Block 1: M1U4LS1 Common Data Environment

05/12/2024

Introduction (00:03 - 10:00)

Session Overview

•   Focus on common data environments (CDE).

•   CDE as a collaborative platform for projects.

•   Discussion on theory followed by practical application.

•   Agenda for today and tomorrow.

•   Understanding Electronic Document Management Systems (EDMS).

•   Key features of CDE platforms.

•   Importance in the bid process and workflow analysis within ISO 19650.

Understanding EDMS

•   Definition of EDMS.

•   Facilitates creation of dynamic documents for workflows.

•   Controls access and actions on documents throughout their lifecycle.

•   Relation to CDE.

•   EDMS as a precursor to CDE.

•   Example of workflow for EDMS and its application in project phases.

INPIX Sync and Document Management (10:00 - 19:42)

•   INPIX sync allows processing and searching of files.

•   Documents stored in specific locations defined by company or vendor.

•   Platforms provide various functionalities for document management.

•   Important for document retrieval and indexing.

•   Enables creation of workflows and folder structures.

Benefits of Electronic Document Management Systems

•   Centralizes and organizes documents in any format.

•   Traces history of all documents.

•   Manages document lifecycle and updates.

•   Supports document viewing, annotation, and classification.

•   Verifies documents are created correctly.

•   Controls validation cycles and manages alerts.

Common Data Environment (CDE)

•   CDE is the gold standard for managing project information when multiple parties are imvolved.

•   Defined in British Standards PAS 1192 and ISO 1992-2013.

•   Acts as a single source of truth for information.

•   Reduces disputes over document versions.

•   Aids coordination among multiple parties.

Advantages of Using CDE

•   Facilitates coordinated data sharing, reducing time and cost.

•   Ensures documents and models are coordinated effectively.

•   Enables project team members to generate and edit documents.

•   Centralizes assets and ensures documentation is accurate.

•   Promotes user-friendly processes for information handling.

•   Intuitive design aids users in processing files.

Disadvantages of CDE

•   Human error is a significant disadvantage in workflows.

•   Errors often stem from user mistakes rather than the system itself.

Common Data Environment (CDE) (19:43 - 29:36)

•   Definition and Overview

•   "This is the simplified version of the ISO 19650 part 2 explanation."

•   CDE is a platform that maintains up-to-date methods and processes.

•   Importance of Documentation

•   UK BIM framework is a key source for ISO 19650 information.

•   Recommended to have at least the first two or three parts of the ISO.

Communication and Coordination

•   Project Parties and Roles

•   Key players include appointing parties, lead appointed parties (architect)

•   Other participants can include conservators, art historians, architectural historians.

•   Communication Dynamics

•   Lead appointed party synchronizes with appointing party.

•   Appointed parties communicate with lead appointed parties and coordinate

Information Ownership and Management

•   Ownership of Information

•   Contributors retain ownership of their information in the CDE.

•   Models remain separate until used to create a federated model for the client.

•   Changes in Data Ownership

•   Ownership may change as the project progresses.

•   Information manager must be aware of changes in status and ownership.

Information Management Function

•   Responsibilities and Assignments

•   Information management function is a collective responsibility defined in the ISO.

•   Critical to understand the context, purpose, and scope of information

•   Importance of Clear Assignments

•   Responsibilities must be assigned before engaging lead appointed parties.

•   Clarity in information management function enhances project effectiveness.

Guidance and ISO 19650 (29:36 - 39:29)

•   Importance of guidance section on the website

•   Allows for diving into specific areas of the ISO

Common Data Environment (CDE) States

•   CDE is a set of processes, not just a tool

•   Work in Progress State

•   Used for information being developed by its task

•   Information containers should not be accessible to other task teams

•   Transition State

•   Internal checkup for the project based on task information delivery plan

•   Ensures classification and completeness of project information

Shared State

•   Shared state is for consultation by all appointed parties

•   Combines the whole project into a federated model

•   File transfer methods should be stated in the BEP

•   May vary based on project type (e.g., military projects may be offline)

•   Shared state should be visible and accessible, but not editable

Review and Authorized Transition

•   Final release of project files from the shared area

•   Requires correct naming conventions and resolved document statuses

•   Applicable at various project stages

•   Examples: conceptual phase, bidding, end of design phase, construction, asset managment

Authorization (39:29 - 49:24)

•   Separates information in published state from work in progress state.

•   Published state contains information for detailed design or asset management.

•   Work in progress state may still change.

Project Information Model (PIM) and Asset Information Model (AIM)

•   PIM is used during project delivery; AIM is used during asset operation.

•   AIM contains only information in published or archive state.

•   Archive state holds finalized files that are not project files.

Information Flow and Project Phases

•   In the published state, information is actively used.

•   Archive state contains information used earlier.

