BIM Execution Plan. (BEP)

Pawe? ?aguna

Managing Director Swissroc Building Intelligence

Probably the best known, but still relatively poorly understood document related to the BIM methodology is the BIM Execution Plan (BEP). This article discusses the scope and form of this document and its importance in the process of creating and exchanging information models of buildings.

Introduction.

Construction investments, especially complex ones, require the cooperation of a significant number of specialists working with a variety of tools and processes at the subsequent stages of the investment cycle. Standardization and proper management of the flow of information is crucial for the efficient execution of investment processes. Especially in the case of BIM methodology, where an investment database is created, procedures and tools must be clearly defined. Otherwise, there is little chance of meeting the objectives set by the Lead Appointed Party [1].

In a previous article on the contracting authority's requirements, the author described good practice for creating an EIR (Exchange Information Requirements) document [2]. International standards such as EN ISO 19650 and BIM manuals, indicate the need for the contractor (Appointed Party) to develop a response to these requirements in the form of a separate document. This elaboration is colloquially referred to as a BEP (BIM Execution Plan) and serves primarily to: define the scope, schedule, methods, processes, roles and responsibilities, and tools related to the implementation of the BIM methodology on a specific project.

A well-designed BEP is a key document of the methodology, as it can improve the efficiency of the professionals working on the project, reduce costs and mitigate the risk associated with project delivery. A BEP also ensures that all parties involved in the project are aware of their responsibilities and deadlines, helping to avoid delays and misunderstandings. This article aims to provide an overview of the good practices involved in creating and agreeing a BEP during the design and construction phase of a construction project.

What is the BEP?

In simplest terms, if the EIR should answer the question "WHY?" we are implementing the BIM methodology and "WHAT?" the contractors' work is expected to deliver, then the BEP, should answer the question "HOW?" the methodology will be implemented. In practice, the more specific and precise the requirements on the part of the Contracting Authority, the more laconic the BEP and vice versa; If the Contracting Authority has only a vague idea of the potential methods and benefits of BIM, a well-written BEP, will need to cover a lot of organisational, project management and technical issues describing the work on the models. Unfortunately, my experience shows that the relatively low level of awareness of Contracting Authorities translates into very general and vague BEPs. In the absence of clear requirements and objectives, contractors develop documents in a generic way - often on "copy/paste" basis.?To make matters worse, the lack of verification of the products received result in models that have little to do with the documents adopted on the project. Thus: BEPs and models have nothing in common.

So what should a proper process for creating a BEP look like and what should be included in the document? A good guideline may be the aforementioned PN-EN ISO 19650 standard, where the steps and scopes for individual documents related to the methodology are described. Other sources of information can be BIM manuals, such as the BIM Standard PL[3], COBIM[4], Penn State University handbook[5], or finally the templates and guidance available on the web [6].

First of all - the creation of BIM documents is intended to be an iterative process.?The ISO standard mentioned above describes the process of producing two documents (see. Graphic 1):

·??????Pre-contract BEP - is developed by potential contractors at the tender stage as a statement of understanding and technical and substantive readiness to meet the guidelines set out in the EIR document.

·??????Contract BEP - is agreed with the Contracting Authority by the successful tenderer and includes a detailed description of the BIM methodology implementation plan.

Iterability does not end here, however. BEP and the annexes should be constantly checked against the procedures implemented on the project, the responsibilities assumed, or the negotiated scope of work. As soon as discrepancies are noticed, the documents should be updated immediately, in accordance with the previously adopted procedure.

Pre-contract BEP.

As mentioned above, the BEP should give the Contracting Authority the opportunity to check that the tenderer understands the BIM-related objectives and has necessary competencies, tools and procedures deployed by team . The pre-BEP should therefore include at least:

·??????Basic personnel details and resumes of key personnel delegated to the task. It should be noted at this point that the Contracting Authority should ensure the actual presence of the people declared in the BEP. Unfortunately, contractors often attach CVs of team members or even subcontractors who later, for various reasons, do not participate in the project. The contractor should present a clear structure of the BIM team, with a clear breakdown of basic responsibilities. A plus would be to list experience in similar, 'BIM' projects, but also courses and training received by team members.

