28 November 2023

DigitalTwin4FM #2 – Asset Information Requirements and Essential Documentation

We have already established that the BIM model is part of the Digital Twin – its physical representation. In order to determine what should be included in the BIM model, or rather its subset – the Operational Information Model (AIM), the Ordering Party should prepare the Operational Information Requirements (Asset Information Requirements) containing the arrangements with the FM team. Only on this basis can the Contractors get to work. The information necessary to prepare them is often contained in many different documents, from which we have to extract the data we need. On this basis, we can prepare our model, which we then “bring to life” through data from the network of sensors distributed in the physical twin, which will allow us to create our digital twin – the Digital Twin. Explore the differences between Digital Twin vs BIM Differences in Facility Management and their impact on asset management.

This article is part of the “Digital Twin for Property Managers” series promoting the training of the same title and explaining the path to delivering BIM models for Facility Management purposes and transforming them into a Digital Twin of the facility. Click below to check the previous posts:

Information Models – Asset Information Requirements Results

Information Operational Models are typically created in two scenarios:

When we start with a design model, or
When we start with inventory.

When we start with a design model

In the first case, we can already have a model prepared during the design and construction stages. The Project Information Model (PIM) then goes all the way from concept to occupancy permits (Occupation Permits). It eventually metamorphoses into AIM. If the arrangements with the FM team were made from the very beginning, we can be sure that all the required information was included in the model by the designers and contractors of the building. It is also consistent with the physical twin – our constructed building. In such a case, all that remains is to clean the model well. We also have to make sure that the parameters will be exported well to data exchange formats, e.g. COBie.

When we start with inventory

In the second scenario, the building is already standing and we do not have its digital representation in the form of an information model. We must then obtain geometric data, preferably by laser scanning, in order to then start collecting the documents necessary to provide information about our resources included in the model (AIM). The majority of the documents needed to prepare the model are in the As-built Documentation provided to us by, for example, the General Contractor. After performing laser scanning and starting modeling, this data is entered only once into our model (AIM) by the executive team, while maintaining all agreements included in the contract and AIR.

Anyone who has seen our webinar, Digital twin vs BIM model , knows that there are three paths to obtaining the information needed to prepare an Operational Information Model (AIM). Each of them is characterized by a different factor in the creation of the model and the amount of work required to prepare it.

Information management process ISO 19650-3 [source: ISO 19650-3 Figure 4], own development and translation

Steps to creating a digital twin

The first path (predictable initiating Events) is a situation in which the initiating Event, i.e. the need to create or update information, occurs in the middle of the process. Most often, we will then have to deal with the need to update an existing operational model by the executive team. Such a team may have a signed framework agreement. It waits (as in starting beams) prepared for the need to introduce changes to the information model.

The second path is a situation in which, together with the purchase of an object (e.g. real estate) from another Ordering Party, we receive its digital representation – an operational model. Naturally, this way of obtaining a model is the most welcome. Then it is enough to verify that the model is correct.

The third path (unpredictable Triggering Events) – in which the Triggering Event is at the beginning of the process, represents a situation in which we have to start from scratch. Such an event could be a lightning strike, a fire, or simply a decision to start a new investment.

In each case, we must verify the completeness, consistency and correctness of the data contained in the AIM model with the actual state. The documents provided to the Ordering Party, which we will discuss in a moment, are a confirmation of the truthfulness of the data contained in the model. At the moment, they are as up-to-date as our model.

Documentation required to prepare information in accordance with Asset Information Requirements

Operational Information Requirements (AIR) contain a list of assets along with their information requirements. They are necessary to achieve the goals of the organization and the goals of specific projects. ISO 19650 standards do not define one specific form, appearance of such requirements. It can be either a descriptive text document, a spreadsheet table, or a database on a web platform .

The exact scope of information we need will always depend on the specifics of the individual requirements of the facility. We can assume that for the Facility Manager to properly operate and manage the building, we need data such as:

name, model, manufacturer, quantity and location of individual devices and/or their parts;
date of production, purchase, commissioning or last inspection of the device, device group or object;
operating conditions of a given device, including thermodynamic properties such as temperature, flow rate or pressure, electrical properties such as voltage, current or power of a given component and many others;
operational and warranty requirements, list of consumable and spare parts, etc.

List of required asset parameters, source: PSU OPP BIM Attribute Parameter Definitions

As we can see above, the scope of this data can be quite large. In many cases does not end with the above list. Therefore, in order to supplement our AIM model with the above data, we need to access documents related to the building and individual devices :

Post-completion documentation,
Building Object Book,
Fire safety instruction,
Audit books of devices subject to UDT supervision,
Operation and Maintenance Instructions agreed with the Power Plant,
Technical and Operational Documentation,
Warranty cards,
Commissioning protocols,
Acceptance test protocols,
Material cards,
Compliance Cards,
Technological drawings of the installation,
List of devices and quantities of ODS and F-gases,
Contracts with utility suppliers, etc.

VAV terminal operating instructions, source: TROX GmbH

Units responsible for managing BIM model information

Assuming an ideal scenario in which information is provided in accordance with the international ISO 19650 standards, the Ordering Party in AIR should define requirements regarding the roles of information managers responsible for the results coming from the Main Contractor of the order, e.g.:

BIM manager – the person responsible for delivering the BIM model.
Asset Information Manager – the person responsible for providing information about the project assets and their results in the form of a COBie file.

These two roles can be unified and performed by one person. ISO does not specify specific names for information managers. It tries to provide guidelines that we can flexibly implement in organizations of different sizes and types.

We will talk more about what COBie is and how it works in the next parts of the series.

Roles of information managers of bim models – Digital Twin vs BIM Differences

BIM manager

BIM manager appointed by the Main Contractor, i.e. the party responsible for delivering the project results to the Ordering Party. He will be responsible for the quality of the BIM Operational Model and its consistency. In accordance with the previously signed agreement (which is annexed to the BIM Implementation Plan – BEP).

This means that you need to pay attention to several key issues:

All items included in the scope of work must be modeled at the Level of information need specified in the contract.
All schedules, details, and annotations should be created natively in the modeling software . Dimensions should not be replaced with text.
All existing conditions should be reflected (modelled) and should include all disciplines that will be affected by the work for future renovation or retrofit projects.

Asset Information Manager

The Asset Information Manager appointed by the Main Contractor will be responsible for the quality of alphanumeric (non-geometric) information entered into the Operational BIM model. Also its export and exchange with property management systems and its consistency with the contract (BIM Execution Plan – BEP, or Asset Execution Plan – AEP).

Must supervise:

Capturing all assets in a COBie file during model preparation in accordance with the Customer’s requirements.
Perform regular updates, additions, or deletions to the COBie file when there are design changes that impact assets, facility spaces, or attached documents.
Providing a single COBie file containing a complete set of asset information for all industries.

COBie File Component List, Source: Prairie Sky Consulting LLC

Understanding the responsibilities of these entities will help us better understand what guidance should be included in the Operational Information Requirements.

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In the next parts of the series, we will talk about the guidelines for laser scanning. It is the basis for inventory and preparation of post-construction documentation in the form of a BIM model.

DigitalTwin4FM #2 – Asset Information Requirements and Essential Documentation