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BIM based approach to Building Operating Management: a Strategic Lever to achieve Efficiency, Risk-shifting, Innovation and Sustainability. Vittorio Cesarotti (1) Miriam Benedetti (1) Federico Dibisceglia (4) Daniele Di Fausto (2) Vito Introna (1) Giovanni La Bella (3) Nicola Martinelli (2) Monica Ricci (2) Caterina Spada (1) Massimo Varani (2) (*) Abstract. In a historical context where economic budgets continue to tighten, companies are facing the urgent necessity to contain their expenses, while ensuring, and possibly improving, the quality of services provided and the preservation of their own goods; thus, the only feasible way to achieve costs reduction is to avoid squandering resources, hence increasing operating efficiency, innovation and sustainability. In Buildings Operations and Maintenance, often one of the most expensive building-related operations, this means preventing ineffective decisions by properly capturing and using building-related information, making them standard and interoperable through the whole asset’s life. Such a critical target can be achieved by the means of Building Information Modeling (BIM), a process involving the generation and management of digital information related to the physical and functional characteristics of a facility, enhancing their fruition and fostering the cooperation between all actors involved in both Building Design and Operation. BIM can be therefore used as a support to final-use-oriented Building Design or to efficient and effective Operations planning, monitoring and control, enabling externalization of services to private specialized organizations, a procedure which is particularly advantageous for Public Administration, as it allows to decrease risk, costs and ensures quality. BIM systems are also easily entrustable to external providers, overcoming main difficulties met in their implementation, which is to find economic resources to afford it and to deal with its technical complexities. In this paper, a specific implementation of a BIM in Building Operating Management is presented and discussed through the introduction of the eniservizi (a company of eni, Italian leading operator in the area of petroleum products and energy) case study, where a particular BIM layer related to Site Compliance, the body of activities related to legal and regulatory aspects, and to Vendor Compliance, has been created, generating a procurement control system for monitoring compliance of service contractors to contractual obligations, right from the very initial pre-qualification phases, through the service provision steps, to the conclusive financial phases. Eventually, future developments will be presented, illustrating how effective could be the use of BIM to simulate Building Operating conditions at the very early stage of Building Design, also presenting the results of an existing project. (1) University of Rome Tor Vergata, Rome, Italy (2) eFM S.r.l. Rome, Italy (3) eniservizi s.p.a. San Donato Milanese, Italy (4) eniservizi s.p.a. Rome, Italy (*) [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected]

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Page 1: BIM – based approach to Building Operating · PDF fileBIM – based approach to Building Operating Management: a Strategic Lever to achieve Efficiency, Risk-shifting, Innovation

BIM – based approach to Building Operating Management: a

Strategic Lever to achieve Efficiency, Risk-shifting, Innovation and

Sustainability.

Vittorio Cesarotti(1)

– Miriam Benedetti (1)

– Federico Dibisceglia (4)

– Daniele Di Fausto (2)

– Vito Introna (1)

Giovanni La Bella (3)

– Nicola Martinelli (2)

– Monica Ricci(2)

– Caterina Spada (1)

– Massimo Varani (2)

(*)

Abstract. In a historical context where economic budgets continue to tighten, companies are facing the

urgent necessity to contain their expenses, while ensuring, and possibly improving, the quality of services

provided and the preservation of their own goods; thus, the only feasible way to achieve costs reduction is to

avoid squandering resources, hence increasing operating efficiency, innovation and sustainability. In

Buildings Operations and Maintenance, often one of the most expensive building-related operations, this

means preventing ineffective decisions by properly capturing and using building-related information, making

them standard and interoperable through the whole asset’s life. Such a critical target can be achieved by the

means of Building Information Modeling (BIM), a process involving the generation and management of

digital information related to the physical and functional characteristics of a facility, enhancing their fruition

and fostering the cooperation between all actors involved in both Building Design and Operation. BIM can

be therefore used as a support to final-use-oriented Building Design or to efficient and effective Operations

planning, monitoring and control, enabling externalization of services to private specialized organizations, a

procedure which is particularly advantageous for Public Administration, as it allows to decrease risk, costs

and ensures quality. BIM systems are also easily entrustable to external providers, overcoming main

difficulties met in their implementation, which is to find economic resources to afford it and to deal with its

technical complexities. In this paper, a specific implementation of a BIM in Building Operating Management

is presented and discussed through the introduction of the eniservizi (a company of eni, Italian leading

operator in the area of petroleum products and energy) case study, where a particular BIM layer related to

Site Compliance, the body of activities related to legal and regulatory aspects, and to Vendor Compliance,

has been created, generating a procurement control system for monitoring compliance of service contractors

to contractual obligations, right from the very initial pre-qualification phases, through the service provision

steps, to the conclusive financial phases. Eventually, future developments will be presented, illustrating how

effective could be the use of BIM to simulate Building Operating conditions at the very early stage of

Building Design, also presenting the results of an existing project.

