incontrol dfmshare.dfmsystems.com/sales/dfm23.pdf · dfm systems – ireland, qatar, new zealand,...

InControl DFM

For BIM Level 2 Handover

DFM SYSTEMS – IRELAND, QATAR, NEW ZEALAND, AUSTRALIA, USA www.dfmsystems.com

O&M DOCUMENTATION

We recognize the fact that over 80% of the Life Cycle cost of a building occurs after

construction and these costs are heavily influenced by the quality of the Operation and

Maintenance information passed to the building owner at project handover.

We are a specialist company with over 15 years’ experience in producing high quality

project handover documentation and have developed a unique method of integrating

O&M manuals, Tech Data Sheets, Commissioning records etc. with a 3D model as

part of a BIM handover to BIM Level 2. Our integration provides a seamless bridge between the 3D geometry

model and the handover documentation (Safety File and O&M Manuals) giving the end user (building owner) easy

access to the handover documentation either through a user friendly safety file interface or through the 3D model

without overloading the 3D model. The solution means that the end user can easily update the handover / O&M

file without needing to update the 3D model unless the geometry has changed.

Documentation contained in the Digital O&M system will include all as-built drawings, technical and product data

for all work packages, operating & maintenance procedures, a detailed as-built asset register, warranty information

and all compliance and commissioning certification – all linked to the 3D Model.

All data is organised by category of information which can be filtered to quickly find specific types of information.

All information goes through a strict internal review process for completeness and accuracy before delivery to the

client on practical completion of the project.


The Digital O&M Manual system also provides an innovative use of QR Codes to provide instant access to vital

O&M information by placing a small QR Code label on or next to a building element.

The Object / Asset Register available through InControl DFM (Digital Facility

Manual) can be used to create a QR Code which can then be placed on elements

of the building, individual assets etc. to allow a maintenance technician “read”

information about the element or asset using a smart phone or tablet device.

Use any smart phone or tablet camera to scan the QR Code and gain immediate access

to information (even without 3G or WiFi connection).

The fields of information in the asset register can include the following:-

a) Asset Tag

b) Equipment Title

c ) M o d e l

d) Supplier Name

e) Supplier Contact

f) Supplier Telephone Number

g) Locat ion

h) Link to Digital O&M Manual – (Hosted on website, containing O&M

Manuals, Technical Data, Drawings, maintenance schedules, etc).

PAS1192

All handover documentation is formatted to comply with the requirements of PAS1192 Parts 3 & 4 using Uniclass

2015 as the classification system. Data drops can be provided as required by PAS 1192 to ensure that a full

handover file is available for PC.

UNICLASS 2015

Uniclass 2015 is the classification system referenced in PAS1192 and is a classification that can be used to

organise information throughout all aspects of the design and construction process. Adopting a standard

classification facilitates interoperability between different systems and ensures that information collected during

design and construction is seamlessly transferred to the Digital Safety File and COBie deliverables at project

handover.

COBIE

COBie is a non-proprietary data format for the exchange of a subset of building information between Building

Information Modelling software and operation and maintenance software focusing on delivering asset data rather

that geometric information. It is formally defined as a subset of the Industry Foundation Classes (IFC - the

international standard for sharing and exchanging BIM data across different software applications).

InControl DFM can import and export COBie Data which can then be delivered as part of the final handover. This

could include COBie data on all components in the 3D model rather than just the “managed” iems of plant and

equipment (managed assets)

IFC MODEL

We use IFC files to create the 3D model linked to the Digital Safety File. Separate IFC files from each discipline on

the project can be merged (federated) to produce a single IFC model for use on a project.


BIM INTEGRATION

BIM integration is provided through the use of IFC formatted files. Links are provided between the asset register

and the BIM model which allows users to select an item in the model and go directly to every document associated

with that item in the Digital Facility Manual.

1. All objects in the model are linked to the Digital Safety File - this includes Managed Assets and other

objects such as ductwork, pipework, valves etc.

2. Click on the link and go directly to the Digital O&M Manual - opens on the section containing the item

selected in the model.


ASSET REGISTER

1. Assets grouped by systems

2. Location information available

3. Warranty and Maintenance information included for all assets

4. Full Suppliers CRM included for all assets


VIEW ALL DOCUMENTS

All documents relating to a component or item of plant is stored in a single location and accessed directly from the

3D model.


SAMPLE SPECIFICATION FOR DIGITAL SAFETY FILE SYSTEM

PROJECT HANDOVER DOCUMENTS

PREPARATION

A Digital Facility Manual (DFM) shall be developed and issued electronically on CD / DVD in line with BSRIA Guides BG 2/2004 and BG 1/2007.

The DFM should be compiled to comply with the requirements of PAS 1192-3:2014 and should be compiled and produced by a Specialist Technical Author with experience in the production of Project Handover Files and Operation and Maintenance Manuals for small and large projects.

