Information management

according to BS EN ISO 19650

Guidance Part 3
Operational phase of the
asset life-cycle

Edition 2
Published by
Editions
Edition 1 September 2020
Edition 2 February 2021 Updates include:
Major rewrite and extension of subjects covered

Nothing in this guidance constitutes legal advice or gives rise to a solicitor/client relationship. Specialist legal advice should be taken in
relation to specific circumstances.
The contents of this guidance are for general information purposes only.
Permission to reproduce extracts from the ISO 19650 series is granted by BSI Standards Limited (BSI) and the copyright in figures 2 and
3 used in this report belongs to BSI. No other use of this material is permitted.
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© COPYRIGHT 2021 the Editors, Authors and Contributors named herein.

1 | Guidance Part 3 Edition 2 - February 2021
Operational phase of the asset life-cycle

Table of contents
Message from the UK BIM Alliance Chair 3
Acknowledgments4
About BS EN ISO 19650 5
About this guidance document 6
Abbreviations and acronyms 7
1.0 Introduction 8
2.0 The information management context for ISO 19650-3 9
2.1 Managing information during the operational phase of assets and facilities  9
2.2 H ow ISO 19650-3 reflects the concepts and principles of ISO 19650-1 12
3.0 Parties and responsibilities 14
3.1 Introduction 14
3.2 Parties 15
3.3 Responsibilities 18
3.3.1 Assessment and need for information  19
3.3.2 Tender stage and mobilization  20
3.3.3 Asset Information handover and aggregation  20
4.0 E  xplaining the information management flowchart 21
4.1 The flowchart 21
4.2 Trigger events 23
4.3 Proportionality 24
5.0 Use cases for ISO 19650-3 25
6.0 E  xample application of ISO 19650-3 to a specific trigger event 27
6.1 Target audience  27
6.2 D efinition and categorization of trigger events in the operational phase of an asset  27
6.3 Categories of Trigger Events in the asset lifecycle  29
6.4 Worked example: Commissioning a survey to determine the extent of a refurbishment 30
6.4.1 Scenario 30
6.4.2 A pplying the clauses of ISO 19650-3 31
7.0 Integrating information delivered through ISO 19650-3 into existing systems 33
8.0 ISO 19650-3 clause 5: insight 35
9.0 Information management process summary 48
10.0 Summary 58
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Operational phase of the asset life-cycle

List of figures
Figure 1: ISO 19650 guidance framework 6
Figure 2: Information management during the life-cycle of an asset
[SOURCE: ISO 19650-3 Figure 1] 10
Figure 3: Interfaces between parties and teams for information management 15
Figure 4(a):  Simple party relationships/appointments  17
Figure 4(b):  Multiple external appointed party relationships/appointments 17
Figure 4(c):  Mixed internal/external appointed party relationships/appointments 17
Figure 5:  Information management process flowchart from ISO 19650-3 21
Figure 6:  Illustration of use cases for applying ISO 19650-3 process 26
Figure 7:  Trigger events during the operational phase of the life cycle 28
Figure 8:  Example trigger events grouped by theme 29
Figure 9:  A staged approach to Integrating ISO 19650-3 into existing information systems 34

List of tables
Table 1: Abbreviations and acronyms 7
Table 2: New responsibilities in ISO 19650-3 compared to ISO 19650-2 18
Table 3: Survey trigger example of ISO 19650-3 activities 31
Table 4: Where to find insight text for ISO 19650-3 clauses 35
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Operational phase of the asset life-cycle

Message from the

UK BIM Alliance Chair
Author: D
 r Anne Kemp OBE
Chair - UK BIM Alliance

The UK BIM Framework provides the the “end in mind” and consideration from an
fundamental step towards digital organizational, whole life perspective. This
transformation of the UK’s built environment then informs the detailed requirements right
industry. The Framework is based on the ISO down to appointment level.
19650 series, which first developed out of the
UK’s former BIM Level 2, but incorporates The work behind developing this Guidance
and anticipates global and future digital has been considerable. I would like to thank
perspectives. Sarah Davidson and David Churcher for their
tireless commitment in continuing to bring this
The UK BIM Framework embraces and assists work together – I so enjoy working with you
in the implementation of the standards both. Secondly, I would like to thank the many
for managing information for the whole authors who have contributed so generously
life of assets of the built environment. The to the writing of the Guidance – and been so
Framework anticipates the potential for patient in the criticisms and changes that have
integration across portfolios. The Framework been required of them. Finally, I would like to
provides extensive Guidance which continues thank the many people who have spared time
to be developed, including the addition of to review and feedback on the Guidance – the
supplementary tools and materials to enable Focus Groups in particular, but also those who
a firm basis for the evolving National Digital have contacted us separately. Without this
Twin Programme. feedback we would not be able to incorporate
the wide-ranging experience and testing which
This Guidance has been developed to help is occurring around the industry.
industry to implement the concepts and
principles of the ISO 19650 series upon which We welcome your continued feedback and
the UK BIM Framework is based. It has shared experiences. You can provide this via
been continually updated to keep track of [email protected].
the publication of the different parts of ISO
19650, and to reflect lessons learnt as further
experience is gained in its implementation.

The key parts of ISO 19650 are now all in

place, allowing us to realize information
management throughout the whole life of
built environment assets. It provides for
traditional ways of working entailing exchange
of information via files, but also caters for
shifts towards data exchange. The key is
being specific about what information is
required and how it is to be delivered. This
needs forethought around what should be
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Operational phase of the asset life-cycle

Acknowledgments
This guidance represents the collaborative efforts of
the following people and organizations

Editors
David Churcher   Hitherwood Consulting Ltd
Sarah Davidson   University of Nottingham
Anne Kemp   Atkins

Author
David Churcher   Hitherwood Consulting Ltd
Sarah Davidson   University of Nottingham
Javed Edahtally   Public Health England
Andy Green   Atkins
Stephen Holmes   CADventure
Chloe Obi   Bouygues UK
Shahida Rajabdeen   Faithful+Gould
Julian Schwarzenbach   DPA Data Advantage
Graeme Tappenden   Lingwell Consulting Ltd
Ryan Tennyson   Scottish Futures Trust
Jarek Wityk   Winters Electrical Services Ltd

Contributors to section 6
Neil Chatfield   Defra
Martin Geach   Atkins
Louise Hynes   Government Property Agency
David May   Sententia Consulting Ltd
Gary Rogers   Faithful+Gould
Graeme Tappenden   Lingwell Consulting Ltd
Mark Thorneloe   HMRC
Paul Waterson   DIO

Reviewer
Craig Wootton   University of Sheffield

Production
Centre for Digital Built Britain
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Operational phase of the asset life-cycle

About BS EN ISO 19650

The BS EN ISO 19650 series of standards Standards within the ISO 19650 series are
(herein after referred to as the ISO 19650 available at www.bsigroup.com.
series) is an international standard of good Visit www.ukbimframework.org to see how the
practice. It defines information management ISO 19650 standards plus other standards
principles and requirements within a within the UK BIM Framework map to the
broader context of digital transformation design, build, operate and integrate process.
in the disciplines and sectors of the built
environment (including construction and asset
management industries). Its implementation
in the UK is supported by UK National
Forewords in ISO 19650 Parts 1, 2, and 3, and
a UK National Annex in ISO 19650 Part 2.

The ISO 19650 series replaces some of

the existing British Standards and Publicly
Available Specifications relating to
information management using building
information modelling (BIM). It is part
of a landscape, or ecosystem, of national
and international standards supporting
information management processes and
technical solutions. It considers all information
whether it is a construction programme, a
record of a meeting, a geometrical model or a
contract administration certificate.

Building information modelling (BIM) plays a

key part in the management of information
because it provides a methodology that helps
us to structure information so that technology
can process it.

Structuring information using industry

standards helps to improve interoperability.
This means that information can be joined-
up by both people and technology, which
then enables us to extract more valuable
knowledge from it. Using the same
information structures throughout industry
generates consistency, repetition and
predictability. This brings real efficiency
gains for businesses and provides the data
architecture for the connected future.
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About this guidance document

The guidance framework supports the UK As with all guidance supporting the UK
implementation of the ISO 19650 series. BIM Framework, we invite comment and
This guidance document (guidance part 3) feedback on this guidance part 3 at
sits within an overall guidance framework as [email protected]
shown in Figure 1.

ISO 19650
Guidance Part 1
Concepts

ISO 19650 ISO 19650 ISO 19650 ISO 19650

Guidance Part 2 Guidance Part 3 Guidance Part 4 Guidance Part 5
Delivery phase Operational phase (To be confirmed) (To be confirmed)

ISO 19650 ISO 19650 ISO 19650 ISO 19650 ISO 19650 ISO 19650
Guidance A Guidance B Guidance C Guidance D Guidance E Guidance F
The Open data, Facilitating the Developing Tendering and Information
information buildingSMART CDE (workflow information appointments delivery
management and COBie and technical requirements planning
function & solutions)
resources

Figure 1: ISO 19650 guidance framework

Guidance part 3 is written to support the applied, and the different organizational roles
implementation of BS EN ISO 19650-3, which involved in implementing the ISO. It explains
sets out the information management process the flowchart of process steps, describes
for the operational phase of the asset life- an example of applying the process to a
cycle. particular trigger event (survey) and explains
how information delivered as a result of the
This guidance is designed to be read by process can be incorporated into existing
those responsible for owning, operating and information systems. There is some insight to
maintaining infrastructure and building assets. certain ISO 19650 Part 3 clauses, focusing on
Much of the content is standalone but some those that are completely new compared to
elements refer to Guidance part 2. There are ISO 19650 Part 2, and detailed flowcharts of
also some references to the Guidance parts A the ISO 19650 Part 3 process.
to F.
Accompanying this guidance document is a
In particular, the guidance explains different separate flowchart of the whole process that
use cases when the ISO 19650 Part 3 can be printed on a single sheet at A3.
information management process can be
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Abbreviations and acronyms

This guidance includes a number of abbreviations and acronyms as set out in Table 1.
Table 1: Abbreviations and acronyms