(1) University of Rome Tor Vergata, Rome, Italy

(2) eFM S.r.l. Rome, Italy

(3) eniservizi s.p.a. San Donato Milanese, Italy

(4) eniservizi s.p.a. Rome, Italy

(*) [email protected] [email protected]

[email protected] [email protected]

[email protected] [email protected]

[email protected] [email protected]

[email protected] [email protected]

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1. Introduction

The economic and financial crisis we have been running through over the last years has caused

remarkable changes in people’s way of living, and consequently in business administration. As economic

budgets are getting always more limited, it is gradually becoming essential for companies to develop the

capability to optimize economic and material resources, yet preserving people’s safety, avoiding goods

deterioration and improving the quality of services provided (Cesarotti – Di Silvio, 2006), in order to

shield their competitive advantages. In addition, a substantial boost to resources’ optimization has also

been given by emerging environmental and energetic constraints, introduced worldwide in the last

decades to tackle global pollution problems. Pursuing such critical aims, the only feasible way to succeed

is to increase operating efficiency, innovation and sustainability, hence intensely reducing wastes and

risks.

In Buildings Operations and Maintenance, an activity whose overall cost is estimated to be

approximately 80% of an asset’s Total Cost of Ownership (considering the whole life of the component,

and including financial, environmental and social costs of the asset) (Theriault, n.d.), this means

preventing ineffective decisions; to this purpose, it is necessary not only to properly capture and use

building-related information, but also to standardize them and make them interoperable through the

whole asset’s life (Grilo – Jardim Goncalves, 2010). This necessity is forcing the progressive spread of

Building Information Modeling (BIM), a rising technology-based methodology that improves the

generation and management of digital information related to the physical and functional characteristics of

a facility, enhancing their fruition and fostering the cooperation between all actors involved in both

Building Design and Operation (Singh – Gu – Wang, 2011; Cesarotti – Spada, 2009). BIM

implementation makes it possible for assets’ owners to easily manage and control all facility-related

activities, optimizing their planning and execution from the very early Design through the Operations

and Maintenance phase.

For example, one can consider Building Operating Management. To take decisions related to

building maintenance usually requires a high-level integration of various types of information generated

by different persons at different times, such as maintenance records, work orders, causes and knock-on

effects of failures, etc. In particular, while planning preventive maintenance actions, information flow

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through at least three different analysis nodes, respectively dealing with legal, technical and

administrative aspects, each of which producing outputs that are necessary or considerably influential to

others in order to correctly process and interpret data (a schematic representation of information flow is

given in Figure 1). Failing to capture, use and share this information ends up in a significant increase in

costs that might be due to noncompliance to compulsory regulations as well as to out-of-standard

contract conditions, etc. (Motawa – Almarshad, 2013).

Figure 1: Representation of information flow during preventive maintenance planning

In Public Administration, BIM application might be even more interesting; in fact, not only does

it contribute to resources’ optimization, as stated above, but it also allows to reduce risks associated to

externalization practice, which, after the dramatic drop of financial means, has become an indispensable

requirement to reduce costs and ensure quality, by allowing assets’ owners and administrators to

constantly have a global overview of the facility, keeping it under tight control.

Building Information Modeling can therefore be considered as a powerful tool to help

overcoming financial and economic problems and start planning our future beyond the crisis.

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2. Building Information Modeling

2.1 BIM definition

Many definitions of Building Information Modeling have been proposed by different authors, including

the followings:

“… a collaborative way of working, underpinned by the digital technologies which unlock more

efficient methods of designing, creating and maintaining our assets.”

(HM Government, 2012)

“… an emerging technology focused methodology that can be used to improve the performance and

productivity of an asset's design, construction, operation and maintenance process”

(Love et al., 2013)

“… an advanced approach to object-oriented CAD, which extends the capability of traditional CAD

approach by defining and applying intelligent relationships between the elements in the building

model. BIM models include both geometric and non-geometric data such as object attributes and

specifications.”

(Singh – Gu – Wang, 2010)

“… the process of generating, storing, managing, exchanging, and sharing building information in

an interoperable and reusable way.”

