Engagement of Facilities Management in Design Stage through BIM: Framework and a Case Study

Abstract

Considering facilities management (FM) at the early design stage could potentially reduce the efforts for maintenance during the operational phase of facilities. Few efforts in construction industry have involved facility managers into the design phase. It was suggested that early adoption of facilities management will contribute to reducing the needs for major repairs and alternations that will otherwise occur at the operational phase. There should be an integrated data source providing information support for the building lifecycle. It is envisaged that Building Information Modelling (BIM) would fill the gap by acting as a visual model and a database throughout the building lifecycle. This paper develops a framework of how FM can be considered in design stage through BIM. Based on the framework, the paper explores how BIM will beneficially support FM in the design phase, such as space planning and energy analysis. A case study of using BIM to design facility managers’ travelling path in the maintenance process is presented. The results show that early adoption of FM in design stage with BIM can significantly reduce life cycle costs.

Full text

Hindawi Publishing Corporation
Advances in Civil Engineering
Volume , Article ID , pages
http://dx.doi.org/.//
Research Article
Engagement of Facilities Management in Design Stage through
BIM: Framework and a Case Study
Ying Wang,1Xiangyu Wang,1Jun Wang,2Ping Yung,1and Guo Jun3
1School of Built Environment, Curtin University of Western Australia, Australia
2School of Construction Management and Real Estate, Chongqing University, China
3CCDI, China
Correspondence should be addressed to Xiangyu Wang; xiangyu.wang@curtin.edu.au
Received  November ; Revised  March ; Accepted  April 
Academic Editor: Ghassan Chehab
Copyright ©  Ying Wang et al. is is an open access article distributed under the Creative Commons Attribution License,
which permits unrestricted use, distribution, and reproduction in any medium, provided the original work is properly cited.
Considering facilities management (FM) at the early design stage could potentially reduce the eorts for maintenance during the
operational phase of facilities. Few eorts in construction industry have involved facility managers into the design phase. It was
suggested that early adoption of facilities management will contribute to reducing the needs for major repairs and alternations that
will otherwise occur at the operational phase. ere should be an integrated data source providing information support for the
building lifecycle. It is envisaged that Building Information Modelling (BIM) would ll the gap by acting as a visual model and a
database throughout the building lifecycle. is paper develops a framework of how FM can be considered in design stage through
BIM. Based on the framework, the paper explores how BIM will benecially support FM in the design phase, such as space planning
and energy analysis. A case study of using BIM to design facility managers’ travelling path in the maintenance process is presented.
e results show that early adoption of FM in design stage with BIM can signicantly reduce life cycle costs.
1. Introduction
According to the International Facility Management Asso-
ciation (IFMA), facility management (FM) is dened as “a
profession that encompasses multiple disciplines to ensure
functionality of the built environment by integrating people,
place, processes and technology” []. Industries in varieties of
areas are adopting BIM for FM. Organizations such univer-
sity, government, healthcare, retail, and information technol-
ogy are taking a survey for the adoption of BIM-based FM [].
Dierent parts of FM are adopted with BIM in these organi-
zations. Figure  depicts the proportion of each function.
However, few eorts in the construction industry have
involved facility FM into the design phase [,]. It was
suggested that early engagement of FM would contribute
to reducing the needs for major repairs and alternations
that will otherwise occur at the operational phase [,].
ere have been rare eective approaches or processes to
engage FM in design stage. e proposed framework of
this paper is going to integrate these FM works into early
design stage which could potentially strengthen the col-
laboration between design team and FM team and reduce
alternations. BIM is envisaged to be an eective tool, as
proposed in this paper. Considering the multidisciplinary
and interoperability of this process, there must be a data
source providing convenient integration and access to the
relevant information.Building Information Modelling (BIM)
is a conceptual approach to building design and construction
that comprises all the graphic and linguistic data of building
for design and detailing which facilitates exchange of building
information between design, construction, and operational
phase []. A BIM model could comprise individual D
models of each building component with all associated prop-
erties such as weight, material, length, height, geographical
information system GIS and information []. Beyond the
inherent information, BIM also includes external association
between building components. For example, the column with
name Col. − is installed between box ceiling Cei. − and
level  oor with GUID number . Figure  depicts the
column model and associated properties. e main dierence