Abbreviation or acronym Term

AIM Asset information model

AIR Asset information requirements

BIM Building information modelling

CDE Common data environment

CAFM Computer aided facility management

EIR Exchange information requirements

IFC Industry foundation classes

O&M Operations and maintenance

OIR Organizational information requirements

PIM Project information model

PIR Project information requirements

SAMP Strategic Asset Management Plan

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1.0 Introduction

This document is the second edition of ISO 19650-3 is written in the form of a
guidance for BS EN ISO 19650-3 (referred to specification and its main clauses set out
here as ISO 19650-3) and is part of the UK things that have to be done or achieved.
BIM Framework Guidance suite. It provides The text uses the word “shall” to convey each
guidance on the roles and responsibilities requirement. In line with many specifications
involved in implementing ISO 19650-3, the there is very little guidance in the standard on
situations when it can be applied and the how the requirements could be satisfied – that
details of the information management is left up to each organization implementing
process. It also gives some detailed guidance the standard. However, this is where the UK
on applying the process to a particular trigger BIM Framework Guidance comes in, to provide
event (maintenance) and on incorporating a baseline for users of the standard when
information delivered through ISO 19650-3 putting it into practice.
into existing information systems.
Transition from PAS 1192-3
Now that ISO 19650-3 has been published,
it means there is a wholly international In the UK, ISO 19650-3 has replaced PAS
set of standards defining the information 1192-3, which had been available since 2014.
management process throughout the life-cycle Many asset owners/operators have become
of an asset (delivery phase and operational familiar with its requirements and they should
phase). be reassured that all the key principles from
the PAS have been brought forward into the
ISO 19650-3 sets out the requirements for ISO.
information management using building
information modelling (BIM) during the BSI has published a short transition document
operational phase of an asset’s life. This to help organizations make the change
means it is designed to be applied during the from PAS 1192-3 to ISO 19650-3 and it is
period an asset is in use and when an asset not the intention of this guidance document
needs to be managed even if it is not being to replicate that transition guidance. It is
used, for example if it has been mothballed. recommended that the BSI transition guidance
The primary users of ISO 19650-3 are is read alongside this document.
therefore expected to be asset managers
and facilities managers, and the teams and
contractors that work for them. The standard
will also be helpful to those delivering capital
projects to design and construct new assets,
as it will help them understand why they are
asked to produce operational information as
part of their work.
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2.0 T
 he information management
context for ISO 19650-3
2.1 M
 anaging information during the operational phase of assets
and facilities
Information in the context of asset The ISO 19650 series supports asset
management requires the specification, management and defines the approaches
production, exchanging, checking and to information that comprise both project
approval of information. Information should activities in part 2 and, in part 3, operational
be structured and consistent and, where phase activities of assets. ISO 19650-3 Figure
possible, support predictable and repeatable 1 illustrates the relationship between the
outcomes. Information should be seen as a two sets of standards and the relationship
valuable asset in its own right, and with its between delivery phase activities (defined in
own performance criteria. Performance can ISO 19650-2) and operational phase activities
be economic by measuring its link to a return (defined in ISO 19650-3). This is shown in
on investment or reduction of liability, and Figure 2 below.
can also relate to its relevance to support the
asset management process.

Asset management is defined in ISO 55000

as “coordinated activity of an organization
to realize value from assets”. An asset is
defined as an “item, thing or entity that has
potential or actual value to an organization”.
Asset management covers all types of assets,
including buildings and facilities, which in
ISO 55000 are collectively known as an asset
portfolio. Asset management covers all parts
of the asset lifecycle for the asset portfolio
including the operational phase, which is
defined in ISO 19650-1 as “part of the life
cycle, during which an asset is used, operated
and maintained”. The operational phase
refers to the time when assets are delivering
value to the organization and usually will
not be undergoing construction, extension or
major changes. There will, however, usually be
a continuous stream of minor changes taking
place as a result of inspections, maintenance
and replacement of small-scale components.
The ISO 55000 asset lifecycle includes create
or acquire, operate and maintain, and dispose
or replace.
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Operational phase of the asset life-cycle

Key
AIM asset information model
PIM project information model
A start of delivery phase — transfer of relevant information from AIM to PIM
B start of operational phase — transfer of relevant information from PIM to AIM
C post-occupancy/implementation evaluation or performance review
D trigger events during the operational phase
NOTE Information can be transferred between PIM and AIM during the delivery phase as well as
at points A and B

Figure 2: Information management during the life-cycle of an asset

[SOURCE: ISO 19650-3 Figure 1]

The ISO 55000 series defines a management Information about assets will be required
system for the management of assets and for at least as long as the life of an asset
portfolios of assets over the life of those or facility. For example, design information
assets. In managing assets, a variety of developed prior to asset construction may
activities take place where asset information be essential to the refurbishment or safe
is a critical enabler. ISO 55001 clause 7.5 demolition of the asset many years in the
c) states “the organization shall specify, future. Therefore, information needs to be
implement and maintain processes for available, accessible and readable in the
managing its information” but the standard future. The ISO 8000 series of standards
does not define the approaches to achieve specifies a range of approaches to support
this outcome. Developing a Strategic Asset the effective management of data quality by
Management Plan (SAMP) with its long-term an organization.
intervention plan is an activity that is highly
reliant on data since it will not be realistic to
survey every asset each time the plan is being
developed or revised.
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Operational phase of the asset life-cycle

The adoption of information management The availability of complete, current, accurate

approaches as defined in the ISO 19650 series and trusted information about an asset or
significantly increases the quantity and quality facility will deliver benefits across various
of digital information about assets, known as phases of the asset lifecycle:
digitization, and, if linked dynamically to the
physical asset, can be referred to as a ‘digital • During project phase activities, supported
twin’. by ISO 19650-2;
• During steady state operation and
Asset owners with large portfolios of assets maintenance activities;
and infrastructure are likely to have many
• When planning and delivering reactive
assets and facilities which are simultaneously
interventions which could range from a
at different stages in their asset lifecycles.
simple component replacement, through
For example, around 90% of the assets of a
to responding to major incidents and
utility may be in the operational phase, whilst
supporting the business continuity plans of
only around 10% are involved in the project
the asset owners;
phase (construction, refurbishment or end of
life activities). During each phase, information • When developing or revising Strategic Asset
will be being created, but will also act as a Management Plans;
key enabler. • When planning future asset interventions;
• When selling or transferring the asset to
Facility managers may operate a portfolio of new owners; and
buildings which have similar requirements or
• At end of life to support safe, cost effective
perhaps may only be interested in a single
asset decommissioning and disposal.
building. In either case, these may be in the
operational phase, or be in a project phase
prior to entering the operational phase. In all
cases, the asset owner should recognize the
need to manage the information about the
facilities for current and future owners and
stakeholders of the building(s).

The supply chain involved in asset

management activities has a responsibility in
supporting the asset owners and delivering
the information requirements specified
for their appointment. BS 8536-1 and BS
8536-2 provide guidance which helps asset
owners to define information requirements
which support whole-life activities. Providing
information is a key part of asset interventions
and requirements for the provision and
use of asset information should be defined
contractually. Asset owners/operators
should make sure their contracts and work
instructions include these requirements
for information alongside the technical
specification of the works themselves.
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2.2 H
 ow ISO 19650-3 reflects the concepts and principles of ISO
19650-1
ISO 19650-3 defines the information 6.  Information deliverables are collated into
management process through a series of information models that are exchanged
eight steps with loops and branches defined between delivery teams (asset/facility
by questions and decisions. Figure 5 in this contractors) and the appointing party
guidance reproduces the process flowchart (asset owner/operator), and may then be
and some of the details in it are explained in passed on to other stakeholders such as a
section 4. regulator

The process as a whole reflects the concepts 7.  Information production and review,
and principles from ISO 19650-1. This means including authorization and acceptance,
that it includes the following features: uses the common data environment
(CDE) workflow and whatever CDE
 he information management process
1.  T solutions the various parties wish to apply
is to be applied in a way that is
proportionate to the scale and complexity 8.  Information models from various delivery
of the asset owner/operator, the asset(s) teams are federated to generate the
in question, the trigger events that occur asset information model, that can
in relation to the asset, the works required then be used throughout the asset’s
to respond to the trigger events, and the operational life for analysis, reporting
information required as a result of the or other uses that satisfy the information
work done. purposes

2.  I nformation deliverables are produced  he asset information model needs to

9.  T
in response to information requirements be maintained during the operational
which themselves are developed from a life of the asset so that it continues to
clear set of information purposes represent the state and condition of the
asset.
3.  Information delivery has to be planned
in advance, starting during the tender
process (for external contracts) or internal
works negotiation and then continuing into
a mobilization period before the technical
work itself is started

 he capacity and capability of delivery

4.  T
teams to comply with ISO 19650-3
are taken into account when making
appointments

5.  I nformation deliverables are produced

using an agreed asset information
standard and in accordance with agreed
methods and procedures. This includes
producing information deliverables to
an agreed amount of detail, as defined
through the level of information need
framework
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Operational phase of the asset life-cycle

All of these features will be familiar to users

of ISO 19650-2 since the underlying concepts
and principles are also all reflected in that
standard.

Like most standards, ISO 19650-3 is a

voluntary document. By itself it conveys
no obligation to use it. But following the
approaches defined in ISO 19650-3 should
increase the efficiency and effectiveness
of information management processes
and support the objectives of all parties,
particularly the appointing party (asset
owner/operator).

The obligation to use ISO 19650-3 has to

be created. This could be through it being
included or cited in a contract between
an asset owner/operator and an external
contractor. It could also be through adoption
of an organizational policy covering the
departments and staff that act as asset
owner/operator and as works teams/internal
contractors.
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Operational phase of the asset life-cycle

3.0 Parties and responsibilities

3.1 Introduction
Effective information management is
central to any asset management strategy;
therefore, to manage and operate their assets
successfully, owners/ operators need to clearly
understand and specify what their exact
information requirements are and the delivery
of those.

Asset information deliverables also support

and inform an owner/organization’s asset
management system, the approach outlined
in ISO 55000. This approach should direct,
coordinate, and control related management
activities to deliver key organizational
objectives such as statutory compliance,
and value-based benefits during an asset’s
lifecycle. An information management
strategy and aligned delivery processes can
therefore unlock greater insights, efficiency
gains, and exponential value for the client
organization and its supply chain partners.

ISO 19650-3 establishes an information

management process for asset owners/
operators (referred to as “appointing party”)
to plan and procure their asset information
requirements across different and varying
portfolios, assets, delivery process pathways
and associated trigger events.

The ISO 19650-3 information management

process further establishes a range of set
activities to be undertaken by delivery teams
(each consisting of a lead appointed party
and one or more appointed parties) during
the information planning and production
stages. This consistent approach improves
delivery teams’ collaboration and integration,
particularly when new or updated asset
information deliverables are being produced,
shared, and coordinated simultaneously on the
same, or across several projects and scenarios.
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Operational phase of the asset life-cycle

3.2 Parties
ISO 19650-3, section 0.5, Figure 3 (below)
shows the principal parties and their relational
interfaces in the operational phase. This is
consistent with the organizational diagram
within ISO 19650-2 (Figure 2) which indicates
the same parties, relationships, and interfaces
during the project delivery phase.