The DFM shall incorporate Health and Safety information, Operation and Maintenance instructions, General Project Information and all contact information and shall be a comprehensive information source and guide for the Client and end users, providing information on the Building, its intended performance, its systems and enabling it to be operated and maintained efficiently and safely. The DFM shall also include all documentation required under the Building Control (Amendment) Regulations 2014.

The DFM should delivered in digital format and issued on CD or DVD suitable for use on computers with a Microsoft Windows Operating System. The DFM and all its elements should be collated and managed by The Specialist Technical Author and delivered to the PSDP (Project Supervisor Design Process) at Project Handover (PC). The Specialist shall be engaged at project start and will be required to work closely with the Main Contractor (PSCS) to ensure that all handover documentation is accurate and complete and available in the DFM at handover.

The format and presentation of the DFM shall be that as provided by DFM Systems (http://www.dfmsystems.com) or similar and equal.

LAYOUT

The DFM should be presented using a user friendly menu system, giving complete access to all information from a single screen, using additional supporting screens as required. Navigation through the data should be clear and intuitive, allowing all information relative to each element or service to be access in a logical and accessible manner.

The DFM shall be organised into 7 sections (digital volumes) as detailed below, each section shall contain as many sub-sections as required to suit the project scope. Each sub-section should be able to contain many further sub-sections as needed for clarity / organising of information. Additional sections should be provided if necessary for Specialist Systems i.e. clients dedicated Security or I.T. Services etc.

SECTION 1 – GENERAL PROJECT INFORMATION

The information in this section should include the following (where relevant):- 1. General description of the building including Location Plan and Site Map. 2. Details of the building ownership, 3. Statutory Certificates and legal documents i.e.Planning Permission, Fire Certificate, Opinions on

Compliance etc. 4. Details of all Public Utilities and Underground Services entry points. 5. Sustainability Strategy for the building(s) including drawings, illustrations, diagrams etc as appropriate, 6. Universal Access / emergency evacuation strategy for the building including drawings, diagrams etc as

appropriate. 7. Building Control Inspection Plans and evidence of compliance with the requirements of the Building Control

(Amendment) Regulations 2014.


SECTION 2 – SAFETY AND FIRE PROTECTION

The information in this section should include the following (where relevant):- 1. Fire Safety Strategy for the building(s) including drawings showing emergency escape routes, location of

emergency and fire fighting systems services shut-off valves etc. 2. Fire Alarm Strategy including the Cause and Effect matrix. 3. Details of all Fire Protection measures – both Passive and Active i.e. Fire Doors, Smoke Extraction etc. 4. Universal Access / emergency evacuation strategy for the building(s) including drawings, illustrations,

diagrams etc as appropriate, 5. A list of any general design risks / residual risks / hazards relevant to the future operation and maintenance

of the buildings(s) – Specific design risks / residual risks / hazards relevant to individual services, systems or elements to be listed in that particular element sub-section.

SECTION 3 – BUILDING STRUCTURE

The information in this section should include the following relative to the Building Structure and external works

(organised in separate subsections for each element and grouped by the type of information):- 1. Design Brief / Specifications 2. Architect – an overview of how the building was constructed and how it is intended to achieve its

performance and other objectives including Design Changes, Services Capacity, Energy Conservation / Environmental performance reports and audits where relevant.

3. Structural – Descriptions, Surveys and reports. Basis of Design (Structural Design Principles including details of allowable loadings / restrictions / pressure & structural maintenance requirements.

4. Sub-Section for each specific work package / construction element to include Description / Scope of Works as well as specifics on materials or procedures which may present significant residual hazards with respect to cleaning, maintenance or deconstruction/recycling/demolition.

5. Maintenance and Cleaning procedures for each element as appropriate, 6. As-Built Drawings (in PDF or DWF format). 7. Manufacturers project specific literature including Data sheets and O&M instructions. 8. Guarantees, Warranties and Certification as appropriate including compliance reports etc

SECTION 4 – BUILDING FABRIC AND FINISHES

The information in this section should include the following relative to the Building Internal Fabric and Finishes

(organised in separate subsections for each element and grouped by the type of information):- 1. Design Brief / Specifications for each element / finish 2. Sub-Section for each specific work package / element or finish to include Description / Scope of Works as

well as specifics on materials or procedures which may present significant residual hazards with respect to cleaning, maintenance or deconstruction/recycling/demolition.

3. Fittings and Component Schedules such as Doors, Ironmongery, Finishes, Signage etc. 4. Maintenance and Cleaning procedures for each element as appropriate, 5. As-Built Drawings (in PDF or DWF format). 6. Manufacturers project specific literature including Data sheets and O&M instructions. 7. Guarantees, Warranties and Certification as appropriate including compliance reports etc

SECTION 5 – LIFTS AND ESCALATORS

The information in this section should include all information relative to Lifts and Escalators


SECTION 6 – ELECTRICAL SERVICES

The information in this section should include the following relative to the Electrical Services (organised in separate subsections for each service /system and grouped by the type of information)

1. Design Brief / Specifications for each service/system detailing the Basis of Design Approach-Method including any performance benchmarks that the designer used in calculations.,

2. Description / Scope of Works written to ensure that the Employer's staff fully understand the scope and facilities provided.