Advances in Civil Engineering
0 102030405060708090
(%)
82%
79%
75%
74%
71%
66%
44%
21%
Energy management
Maintenance and repair
Space management
Quality assurance and control
Noncapital construction
Real estate management
Others
Commissioning and closeout
F : Proportion of each function [].
3D model
Geometric information
Material information
ID
F : Column model and properties in BIM.
between BIM and D CAD is that the latter describes a build-
ing layer by layer []. Editing one layer will result in massive
updating and checking work of associated oor plan. In con-
trast, BIM models are designed in terms of building compo-
nents in D view. An error-prone process such as clash detec-
tion could be conducted automatically []. is paper aims
to develop a framework of bringing facility management into
design stage through BIM. Which eld of FM work should
bebroughttothedesignstageandwhichdatashouldbe
collected are also proposed. With the ease of access to lifecycle
information of all the building components BIM provided,
proposed building plan could be optimized and lifecycle cost
could be reduced with the FM knowledge and experience.
2. Methodology: Conceptual Framework of
IntegratingFMandBIMinDesignStage
Erdener [] developed a framework linking design with FM
by programming—an extension of “problem dening-solving
method” which however did not classify the specic eld
of work in FM that should be involved into the design
stage. Additionally, the backend database was not adopted
as an approach to integrate the massive information such
as asset portfolios, instructions, and design manuals in this
multidisciplinary process. Mostly, the operation and mainte-
nance process of a facility occupies more than % in its
lifecycleforbothcostandtime[]. During the FM process,
facility managers have to acquire, integrate, edit, and update
massive information related to diverse building elements
such as operational costs, warranties, and specications from
varieties of systems. BIM could eectively merge these prima-
ry data and provide convenient storage and retrieval of these
FM data. Based on the work of Becerik-Gerber et al. [], three
types of FM data should be incorporated into BIM: () equip-
ment and systems, () attributes and data, () portfolios and
documents. Figure  illustrates the structure of the proposed
BIM database for FM. Every facility in buildings is regarded as
an individual entity with two kinds of properties—attributes
andportfolios.SixtypesofbasicequipmentsuchasHVAC,
plumbing, and electrical are represented as entities in BIM.
Each entity has its attributes (vender information, location
information, etc.) and attached documents (specications,
warranties, manuals, etc.). Specically, serial numbers of
products specied by vendors will be collected as unique
identier for each facility. Model and part numbers will act
as reference information during the maintenance. Location
information is comprised of building number, oor, and
room number. Description stores the status of the facility.
Attributes include weight, power, and energy consumption.
In order to integrate the whole information into one stan-
dardised BIM database, interoperability needs to be assured.
is is partially because in dierent circumstances dierent