Key:
A appointing party
B lead appointed party
C appointed party
... variable amount
   
1 asset management and
operation team
2 illustration of delivery team
3 task teams

information requirements
and information exchange
information coordination
between lead appointed
parties if required by
appointing party

Figure 3: Interfaces between parties and teams for information management

Whilst organizations and individuals fulfilling

these principal party positions may change
between phases, the information management
function, standard, and processes remain
constant, supporting the migration and
evolution of the information model across
the asset’s lifecycle. For example, companies
appointed to deliver maintenance services in
the operations phase may be replaced when
contract periods end and are re-tendered,
or new engineering consultants may be
appointed to design new or replacement
ventilation systems as part of planned
renovation or refurbishment works.
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Operational phase of the asset life-cycle

A simple explanation of the ISO 19650-3 of (asset-related) information requirements.

parties, relationships, and their typical real- The distinction between a lead appointed
world personas follows: party and an appointed party is that a
lead appointed party is only concerned with
The (asset-related) appointing party is the managing the information process in their
organization requiring and receiving the team whereas the appointed parties carry
asset information. They can be the property/ out the technical work and generate the
asset owner, an estates department, an associated information. An appointed party’s
internal asset management team, or an outputs feed into or forms part of their lead
outsourced operator / asset manager (usually appointed party’s overall deliverables to the
on a medium-to-long term contract from the appointing party (asset owner/ operator).
legal asset owner). They have authority and
responsibility for the long-term operations These relationships are illustrated in the
and management of the asset or asset following examples and in Figure 4.
portfolio, and they ensure the required asset
information is correctly specified, received, Example 1: As part of a periodic condition
and maintained to support the whole asset survey contract of a whole building, a
lifecycle. The appointing party prepares a service contractor may carry out all the work
set of information management resources themselves, in which case they are the lead
to define the quality of information and appointed party and the only appointed party
the processes and protocols governing its – see Figure 4(a).
production and ownership.
Example 2: The service contractor from
A lead appointed party is directly appointed Example 1 may do most of the work
by the appointing party to manage the themselves but also appoint a specialist
delivery of a specific set of asset-related company to conduct an intrusive survey of
information. This title only applies to known asbestos – see Figure 4(b).
information management according to the
ISO 19650 standards. The same organization Example 3: An in-house asset manager
or team will almost certainly also be delivering (representing the asset owner) may appoint
the technical services, or functions that an in-house survey team to carry out the
generate the required information (see survey, in which case the survey team is also
appointed party, below) or outcome which both lead appointed party and an appointed
includes the delivery of (asset-related) party. The in-house team sub-contracts the
information requirements. For example, a specialist asbestos survey to an external
lead appointed party can be an in-house specialist, who is also an appointed party –
maintenance team carrying out periodical see Figure 4(c).
statutory or routine maintenance checks, or
an external contractor appointed to replace
a faulty plant item or install a new lift or fire
alarm system. In the case of a small in-house
maintenance job this might involve just one
maintenance engineer as lead appointed
party answering to an individual asset
manager as appointing party. The overall
process is the same but clearly it is applied in
a proportionate way – see section 4.3.

An appointed party is appointed by the lead

appointed party to generate and deliver
a specific set of asset-related information.
This information relates to the appointed
party’s particular technical sub-services, sub-
functions or works which includes the delivery
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Operational phase of the asset life-cycle

Appointment Appointment

Appointing party Lead appointed party Appointed party

For example the Service contractor for Service contractor for the
building owner the condition survey condition survey (does all
the work)

Figure 4(a):  Simple party relationships/appointments

m ent
int Appointed party
po
Ap Service contractor
Appointment (does most the work)

Appointing party Lead appointed party Appo

Building owner Service contractor for int
me
the condition survey nt

Appointed party
Specialist asbestos surveyor

Figure 4(b):  Multiple external appointed party relationships/appointments

nt
t me Appointed party
p o in
Ap In-house survey team
Appointment (does most the work)

Appointing party Lead appointed party Appo

Building owner’s In-house survey team int
m en
in-house asset t
manager

Appointed party
Specialist asbestos surveyor

Figure 4(c):  Mixed internal/external appointed party relationships/appointments

Different real-world scenarios, e.g., the

type/ number of physical assets, their
owner, how they are managed, and the
procurement approach will generate different
organizational arrangements of appointing
party, lead appointed party/ies and
appointed party/ies.
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Operational phase of the asset life-cycle

3.3 Responsibilities
The UK BIM Framework Guidance part 2,
sections 1.3, 1.4 and 1.5 explain the activities
and outputs which each appointing party, lead
appointed party and appointed party should
fulfil when adopting ISO 19650-2, the delivery
phase of assets. Many of these activities
and outputs are repeated and relevant in
ISO 19650-3, the operational phase of the
asset lifecycle. However, there are several
principal differences and responsibilities which
are summarized in Table 2 and the following
subsections. Detailed insights for each of the
clauses in Table 2 are given in section 8.

Table 2: New responsibilities in ISO 19650-3 compared to ISO 19650-2

ISO 19650-3 clause Responsibility

5.1.2 (establish organizational information requirements) Appointing party
5.1.3 (identify assets for which information shall be managed) Appointing party
5.1.4 (establish asset information requirements) Appointing party
5.1.5 (identify foreseeable trigger events for which information shall be managed) Appointing party
5.1.10 (establish links to enterprise systems) Appointing party
5.1.11 (establish asset information model) Appointing party
5.1.12 (establish processes to maintain asset information model) Appointing party
5.2.1 (decide type of activity providing information) Appointing party
5.5.4 (maintain resources in readiness for a trigger event) Lead appointed party
5.8.1 (aggregate an accepted information model into the asset information model) Appointing party
5.8.2 (review and continue maintenance of the asset information model) Appointing party
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Operational phase of the asset life-cycle

3.3.1 A
 ssessment and need for information

The appointing party is responsible for Further OIR and AIR guidance is available in
defining their organizational information section 8 (insight for clauses 5.1.2 and 5.1.4)
requirements (OIR) which identify what and in Guidance Part D.
information is needed to satisfy and support
the delivery of agreed strategic objectives Through the establishment and upkeep of the
within the organization. For example, an AIR, an appointing party can identify and
estates department could have OIR regarding collate a series of foreseeable trigger events
the completeness of statutory compliance which will occur over an asset’s lifecycle. Each
records for risk analysis or insurance purposes. trigger can represent a single or repeating
planned event with associated actionable
Identification of OIR will enable an asset task(s) and new or updated information
owner/ operator to identify their priority requirements. For example, following a
assets and what associated information is boiler service an actionable task could be the
required and needs to be managed. This update of the logbook, or during a period
will inform the establishment of the asset of mothballing or building vacancy the
information requirements (AIR) which the actionable task could be to perform legionella
asset owner/operator/departments or other tests on a school water system. Further
stakeholders will need to operate, monitor, trigger event guidance is available in sections
and manage specific systems and assets. For 4.2, 6 and 8 (insight for clause 5.1.5).
example, an in-house asset management team
may require assets and spatial locations to be ISO19650-3 is applicable to assets of all
named or tagged using a unique identification sizes and all levels of complexity, many of
code or naming convention, for onward which will be existing buildings and pieces
linking or importing into an existing enterprise of infrastructure. It is likely many existing
management system (e.g., EDMS, CAFM). assets will be using existing enterprise systems
to store and manage asset information,
The AIR will change and refresh as parts of and it may not be feasible to set up a new
the physical asset and their systems adapt, or centralized information management
update, or are replaced during the operational system when adopting this standard. It is the
lifecycle. For example, replacing a gas-fired appointing party’s responsibility to ensure any
heating system with a mixture of renewable new or continued use of existing systems can
technologies will affect the information that support the requirements of ISO 19650-3, and
is required to manage the new systems and can be maintained accordingly. This is critical
this will lead to a replacement set of AIR. The to establish the asset information model and
appointing party is responsible for ensuring ensure its long-term integrity across one or
the OIR and AIR are fully aligned and kept many enterprise information systems. Further
up to date in line with their needs. The AIR guidance is available in sections 7 and 8
should be structured in a way which is easily (insight for clauses 5.1.10).
apportioned and assignable to the relevant
lead appointed party at each invitation to However, where the assets are relatively
tender stage. This ensures there is clarity of simple and the appointing party’s
scope in terms of: requirements are relatively straightforward,
it need not be complicated or expensive to
• information required
establish the different sets of information
• how it is delivered / exchanged (exchange requirements, to incorporate the exchange
information requirements) information requirements into relevant
• the ability to procure a more accurate and contracts and to configure existing information
comparable tender cost returns from the systems to be able to hold any new pieces of
prospective contractors information that are deemed necessary. A
• helping to avoid the risk of downstream simple approach can satisfy the requirements
duplication or overlap of information during of ISO 19650-3 – complexity is certainly not a
production. requirement.
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Operational phase of the asset life-cycle

3.3.2 Tender stage and mobilization 3.3.3 Asset Information handover and
aggregation
The appointing party (asset owner/ operator)
is responsible for appointing a lead appointed The appointing party (asset owner/
party in relation to one or more trigger events. operator) is responsible for the final review
This may be through a formal tender process, and acceptance of all asset information
especially where external contractors are delivered by each lead appointed party,
involved, but may also be through internal and the onward update or replacement of
appointments such as through works orders or existing asset information content within
instructions. It is also possible to make term- the relevant enterprise system(s). The
appointments with call-off arrangements for precise legal responsibilities and liabilities
each discrete piece of work. It is important around acceptance of information need to
to note if in-house teams are appointed or be explained in the contract governing the
assigned to provide trigger related services appointment, including what happens if
the same level of responsibilities and process information appears to be complete but later
should be applied. turns out not to be. ISO 19650-3 requires
that an information protocol is incorporated
Where trigger events are foreseeable, the into all appointments to cover these aspects.
information management process and asset The same requirement in ISO 19650-2 has
information requirements can be pre-defined given rise to the publication of a standard
and lead appointed party(s) appointed in information protocol that is appropriate
advance of the needed works. The frequency for design and construction contracts. No
of trigger events may vary according to asset, equivalent protocol for Part 3 has been
work order type, or contractual/ statutory written as yet, but the Part 2 protocol could be
requirements. During long or inactive periods, consulted to give an indication of what might
the lead appointed parties should either be needed.
remain mobilized or provide assurance of their
ability to mobilize when required, and have The appointing party is responsible for
the necessary resources in place to complete the central or linked enterprise system(s)
scheduled or planned trigger events. which support/host the AIM. The system(s)
must enable the AIM to be structured and
In instances where unforeseen or unplanned maintained properly, and to continue to
trigger event occur, the appointing party fulfil its overall purpose. Further guidance is
will need to instigate a process to appoint available in section 8 (insight for clauses 5.8.1
an appropriate lead appointed party(s). and 5.8.2).
Again, it is important to note if in-house
teams are appointed or assigned to provide
trigger related services the same level of
responsibilities and process still should be
applied. Further guidance is available in
section 8 (insight for clause 5.2.1).
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4.0 E
 xplaining the information
management flowchart
(ISO 19650-3 Figure 4)

4.1 The flowchart

ISO 19650-3 is structured around the
management process for operational
information and this is shown as a flowchart
in the standard. This flowchart is used as the
basis of Figure 5. In the standard there is an
extensive key to this flowchart, but instead of
reproducing that here the key features are
indicated in the figure and described in the
bullet points below.

