1. Your Facility Your Information
Good Afternoon
Ellie and I are from Building Works Inc.
Building Works is a professional document management firm.
(In our 20-plus years of owning and running an architectural practice, my partner, Ann Schwetye, and I noticed an awkward gap between design and construction and when documents are handed over to the building owner and facility managers. When we sold our firm in 2007, we concentrated our efforts on filling that need.)
Our focus is on the value of your construction documents as they relate to the owner’s operations.
Building Works has developed processes to acquire and then access these documents.
I mentioned ‘value’…….
BuildingWorks, Inc.

2. Total Lifetime Cost Operations 20% 80% Design Build
Facility owners and operators view the value of a facility differently than the designers and builders.
For an owner, it’s a facility to operate for years. For architects, engineers and contractors, it’s a project that lasts for months.
To put costs and value in perspective, let’s say 100% represents the total life time cost of a facility.
80% represents the cost of operations; 20% represents the cost of design and construction.
The goal of operations is on how to minimize maintenance costs, and maximizing the useful facility’s life.
A building’s documentation that is readily accessible can help achieve these goals.
Here’s a quick look at the facility’s life cycle….
20%
80%

3. Major Facility Life Cycle Phases
Owner
Design
Professionals
Construction
Deliverable
Operations
An asset or facility begins and ends with the owner.
The designers and builders are an important part of the cycle, the 20% part.
The FM staff then carries the responsibility for the 80% of the life cycle costs.
Documents are foundations of designing, building and operating a facility
These documents are an integral part of the facility. These documents follow a building through its life.
The process of managing documents produces benefits throughout the full life of a facility.
Any complex process has its Challenges, especially handling documents…….

4. Challenges Documents can reside in various formats and locations with:
General Contractor
Owner
Architect
Traditionally, documents are handled in a variety of ways by a variety of document managers.
Document managers can include Owners, architects, contractors, sub-contractors, suppliers; the list goes on.
This fragmented management creates challenges during construction AND during operations.
At the end of a construction project, these documents must be brought together in some kind of order.
The true last phase of a construction project is its close-out and hand-over. Studies tell us the last 3% of a project takes 15% of the effort.
This means close-out and hand-over is inefficient and not given the importance that it should have for the owner.
Some studies suggest that a single source of document management responsibility can address these Challenges.
It is a Goal of Owners to be able to use the project’s documentation to maintain a facility. What are these Goals?
In House Storage
PCs/Servers
Electronic Documents
Paper Documents
Offsite Storage

5. Goals
Effective Information Management Improve Communication and Process Improve Scheduling and Resource Allocation Easy to Use, Validated Electronic Handover Electronic Exchange to Owner’s Facility Management Tool, if Needed
The goal of proper document management is then:
a collaborative effort by the entire team (owner, designers contractors, suppliers)
to collect, assemble, manage, and exchange information during design and construction
to handover of the construction information in a tool that is accessible to the owner.
To enable the owner the use of this information to effectively reduce operating expenses
This team effort enables optimum on-going operation and maintenance for the life of the facility.
Once the goal of proper document management is achieved, the benefits give us on-going cost savings throughout the life of the building.

6. Benefits Have Full-Circle Impact
The AEC teams can concentrate on managing design and construction activities. The owner can save time looking for information.
Accessible and up to date information helps the owner operate the facility up to its operational efficiencies and extends its useful life.
What is produced is the “Corporate Memory”, a single version of the truth shared by Architects, Contractors, Owners and Managers.
Like the facility, its documents are a Living Process.
How does an Owner achieve this living document, this ‘corporate memory’?

7. Use a professional document manger
A single point of responsibility ensuring a consistent document organization
BuildingWorks, Inc. is a professional document management service provider. Through our services and digital tools we Create this “Corporate Memory”
Architects, Contractors and Owners SHARE a single version of the Truth
Provides Benefits throughout the full lifecycle of a Structure

8. Management Solution Collaborate Assemble Report DataStart DataCentral
DataSphere
Collaborate
Assemble
Our process provides the tools to capture information and collaborate with team members throughout the lifecycle of the facility.
We provide a file-sharing service during construction known as DataStart which assists with the collaboration and capture of the information
Our process then assembles and hands over the information/data in a usable format to the owner with DataSphere.
The facility staff is trained on the navigation of the DataSphere.
Report

9. What is DataStart
DataStart is a file sharing tool with cloud-based collaboration and reporting capabilities.
DataStart puts critical information into the hands of those in the field, helping to improve quality, safety, and commissioning for construction and capital projects of all types.
Again, DataStart is a file sharing service. It can be under the control of the owner, and managed by Building Works.
This owner controlled file sharing helps the owner gather all the information shared and transferred during construction.
Owners can have a total, non-filtered view of document flow.
There are owners who depend on their long term architects and contractors to provide file sharing services.
We also use these independent file sharing services to feed the data base, so there is no requirement to use DataStart.
I mentioned building a database….

10. What is DataSphere
DataSphere is a Report generated from the a property management software known as DataCentral
DataSphere is a read-only report which connects and links Information in an intuitive and logical format
DataSphere is updatable to reflect changes over time which makes it a living document
What is DataSphere?
The Building Works team builds the database as the contractor builds the building.
A report is generated from our software. Building Works does all the data entry.
The building information is assembled in a logical and easy to use format. The information is audited.
DataSphere is Read-Only, Connecting and Linking construction information. The DataSphere is secure. It is on your server.
DataSphere is the view of As-Built information collected and assembled during the construction process.
All the as-built documents and owner documents are in one place. And it stays there through staff changes; the corporate memory.
DataSphere is a well-structured and comprehensive. The information in DataSphere can be linked to your FM system.
The DataSphere has intuitive navigation to the information for all who maintain the facility.

11. Your Facility Your Information
Remember,
It’s your facility and it’s your information.
You can start controlling this vital part of you facility from the beginning.
Both the DataStart and the DataSphere services can be specified as part of your construction documents.
Building Works is ready to help you achieve your document management need to help realize facility management goals.
An early start will continue to pay off until the end.
BuildingWorks, Inc.