·??????A description of the information provision strategy, developed on the basis of the contracting authority's guidelines. In practice, the contractor's team should describe with which methods, teams and tools it plans to achieve the objectives of the contracting authority, as well as propose its own objectives for cooperation and information exchange with the contracting authority and subcontractors.

·??????So-called model federation strategy. The term means a description of the planned division of an information model into information containers[1] , such as files, models, component groups (e.g. of a given engineering specialisation), components together with non-geometric information. A properly developed strategy should give a clear view on who is responsible for modelling the particular information and what level of detail is needed. For example, one of the stipulations could be that in the multi-discipline concept model all installations will only be modelled as simple boxes - reserving the necessary space, while the components of the architectural model will be developed at a relatively high level of detail to assess the aesthetic and functional qualities of the facility.

·??????A table of responsibilities for the various components of the project information model, i.e. who is responsible for what during the information provision process. For small projects, a list of planned models with the main classes of components and their allocation to individual specialists is sufficient. This makes it possible to assess whether all the information required in the model has its 'owner' and no element will be omitted or underestimated in the price bid submitted. In my experience, contentious elements may include landscaping elements such as roads, underground infrastructure or sanitary equipment.

·??????Proposal to supplement the procedures and standards proposed by the Contracting Authority in the EIR. This element of the pre-BEP is particularly important for the future delivery of the contract. This is because if the potential contractor has a good awareness of the market possibilities, experience and developed procedures for meeting BIM objectives, well-prepared proposals can significantly simplify the work on the model. Unfortunately, it still happens that contracting authorities set too high requirements for models, or even worse, do not set any requirements at all, and it is the role of the contractor to propose solutions that are proven and suitable for the project. In preparing such a proposal, consideration should be given to, among other things: the process of collecting, exchanging and validating the information provided, its security, but also more broadly the desirability of implementing particular methods of using the methodology if they do not serve the objectives of the Employer.

·??????List the IT tools and equipment planned for the project. The contractor should not only list the proposed BIM class software, but also describe the company's technological capabilities along with a brief information on the security procedures used in the organisation. A complete study gives the Contracting Authority confidence that the contractor has the right number of licences for the right software, but also safeguards in case of intentional or accidental deletion of project documentation. ?

In addition to the pre-contract BEP, the EN 19650 standard suggests, that the following be developed or discussed at the tendering stage:

·??????a team competency questionnaire - investigating the level of experience of the tenderer with the planned methods of implementing the BIM methodology,

·??????a mobilisation plan - describing the timing and scope of tests (e.g. CDE configuration test[2] , or products to be delivered to the Contracting Authority) and necessary preparations related to achieving full readiness for the project (e.g. training plan)

·??????a risk register on the part of the tenderer - including a description of the risks associated, inter alia, with carrying out the task in accordance with the timetable and scope or the availability of the proposed staff.

The pre-contract BEP, alongside the BIM competency questionnaire, is an excellent tool for verifying bidders' understanding of the contracting authority's requirements and the assumptions made during tender development. Unfortunately, in practice this document is used very occasionally. In addition, the some public procurement laws (i.e. Poland) makes it difficult to apply the BEP verification procedure before the contract is signed, as its assessment would have to be part of the non-price evaluation criteria of the bids. This, in turn, is extremely complicated in terms of the proper drafting of requirements that will be completely objective and not limit the competitiveness of bidders. An alternative to the pre-contract BEP could therefore be a type of technical (technological) dialogue with the selected bidders before the final tender is issued. This method is feasible under Polish and European Public Procurement Law and is an excellent verification of the Contracting Authority's original assumptions in a rapidly developing market for BIM services.

BEP Contractual.

The contract BEP is drawn up after the selection of the tenderer. In the absence of a pre-contract BEP, this results in a lengthy reconciliation of provisions and restrictions uknown to the contracting authority before the contract is signed. However, regardless of the timing of the document, detailed information should be included to allow for the development, coordination and communication and subsequent objective evaluation of the information model.

It is up to the successful bidder to agree the proposals in the BEP with their team and subcontractors. Unfortunately, it is sometimes the case that the methodology is disaligned from the real capabilities and practices of the various project stakeholders. For example, provisions for model detailing are created by the BIM manager without confirmation from the individual trade designers. So while in the pre-contract BEP certain provisions, such as the responsibility matrix, may be generic, once the contract is signed, deitals should be provided for:

·??????Structure of the team and contacts for individual members.