(Vanlande – Nicolle – Cruz, 2008)

Analyzing these definitions, it is possible to immediately figure BIM out as a technological way to

solve an interoperability problem; in fact, main BIM features highlighted so far are its capability to

link different elements of the same building, different functions working on the same project,

different phases of the building Life Cycle (see Figure 2).

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Figure 2: BIM lifecycle workflow (Love et al., 2014)

From a practical point of view, it consists of a multidimensional representation of a building and

of its subsystems through the overlap of different layers, providing both a visual model and a database of

related information that are stored and made easily and safely accessible through the whole building’s

life (Sabol, 2008). It is realized by the means of object-oriented software (Sing – Gu – Wang, 2010),

where objects (single components of building and building’s systems, whose break down level of detail

directly depends on users’ and owners’ needs (Leite et al., 2011)) can be associated to geometric or non-

geometric attributes carrying functional (costs or installation durations, etc.), semantic (connectivity,

aggregation, containement, etc.) or topologic (location, adjacency, etc.) information (Volk – Stengel –

Schultmann, 2014).

BIM systems have primarily been differentiated in literature through two different categorizing

approaches:

by the number of “dimensions” of the model (three-dimensional for spatial models with

quantity takeoff, four-dimensional adding costs calculation, five-dimensional adding

times and activities scheduling (Cerovsek, 2011; Teicholz Eastman - Liston Sacks,

2011), see Figure 3);

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Figure 3: BIM’s dimensions

by the current building’s Life Cycle phase at the time of BIM implementation (BIM

application to new buildings or to existing buildings).

According to the second criterion, BIM for new buildings is created over various Life Cycle

stages, adding data and information as they are generated, or, when some of the stakeholders in building

Life Cycle do not mean to use BIM, partial, isolated BIM for a single purpose can be created; for

existing buildings, it might be necessary just to update pre-existing BIM (if it had been created during

Design and Construction), or to create a BIM anew (Volk – Stengel – Schutmann, 2014) (that second

situation being much more common in Europe, where 80% of residential buildings are built before 1990

(Economidou et al., 2011), but also much more perilous due to the inaccuracy of data that have to be

gathered manually through a reverse engineering process (Burak Anil et al., 2013)).

Up to the present time, BIM application to new buildings’ Design has been widely explored both

in scientific and technical literature, while its application to Operating Management of existing building,

which is the specific focus of present paper, has been slightly neglected, that phenomenon being fueled

by technical, organizational and economic issues, illustrated and commented in paragraph 2.3.

2.2 BIM application to new buildings’ Design

As stated in previous paragraph, BIM application to new buildings’ Design is a subject that has been

widely debated in literature (Gray et al., 2013; Gu – London, 2010; Cerovsek, 2011; Rezgui – Beach –

Rana, 2013); in this paragraph, a general and brief overview of main arisen issues is provided, giving

references for more in-depth studies and analysis.

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From a technical point of view, a framework of BIM tools and standards, their current status and

future developments has been drawn (Cerovsek, 2011), specific issues like query languages development

(Mazairac – Beetz, 2013), Augmented Reality integration (Wang et al., 2014), or simulation tools to

improve designer-users communication (Shen – Shen – Sun, 2012), have been analyzed, as well as

general system architecture issues (Sanguinetti et al., 2012; Arayici et al., 2011).

Gaps between technological developments and practical implementation have been analyzed

(Hartmann et al., 2012), highlighting facilitating strategies to improve BIM diffusion (Gu – London,

2010), standardization criticality (Howard – Björk, 2008) and possible solutions (Jung – Joo, 2011).

A number of specific applications and tools have been presented (Becerik-Gerber et al., 2012),

mainly focusing on Safety increase (Zhang et al., 2013) and Energy Consumption reduction (Yoon –

Park - Choi, 2009; Ahn et al., 2014; Azhar et al., 2011; Yuan – Yuan, 2011; Motawa – Carter, 2011),

most critical issues from an environmental and legislative point of view arisen in recent years, but also

on structural analysis and scheduling progresses.

Eventually, a series of studies has been conducted in order to evaluate and estimate benefits

deriving from BIM implementation in new buildings Design (from economical, technical and managerial

perspective) (Gray et al., 2013; Takim – Harris – Nawawi, 2013; Bryde – Broquetas – Volm, 2013; Grilo

– Jardim-Goncalves, 2010; Barlish – Sullivan, 2012).

2.3 BIM application to existing buildings’ Operating Management

BIM application to existing buildings is a field of study with a huge potential for further developments

and innovations; in recent years it has been increasingly in the spotlight, being repeatedly explored by

scientists and technicians, even if still lacking in a massive practical implementation.