Pathway B: E: information F: information G: Information K: Does the

foreseen procurement planning Trigger production appointment
trigger events event continue?

Pathway D:
acquisition
of asset

Trigger
event

Pathway C: E: information F: information G: Information L: Does the

unplanned procurement planning production appointing party
trigger events still have an
interest in the
asset?

Figure 5:  Information management process flowchart from ISO 19650-3

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Operational phase of the asset life-cycle

The key elements of the flowchart are as • Within the pathways B and C, the process is
follows: broken into 3 sub-groups labelled E, F and
G.
• The process comprises eight steps, • Sub-group E is about procurement – of
numbered 1 to 8, and the requirements a tier 1 contractor or an in-house team
at each step are contained in the to be responsible for some information
corresponding sub-clause of ISO 19650-3 deliverables (lead appointed party).
clause 5 (for example, step 1 is covered by ISO 19650-3 covers information
clause 5.1) procurement activities in clauses 5.2
and 5.3
• Step 1 of the process is where the • Sub-group F is about planning –
appointing party (asset owner/operator) the mobilization of the appointed
prepares for the rest of the information contractor or in-house team and the
management process. This includes appointment of any further parties
assessing what information they need within the delivery team (appointed
parties). ISO 19650-3 covers
at organizational and asset levels, and
information planning activities in
preparing all the supporting resources for clauses 5.4 and 5.5
the process such as the asset information
• Sub-group G is about production
standard and establishing the common data – when information is produced by
environment appointed parties, reviewed by a
lead appointed party and ultimately
• Step 1 leads to three different pathways, accepted by the asset owner/operator
shown as shaded boxes labelled B, C and D. (appointing party). ISO 19650-3 covers
information production activities in
• W hich of these pathways is followed clauses 5.6 and 5.7
depends on the nature of each life-
• These sub-groups of activities reflect
cycle event giving rise to new or
the overall philosophy described in
updated asset information.
ISO 19650 Part 1 and mirrors the
• These events are called trigger events approach taken in ISO 19650 Part 2 for
and are depicted in pathways B and C information management on projects
by a circle enclosing a pentagon.
• The process has feedback loops at points K
• The pathways are split because there and L.
are fundamental differences in the
approach to information management, • Point K tests whether the appointment
primarily around whether procurement will continue following acceptance
and mobilization can be done ahead of of a particular set of information
the trigger event taking place or not deliverables from the supplier (lead
appointed party/delivery team). This
could be because a trigger event is
complex enough to involve a series of
information exchange points (such as
the design and then installation of an
emergency roof). Or because it is a
call-off appointment responding to a
repeated trigger event where each has
its own information exchange (such as
a 5-year contract to conduct yearly
inspections).
• Point L tests whether the asset owner/
operator still has an interest in the
asset and therefore whether the whole
information management process
should continue.
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Operational phase of the asset life-cycle

4.2 Trigger events existing assets. When the trigger event

does happen, the appointing party has to
Trigger events are one of the key concepts for start from the beginning of the procurement
managing asset information according to ISO process (sub-group E), the lead appointed
19650-3. These are the events taking place party and delivery team have to go through
during the life-cycle of the asset that have the mobilization activities (sub-group F)
an effect on the asset and give rise to new before they can start their technical work and
or updated information being needed by the start producing information (sub-group G).
appointing party (asset owner/operator). They This means there will of necessity be some
provide the overall tempo for the information delay between the trigger event occurring and
management process, in the same way that the technical response work starting.
plan of work stages do during a project.
[TRIGGER] then [PROCURE] then [PLAN]
There are many different trigger events that
then [PRODUCE]
can occur – some of them will arise on all or
most assets such as planned maintenance of The third pathway, D in Figure 5, is driven by
commonplace elements or equipment. Others the acquisition of an asset that is currently
will be very specific to the asset in question owned by another organization. For example,
such as undermining of foundations for a the purchase or leasing of a site or an existing
structure near an eroding coastline. building. This is a particular kind of trigger
event because the contractual relationship
By their nature, some of these trigger
between the buyer and seller is fundamentally
events can be foreseen and scheduled or
different from the client-supplier relationship
otherwise planned for in advance of them
created for the other types of trigger. During
happening, for example regular maintenance
asset acquisition, the buyer may have little
or inspections. These are the trigger events
ability to insist on the supply of certain
that drive pathway B in the information
pieces of information as part of the purchase.
management process (see Figure 5). Planning
It might be possible to negotiate this as
for these trigger events means the appointing
part of the price paid, or for the acquirer
party (asset owner/operator) going through
to commission their own due-diligence
the procurement activities for information, and
information.
also for the works, (sub-group E) and the lead
appointed party (contractor or in-house team)
going through their mobilization activities
(sub-group F) before the trigger event takes
place. This means that when the trigger event
occurs the delivery team is already appointed
and ready to go, and can start immediately
with their technical tasks and production of
information (sub-group G).

[PROCURE] then [PLAN] then [TRIGGER]

then [PRODUCE]

Other trigger events are acts of God, or

random occurrences, or so infrequent or
unpredictable that it is impractical to plan
for them in advance, for example a lightning
strike or an increase in customer demand
requiring an additional production facility.
These are the trigger events that drive
pathway C in the information management
process (see Figure 5). They include new
delivery phase activities (new projects) to
create new assets or refurbish/remodel
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4.3 Proportionality
Although the flowchart in Figure 5 looks Some of the specific tasks in ISO 19650-3,
complicated, and each of the process steps such as the lead appointed party preparing
contains a series of required actions, the ISO the delivery team’s BIM execution plan,
19650-3 information management process is are deliberately scaled down from their
to be applied in a way that is proportionate equivalents in ISO 19650 Part 2. If more
and appropriate to the scale and complexity detail is warranted by the situation then this
of the asset portfolio as well as the scale can either be specified by the appointing
and complexity of the asset management party in their acceptance criteria for the
responses to trigger events. Proportionality is tender response or volunteered by the
demonstrated through the following examples: prospective contractor/in-house team (lead
appointed party) in their pre-appointment
Example 1 :In preparing for their overall BEP.
approach to information management in step
1, an appointing party (asset owner/operator) Proportionality also needs to be applied to
might decide only to apply ISO 19650-3 to the organizational and asset information
its most critical assets, such as only to its requirements that are developed by the asset
production and warehouse facilities and not to owner/operator (appointing party). Each
its administrative offices, or only to life safety information requirement must be able to
systems rather than all systems in a building. be traced back to a purpose, so that the
This would be part of the considerations in appointing party is clear that it is only asking
response to ISO 19650-3 clause 5.1.3. for information to be produced that it really
does need. This is part of the lean thinking
Example 2: In procuring a new lead that underpins a systematic approach to
appointed party (asset contractor) to carry information management, and the result
out a condition survey, an appointing party should be sets of exchange information
(asset owner/operator) could conclude that requirements for each lead appointed party
none of its existing reference information or that focus on the information that really
resources are relevant and do not need to be has value to the appointing party. Different
included in the tender pack compiled for this asset owners/operators will have different
appointment. This simplifies the paperwork of ideas of what information is of value to them
the procurement process. – there is no single set of right or wrong
answers to this question because the idea
Example 3: An in-house asset manager of value can mean such different things to
acting as appointing party and appointing different organizations. Even if a particular
an in-house works team to do small-scale asset owner/operator draws on the work of
work and information delivery will still similar types of organization (such as one
need to go through the same information local authority learning from others), they
management process steps. But at each should still approach the development of their
step the details that need to be defined or information requirements with a critical eye.
the resources that need to be created will be
much simpler or might not be relevant and Much more explanation about determining
so can be legitimately excluded. The cost of appropriate information requirements is given
implementing the process will ultimately have in Guidance D.
to be balanced against the benefit of having
the intended information. Unless there is a
statutory requirement to be met, this balance
of cost versus value has to be made by the
appointing party (asset owner/operator).
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Operational phase of the asset life-cycle

5.0 Use cases for ISO 19650-3

This section illustrates three out of the Use Case 2. For portfolios of assets,
potentially infinite number of Use Cases that progressively moving to follow UK BIM
could be used across different asset owners Framework principles on a site-by-site basis.
triggered by different situations. Adoption
and use of ISO 19650-3 allows the appointing This is triggered when projects/interventions
party (asset owner/operator) to adopt a are undertaken on more than a predefined
proportionate approach based upon the costs proportion of the assets on the site. This
and benefits of implementation. prevents ‘small’ projects/interventions, such
as replacement of windows, requiring the
Use Case 1. A single asset/building/facility digitization and surveying of a whole building.
that moves from the project phase (defined
in ISO 19650-2) to the operational phase Where the above threshold is passed, this
(defined in ISO 19650-3). use case would involve digitizing all assets,
documents and information for the site based
This begins before the project is started, with on the Asset Information Requirements (AIR).
definition of what information is needed to In addition to the benefits detailed in Use
manage and maintain the asset/building/ Case 1 above, further benefits would be:
facility. This information is collected during
the project delivery where it forms part of the • Increasing the proportion of digital
project information model (PIM). Effective information across an organization’s asset
transfer of this information from the PIM into stock faster than if digital information
the asset information model (AIM) without about assets was only collected through Use
loss of meaning or accessibility provides a Case 1;
range of benefits: • Increased understanding of the extent to
which assets across whole sites/ facilities are
• Reduced uncertainty about actual assets following UK BIM framework principles;
and systems enabling more effective
• Easier and closer relationship with facilities
intervention planning;
management activities facilitated through,
• Reduced safety risks due to staff making for example, asset tagging and information
unwelcome ‘discoveries’, such as previous maintenance linked to FM contracts.
alterations to assets that had not been
recorded, whilst undertaking asset
interventions;
• Quicker and more effective development of
planned maintenance schedules to ensure
that they are active on asset handover.
This would reduce the risk of failures and
the risk of reducing asset life through
insufficient or incorrect early maintenance.
This would also reduce the risk of
invalidating a warranty by not following the
manufacturer’s requirements;
• More effective and quicker planning and
response to unplanned incidents, such as
fire/ flood/ damage through availability of
more reliable information.
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Operational phase of the asset life-cycle

Use Case 3. For portfolios of assets, applying • Enables change in process/ maintenance
UK BIM Framework principles to selected regimes for a complete asset/ site type
asset/site types by surveying existing assets, perhaps including standardized planning
digitizing drawings and records. and activities, common tooling, optimized
training and reduced variability in approach
For example, digitizing all air handling units or leading to greater efficiencies and improved
digitizing all sub-station sites >50kV. This Use asset outcomes.
Case could be applied alongside Use Case 2
or independently. In addition to the benefits These Use Cases are illustrated in Figure 6.
detailed in Use Case 1 above, further benefits In the figure, assets on six different sites are
would be: represented by geometrical shapes. Those
that are subject to work following trigger
• Increasing the proportion of digital events have a bold outline. In Use Case 2,
information across an organization’s asset on Sites A, D and F some assets are subject
stock faster than if digital information to projects/work that is above the predefined
about assets was only collected through Use proportion for digitizing the whole site. In Use
Case 1; Case 3 the pentagon asset has been selected
• Increased understanding of the extent to for survey and digitization. This affects sites
which assets across whole sites/ facilities are A, B and D but only that specific asset on
following UK BIM framework principles; each site is digitized.