Advances in Civil Engineering 
Equipment and systems
Portfolios and documents
Specication
Manuals
Certicates
HVAC Plumbing
Electrical
Network
Fire safety
Sensor
Attributes and data
Vender
Attr ibutesDescription
Warranties
Instructions
Test re ports
information
Location
information
F : FM based BIM database.
FM soware systems are adopted, that is, Mainpac for build-
ing maintenance; FaPI for monitoring building condition;
TRIM for document management. Nevertheless, all these
sowarehavetheirowndatastructureandusuallythey
are not compatible with each other. International Alliance
for Interoperability (IAI) published the Industry Foundation
Classes (IFC), a standard for BIM data structure based on an
ISO standard (ISO, ) enabling exchange of information
among heterogeneous systems [].
BIM will provide supporting information for many cat-
egories of FM work such as maintenance and repair, energy
management, commissioning, safety, and space management.
ree categories of FM during the building’s lifecycle are
determined to be the most proper and specially discussed
in this paper—() maintenance and repair, () energy man-
agement, and () commissioning. e decisions made in the
design stage aect all aspects in maintenance stage and vice
versa. e designer’s relationship with the other participants
in maintenance stages is very important []. erefore, the
maintenanceteamshouldalsobeinvolvedintodesignstage
for decision making. Additionally, dierent energy saving
alternatives can be explored and simulated in early design
stage with BIM []. Last but not least, commissioning stage
ensures that a new building or system begins its life cycle at
optimal productivity [], in which coordination and infor-
mation sharing between designer and participants essential.
is transformation will provide evaluation information
for the design team and make the decision making much
easier in both strategic-tactical and operational phase.
For the former, the facility manager could provide post
occupancy evaluation of facilities for the design team as
feedback. For the latter, bringing these FM jobs into the
design stage will avoid redesign and reduce the maintenance
job. e following subsection discusses the BIM role in FM
engagement in design stage in detail.
2.1. Maintenance and Repair. Maintenance is dened as
activities required keeping a facility in as-built condition,
while continuing to maintain its original productivity [].
During this procedure, FM personnel have to identify the
components’ location and get access to the relevant doc-
uments, and nally, the maintenance information. In the
state-of-the-art design phase, facility management relevant
information such as working space of equipment, storage
condition, and weight are not considered. is directly leads
to the inappropriate allocation of space and incorrect estima-
tion of load expectations.
Location information of facility could help facility man-
agers eciently identify the location of specic building
components,especiallyforthosewhooutsourcetheFMtasks.
e knowledge and experience of facility managers could
inform the architecture designers with working condition
and space of dierent facilities. Both interior and exterior
space requirements must be considered for the normal
installation and implementation. Interior space refers to the
working space, storage space, and privacy of the space.
Exterior space includes the spaces needed for installation
and, in case of emergency, for people’s escape route. All the
aboveissuescouldbeincorporatedintoBIMandshownin
graphical interface for the discussion between designers and
facility managers.
Additionally, FM personnel could retrieve the relevant
data of task from BIM’s graphical interface in real time.
For example, when troubleshooting a printer, FM personnel
have to check the maintenance history, get the mainte-
nance manual, generate maintenance reports, and close the
request. Conventionally, they have to log on to dierent elec-
tronic document management systems (EDMSs) and toggle
between multiple databases to retrieve relevant information.
Preventative maintenance (PM) is dened as the care
and servicing by personnel for the purpose of maintaining