A few literature reviews have been realized concerning this topic (Volk – Stengel – Schutmann,

2014; Becerik-Gerber et al., 2012; Arayici, 2008), some of which recent and satisfactorily complete;

anyway, an overview of the state of the art will be provided in the followings, in order to both recall and

complete existing literature reviews.

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2.3.1 Technical issues

One of the principal barriers to BIM implementation in existing buildings is the inevitable inaccuracy of data

(referring to the common situation of existing buildings lacking in pre-existing BIM); in fact, data have to be

collected manually with high operative costs, usually through a reverse engineering process (called “points-

to-BIM” or “scan-to-BIM”), which is typically fallible. This process consists of laser-scanning part of the

building structure and of its subsystems, completing the physical information obtained in this manner with

functional additional information, uploading these data in a cloud system and interpreting them by the means

of semi-automated software (that is able to associate scanner outputs to virtual objects) (Klein – Li –

Becerik-Gerber, 2012; Tang et al., 2010; Xiong et al., 2013; Burak Anil et al., 2013).

Other technologies often employed in data gathering are image-based technologies (Klein – Li –

Becerik-Gerber, 2012; Bhatla et al., 2012) or radio frequency identification (RFID tags), an interactive tool

that allows to identify and exchange information with tagged objects, but that is able to manage a limited

variety of data (Costin – Pradhananga – Teizer, 2012; Motamedi – Hammad, 2009).

Data collection is furthermore a critical activity not only because of its high operative costs and low

reliability, but also because of its impact on subsequent phases, i.e. data processing (Tang et al., 2010),

object recognition (Tang et al., 2010; Bhatla et al., 2012; Huber et al., 2011) and modeling (Tang et al., 2010;

Arayici, 2008; Xiong et al., 2013), that are influenced by the data quality and level of detail (the higher the

quality and/or the lower the level of detail, the lower will be the effort required to follow out these activities

(Volk – Stengel – Schultmann, 2014)).

2.2.2 Organizational issues

Besides being gathered, data needs to be made standard to foster their interoperability; international

standards, like ISO/PAS 16739:2005 and ISO 12006-3:2007, primarily defining formats for data exchange

and a framework for object-oriented building information, have already had a fair diffusion.

In addition, frameworks to link expert functionalities to BIM providing relevant information,

facilitating data exchange and avoiding ambiguities have been developed, like Information Delivery Manual

(IDM) and Model View Definitions (MVD) (Venugopal et al., 2012; Volk – Stengel – Schultmann, 2014),

whose description is deferred to more specific literature.

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2.2.2 Applications

Several examples of BIM applications to Facility Management activities (Singh – Gu – Wang, 2011)

and of its functionalities can be found in literature often associated with practical case studies. Energy (as

energy-related monitoring and control activities usually requires a significant information flow, see Figure 4)

and space management, together with Life Cycle assessment and sustainability (Becerik-Gerber et al., 2012;

Succar, 2009; Motawa – Carter, 2012) is most assuredly one of the most constantly developing fields, aiming

at placing the building itself to an higher environmentally friendly standard (Cesarotti – Di Silvio – Introna,

2009) followed by maintenance (Arayici, 2008; Motawa – Almarshad, 2013).

Figure 4: Example of data flow for Energy Management in Buildings during the operation stage (Motawa – Carter, 2012)

Relatively recent progresses have been obtained also in BIM application to emergency management,

assessment and monitoring (Arayici, 2008), to quality control (Boukamp – Akinci, 2007) and to

deconstruction (Becerik-Gerber et al., 2012).

2.2.2 Benefits evaluation

Several authors have attempted to quantify impacts and benefits deriving from BIM implementation. The

“business value” of BIM implementation for assets’ owners has been defined (also considering strategic

business outcomes and the impact on governance, performance measurement, change management and

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stakeholder management) (Love et al., 2014), also trying to consider intangible benefits and indirect costs

(Love et al., 2013). An attempt to create ad-hoc Key Performance Indicators (mainly related to costs,

activities’ duration and client satisfaction) has been made, in order to measure BIM benefits over the whole

lifecycle of a building to ensure continual improvement (Eadie et al., 2013).

A baseline for BIM projects evaluation has been created starting from the collection of results of different

case studies (Barlish – Sullivan, 2012), by the means of which a general and overall quantification of

economic benefits has also been outlined and confirmed (Sabol, 2008; Motawa – Carter, 2012):

“With a slight increase in upfront building cost of 2%, a lifecycle savings of about 20% of the initial

building cost can be achieved”

(Azhar et al., 2011)

2.2.3 Diffusion and barriers

While BIM adoption in Building Design is rapidly increasing, its implementation in existing buildings

struggles to stand out and spread. Some authors have focused on the evaluation of BIM maturity levels,

trying to quantify its diffusion and efficacy in various sectors (Porwal – Hewage, 2013; Barlish – Sullivan,

2012), as well as to delineate possible development scenarios.

