Organisations managing large estates should have overarching OIR in place. From this, the specific detail of your AIR can be generated, Then, for each BIM project, you produce a project-specific EIR.
Your OIR helps you to define the strategy behind your organisational data. It enables you to define what data you require across your whole organisation and the reasons for collecting this data.
Developing an OIR also provides a platform for integrating the whole of your organisational information requirements. This ensures that the information you obtain and manage is effective for all your departments and users. It can be too easy to just focus on obtaining data just for your own area of expertise. You will have a good understanding of what data will be useful to you and how you can use it. But applying this approach to other parts of your organisation will require the support of experts within each department.
Your OIR should define all of your organisational information requirements and not just those that are obtained through a project model. Despite this, the development of a project model can help and simplify many of your organisational information requirements.
For example, warranty and life-cycle information can be added to individual assets in your project model, which will inform the ongoing costs of your estate.
Taking the first steps to develop your OIR is very important.
The first step will enable you to test your data and provide something visible that your organisation can provide objective feedback on. Each project you undertake will enable you to refine your process and to obtain better, more relevant data. The longer you hold back on the first steps, the more difficult it will be to catch up with organisations that have already been through the most difficult part of the learning curve.
To fully establish your organisational data requirements you will need to involve all your departments. You will have many different uses for facility and estates data within your different departments.
Your space planning department will have detailed information on staff and student numbers, together with timetabling and space information. Your maintenance department will have information on equipment that requires regular replacement or servicing. And your strategic planning department will have information on anticipated future needs and the condition of the buildings within your estate.
Everyone needs to be involved
This isn’t a task that can be delegated to one person. Of course, someone needs to take the lead and there need to be some clearly defined responsibilities. But, the input from your whole organisation is essential if you want to maximise the potential benefits. Otherwise, you may miss out on collecting data that could have massive value because no one explained what was required and why it was required.
It’s not just a matter of blankly listing out a whole schedule of information required. Members of each department should look at what they currently do, and what information they use to undertake their tasks and perform their activities. Tasks and activities should be critically evaluated. For example, can they be done differently in a better way? Is there a piece of data that will enable them to do those tasks more efficiently? Or to do tasks that will provide more value?