FM systems and the living AIM
Will the data still be right in five years?
Handover data has to load into CAFM and CMMS systems, drive planned maintenance, and then stay current as the building changes. That's ISO 19650-3's job, and soft landings help it start well.
Understand
What it is, in plain language
- Pedia · SoftwareCAFM and CMMS systemsThe software that facilities and maintenance teams run buildings with, what data it needs from BIM, and why handover data so often fails to load into it.
- Pedia · WorkflowsPlanned maintenance and maintenance standards (SFG20)How maintenance regimes are defined, how standards like SFG20 describe tasks and frequencies, and how BIM data links each asset to its regime.
- Pedia · StandardsISO 19650-3: the operational phaseThe part of ISO 19650 for information management while assets are in use, how the asset information model (AIM) is set up, kept current and fed by projects and events.
- Pedia · StandardsSoft landings (BS 8536)Involving the people who will operate a building throughout design and construction, and supporting them after handover, so the building works as intended, now set out in BS 8536:2022.
- Pedia · GlossaryO&M informationOperation and maintenance information handed over with a building: manuals, warranties, certificates and maintenance instructions.
- Pedia · StandardsCOBieConstruction Operations Building Information Exchange — a spreadsheet-shaped format for handing over asset information to the people who run a building.
Learn
Short lessons with a quick check
- Lesson · 3 min · quizCOBie that loads into the CAFMA COBie file can pass every check and still fail to load. Test-import early, map to the operator's structure, and fix data at the source.
- Lesson · 3 min · quizFrom asset data to maintenance workEvery maintainable asset becomes recurring work through its maintenance regime. Getting the asset type and regime right is what turns a register into a maintenance plan.
- Lesson · 3 min · quizSoft landings in practiceInvolve the people who will run the building from briefing to the first years of use. BS 8536:2022 sets it out; BIM gives operators something concrete to review.
- Lesson · 3 min · quizKeeping the asset information model aliveHandover isn't the end of information management. Under ISO 19650-3, every repair, replacement, inspection and minor work is a trigger that must update the AIM.
Do
Tools that export Excel, PDF and Word
- Tool · Excel · PDF · WordCOBie CheckerUse it before handover to check the asset data spreadsheet.
- Tool · Excel · PDF · WordSnag and Punch ListUse it during inspections and before handover to record and close out defects.
- Tool · Excel · PDF · WordAsset Register BuilderUse it before handover to see whether the asset data will work for the facilities team, or to start an asset register from the record model.
How it works
The process, at a glance
AIMkept current by events
1ProjectNew or altered asset: a PIM is accepted
2MaintenanceWork orders, condition, history
3Repair or replaceAsset records updated or retired
4InspectionCompliance and condition data
5Change of useSpaces and assets re-described
Common mistakes
What goes wrong most often on real projects.
- Assuming 'COBie compliant' means 'loads into our system'.
- Choosing or changing the CAFM after the requirements were written.
- An AIM that is updated by big projects but never by maintenance and minor works.
- No aftercare: the project team leaves on completion day.
Is it in place on your project?
Tick what is done — it counts towards the checkpoint on your learning path.
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