Figure 5: BIM maturity map (Department of Business, Innovations and Skills, 2011)

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Main result of these studies has been to assess that public sector is reluctant to large-scale BIM adoption,

partly due to the lack of sufficient technical training, partly due to bureaucratic slowdowns (primarily in

outsourcing contracts definition), and partly due to the relevant initial costs (that might be overcome through

the externalization of BIM implementation and management to specialized companies).

In order to evolve this situation, some Governments are gradually adopting policies to foster the

diffusion of BIM. In United Kingdom, for example, Government is starting from the cogent request of

adopting collaborative 3D BIM (with all project and asset information, documentation and data being

electronic) on all projects by 2016, and trying to delineate standard formats for outsourcing contracts that

include BIM implementation, in order to facilitate the introduction of this methodology in Design and

Operating Management (Eadie et al., 2013).

3. eniservizi s.p.a. case study

In this section, the case study of eniservizi s.p.a. will be presented, as well as a proposal of a methodology to

create and operate a BIM layer devoted to Site Compliance and Vendor Compliance management (Site and

Vendor Compliance Model).

eni s.p.a. , is a major integrated energy company, committed to grow in the activities of finding,

producing, transforming end marketing oil and gas, operating across over 85 countries in the world,

eniservizi s.p.a is the is the owner of processes in corporate real estate, whose mission is to provide to

integrated services and to preserve eni Real Estate assets. Aiming at effectively and efficiently accomplish

this mission, to have a clear awareness of the assets and related compulsory fulfillments, together with the

own (and vendors’) compliance level and capacity, is a critical matter, as it allows to understand and prevent

risks, promptly planning preventive and corrective actions, hence containing expenditures and avoiding

unbudgeted costs.

Answering that necessity, BIM methodology has been judged the most suitable to foster the creation

of a database and interactive platform, accessible by assets’ owners, managers and service providers, because

of its previously discussed interoperability and standardization features, as well as its capability to easily and

completely describe facilities.

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The project that will be described is part of the eniservizi s.p.a. experience of the “ECBx – Existing

Building Commissioning”, whose main scope is to make the building operating correctly and safely, hence

reducing costs and extending its life (Cesarotti et al., 2013).

3.1 Compliance

Compliance can be defined as follows:

“Compliance generally refers to the conformance to a set of laws, regulations, policies, best

practices, or service-level agreements. Compliance governance refers to the set of procedures,

methodologies, and technologies put in place by a corporation to carry out, monitor, and manage

compliance. Compliance governance is an important, expensive, and complex problem to deal

with…”

(Silveira et al., 2011)

Compliance governance problem is therefore considered:

Important, due to the increasing regulatory pressure on companies;

Expensive, mainly because of the high costs companies usually incur while preparing

and performing internal or external audits;

Complex, as any company has to face a wide set of compliance requirements, each of

them having its own control mechanism and sets of indicators to monitor.

Many authors have been dealing with compliance governance problem, primarily focusing on the

development of models to manage it by the means of Service-Oriented Architectures (SOA) and Information

Technology (IT) tools, as well as on the realization of specific dashboards and interfaces, on the creation of

checking procedures and supportive techniques and on the definition of Key Compliance Indicators.

The state of the art of the research on Compliance methodologies and tools has been briefly

summarized in Table 1.

The original contribution of present research to fostering Compliance problem solving effort, has

been to put an emphasis on the interoperability issue (which, because of the large amount of different data to

be produced and analyzed by different functions, can be considered as a key to facilitate that hard task),

applying the BIM methodology presented in previous paragraphs to Site Compliance (the real estate

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administrative and technical information and data management, aimed at ensuring their availability, update

and compliance to regulatory framework) and Vendor Compliance Management (the vendors’ monitoring

system, aimed at easily gathering and controlling data and documentations related to service providers and

subcontractors). The model proposed is also relevant to Public Administration as it envisages the entrustment

of BIM creation and management to a service outsourcer, and can therefore be replied to foster BIM

diffusion in public sector, where, as aforesaid, the high cost of BIM is one of the main barriers.