Use Case 1
Site A Key
• Shapes represent different asset types
• Blue fill represents digitized assets
• Grey fill represents assets not digitized
• B
 old outline represents assets with
planned interventions

Use Case 2
Site A Site B Site C Site D Site E Site F

Use Case 3
Site A Site B Site C Site D Site E Site F

Figure 6:  Illustration of use cases for applying ISO 19650-3 process
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Operational phase of the asset life-cycle

6.0 Example application of ISO 19650-

3 to a specific trigger event
6.1 Target audience 6.2 D
 efinition and categorization
of trigger events in the
This section is particularly for individuals
working within or on behalf of an appointing operational phase of an
party (asset owner/operator) to apply ISO asset
19650 to operational phase trigger events
and to establish the exchange information ISO 19650-3 clause 5.1.5 highlights trigger
requirements for those trigger events. Where events as those events during the operational
recommendations are made for specific phase when new or updated information
trigger events, these are intended to represent concerning an asset will be generated or
‘good practice’. required.
This section provides clarity on typical trigger Clause 0.1 of ISO 19650-3 highlights that
events and provides an example of taking one there are 2 main types of trigger event:
trigger event through the requirements of ISO
19650-3. 1.  T
 hose that are foreseeable and for which
advanced planning is sensible
2.  T
 hose that are either unforeseeable
or which can be foreseen but where
advanced planning is not a sensible use of
time or resources.
Depending on the nature of a trigger event,
preparatory activities can differ.

Some example trigger events are suggested

in ISO 19650- 3 Appendix A.3. It is important
to understand that more than one trigger
event can occur at the same time. Similarly,
different types of asset, particularly at
system or equipment level, can be subject to
identical or similar trigger events. However,
the asset management response and the asset
information generated or updated might be
different in each case. For example, many
items of equipment will need maintenance
trigger events, but the nature of the
maintenance will be specific to each type of
equipment.

In addition, some trigger events can be

identified independently from the assets,
for example severe weather or geological
activities. Once the assets have been
identified it is possible that other trigger
events will become apparent.
28 | Guidance Part 3 Edition 2 - February 2021
Operational phase of the asset life-cycle

Figure 7 is a simplified illustration of one

arrangement of trigger events for an asset
in its operational phase. The grey loops at
the left-hand end and towards the right of
the figure represent an initial delivery phase
(project) and a refurbishment. At these
points, information management is according
to ISO 19650-2. The period between the
project and refurbishment shows a sequence
of different types of trigger event. The details
of these trigger events will be specific to the
type of asset and to the particular asset itself.
For example, road bridges will tend to have
trigger events in common and Tower Bridge in
London will have some specific trigger events
because of its location, design, age and so on.

Survey Maintenance Inspection Survey Inspection Refurbish Survey Maintenance

Inspection Repairs Maintenance Repairs Maintenance Inspection

Figure 7:  Trigger events during the operational phase of the life cycle
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Operational phase of the asset life-cycle

6.3 Categories of Trigger Events

in the asset lifecycle
Although there are many possible trigger
events, they can be grouped largely under
four main headings, as shown in Figure 8. The
lists of specific trigger events in Figure 8 are
not exhaustive, and are included to indicate
the range of possible trigger events that
might need to be considered

• ACQUIRE E M • MAINTAIN • Maintenance

IR AI (Annualised
o Acquisition of an asset U
S

• Inspections
CTION

o Transfer of asset from maintenance)

Q

N
o H&S inspection
AC

TA
construct phase to in-use o Planned: scheduled
o Fire safety
IN
INSPE

tasks
Y

phase o Energy performance

E

NS
RV

o Onboarding: Asset IO
o Reactive -
o Defects/warranty
SU

enhanced handover & AT unscheduled tasks

ER inspections
commissioning OP o Proactive - inspect/
CE • Survey
ENAN monitor/condition
o Post occupancy evaluation MAINT
Initial aftercare period o Measured survey based maintenance
o Transfer of ownership o Laser scan regimes
RE
FU o Building services
RB
ISH survey • RENEW
• END OF LIFE o Stock condition surveys • Renewal (Forward
RE

o H&S survey, asbestos Maintenance)

o Disposal
NE

o Topography
EN

o Decommissioning o Major repairs and

WA

o Utilities survey
EW
D

o Decontamination F replacements
L

N o FM validation survey
O

LI
o Deconstruction FE RE o Space utilisation
o Improvements/
o Demolition upgrades
o Transfer of ownership • Operations (e.g. energy
o Cleaning reductions)
o Utilities o Redecoration
o Waste management • Refurbishment and
o Catering adaption
o Hospitality
o Major refurbishment
o Helpdesk
o Change of use
o Post room
o Alterations or churns
o Security

Figure 8:  Example trigger events grouped by theme

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Operational phase of the asset life-cycle

6.4 W
 orked example: 6.4.1 Scenario
Commissioning a survey to • Organization X has a large asset
determine the extent of a portfolio consisting of both buildings and
refurbishment infrastructure.
• Organization X is keen to digitize their built
 he section highlights the information
T asset portfolio in a staggered manner and
management process associated with survey utilize the organization’s central repository
activities in preparation to refurbish the asset (CDE) embracing ISO 19650 principles.
within the context of the scenario outlined • Previous survey work has highlighted that
below. This particular trigger is classed as investment is required in the strategic
an unforeseeable trigger, as it is not part of regional centre. The anticipated remaining
a long-term schedule of asset activities. It is building life of the regional centre is 30
hoped to include an example of a foreseeable years. The outline business case to refurbish
trigger (such as a regular maintenance the regional centre has been approved with
activity) in a future update of this guidance. an objective to continue using the building
as a regional centre.
• Organization X now needs to procure
a single supplier to undertake detailed
surveys to support the full business case for
the refurbishment of the existing building.
These surveys will include building services,
structural integrity, asset condition, and
point cloud. The principal deliverable will
be an information model that incorporates
survey information. Due to poor existing
legacy asset data, survey outputs will
provide accurate validated data to inform
the briefing stage of the refurbishment.
• The regional centre is currently occupied
and staff decant commences 8 weeks prior
to the start of refurbishment works.
• Organization X has an asset management
system and computer aided facilities
management system (CAFM) for managing
their asset portfolio.
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Operational phase of the asset life-cycle

6.4.2 A
 pplying the clauses of ISO
19650-3

This section is to be read in conjunction

with ISO 19650-3. The guidance in Table 3
presents key aspects tailored to the survey
appointment in the context of the scenario
outlined above.

Table 3: Survey trigger example of ISO 19650-3 activities

ISO 19650-3 ISO 19650-3

Activities/commentary
clause sub-clause
5.1 Assessment 5.1.2 (OIR) Identify the OIRs relevant to survey outputs. For example: “To have accurate and
and need complete survey information in advance of any project”.

5.1.3 (Relevant Identify critical assets in the regional centre based on existing information held by
assets) the operations team.
5.1.4 (AIR) Specify the information required for each critical asset to support the OIR. Note:
clearly identify that the survey is non-intrusive and there will be limited data
collection for elements with restricted access (such as behind walls). Identify the
methodology for assets with limited information availability.
5.1.5 (Triggers) The foreseeable trigger event is the refurbishment of a regional centre.
Information collected as part of the survey will be managed during subsequent
trigger events including maintenance, fabric/equipment repair, room
reconfiguration.
5.1.6, 5.1.10 Highlight the use of survey information collected: information about system/
(Information component assets that require renewal will be used by the design team to inform
standard and new design strategies while information on existing system/components assets
Enterprise that will remain in situ will be used by maintenance and operations teams. State
systems) the building services survey, structural survey, measured survey, utilities and asset
condition information is to be incorporated in an information model and aligned
to the defined level of information need.
Capture existing enterprise system requirements (CDE, CAFM, etc.) to specify the
asset taxonomies, location hierarchy, classifications to inform the asset information
standard. The information standard should also set out survey accuracy bands,
tolerances, coordinate grid and datum requirements and format of deliverables.
5.1.7, 5.1.8 Clearly identify that there is poor quality legacy information about the regional
(Methods and centre and validation of legacy information is therefore required. Where
procedures, information does not exist within legacy, the survey team will be required to
and Reference collect information in line with the specification in the information standard. One
information) key area for consideration is the interoperability of outputs for onward use such
as exchange between survey packages, so the information production procedures
will encourage use of open standards where possible. Data collection templates,
object library definition to be shared with prospective surveying tenderers.
5.1.11 (Establish Clearly state that survey outputs will be federated to create the refurbishment
AIM) information model (where existing system/component assets are retained as part
of the refurbishment). Methodology for aggregating the information into any
existing AIM needs to be defined.
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ISO 19650-3 ISO 19650-3

Activities/commentary
clause sub-clause
5.2 Invitation 5.2.2 (EIR) As part of the exchange information requirements for this trigger event it is
to tender/ essential to specify the level of information need for each asset category whilst
request to considering the availability of information on asset with restricted accessibility.
provide service 5.2.3, 5.2.5 Include the information compiled as part of 5.1.8
(Assemble
reference
information and
Compile tender
information)
5.2.4 (Response Given that refurbishment designs will rely on survey outputs and deliverables,
requirements) it is essential that evaluation criteria for the surveying appointment cover the
tenderer’s experience of refurbishment projects and their information-based risks.
As the survey work has to be completed within X weeks, clear capacity to deliver
the required information must be shown.
5.3 Response 5.3.2 (BEP) Assess the proposed methodology to meet the exchange information
to tender/ requirements.
request to
provide service 5.3.3 (Capability Assess tenderers’ capability and capacity based on the criteria set within 5.2.4.
and capacity)

5.4 5.4.6 (Complete Consider any changes to the asset information standard and the information
Appointment appointment) production methods and procedures that have been proposed by the selected
survey organization. Incorporate any agreed updates to these in the appointment
documents.
5.5 Make sure that the appointment of the surveyor is finalized so that there is
Mobilization enough time for mobilization activities before the survey work itself needs to start.