Advances in Civil Engineering
equipment and facilities in satisfactory operating condi-
tion by providing for systematic inspection, detection, and
correction of incipient failures either before they occur or
before they develop into major defects []. For the matter
of regular inspections, a schedule will be prepared. Detailed
work description is preferred for improving the overall
productivity that is work order ID, facility ID, location,
description of the preventive work, documents required to
perform maintenance, estimated and actual labour hours,
and frequency of maintenance work []. All these data
could be incorporated into BIM database as attributes and
documents. Considering the unique ID of every facility,
each one could be assigned an associated barcode for the
ease of access to relevant information in real time through
mobile device. Additionally, aer every time of maintenance,
status information and working hours will be sent to BIM
as feedback and reference for next turn. Figure  depicts the
workow of BIM-based PM. rough predesigning of main-
tenance information such as location information, relevant
maintenance history, and schedule for PM with BIM, incor-
porated information could be accessed conveniently. Future
maintenance will be reasonable, and redesign is avoided.
2.2. Energy Management. Statistics from the US Green Build-
ing Council [] show that in the United States, % of
electricity consumption, % of energy use, and % of all
carbon dioxide are from buildings. However, most buildings
are not optimized in terms of energy consumption or not
professionally optimized with advice or knowledge of facil-
ity management teams []. Torcellini et al. [] identied
“designing and constructing low-energy buildings (buildings
that consume % to % less energy than code-compliant
buildings) require the design team to follow an energy-design
process that considers how the building envelope and systems
work together.” Energy consumption design must be set by
the design team in the predesign phase. Aerwards, virtual
prototyping will be created to simulate the energy eciency.
Acquainted with knowledge on energy codes and standards,
thebuildingenergyconsultantinFMteamcanprovideall
the information related to energy consumption for the basic
energy analyses []. However, traditionally, most building
energy analyses have been conducted late in design. Due to
the diculty and expense of modelling the energy systems,
identifying and validating energy saving alternatives with
dierent models is not economically possible. A large portion
of time will be consumed in converting oor plans to energy
management system graphics []. BIM is envisaged to be
the platform for data exchanging avoiding reentering all the
building geometry, enclosure, and HVAC information. Inter-
operability can be overcome by the data exchange standard
gbXML (Green Building Extensible Markup). BIM soware
such as Bentley,Autodesk Revit,Graphiso ArchiCAD,and
Google sketchUp are able to export energy analyses data in
gbXML format. For overall BIM energy design of a building,
three steps have to be executed based on Kim et al.’s []work
as follows.
(1) Create BIM Model of Building. BIMmodelcouldbecreated
based on the existing oor plan. is model comprises
BIM +FM
Maintenance
PM
Feedback as history
Regular inspection
Order ID
Facility ID
Location
Description
Working time
Documents
F : BIM-based PM workow.
structured building components which include spatial data,
texts,anddatabasesofotherproperties.Basedonthesedata,
volume can be calculated, as well as energy estimates.
(2) Integrate Energy Consumption Data and Test to Identify
an Alternative. Aer modelling, energy consumption relevant
datacouldbeexportedingbXMLformatandanalysedby
tools such as Ecotect,GreenBuildingStudio,andDOE-2.
gbXML data could be used to analyse the energy consump-
tion of the whole building, estimate water usage and cost
evaluation, visualize solar radiation on surfaces, and simulate
daylight factors []. Alternative design could be simulated by
changing the lighting, roof, and walls.
(3) Validation of the Proposed Design. Aer a design alter-
native is specied, validation from energy consultant is
essential. Logic and assumptions of the energy model must be
carefully reviewed. Figure  depicts the framework of energy
management design using BIM.
Treating each energy-consuming object as an entity, real
time and period energy consumption will be collected as one
of its property. us, cost information of a room/zone could
be calculated by adding up all the energy cost of energy-
consuming objects in it. Some high-energy-consumption
facilities’ information could be predicted by the historical
data.

Advances in Civil Engineering 
BIM model
Energy
consumption
No
Energy
analysis
model
Test and tune
Ye s
No
Validation
Approved
energy
design
Ye s
F : Framework of energy management design using BIM.
2.3. Commissioning and Handover. Building commissioning
is dened as “a quality assurance program intended to dem-
onstrate that the building is constructed well and performs as
designed. If the building materials, equipment and systems
were not installed well and are not operating as intended, the
health, productivity and other benets of high performance
design will not be achieved” []. Building commissioning is
a key process for the building operation and maintenance, as
the Department of Energy (DOE) suggested that “it ensures
that a new building or system begins its life cycle at optimal
productivity and improves the likelihood that the equipment
will maintain this level of performance throughout its life.
Building commissioning is the key to quality assurance in
more than one way” []. For evaluating the project quality
and identify potential signicant design defects before it is too
late or expensive to make changes, building commissioning
should be embedded in the following phases: predesign
phase, design phase, construction phase, transition to opera-
tional sustainability, postoccupancy and warranty phase, and
retrocommissioning []. is section is focused on the rst
two processes: predesign phase and design phase. In design
stages, commissioning scope and commissioning team must
be identied. Since dierent facilities have dierent features
and budget limitations and dierent projects have special
systems to be commissioned, commissioning team has to
be involved in early design stages for the decision making.
isapproachwillalsoenableknowledgesharingbetween
dierent parties. However, in the process of commissioning,
massive D documents, images, maintenance, and operation
information need to be collected and accessed frequently.
For example, in the commissioning process of the Maryland
General Hospital (MGH), the following systems need to
be commissioned: a new KVA normal power substa-
tion, a new  KW emergency generator and paralleling
switchgear, three new automatic transfer switches and dis-
tributions,  new  ton electric centrifugal chillers and
 ton cooling towers, temperature and humidity systems,
and duct work, air handlers, dampers, and fans []. ere
has to be an easily accessed platform for data exchange and
integration. BIM is envisaged to overcome the problem of
interoperability and provide easy access for these massive
data. When scoping which facilities need to be commis-
sioned, similar projects’ information could be retrieved from
BIM database, as reference for the decision. e graphical
interfaceofBIMcouldalsoimprovethecollaborationamong
owner, d esig ner, an d contrac tor. Sc hedu les and com miss ion
facilities could be predesigned and stored in BIM models by
each facility/zone/room. ese plans are shown as timeline,
which act as a simulation of actual commissioning practice.
us, the logical faults and collision between activities can
be easily identied. Moreover, design errors and conicts of
plumbing, HVAC, and electrical from dierent team could
be discovered in the integrated view of BIM. In the design
phase, dierent commissioning tasks have to be assigned to
the specied experts for individual commissioning. Aer all
these commissioning subtasks are approved, the whole sys-
tem has to be commissioned together. For example, plumbing
and electrical systems in a room need to be commissioned
in a designed order. Aer both are approved, it must be
ensured, these systems could work together successfully.
us, the overall commissioning task must be done. When
commissioning the plumbing or electrical system in dierent
areas, a logical order must be specied. Simulating this
schedule and identifying an optimal alternative will reduce
the commissioning cost and time. Figure  depicts the BIM-
based commissioning streamline.
Barcode system could also be incorporated into BIM for
the ease of accessibility of commissioning documents. Each
commissioning facility is assigned a unique ID in the BIM
model for storing the properties and relevant documents
when it is designed. Each ID could be associated with one bar-
code. e commissioning team could scan the barcode and
retrieve the product data, operation data, and maintenance
manuals right in the eld. Commissioning critical tasks and
checklistscouldbepushedontoamobiledevice.eresults
will be automatically uploaded to BIM central database in a
standard format aer commissioning tasks.
As project proceeds, these data are handed over to
the operational phase as well as the updated BIM model.
Besides correcting design defects, simulating commissioning
schedules, and bringing easy access for information, bringing
commissioning to design phase through BIM could also
improve energy saving performance in operation and main-
tenance phase.
3. Case Study
eprojectofShanghaiDisasterToleranceCenterisan
ideal example of bringing FM to design stages through BIM.

