In Part 1, we explored how gamification and automation can transform the way teams deliver data in construction projects. Now, let’s dive deeper into why effective data management is crucial and how to organize it to ensure smooth delivery and handover from the design phase to operations.

Why Data Management Matters in AEC

One of the primary objectives of data delivery in the architecture, engineering, and construction (AEC) industry is to ensure seamless handover of information from design and construction into operations. The COBie schema, along with the broader IFC (Industry Foundation Classes) framework, plays a key role in this by maintaining a continuous thread of information. This continuity ensures that valuable data isn’t lost during the transition from capital expenditure (capex) to operational expenditure (opex), preventing the need for costly data recapture.

At Digital Guerrilla, we’ve broken down this data process into two main sections:

1. Asset Registration and Managed Data
2. Unstructured Data Management

Let’s walk through each of these sections in more detail.

---

Section 1: Asset Registration and Managed Data

Asset registration involves identifying and organizing maintainable assets during the design phase. This can be further broken down into three essential steps:

Step 1: Completion

Before any asset can be assigned significance, it’s crucial to first identify what’s in the building. During the design stage, we ask designers to classify all assets using a consistent system, such as Uniclass Pr or IFC Class. At later stages, these assets can be further grouped using Uniclass Ss or other system-specific identifiers.

One challenge is the timing of asset information delivery. For example, BG6 only requires certain MEP (mechanical, electrical, and plumbing) assets to be modelled after the start of RIBA Stage 4. This means we often don’t have a complete asset register until late in the design phase. Subcontractor-led CDP items might also be identified after contractor appointment, further delaying completion.

To overcome this, procurement managers should aim to gather asset information as early as contractually possible.

Step 2: Selection

Once we have a complete list of assets, the next step is to filter out the significant ones—those that require maintenance. This involves reviewing the client’s Asset Information Requirements (AIRs) and refining the project-specific AIR to ensure every maintainable asset is identified as granularly as possible.

Step 3: Validation

After compiling a clear asset register, we can begin validating COBie data. While it’s possible to validate data iteratively before all assets are identified, results should be treated as preliminary until Steps 1 and 2 are fully completed.

---

Section 2: Unstructured Data Management

Managing unstructured data—like documents—is a significant challenge in construction projects. The Master Information Delivery Plan (MIDP) is often treated as a formality, filled in after the fact rather than being used proactively to manage the flow of information. This reduces its effectiveness.

However, even a late, completed MIDP has value, especially when it comes to compiling O&M manuals. Linking assets to the necessary documentation has historically been a pain point. While various solutions have been attempted—like classifying deliverables within a common data environment (CDE) or embedding asset names into file names—a simple alternative often overlooked is the lookup table.

The Lookup Table Solution

By using a basic lookup table, you can create a manageable map that links assets and documentation. For each document, the table would list:

• Document location
• System name
• Asset type
• Component name

This table allows users to easily navigate the relationships between unstructured documents and structured asset data, at multiple levels (e.g., by room, system, or document type). With this system in place, creating an O&M manual or uploading data to a CAFM system becomes much simpler.

---

Automating the Process with GuerrillaV

At Digital Guerrilla, we’ve taken this process a step further with our platform, GuerrillaV. The platform automates the asset registration and unstructured data management processes, allowing users to upload data, create linkages, and structure information efficiently. GuerrillaV ensures that the data is consistent and ready for delivery, whether for O&M manuals or CAFM system uploads.

The key to success is consistency—both in data delivery and in mapping that data to the client’s requirements. Our automation solutions streamline this process, making data handover a breeze.

---

Conclusion

Effective information management is critical to bridging the gap between design, construction, and operations in AEC projects. By organizing data delivery through structured asset registration and managing unstructured data with simple yet effective tools like lookup tables, we can ensure that valuable information is retained and easily accessible post-handover. Platforms like GuerrillaV help automate this process, allowing for smoother transitions and better operational outcomes.

In short, a well-organized data strategy powered by automation can transform how projects are delivered and maintained across the industry.