•   Organization graph for ISO 19650 outlines phases.

•   Phases include strategic planning, delivery, and operation.

Information Requirements and Delivery

•   Define information requirements and issue to appointed parties.

•   Create documentation to answer project and investor needs.

•   Lead appointed party prepares detailed plan for information delivery.

•   Final documents serve as an annex to the contract.

Common Data Environment (CDE)

•   Navigate through CDE to create project information model.

•   Combines numerical and geometrical information.

•   Information delivery may depend on contract specifics.

•   Example: BIM usage in construction projects in Germany.

Key Decision Points

•   Instruction on data flow through the process.

•   Appointing party has specific decisions outlined in documentation.

•   Information exchange occurs after requirements are met.

•   Lead appointed party checks or shares requirements for delivery.

Common Data Environment (49:25 - 59:24)

•   Common Data Environment (CDE) is not a tool, but a set of processes.

•   Tools used are terminals for the CDE.

•   Implementing a CDE can be done via different platforms.

•   Platforms are similar, akin to preferences in photography brands.

•   Platforms can be SaaS or custom-built.

File Management

•   Work in progress does not have to be hosted on the CDE.

•   Can be managed as files without direct access.

•   Multiple platforms can be used in one project.

•   Both can be considered CDEs but may present management challenges.

Platforms and Tools

•   Platforms like SharePoint or Google Drive can function as CDEs.

•   Requires additional tools for file/model review and issue management.

•   Examples of tools include BIM Collab Zoom for assessing BIM models.

•   These tools can integrate with other platforms like ACC or Trimble.

Key Requirements for CDE Platforms

•   Personalization and open processes are essential.

•   Flexibility in creating processes and interconnection between platforms.

•   Implementation of BIM processes requires a supported CDE.

•   Must comply with ISO 19650 standards.

•   Should allow real-time document browsing and compatibility with various file

Communication and Project Management (59:25 - 09:23)

•   Importance of communication through models and documents

•   Preference for using common data environments over emails

•   Need for effective issue management systems like BCF

•   Technology allows for project management without emails

•   Communication can occur directly through the model

Data Storage and Security

•   Legal and security implications of data storage location

•   Investor requirements for data to be stored in specific locations

•   Need for certifications regarding security standards

•   Importance of data storage decisions at project initiation

•   Clarification needed if not specified in the initial agreement

Accessibility and Usability

•   Mobility and access from various devices

•   Ability to upload images and documents from construction sites

•   Access to the platform should not be limited to specific machines

•   Issues with modular platforms and additional costs

•   Example of needing to purchase modules for communication functionality

File Management and Platform Limitations

•   Importance of unlimited data space and file volume

•   Early platforms had insufficient storage leading to additional costs

•   Need for clarity in contract regarding storage limits

•   Server file handling capabilities

•   Issues with downloading large files in packages

Platform Efficiency and Stability

•   Expected efficiency and stability standards

•   Ideal efficiency around 97-98% per year

•   Maintenance notifications affecting project coordination

Project Management and User Access (09:23 - 19:19)

•   Importance of access control and editing timeline

•   Logs are essential for tracking actions on the platform.

•   Helps identify issues like missing or deleted files.

•   Need for unlimited user options

•   Different projects can lead to varying user counts.

•   Example of a project shifting from 15-20 to 200-300 users.

Platform Usability and Training

•   Training efficiency

•   Suggested training duration: 2-3 hours for platform familiarity.

•   Typical user training: 1 hour online or offline.

•   Accessibility for non-technical users

•   Platforms must be easy to understand for all personnel.

•   Positive experience reported with Catenda for older managers.

Business Models and Flexibility

•   Various business models for common data environments

•   Licensing can be per user or project-based.

•   Example: Trimble offers a limited number of free users.

•   Need for flexibility in user access

•   Unlimited users should accommodate project phases without restrictions.

Project Handover and Access Post-Completion

•   User access after project closure

•   Access typically retained by the investor and lead architect.

•   Designers may need to propose extended access or platforms.

•   Documentation archiving requirements

•   Legal obligations may require archiving for 5-10 years depending on the project.

Investment in Platforms (19:19 - 26:24)

•   Bespoke platforms require explanation to investors.

•   Investors view platform maintenance as a collateral cost.

•   Integration with existing BMS systems can reduce costs.

•   Stable costs are preferred over fluctuating expenses.

•   Specific costs should be established in the BEP.

•   Asset management phase details must be included.

Documentation and Deliverables

•   Clients can download documentation as a file.

•   Printed versions may still be required in some countries.

•   BIM models cannot be printed in a traditional sense.

•   Files are usually saved on drives like SSDs.

•   After project handover, deliverables can be organized.

•   Most platforms allow saving files in zip format.

•   Export options include PDFs and IFC files.