Asset data handover for a large educational institution: Case-study approach

Owners of multiple facilities who maintain large capital portfolios are challenged with efficient maintenance to streamline operational processes and costs. Clearly defined and structured information documentation standards are needed before a project even starts to develop appropriate as-built documentation to support postconstruction operations. This paper documents a case study of a large educational institution that is exploring methods for adopting a building information model (BIM) for facility management (FM) approach for information management as a way to overcome inefficiencies in its current information processing methods. A multiphase process has been used in the development of a proposed BIM-based solution. This paper presents the data needs analysis that has been conducted with the first phase of the research project. The preliminary data capture and documentation methods are discussed in terms of a spreadsheet-based methodology that allows for easily identifying and tracking sources of information. A pilot study is also discussed that was used to validate the information needs and overall process. Future research steps of converting the spreadsheet-based methodology into a model-based approach allowing the FM department to directly link a BIM to its computerized maintenance and management system (CMMS) are also included. Specific challenges and lessons learned in the information collection process are also discussed in terms of how they have affected the overall process development.