5.6 Production This clause has no specific activities or commentary for the appointing party.
of information However, it is essential that the information standard (see 5.1.6) and the EIR
(see 5.2.2) are specific on the data requirements for each type of object to be
collected by the survey and the exchange format expected. Ideally this should
be through the provision of detailed data collection templates and object library
definitions and in a recognized open standard such as BS1192-4. .
5.7 5.7.2 (Accept It is essential to undertake quality assurance checks on each information
Information information container and the object data provided. Assurance checks could use automated
model model) computerized verification against the information standard and EIR and should
acceptance take place before the information exchange is contractually accepted. Utilize the
review comment and accept workflow within the CDE to aid quality assurance
checks.
5.8 AIM 5.8.1 (Aggregate Given poor quality legacy information, survey outputs serve as the most up to
aggregation AIM) date validated data set for the regional centre. Update enterprise systems with
the survey deliverables to ensure any updates are federated within the new
information model for the regional centre.
5.8.2 (Review Compile an AIM maintenance methodology that would support the future
AIM) activities associated with the refurbishment of the regional centre.
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7.0 Integrating information delivered

through ISO 19650-3 into existing
systems
ISO 19650-3 clause 5.1.10 allows for existing It is recommended that the process to extract,
systems to be used to store delivered asset transform and load the accepted and assured
information. It also notes that these systems information into an interim repository is
can be outside the direct control of the separated from the enterprise integration
appointing party (asset owner/operator). process. There may be any number of target
enterprise systems to integrate and this
The process of importing information into approach enables each system integration to
existing live line-of-business systems should be profiled and carried out separately. This
be considered carefully, irrespective of delivers a scalable and controlled approach
whether this information comes from a live with the option to roll back to an earlier
project (delivery phase) or an operational position with full audit trail.
activity (such as a maintenance trigger
event). Importing partial, corrupted, or poorly While this may appear complex, attempts at
identified or structured information is a high direct integration have often failed in practice
business risk. Manual update of enterprise leading to significant loss of potential benefit
systems is also not scalable and prone to error. from the whole information management
process. Similarly, a manual approach would
To avoid or reduce these risks, it is be overwhelmed.
recommended that a multi staged semi-
automated approach is adopted. Experience with UK Government Departments
and Agencies has shown that the staged
An example of this is shown in Figure 9 and approach can be justified by significant
proposes that: improvements in information quality and
completeness, and reduced latency (lag)
• The information received should be stored in integrating the information through an
in an immutable ‘system of record’, automated process. This also minimizes
• A combination of manual validation and mundane, unreliable and unscalable manual
automated verification processes should handling of information.
be used to confirm that the information
received is acceptable prior to any system Further work to provide more detailed
integration. information on this approach is underway.
• Accepted information should be extracted,
transformed and loaded1 into an interim
staging repository,
• System integration should be profiled
separately for each existing system from the
assured repository.

1  This is often shortened to ETL

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Contract Program
Line AIM & PIM Integration Management

Inventory &
Immutable Assured Automated Planning
Information Automated
Container Structured System
Exchange Verification
(File) Store Repository Integration
Cost & Carbon
Reporting
Asset
Performance
Enterprise Systems

Figure 9:  A staged approach to Integrating ISO 19650-3 into existing information systems
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8.0 ISO 19650-3 clause 5: insight

This section of the guidance provides some

additional insight into certain parts of clause
5, which as a whole defines the information
management process. Many of the detailed
clauses are recognizably similar to those in
ISO 19650-2 and some initial insight on these
can be gained from ISO 19650 Guidance
Part 2, section 2. Table 4 lists all the parts
of clause 5 and shows whether insight can be
found in this section or whether the nearest
insight currently available is in Guidance Part
2.

Table 4: Where to find insight text for ISO 19650-3 clauses

ISO 19650-3 clause Location of insight

5.1.1 (appointing party information management function) Guidance Part 2, clause 5.1.1
5.1.2 (establish organizational information requirements) This guidance – see below
5.1.3 (identify assets for which information shall be managed) This guidance – see below
5.1.4 (establish asset information requirements) This guidance – see below
5.1.5 (identify foreseeable trigger events for which information shall be This guidance – see below
managed)
5.1.6 (asset information standard) Guidance Part 2, clause 5.1.4
5.1.7 (asset information production methods and procedures) Guidance Part 2, clause 5.1.5
5.1.8 (establish reference information and shared resources) Guidance Part 2, clause 5.1.6
5.1.9 (common data environment) Guidance Part 2, clause 5.1.7
5.1.10 (establish links to enterprise systems) This guidance – see below
5.1.11 (establish asset information model) This guidance – see below
5.1.12 (establish processes to maintain asset information model) This guidance – see below
5.1.13 (asset information protocol) Guidance Part 2, clause 5.1.8
5.2.1 (decide type of activity providing information) This guidance – see below
5.2.2 (appointing party’s exchange information requirements) Guidance Part 2, clause 5.2.1
5.2.3 (assemble reference information and shared resources) Guidance Part 2, clause 5.2.2
5.2.4 (response requirements and evaluation criteria) Guidance Part 2, clause 5.2.3
5.2.5 (compile invitation to tender/request to provide service) Guidance Part 2, clause 5.2.4
5.3.1 (lead appointed party information management function) Guidance Part 2, clause 5.3.1
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ISO 19650-3 clause Location of insight

5.3.2 (establish pre-appointment BIM execution plan) Guidance Part 2, clause 5.3.2
5.3.3 (task team capability and capacity) Guidance Part 2, clause 5.3.3
5.3.4 (delivery team capability and capacity) Guidance Part 2, clause 5.3.4
5.3.5 (delivery team mobilization plan) Guidance Part 2, clause 5.3.5
5.3.6 (delivery team risk register) Guidance Part 2, clause 5.3.6
5.3.7 (compile delivery team response) Guidance Part 2, clause 5.3.7
5.4.1 (confirm BIM execution plan) Guidance Part 2, clause 5.4.1
5.4.2 (detailed responsibility matrix) Guidance Part 2, clause 5.4.2
5.4.3 (lead appointed party’s EIR) Guidance Part 2, clause 5.4.3
5.4.4 (task information delivery plans) Guidance Part 2, clause 5.4.4
5.4.5 (master information delivery plan) Guidance Part 2, clause 5.4.5
5.4.6 (complete lead appointed party’s appointment) Guidance Part 2, clause 5.4.6
5.4.7 (complete appointed party’s appointment) Guidance Part 2, clause 5.4.7
5.5.1 (mobilize resources) Guidance Part 2, clause 5.5.1
5.5.2 (mobilize information technology) Guidance Part 2, clause 5.5.2
5.5.3 (test asset information production methods and procedures) Guidance Part 2, clause 5.5.3
5.5.4 (maintain resources in readiness for a trigger event) This guidance – see below
5.6.1 (availability of reference information and shared resources) Guidance Part 2, clause 5.6.1
5.6.2 (generate information) Guidance Part 2, clause 5.6.2
5.6.3 (quality assurance check) Guidance Part 2, clause 5.6.3
5.6.4 (approve information for sharing) Guidance Part 2, clause 5.6.4
5.6.5 (review information model) Guidance Part 2, clause 5.6.5
5.6.6 (authorize information model for delivery to appointing party) Guidance Part 2, clause 5.7.2
5.7.1 (submit information model for appointing party acceptance) Guidance Part 2, clause 5.7.3
5.7.2 (review and accept information model) Guidance Part 2, clause 5.7.4
5.8.1 (aggregate an accepted information model into the asset information This guidance – see below
model)
5.8.2 (review and continue maintenance of the asset information model) This guidance – see below

The rest of this section focuses on the clauses

that are different from those in ISO 19650-
2, as these are particularly focused just on
information management during asset and
facility operation.
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Clause: 5.1.2 Establish organizational information requirements

See ISO 19650 guidance D to understand more about information requirements
The primary party active Insight:
within the clause: Organizational information requirements (OIR) are defined by the appointing party
Appointing party (asset owner/operator). They identify the information needed to satisfy strategic
objectives within the organization. OIR in general, do not have to be related to assets
Contributing parties to the or asset performance (for example, a commercial business might have an OIR around
clause: filing its statutory accounts), but the asset related OIR are the focus of ISO 19650-3.
n/a
When the activity within OIR are likely to come from a range of departments across the organization, not just
the clause should be the facilities or asset management team. OIR represent the high-level information
carried out: those departments need to feed in to their own activities. They can also come from
external stakeholders such as shareholders, lenders or regulators.
Before tendering the first
lead appointed party
appointment Example 1: The marketing department of a hotel chain could require information
The level of the activity: (OIR) about the condition of public spaces (such as reception areas, restaurants, bars)
across all hotels in the chain.
Portfolio or asset level
Summary of activities
within the clause (as Example 2: A bank lending money to the hotel chain could require information (OIR)
appropriate) about the average annual occupancy of the hotel rooms and the function suites across
all hotels in the chain.
1. Consult with
departments within
the business and with Where the appointing party is managing a portfolio of assets, then OIR can be across
the whole portfolio, or related to a group of similar assets (for example pumping
external stakeholders,
stations for a water utility). They can also relate to a single asset, but must still be
to understand what linked to strategic objectives within the organization.
information supports
their responsibilities.
2. Collate these information
needs into a set of OIR.
3. Identify those that
are specifically
concerned with how the
organization uses its
built assets.
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Clause: 5.1.3 Identify assets for which information shall be managed

The primary party active Insight:
within the clause:
An essential activity is to identify assets for which information is to be managed.
Appointing party However, there is no requirement for an appointing party (asset owner or operator)
Contributing parties to to apply the ISO 19650-3 process to every asset it owns or operates. So, this clause
the clause: enables the appointing party to identify its priorities (in mind of the costs and
n/a benefits associated with management of information). There are six considerations
listed in clause 5.1.3, but the appointing party can introduce additional considerations
When the activity within if it wishes:
the clause should be
carried out: 1. Ownership of assets (the appointing party might wish to exclude assets that are
Before tendering the first leased rather than owned, or vice versa)
lead appointed party 2. Asset breakdown structure (the appointing party might wish to focus on particular
appointment asset classes, for example mains water pipes over 50 years old)
The level of the activity: 3. Asset impact on business efficiency (the appointing party might wish to focus on
Asset or portfolio assets with the highest maintenance costs)
4. Asset impact on business effectiveness (the appointing party might wish to focus
on assets where breakdown causes disruption to business operations, such as the
automated warehouse)
5. Asset criticality for key operations – this is similar but even more critical to
business operation, for example the data centre
6. Asset condition (the appointing party might wish to focus on assets which are
known to be in the worst condition)
Some of these considerations may be deemed not applicable and should be recorded
as such.
Summary of activities within the clause (as appropriate)
• Reflect on the complete set of built assets that the organization owns or operates.
• E
 stablish and document why some assets might be excluded from the ISO 19650-3 information management
process.
• Use the remaining list of assets as the focus for the information management process going forward.
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Clause: 5.1.4 Establish asset information requirements

The primary party active Insight:
within the clause:
Asset information requirements (AIR) are established by the appointing party
Appointing party (asset owner or operator). They set out the asset-specific information needed for the
assets identified in clause 5.1.3. Information need might be driven by departments or
Contributing parties to
teams within the organization or external bodies. It could also be prescribed through
the clause:
legislation.
n/a
When the activity within AIR are developed from the OIR and are typically at the level of an individual asset,
the clause should be but could also be defined for a group of similar assets.
carried out:
Before tendering the first
lead appointed party Example 1: A hotel group operating brands at different price points/quality levels
appointment could have separate AIR related to the condition of public spaces for each brand
in the overall portfolio. This could be extended to the individual hotels within each
The level of the activity:
brand. The AIR would be tailored to the facilities and public areas provided at each
Asset or portfolio hotel or across each brand.