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Remarks

Letia I.A. - Groza A. 2013 X

Caron F. - Vanthienena J. - Beasens B. 2013 X X

Trana H. - Zduna U. - Holmesb T. - Oberortnerb E. - Mulob E. - Dustdar S. 2012 X Focus on information technology field

Silveira P. - Rodríguez C. - Birukou A. - Casati F. - Daniel F. - D’Andrea V. - Worledge C. - Taheri Z. 2011 X X X

Case study of a drug reimbursement process in the healthcare domain in Italy

Governatori G. - Rotolo A. 2010 X

Structural compliance (obligation concerning the structure of a business process)

Saqid S. - Governatori G. 2010 X X X

Awad A. - Weske M. 2009 X

Trinh T. - Do T. - Truong N. - Nguyen V. 2009 X X

Compliance monitoring at runtime: UML Timing Diagrams to specify constraints and Aspect Oriented Programming to control executions

Rozinat A. - van der Aalst W. 2009 X

Daniel F. - Casati F. - D'Andrea V. - Mulo E. - Zdun U. - Dustdar S. - Strauch S. - Schumm D. - Leymann F. - Sebahi S. - de Marchi F. - Hacid M. S. 2009 X X Focus on information technology field

Governatori G. - Hoffman J. - Sadiq S. - Weber I. 2009 X X

Chung P. - Cheung L. - Machin C. 2008 X

Check if the user-defined process is compliant to predefined ontology and a specific model, in which compliance requirements are described

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Trent H. 2008 X Failing to meet these regulations means safety risks, hefty penalties, loss of reputation, or even bankruptcy

Hagerty J. - Hackbush J. - Gaughan D. - Jacobson S. 2008 X

Companies would have spent US$32B only on governance, compliance, and risk in 2008 and more than US$33B in 2009

Awad A. - Decker G. - Weske M. 2008 X X

Automated compliance checking of process activities and their ordering is an alternative whenever business processes and compliance rules are described in a formal way

Liu Y. - Müller S. - Xu K. 2007 X

Problem of static (i.e., before process execution) compliance checking of process models against compliance rules

Lu R. - Sadiq S. - Governatori G. 2007 X

Brunel J. - Cuppens F. - Cuppens-Boulahia N. - Sans T. - Bodeveix J. 2007 X Policies are modeled and checked as deontic sentences

Saqid S. - Governatori G. - Naimiri K. 2007 X

Format Contract Language (FCL), a combination of defeasible logic and deontic logic, is used to express normative specifications. Once the FCL specification is built, control tags can be derived from it and used to annotate the process model so that control concerns can be visualized in the process model space.

Bellamy R. - Erickson T. - Fuller B. - Kellogg W. - Rosenbaum R. - Thomas J. - Vetting Wolf T. 2007 X

Designing visualizations (i.e., the representation of data through visual languages) for risk and compliance management. Specifically, the study is focused on capturing the exact information required by users and on providing visual metaphors for satisfying those requirements

Seol H. - Choi J. - Park G. - Park Y. 2007 X

Ghose A. - Koliadis G. 2007 X

Heuristic approach to compliance resolution using a notion of compliance patterns

Giblin C. - Müller S. - Pfitzmann B. 2006 X

Advocates the use of the REALM (Regulations Expressed As Logical Models) metamodel to define temporal compliance rules and the Active Correlation Technology to check them. That way, it can detect duplicate events or compute a user-definable function, which checks whether a function exceeds some threshold

Chowdhary P. - Palpanas T. - Pinel F. - Chen S. K. - Wu F. Y. 2006 X

Business performance reporting is provided in a model-driven fashion

Cannon J. - Byers M. 2006 X

Governatori G. - Milosevic Z. - Sadiq S. 2006 X X

Grigori D. - Casati F. - Castellanos M. - Dayal U. - Sayal M. - Shan M. 2004 X

Grigori D. - Casati F. - Dayal U. - Shan M. 2001 X

Apte C. - Bibelnieks E. - Natarajan R. - Pednault E. - Tipu F. - Campbell D. - Nelson B. 2001 X

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Bibelnieks E. - Campbell D. 2000 X

Adopted log files and a consolidated warehouse containing business and process historical data, from where data subsets are extracted and used as input to mining algorithms in order to predict or understand the origin of undesired business process execution behaviors

Table 1: Compliance methodologies, techniques and tools review summary, partly based on (Silveira et al., 2011)

3.2 Model’s actors, criticalities and processes

The Site and Vendor Compliance Model proposed is fundamentally based on the interaction (schematically

represented in Figure 6) between three principal stakeholders groups:

the Property User, whose task is to ensure the standards’ observance, and is constituted of different

functions and departments (like Health, Safety and Environment, Project Manager, Facility

Management, Asset, Lease & Property Management, etc.);

the Service Outsourcer, whose task is to provide consulting, managerial and technical outsourcing

services;

the Service Providers (and Subcontractors), whose task is to execute the Building Operating

activities, and to transmit related data to the Property Users.

