they may undertake works that compromise safety or operations. If they have little confidence in the O&M information, it may not be updated with any changes to equipment that is replaces, leading to an even more significant disconnect.
c) What specific information would help ?
An alignment between naming of systems and objects in BIM/CAD models and the references (data keys) in the documents that contain important information. The key information should be captured as machine-readable data (perhaps in a spreadsheet or data template) or a referenced pdf (ideally only the pages containing the relevant information)
d) Who is best-placed to provide it ?
On new-build, manufacturers should be directly responsible for ensuring the installation contractors are provided the specific product information they need. Contractors have document controllers who already check that documents are properly referenced and provided, so the missing piece is the understanding of the design and how a number of work packages combine to achieve the outcome. On most projects, this is the package manager, supported by the design manager. On existing buildings, SMEs within asset teams should be commissioned to create a digital O&M that has been validated and then can be used many time – and kept up to date. Because much of the data is static i.e. it will be the same on other projects, the contractors see that any investment they make in collecting it, will save money on future projects.
e) Example of how that has been achieved.
Contractor applies an agreed standard for documents and their contents that includes references (data keys) that can be used to group together documents for a purpose (e.g. Fire and emergency file). This means that documents can be collected in familiar folders (perhaps in SharePoint) but grouped and presented in many different ways for different purposes. Other software applications can use APIs to connect documents for different purposes
f) What is the benefit to the client ?
Much easier to find the information you need to take the best action. Much easier to update the O&M with any changes.
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Anonymous
2 years ago
a) What is the issue that could be solved with better information ?
Spaces in the handover information are missing, duplicated, been changed or conflict with other space numbers/names.
b) What was the potential impact of the issue ?
Assets have no locations so asset lists can be misinterpreted and no reliable baseline. CAFM mobilisation is delayed with significant investment in fixing something that would have been simple to address earlier.
c) What specific information would help ?
A master space data key that all parties reference in models, drawings and schedules. As spaces are renamed or added, the master list retains the original data key so all referenced information – data, documents, specifications, product data – is connected.
d) Who is best-placed to provide it ?
Architects and MEP designers create their own spatial models – BIM or drawings – from which floor plans and room schedules are generated. MEP references the architects spaces but these often change as design develops. Also MEP has spaces, like risers, that the architect doesn’t normally include.
e) Example of how that has been achieved.
The architect’s scope includes “ownership” of the overall spatial model and provide “containers” for all other disciplines to locate assets. MEP designers and contractors reference the Architects’ master spatial model and coordinate any changes they need with the team so that every space in plan has a unique reference which should remain unchanged for the life of the building. Any renaming is recorded as an additional machine-addressable reference so the connection with schedules and information that was created before the name change, is coordinated.
f) What is the benefit to the client ?
Clients have a single reliable baseline that is software agnostic, allowing any asset information to be easily coordinated and updated. Risk assessment and actions, operational asset management, utilisation, performance and carbon reporting is much easier.
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Anonymous
2 years ago
a) What is the issue that could be solved with better information ?
Client tenders FM contract based on 10,000 assets but the FM’s initial review suggests there are 20,000 assets.
b) What was the potential impact of the issue ?
Either the scope or the costs need renegotiating – impact on relationship
c) What specific information would help ?
Reliable baseline Asset list that is agreed by client and FM
d) Who is best-placed to provide it ?
Surveys by various different SMEs – fabric, mechanical, electrical, controls, safety, fire - which takes several weeks and costs £50k and may be disputed – matter of opinion.
e) Example of how that has been achieved.
Sodexo digital asset capture – 360s with asset database – digital record – not ambiguous
f) What is the benefit to the client ?
Baseline for the client and the FM that can be used for different purposes e.g. carbon – and a Golden Thread for the life of the building irrespective of the different software that different contractors use.
Last edited 2 years ago by Anonymous
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Anonymous
2 years ago
Reply to  Anonymous

I guess the difference in the of assets originates from the definition of asset considered; I mean, is it a maintainable asset only? If yes – are there any exclusions, and why?

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