Example 2: A water and sewerage utility would have separate AIR for its different
asset classes (pumping stations, treatment works, pipeline networks, reservoirs,
administrative offices, etc).

The difference between OIR and AIR is that OIR are focused on the overall
organization whereas AIR are focused on a specific asset or group of assets.

Summary of activities within the clause (as appropriate):

• For each asset identified at clause 5.1.3, consult with departments within the business and with external
stakeholders, to understand what information relating to each asset supports their responsibilities.
• Collate these information needs into a set of AIR for each asset.

Note: There may be a number of common elements across all the sets of AIR, but also some elements that are
specific to one particular asset
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Clause: 5.1.5 Identify foreseeable trigger events for which information shall be managed
The primary party active Insight:
within the clause:
Once the AIR have been established the next activity is to consider foreseeable
Appointing party trigger events.
Contributing parties to
the clause: A trigger event is one that occurs to an asset or affects it in some way. It triggers
n/a the requirement for new or updated information relating to the asset, in line with
its AIR. A foreseeable trigger event is one which can be planned in advance (and
When the activity within which it is sensible to plan for, based on its likelihood of occurring and impact on the
the clause should be organization).
carried out:
Before tendering the first It is sensible to consider separate trigger events as they are likely to instigate an
lead appointed party appointment (and many of the ISO 19650-3 requirements apply at the appointment
appointment level). A trigger event might be a series of separate actions, such as regular
The level of the activity: maintenance of a component during its lifetime, or it could represent a one-off action
such as initial condition survey after acquiring an asset from its former owner.
Asset or portfolio

Example 1: Yearly lift inspections and maintenance. This could be across a whole
building/asset or could be for a sub-set of all lifts (such as passenger lifts) if other
lifts are inspected at different frequency.

Example 2: Flood response survey. For a retail chain, this trigger event would only
apply to the stores (assets) that are in a known flood-risk area. The timing of any
particular flood cannot be known, but the asset owner has judged that it is sufficiently
likely that the planning and on-boarding of an appropriate survey team is worthwhile,
given the rapid turnaround that would be needed in the event of an actual flood
occurring.

Some examples of trigger events are given in ISO 19650-3 Annex A.3, but these are
quite high-level and it is likely that a much more detailed breakdown of trigger events
would be needed.
Summary of activities within the clause (as appropriate):
• Define or obtain a list of commonplace trigger events, that will or are likely to apply to each asset from clause
5.1.3.
• T
 hink about particular trigger events that apply to specific assets, perhaps because of where they are located,
what function they fulfil, or what components they contain.
• D
 ocument the trigger events and decide which of them will be planned for in advance, and which will be
responded to only when they arise.
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Clause: 5.1.10 Establish links to enterprise systems

The primary party active Insight:
within the clause:
It is likely that existing enterprise information systems will be used to store some of the
Appointing party information being collected in response to the information requirements. It may even
be possible to store all the information in existing systems rather than creating new
Contributing parties to
information systems from scratch to do this.
the clause:
n/a
Where there are existing systems, they need to be checked to make sure that they
When the activity within can support the requirements of ISO 19650-3. This might mean that they have to
the clause should be enable the common data environment functionality described in clause 5.1.9, or that
carried out: they support the workflows set out in clauses 5.6 and 5.7 around how information is
Before tendering the first reviewed and by whom.
lead appointed party
appointment It is important that this is done so that the integrity of the whole asset information
The level of the activity: model (AIM), which is stored across these enterprise systems, can be guaranteed. It
is this guarantee of integrity that creates a lot of the value of the AIM to the asset
Asset or portfolio owner/operator.

There are some examples of enterprise systems that might exist prior to the
appointing party implementing ISO 19650-3 in Annex A.5. Of course, the precise
nature of which systems exist for a particular asset owner/operator will depend on
their development history as well as which industry sector(s) they operate in.

Summary of activities within the clause (as appropriate):

• Document the existing enterprise systems that already, or have potential to, hold information identified in the
AIRs
• Investigate if and how each enterprise system needs alteration to make sure it meets the quality requirements
and workflow requirements of the ISO 19650-3 process. Enterprise systems that cannot be adapted to comply
with ISO 19650-3 should not be used to hold any part of the asset information model. Where this is the case
the scope of the asset information model (and consequently the scope of the AIR) might need to be reduced.
Alternatively, new information systems might be required to take their place.
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Clause: 5.1.11 Establish the asset information model

The primary party active Insight:
within the clause:
The asset information model (AIM) is the information generated via the information
Appointing party management process that provides long-term benefit to the appointing party (asset
Contributing parties to owner or operator). The outcomes from having the AIM are the more detailed or
the clause: complete or faster analyses that contribute to better decision-making within the asset
owner/operator organization and its stakeholders.
n/a
When the activity within The AIM may need to be established from scratch, or may incorporate some existing
the clause should be information systems. Clause 5.1.11 requires that the appointing party makes sure that
carried out: any existing AIM can accommodate new information models generated through the
Before tendering the first ISO 19650-3 process. The appointing party should also consider if the existing AIM
lead appointed party requires adaption where it is to be the source of reference information for the work
appointment being done by the appointed parties.

The level of the activity:

The scope of the contents of the AIM is determined by the AIR for the selected assets.
Asset or portfolio

The workflows for getting new or updated information into the AIM are governed
by the CDE workflow and the details in ISO 19650-3 clauses 5.6 and 5.7. Any specific
requirements around the structure or procedures associated with the AIM should be
explained to the lead appointed parties and their delivery teams through the asset
information standard and the asset information production methods and procedures.

Summary of activities within the clause (as appropriate):

• Review the contents of the AIRs created for all the assets selected for information management.
• D
 evise the information structure suitable for all the information that is expected to be delivered in response to
the AIR.
• Set up the structure for the AIM and the rules governing access to it and its use.
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Clause: 5.1.12 Establish processes to maintain the asset information model

The primary party active Insight:
within the clause:
Creation or establishment of the asset information model (AIM) is covered in clause
Appointing party 5.1.11. But once the AIM is established, it has to be maintained to make sure it
continues to reflect the state of the physical asset.
Contributing parties to
the clause:
n/a One key decision to be made by the appointing party (asset owner/operator) is to
determine how much time lag is acceptable before changes in the physical asset are
When the activity within reflected in the AIM. There might be different answers to this question for different
the clause should be assets or asset classes, or even different parts of a built asset. This helps focus the
carried out: resources required to update the AIM to where there are needed most.
Before tendering the first
lead appointed party For example, a water authority might require instantaneous recording of movement
appointment gauges on a reservoir dam in order to have the earliest possible warning of potential
The level of the activity: failure. They might also require monthly AIM updates in relation to condition of the
buildings on a treatment works site.
Asset or portfolio

This clause in ISO 19650-3 includes a list of 10 mandatory areas that the AIM
maintenance processes have to cover. These include making sure the AIM continues to
satisfy security requirements, and that AIM ownership and maintenance responsibility
is transferred when there is a change of ownership of the corresponding asset.

The period for which the AIM needs to be maintained is not specified directly in ISO
19650-3. Instead, the clause talks about this being done for “as long as is appropriate”.
Note 1 to this clause explains how this can be interpreted to reflect the period over
which the appointing party has an interest in the asset, including that it can be
affected by legislation or contractual agreements.
Summary of activities within the clause (as appropriate):
• Document the maintenance processes for the AIM, following the topics listed in this ISO 19650-3 clause.
• D
 etermine the permissible time lag between alignment of the asset information model with the state of the
physical asset.
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Clause: 5.2.1 Decide the type of activity providing information

The primary party active Insight:
within the clause:
This clause is about assessing the type of trigger event that is being responded to,
Appointing party and appointing a lead appointed party in each case.
Contributing parties to
the clause: For trigger events that are foreseeable, and have been identified from clause 5.1.5,
n/a the information management process can immediately proceed with the invitation to
tender, tender response, appointment and mobilization activities. This ensures that
When the activity within the delivery teams are on board and ready to respond as soon as one of these trigger
the clause should be events takes place.
carried out:
As part of tendering for For trigger events that are not foreseeable, or for which forward planning is not
any lead appointed parties deemed sensible, it is not until the trigger event happens that the information
related to a particular management process starts with the invitation to tender activities. It will then proceed
trigger event step by step.
The level of the activity:
Appointment Whether it is sensible to plan for a foreseeable trigger event will depend on a range
of factors, including the likely delay until it occurs, the necessity of a speedy response,
and the cost of the planning process. Depending on the outcome, a foreseeable
trigger event might still be treated as though it cannot be planned for in advance.

Note that the method of appointment should be proportionate to the asset

management activities to respond to the trigger event.

Summary of activities within the clause (as appropriate):

• For each trigger event that takes place during the operational phase of the asset life-cycle, decide whether the
delivery team can be procured and can do its detailed planning in advance of the trigger event happening.
• If so, follow activities in clauses 5.2 through to 5.5 in each case to procure, appoint and mobilize each delivery
team.
• If not then when that trigger event happens, start with activities from clause 5.2.2 onwards.
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Clause: 5.5.4 Maintain resources in readiness for a trigger event

The primary party active Insight:
within the clause:
This clause is part of the mobilization activities. It is particularly aimed at trigger
Lead appointed party events that have been planned for in advance – the foreseeable trigger event. In
Contributing parties to these cases, there might be a long period of time between the appointment of a lead
the clause: appointed party and the occurrence of the relevant trigger event. If this happens then
the lead appointed party needs to keep all their resources on standby for when the
Appointed parties trigger event does occur.
When the activity within
the clause should be This clause also applies where the appointment is for a periodic trigger event, such as
carried out: an inspection every year for five years. The appointing party does not expect the lead
During mobilization and appointed party to go through the full appointment and mobilization activities before
periodically between each inspection, but instead to keep the team and their resources ready to do their
trigger events work.