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Figure 6: main stakeholder interaction flow

In order to efficiently manage the assets, these three stakeholders groups need to be coordinated and

work together, integrating their competences and processes. These very needs introduce criticalities in

the model, which are also the strengths of the proposed solution, i.e.:

the audit support, to protect the property user’s (and owner’s) interests by providing the

competences needed to manage and correctly apply to the company’s context all the

complex and multidisciplinary requirements from the regulatory framework; it can also

be partially externalized to an experts’ team;

the creation and monitoring (and continuous updating) of a technical database,

conceived to manage all the buildings’ systems and components with a high level of

detail, and needed to correctly define and dimension the documental system;

the maintenance processes integration, fostering preventive maintenance rather than

emergency maintenance;

the integration in the model of vendors, that in a pre-contractual phase can have a partial

access to the database in order to correctly estimate their offer, while during the services

supply are meant to continuously update the database and the documental system

(allowing the property users and owners to monitor their activities).

To overcome such criticalities, the model primarily relies on three processes that are constantly

and carefully monitored and controlled, i.e. the regulatory process (to constantly monitor the contextual

framework evolution), the asset monitoring process (to continuously check and update the technical

database related to each facility), the system monitoring process (to verify and manage the associations

between the single facility’s database and the related fulfillments’ catalogue), and the agenda monitoring

process (to collect, validate and upload on time the required compliance documents).

A schematic representation of the model’s main processes is given in Figure 7.

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Figure 7: model’s main phases representation

3.2 Model’s description

The Model is implemented through five subsequent steps:

1) A census of all building’s systems and components is taken, considering an adequate level of detail,

and gathering all information concerning their main characteristics, criticalities, global maintenance

and exploitation status. All information is uploaded in a multimedia interactive platform and the

BIM layer is created, in order to make them interoperable during subsequent phases. This activity is

performed by Service Providers and supported by Service Outsourcer, providing synthetic and

complete data sheets (Figure 8) and advanced technologies (like applications for mobile devices,

Augmented Reality, Geographic Information Systems, radiofrequency identification tags, etc.), and

validating the data to reduce the uncertainties inevitably introduced by the manual data gathering

processes (as stated in paragraph 2.3.1 referring to BIM application to Existing Buildings); is then

supervised by the Database Responsible, nominated by the Property User.

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Figure 8: data sheet sample

2) The regulatory framework is analyzed, individuating all compulsory and voluntary norms and

regulations (those considered in the specific case study are more than 500, the most relevant among

them are reported in Table 2), as well as safety and maintenance concerns reported by technical

manuals that are applicable to the considered asset (all information is added to the BIM layer,

through which are connected to those added in phase 1) generating some sort of Building Operations

and Maintenance best practices list). A fulfillments’ catalogue is created, generally divided in three

areas (administrative, safety/environmental and technical), where each building’s system and

component is associated to specific compliances, current level of compliance, corrective actions to

possibly be undertaken and penalties that are bound to occur. This activity is performed by Service

Outsourcer, possibly in collaboration with experts of local legislation.

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Regulation Typology Field

ISO 9001 Voluntary Quality Management

OHSAS 18001 Voluntary Safety and Health Management

ISO 14001 Voluntary Environmental Management

ISO 50001 Voluntary Energy Management

D.Lgs. 81/2008 Compulsory Safety, protection systems

D.M. 27/01/2006 Compulsory Safety, protection systems

D.M. 37/2008 Compulsory Safety, pressurized components

D.P.R. 380/2001 Compulsory Safety, pressurized components

D.M. 329/2004 Compulsory Safety, pressurized components

UNI EN 671/3 Voluntary Efficient technology management

UNI 10779 Voluntary Fire escape systems

UNI 12845 Voluntary Fire escape systems

UNI 9994 Voluntary Fire escape systems

Table 2: most relevant regulations considered

3) All the information is categorized within the BIM layer according to different classification schemes:

by area, by fulfillment typology, by facility, by system or component, etc., and dashboards and

interfaces are created in order to facilitate the navigation and search (Figure 9). The asset is then

completely described according to its technical and functional characteristics, fulfillments are

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applied to the proper technical function, and a compliance checklist is organized for each facility.

These activities are all under direct Service Outsourcer’s responsibility.

Figure 9: dashboard sample

4) Periodical statistically relevant reports (highlighting non-compliances’ frequencies and trends) are

elaborated by the BIM according to several data stratifications, analyzed by the Service Outsourcer

and sent to the Property User, who is then able to have a complete overview on the compliance level

of his own asset and of the service level provided by vendors and subcontractors.