Advances in Civil Engineering
Drawing HVAC Individual
commissioning
Drawing Plumbing
Drawing Electrical
Barcode
system Overall
commissioning
simulation
Integrated
defects
checking
BIM
Handover
Operation and
maintenance
Individual
commissioning
Individual
commissioning
F : BIM-based commissioning streamline.
Travelling path of facility manager is predesigned in BIM thus
reducing the maintenance time and providing easy access to
the location information of facilities.
3.1. Project Overview. Shanghai Disaster Tolerance Center
is in the north of the North Industrial Park in Shanghai,
China. It was designed in September of  as a State
Grid Corporation of centralized information systems data
center. e construction area is , square meters with
one underground layer and four oors on the ground. e
diesel generator room and pump are . meters in height, with
construction area of , square meters. Shanghai Munic-
ipal Electric Power Company is the construction company.
Shanghai Modern Architectural Design Co., Ltd. is the design
company. is project is complicated in facility systems with a
tight schedule. High-standard requirements of materials and
laborcostcontrolareothercharacteristicsofthisproject.BIM
has been decided to be the tool to bring the FM work into
design stage for predesign and simulating the maintenance
work in FM.
3.2. BIM Services Content. Accurate BIM model of the
mechanical, electrical, construction, and interior decoration
arecreatedbasedonDdrawingsprovidedbytheowner.
Clash detection of pipelines is conducted and optimized.
BIM model is used for scheduling and guiding the on-site
construction work. A D construction simulation is also
conducted based on the BIM model. Security control and
quantity takeo are based on analysis of pedestrian stream.
Construction schedule needs to be incorporated into model
in order to visualize the construction process in BIM model.
Last but not least, a database platform is developed to read
F : Traditional travelling path and latent hazards.
BA surveillance data and conduct real time positioning in D
mode to get location of facilities thus facilitating maintenance
work. is improves the monitoring ability and security level
of the disaster tolerance center.
3.3. BIM-Based Travelling Path Optimization in Maintenance.
During the process of maintenance, FM personnel have to
identify the components’ location, getting access to the rel-
evant documents, and nally, the maintenance information.
Location information of facility could help facility managers
eciently identify the location of specic building compo-
nents, especially for those who outsource the FM tasks. Con-
ventionally, they have to log on to dierent electronic doc-
ument management systems (EDMSs) and toggle between
multiple databases to get the location information, relevant
maintenance manuals, and warranty documents. BIM could
integrate all these information together in a graphical view.
By predesigning the travelling path in the maintenance job,
travelling time is well scheduled and reduced and latent
hazards could be avoided. Traditionally, aer identifying the
building number and room number, FM personnel just go
to the maintenance spot through a normal path, which may
be not the shortest path. Moreover, latent hazards are not
identied because of lack in relevant knowledge. Figure 
depicts the normal travelling path and latent hazards. Since
there are dierent kinds of latent hazards in dierent areas,
the travelling path needs to be identied with the knowledge
of all departments of FM teams. Aer discussion between
spatial experts and FM team, an optimal path is specied and
incorporated into BIM database, which is safe and consumes
the littlest time.
In the following scenario, using BIM to design, optimize,
and simulate the path of troubleshooting, the reciprocating
compressor is illustrated. Figure  depicts the reciprocating
compressor with problem.
Firstly, FM sta receives a manual request of trouble-
shooting the reciprocating compressor with ID -
f-d-e-baad in the underground oor of