The level of the activity:

If there have been material changes in the team, its capabilities or capacities between
Appointment one instance of the trigger event and the next then these will need to be discussed
with the appointing party. This may result in an update of the confirmed BIM
execution plan, or the asset information production methods and procedures, or the
asset information standard. Any of these would need to be agreed with the appointing
party (asset owner/operator).

Summary of activities within the clause (as appropriate):

• Be aware of which trigger events you and your delivery team is on standby to respond to.
• R
 egularly review your delivery team personnel, technology and other resources to make sure they are still suitable
for addressing the EIR provided by the asset owner/operator. Then update your confirmed BIM execution plan if
necessary.
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Clause: 5.8.1 Aggregate an accepted information model into the asset information model
The primary party active Insight:
within the clause:
This clause is where the appointing party takes active ownership of the information
Appointing party that has been delivered by a lead appointed party and their delivery team, by
Contributing parties to incorporating it into the asset information model.
the clause:
n/a The lead appointed party has authorized the submission of information deliverables,
in the form of an information model, to the appointing party. The appointing party
When the activity within has reviewed the information model and accepted it. The deliverables are therefore
the clause should be deemed to satisfy the exchange information requirements (EIR (ISO 19650-3)). At this
carried out: point the appointing party can then incorporate the information model into the asset
After an information model information model (AIM).
has been accepted by the
appointing party Aggregating the information model involves the asset owner/operator (appointing
The level of the activity: party) incorporating the information containers into the AIM. This may require adding
the information containers into the appropriate enterprise systems or using the
Appointment information containers to update existing contents in the enterprise systems.

It is helpful if as much of this work can be automated as possible, but there might
still be manual tasks to be completed. ISO 19650-3 presumes that these activities are
carried out correctly and the necessary checks are in place to ensure this. It does not
specify what processes and checks have to be applied.

Summary of activities within the clause (as appropriate):

• Have a clear approach and procedure(s) for incorporating newly accepted information into any existing
enterprise information systems
• C
 onsider the different procedures that might be needed for different types of information and/or information
going into different enterprise systems
• Check manual incorporation of information into existing systems.
• Periodically audit automated incorporation of information to make sure the algorithms are functioning correctly.
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Clause: 5.8.2 Review and continue maintenance of the asset information model
The primary party active Insight:
within the clause:
This clause represents the end of one pass through the information management
Appointing party process at an appointment level. It is the opportunity for the appointing party to ask
themselves whether the AIM is still fulfilling its purpose(s) and is being maintained
Contributing parties to
in accordance with the agreed procedures. If either of these is not the case, then
the clause:
mitigation measures need to be put in place.
n/a
When the activity within
the clause should be Example 1: This clause could trigger a reassessment of the asset information
carried out: requirements (AIR). If new AIR are now identified then this could lead to changes
As part of the close-out of in the EIR (ISO 19650-3) that have been used to appoint existing lead appointed
accepted information being parties. These changes would have knock-on effects on the structure of the AIM
incorporated into the AIM
The level of the activity: Example 2: This clause could trigger an assessment of the maintenance processes,
Appointment and it might be concluded that the alignment frequency of the AIM to the state of
the asset is either too high (more expensive than necessary) or too low (leading to use
of outdated information).

This clause is particularly helpful after an acquisition trigger event as it provides an

excellent opportunity to review the quality and quantity of information received as
part of that transaction. This enables the appointing party (asset owner/operator) to
plan how any deficiencies are to be made good.
Summary of activities within the clause (as appropriate):
• Review the performance of the information management process and the quality of the AIM
• C
 onsider whether changes to the information management resources (different types of requirements, information
standard, information production methods and procedures, protocol, etc) are needed.
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9.0 Information management process

summary
The summary provides a helicopter view of the
processes according to ISO 19650-3 (although
it should be noted that it does not indicate
every possible instance of involvement across
the parties).

The following pages show the process in each

stage in more detail.

A more detailed process map is separately

available at www.ukbimframework.org.

Key:

Activity to be undertaken

Decision point

Information exchange

Sequence flow

May contribute to or be informed of

*5
 .6.5 - See ISO 19650 Guidance C
to understand the CDE in detail
49
Appointing party Lead appointed party Appointed party
Start
Assessment and Need 5.1.1
(19650-3 clause 5.1) 5.1.2
(Establishing the information
framework) 5.1.3 5.1.4 5.1.5

5.1.6 5.1.7 5.1.8

5.1.9 5.1.10

5.1.11 5.1.12
5.1.13

New appointment
Invitation to Tender
(19650-3 clause 5.2) 5.2.1
(Creating information for 5.2.2
tender (for a prospective
lead appointed party)) 5.2.3 5.2.4
5.2.5

Tender Response (19650- Invitation to tender

3 clause 5.3)
(Prospective lead appointed 5.3.1
party tender submission
5.3.2
process)
5.3.4 Selection 5.3.3

5.3.5 5.3.6

Tender response
5.3.7
Selection

Appointment
(19650-3 clause 5.4) 5.4.1 5.4.1 5.4.1
(Finalization and
confirmation of 5.4.2 5.4.3
appointments)
5.4.5 5.4.4
5.4.6 5.4.7
Appointment executed Appointment executed

Mobilization
(19650-3 clause 5.5) 5.5.1 5.5.1
(Getting the delivery team
ready to go) 5.5.2 5.5.2 5.5.2

5.5.3 5.5.3

5.5.4 5.5.4

Production of
Continuation of this appointment
Information 5.6.1
(19650-3 clause 5.6)
(Work in progress and shared 5.6.2
information) Information Information
model rejected model rejected 5.6.3
Shared
information
5.6.5* 5.6.4

5.6.5
5.6.6 Next Information iteration

Information Milestone
Information Model
Acceptance 5.7.1
(19650-3 clause 5.7)
(Reviewing and accepting the 5.7.2
information model)

AIM Aggregation (19650-

3 clause 5.8) to
5.8.1 5.8.2 5.8.2
(Incorporating the accepted 5.1.1
information model)
Continued interest
in the asset
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Operational phase of the asset life-cycle

Assessment and Need

(ISO 19650-3 clause 5.1)
(Establishing the information framework)

Appointing party
Start

5.1.1
Appoint individuals to
undertake the information
management function

5.1.2
Establish organizational
information requirements

5.1.3 5.1.4 5.1.5

Identify the assets for Establish the asset Identify the foreseeable
which information shall be information requirements trigger events for which
managed information shall be managed

5.1.6 5.1.7 5.1.8

Establish the asset Establish the asset Establish the reference
information standard information production information and shared
methods and procedures resources

5.1.9 5.1.10
Establish the common data Establish links to enterprise
environment systems

5.1.11 5.1.12
Establish the asset Establish processes to
information model maintain the AIM

5.1.13
Establish the asset
information protocol
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Invitation to tender/request to provide service

(ISO 19650-3 clause 5.2)
(Creating information for tender (for a prospective lead appointed party)

Appointing party

New appointment

5.2.1
Decide the type of activity
providing information

5.2.2
Establish the appointing
party’s exchange
information requirements

5.2.3 5.2.4
Assemble reference Establish response
information and shared requirements and
resources evaluation criteria

5.2.5
Compile information for
the invitation to tender/
request to provide a
service
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Operational phase of the asset life-cycle

Response to invitation to tender/request to

provide a service (ISO 19650-3 clause 5.3)
(Prospective lead appointed party tender submission process)

Appointing party Lead appointed party Appointed party

Invitation
to tender

5.3.1
Nominate individuals
to undertake
the information
management function

5.3.2
Establish the
delivery team’s (pre-
appointment) BIM
execution plan

5.3.4 5.3.3
Establish the delivery Assess task team
team’s capability and Selection
capability and
capacity capacity

5.3.5 5.3.6
Establish the delivery Establish the
team’s mobilization delivery team’s risk
plan register

5.3.7
Compile the delivery
team’s response

Tender
response
Selection
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Appointment (ISO 19650-3 clause 5.4)

(Finalization and confirmation of appointments)

Appointing party Lead appointed party Appointed party

5.4.1 5.4.1 5.4.1

Confirm the delivery Confirm the delivery team’s Confirm the delivery
team’s BIM execution plan BIM execution plan team’s BIM execution plan

5.4.2 5.4.3
Establish Establish the
the delivery lead appointed
team’s detailed party’s EIR (ISO
responsibility 19650-3)
matrix

5.4.5 5.4.4
Establish the master Establish the task
information delivery plan information delivery
plan(s)
5.4.6 5.4.7
Complete lead appointed Complete appointed
party’s appointment party’s appointment

Appointment executed Appointment executed

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Mobilization (ISO 19650-3 clause 5.5)

(Getting the delivery team ready to go)

Appointing party Lead appointed party Appointed party

5.5.1 5.5.1
Mobilize resources Mobilize resources

5.5.2 5.5.2 5.5.2

Mobilize information Mobilize information Mobilize information
technology technology technology

5.5.3 5.5.3
Test the project’s Test the project’s
information information
production methods production methods
and procedures and procedures

5.5.4 5.5.4
Maintain resources Maintain resources
in readiness for a in readiness for a
trigger event trigger event
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Operational phase of the asset life-cycle

Production of information
(ISO 19650-3 clause 5.6)
(Work in progress and shared information)

Lead appointed party Appointed party

5.6.1
Check availability of
reference information and
shared resources

5.6.2
Information
Generate information
model rejected

5.6.3
Undertake
quality assurance
check

Shared
information 5.6.4
5.6.5*
Information model Review information
review and approve for
sharing
Next Information
iteration
5.6.6
Authorize
information model 5.6.5
for delivery to the Review information
appointing model
party

* 5.6.5 - See ISO 19650 Guidance C to understand the CDE in detail

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Operational phase of the asset life-cycle

Information model acceptance by

appointing party (ISO 19650-3 clause 5.7)
(Reviewing and accepting the information model)

Appointing party Lead appointed party

Information
To 5.6.1 Milestone

Information
model rejected
5.7.1
Submit information model
for appointing party
acceptance

5.7.2
Review and accept
the information
model
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AIM aggregation (ISO 19650-3 clause 5.8)

(Incorporating the accepted information model)

Appointing party Lead appointed party

Continued interest in
To 5.1.1
the asset

Continuation of this
To 5.6.1
appointment

5.8.1 5.8.2 5.8.2

Aggregate an accepted Review and continue Review and continue
information model into maintenance of the AIM maintenance of the AIM
the AIM
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10.0 Summary

ISO 19650 guidance part 3 has provided

an explanation about the parties, teams,
responsibilities and activities involved in the
processes associated with the operational
phase of assets. It has also delved into
aspects including trigger events and the
integration of information into existing
systems.

It should be referred to by practitioners and

those implementing the ISO 19650 series
during the operational phase.

We are keen to receive your feedback about

this guidance and you can provide this to us
by emailing
[email protected].
Engage with the UK BIM Framework
[email protected] @UKBIMFramework
https://ukbimframework.org/ UKBIMFramework

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