5) In a continuous improvement perspective, the process is iterated, and databases are continuously

updated by Service Providers and monitored by Service Outsourcer, thanks to the BIM

interoperability feature. This allows to gradually improve the quality of services and to have a total

control of expenditures, avoiding risks-related costs.

The entire process is supervised and fostered by the Site Compliance Manager, a function that is nominated

by the Property User and whose tasks are to commit and coordinate various actors and to ensure the

information flow and data gathering efficacy, as well as to directly report to the owners.

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3.3 Results and benefits

A proper and valid statistical study of the results obtained by the proposed Model application has not

been conducted yet, hence only macroscopic and estimated results are presented in this section.

Compared to the previous situation (where most of the compliance-related data and

documentation where manually handled and stored in hardcopy archives without precisely defined

procedures), the implementation of the Site and Vendor Compliance Model described has resulted in a

sensible increase of the quality level of services, together with a remarkable reduction of the time spent

not only in Compliance monitoring and documents managing, but also in controlling vendors’ activities,

results, and compliance to contractual conditions (therefore rationalizing resources’ employment).

BIM implementation in the proposed solution has contributed to make processes and activities

much more lean and integrated, fostering the coordination and cooperation of various actors involved,

reducing connected risks and efforts and therefore making the practical realization of the whole model

feasible from both a technical and economic point of view.

Costs related to the Facility Management have been optimized and rationalized, thus consistently

dropped, having prevented those generated by non-compliances and reduced those connected to audits

and controls, while in the long term an increment of the asset’s and provided services’ value is expected,

as well as of customer satisfaction and engagement.

3 Conclusions and future developments

Building Information Modeling has proved to be an effective technology-based methodology to control

and reduce Building Operating Management related expenditures, fostering availability and

interoperability of data, and allowing to constantly having a precise and complete overview of buildings’

functional features, always in connection to their physical ones.

In this paper, the proposal of the generation and operation of a BIM layer devoted to Site and

Vendor Compliance Management has been presented and its application to the real case study of

eniservizi s.p.a. illustrated, together with its criticalities and strengths and its estimated benefits.

The Model proposed is considered to be applicable to public sector because it involves the

externalization of generation, maintenance and operation of the BIM, hence reducing costs and technical

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competences required. Its application to Public Administration is also advised, as it fosters Service

Providers’ control and therefore the reduction of costs related to Outsourcing activities (a common

practice in public sector, allowing transferring most of risks to the suppliers, hence containing

expenditures while maintaining high quality of services provided).

Moving forward from the UK Government’s regulation case (previously mentioned in paragraph

2.2.3), it is desirable and very likely that in the foreseeable future most of the industrialized Countries

will adopt policies to foster the introduction in the Public Administration of the BIM, in both the

Construction and Building Operating Management sectors. In such context, this study can be considered

the starting point of a wider research framework aimed at transferring BIM-related best practices that are

well known in the private sector to the public sector, making BIM-based models and techniques always

more affordable and spread.

A future development of present research might also be to further integrate the Design and

Operating phases of buildings by the means of BIM, mainly performing simulations of all of the

Operations and Maintenance activities during the Design phase, in order to include final-use-oriented

parameters into the decision system and to develop governance models prior to the actual use of the

facility, hence making easier and more sustainable Building Operating Management.

An example of that development can be found in the experience of the Etlik Hospital in Turkey,

where BIM has been adopted to create the governance model for all of the 19 no-core services during its

design, comparing different methods for handling logistics (checking adherence to Service Level

Agreement), verifying adequacy of Space and Asset sizing used for Service distribution, selecting the

optimal configuration for the supply of no-core services in the hospital, managing interferences among

all services supplied in the hospital (core and no-core services).

The advantages obtained by these simulations have been the following:

• Optimize the integration between service design and building design;

• Manage the interferences among all services;

• Reduce inefficiencies due to operators inactivity;

• Reduce the number of resources planned by Service Providers and optimize resources

sizing;

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• Carry out activity scheduling and optimize resources allocation;

• Optimize service delivery time;

• Improve logistic flows and eliminate the queues and bottlenecks;

• Optimize investment and services costs.

A complete model of the building (including governance data and models) has therefore been created, and

information gathered has been standardized and stored in proper BIM layers, in order to be on tap for further

use in Operating phase, hence making the implementation of the Compliance model proposed even easier

and leaner.

That case study shall be therefore studied and replicated, and the applied methodology shall be

generalized and consolidated.

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