Advances in Civil Engineering 
F : Targeted reciprocating compressor.
F : Optimal maintenance travelling path.
the Shanghai Disaster Tolerance Center. He then opens the
BIMmodelandsearcheswiththisID.Asectionviewof
Figure  is shown, and the targeted reciprocating compressor
is highlighted. Access to the maintenance manuals, war-
ranty documents, and maintenance history is also provided
in the BIM model. Aer choosing the action of “go the
maintenance site,” an optimal path is visualized which is
safe and timesaving as depicted in Figure .Athirdperson
view is also provided for the simulation of travelling. Arrow
keys in keyboard can be used to control the character.
Figure  depicts the third person view. e FM sta follows
the path and troubleshoots the reciprocating compressor
with maintenance manuals in a mobile device. Reports are
uploaded to BIM central database as history. Status of the
reciprocating compressor is updated as “Normal.”
In this case, BIM is utilized as a database and visualization
platform to predesign the travelling path in the maintenance
job. With knowledge of FM experts, travelling time is well
scheduled and reduced, and latent hazards are avoided in the
design stage.
F : ird person view of travelling.
4. Conclusion and Future Work
is study developed a framework of considering FM in
design stage with BIM. e contribution of this paper is the
development of an innovative framework, which integrates
FM work into early design stage via BIM. Furthermore,
oneaspectofthewholeframeworkisvalidatedforthe
proof of the concept. An innovational concept of gathering
designerswiththeFMteamthroughBIMisproposedfor
strengthening collaboration as well as information sharing
andgathering.epurposeistoavoidandreducethe
potential issues such as rework and inappropriate allocation
of workspace in the operational phase. As little research
has identied the approach and benet of integrating FM
with early design stage, this study aims at bridging this gap
by providing a working pattern of providing the essential
information with BIM. Due to the diculty of altering the
main structure and core service areas in the operational
phase, it is practical to design for adaptability by considering
operational condition and the facilities’ own attributes. It
is very dicult to achieve without the relevant information
from FM team and appropriate integration platform. With
the ease of access to lifecycle information of all the building
components BIM provided, the proposed building plan could
be optimized, and lifecycle cost could be reduced with the FM
knowledge and experience.
Acknowledgments
CCDI of China provided support for the traveling path opti-
mization case study, which is a large architectural consulting
rm that provides integrated services for urban construction
and development. Data and projects of Shanghai Modern
Architectural Design Co., Ltd., Shanghai Municipal Electric
Power Company, and Grid Corporation of centralized infor-
mation systems data center belong to the CCDI company.
e contents of this study reect the views of the authors
whoareresponsibleforthefactsandtheaccuracyofthedata
presented herein. e contents do not necessarily reect the
ocial views or policies of these companies.

Advances in Civil Engineering
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