3. Schematics / diagrams for each system indicating principle items of plant and equipment. 4. Plant and Equipment Schedules 5. Fully detailed Asset register for all items of plant and equipment detailing their location, duties and

performance figures. Each item to include the supplier and manufacturer contact details. 6. Maintenance and Cleaning procedures for each element as appropriate including frequency schedules etc 7. As-Built Drawings (in PDF or DWF format) indicating the location of all buried or concealed isolating valves. 8. Manufacturers project specific literature including Data sheets and O&M instructions. 9. Guarantees, Warranties and Certification as appropriate including compliance reports etc 10. All Testing and Commissioning documentation. 11. Specifics on materials or procedures which may present significant residual hazards with respect to

cleaning, maintenance or deconstruction/recycling/demolition. 12. Recycling / Disposal Procedures 13. Spare Parts recommended 14. Fault Finding recommendations

SECTION 7 – MECHANICAL SERVICES

The information in this section should include the following relative to the Mechanical Services (organised in separate subsections for each service /system and grouped by the type of information)

1. Design Brief / Specifications for each service/system detailing the Basis of Design Approach-Method

including any performance benchmarks that the designer used in calculations. 2. Description / Scope of Works written to ensure that the Employer's staff can fully understand the scope and

facilities provided. 3. Schematics / diagrams for each system indicating principle items of plant and equipment. 4. Plant and Equipment Schedules 5. Fully detailed Asset register for all items of plant and equipment detailing their location, duties and

performance figures. Each item to include the supplier and manufacturer contact details. 6. Maintenance and Cleaning procedures for each element as appropriate including frequency schedules etc 7. As-Built Drawings (in PDF or DWF format) indicating the location of all buried or concealed isolating valves. 8. Manufacturers project specific literature including Data sheets and O&M instructions. 9. Guarantees, Warranties and Certification as appropriate including compliance reports etc 10. All Testing and Commissioning documentation. 11. Specifics on materials or procedures which may present significant residual hazards with respect to

cleaning, maintenance or deconstruction/recycling/demolition. 12. Recycling / Disposal Procedures 13. Spare Parts recommended 14. Fault Finding recommendations


ASSET REGISTER

A fully populated Asset Register should be provided within the DFM in a searchable database table. The Asset Register should contain detailed information on all elements of plant and equipment, FF&E and building fabric including model numbers, supplier, manufacturer, warranty information, maintenance requirements and quantities.

All information relative to each item in the Asset Register such as O&M procedures, drawings and other documents should also to be linked to the item using a cross-reference type link. The User of the DFM should be able to view any linked information directly from the Asset Register without having to navigate to other sections of the Project Safety File.

QR CODES

The system should be able to produce QR Codes for all or a selected set of objects within the Asset Register. Each QR Code should contain the Asset Tag, Item Title, Model Number, Service contact details and maintenance frequency at a minimum.

DRAWINGS

All drawings should be organised and located within each of the above sections as relevant. Cross reference linking should also be possible for each section so that any drawing can be made available in multiple places throughout the DFM.

PROJECT DIRECTORY

A separate Project Directory should be provided within the DFM in a searchable database table.

SUPPLIER / MANUFACTURER DIRECTORY

A separate Supplier / Manufacturer Directory should be provided within the DFM in a searchable database table. The Supplier Directory should also link to the Asset Register and allows easy access to the supplier contact details directly from the Asset Register.

OBJECT BASED

The entire DFM should be object based. All information in the DFM should be linked to at least 1 object (building element or asset) so that all information relative to an object (building element or asset) is linked to that object.

BUILDING INFORMATION MODEL (BIM)

The DFM should be integrated with a 3D model viewer (free 3D viewer such as Solibri Model Viewer) to facilitate the navigation of the DFM through the 3D model. The integration sould be based on IFC file format and not depend on specific 3D authoring software. Clicking on an object in the model should open the DFM to present the information and documents available for that object with a single button click.

CAFM / CMMS EXPORT

All information contained in the DFM should be stored in a database structure and an export function should be provided within the DFM to ensure that information gathered throughout the project construction phase can be exported in CSV format for use in a CAFM or CMMS system by the clients FM team without the need for re-entry post-handover.


WEB ENABLED – NOT WEB BASED

At project completion the DFM should be issued on CD/DVD so that it can be made available over the clients LAN without the need for continued annual licensing or subscription costs. The completed DFM, including all data, software to view and manage the DFM and any other associated utilities, software, viewers etc. shall become the property of the client once handed over at PC.

The DFM should also be made available as a hosted service if the clients wishes to access the DFM over the Internet as an optional additional cost.

incontrol dfmshare.dfmsystems.com/sales/dfm23.pdf · dfm systems – ireland, qatar, new zealand,...

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