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Phase 04 – Operation and maintenance · Building information

Maintaining operational information

Asset Information Management in Operation · QA

The survey and the information in the handed-over asset information model are valid exactly until the first equipment replacement. If updating is not part of routine operations, the information ages with every repair – and in a few years the whole collection is paid for again.

We set up what gets recorded on repair, replacement and alteration, who does it and in what structure. We guard data quality and keep the asset information model ready as an input for the next project.

When to address this

  • Since handover, equipment has been replaced and spaces rebuilt – none of it is in the data, and last year’s survey is already out of date again.
  • Maintenance records are created by suppliers and stay in their systems or in PDF reports nobody ever returns to.
  • A refurbishment is approaching and the designer has nothing to start from, so you pay a second time to measure what was already documented once.
  • Or you are changing the facility management company and want the information to stay with you, not with them.

Deliverables

  • Information update rules as part of the operating procedures
    • What gets recorded on repair, replacement and alteration, who does it and in what structure
    • Suppliers’ information duties directly in service contracts – the record is part of the delivered work, not goodwill
  • A regular data quality report – completeness, currency and duplicates across the building or portfolio, with findings addressed to specific parties
  • An up-to-date asset information model as an input for the next project
    • The refurbishment starts from the real state, not from the completion documentation
    • A basis for the information requirements of the next project

Scope can be narrowed

A common entry point is a one-off data quality review with targeted recommendations, without an ongoing service. The second frequent path: we set up the rules, train your team, and you maintain the data yourselves.

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