·??????A strategy for the delivery of information, including the EIR requirements , the time-schedule adopted and the procedures necessary to meet the client's objectives.

·??????A description of adopted procedures and standards to supplement the guidelines of the EIR.

·??????Division of responsibility supplemented by annexes describing the scope and schedule of deliverables by each team.

·??????Scope, detail and relationships between the different information containers.

·??????A detailed description of the IT solutions used on the project.

As mentioned above, at the stage of developing the BEP, the contractor in charge of the entire project (e.g. the architectural firm, or General Contractor), should inform and confirm with the subcontractors elements such as:

·??????Detailed breakdown of responsibilities on the project - e.g. using the RACI matrix[3] , and MPDT[4] - see Graphic 1. In practice, the contractor should ensure that responsibility for creating, controlling, consulting and informing on particular issues is assigned to individual teams and specialists.

·??????Guidance on the level of detail of information - LOIN (Level of Information Need). If the Contracting Authority has not sufficiently specified it in the EIR the geometric detail and scope of information shoud be provided in the models by the Lead Appointed Party (Contractor). This protects, among other things, from the overproduction of information and the risk of not meeting the objectives of the Contracting Authority.

·??????Detailed delivery schedule - e.g. using TIDP tables[5] and MIDP[6] .

The scope and number of documents describing the BIM methodology should be tailored to the nature and complexity of the project. However, it is worth focusing on the above elements first. With a few precise tables, the basic requirements and delivery schedule can be clearly defined.

Basic scope of the BEP - Minimal Viable Product.

As mentioned above, BEP documents will vary significantly depending on the requirements of the contracting authority and the specifics of the project. Basic guidance on the key components is presented below (see Graphic 2). These have been selected subjectively based on my own experience and a review of available BEP document templates on the international market. The following points do not constitute a table of contents for the BEP, but only a range of topics worth including within the selected document template.

Project information.

It would seem that the repetition of project information is unnecessary as they are listed in other contractual documents. However, it happens that the BEP is the only contract appendix that subcontractors involved in BIM modelling will ever read. Bids are also often based on BEP. It is therefore worth including information on:

·??????Address, type and size of the project.

·??????Schedule with an illustrative level of detail of models and documentation for subsequent milestones.

·??????Contacts to key stakeholders.

Fulfilment of EIR requirements .

Particularly in the absence of a pre-contract BEP, it is useful to concisely refer to the requirements set out in the EIR and respond to them in this section or provide links to the relevant paragraphs or annexes of the BEP. For example, reference could be made to the contracting authority's requirements for coordination or a compliance plan [7].

Description of goals and activators.

While the principal objectives of the contracting authority should be defined in the EIR, the objectives of the individual contractors should be included here. At the same time, it is a good idea to list the BIM Uses by which these objectives are to be achieved. It is good practice to draw up a table in this section divided into: objective / activator / KPI, so that you can see in a synthetic form how BIM will be implemented on the project and what results we should expect.

Information on responsibilities and roles.

Even in mature organisations, we can often observe a blurring of responsibilities on the ongoing project. In this section, it is therefore worth defining very precisely who is working on the project and what their role is. Supplementing this section with an appendix in the form of the already mentioned RACI table, should provide clarity in terms of information sharing and the decision-making processes. This also helps with the subsequent configuration of the CDE environment - e.g. with the definition of automated processes or accesses to particular information.

Work planning.

In this section, it is worth planning, in particular, a plan for the delivery and exchange of information. In practice, a detailed coordination cycle should be imposed on the schedule of milestones defined by the Contracting Authority within which:

·??????work in BIM methodology will be planned,

·??????models will be created by individual designers,

·??????models will be coordinated by the BIM manager/coordinator,

·??????products of the methodology will be forwarded to the Contracting Authority.

In the context of planning the delivery of individual products, it is useful to develop a MIDP/TIDP tables, templates of which can be found, in BIM Standard PL[3]. In the tables, it is worth specifying not only who is responsible for which type of product, but also what data formats t will be transmitted.

As part of the planning, the responsibility for the different elements of the models must not be forgotten. This is to be served by the MPDT table, which should at least define which model maker is responsible for which elements of the models. For example, it happens that elements such as sanitary equipment are modelled by both architects and sanitary engineers, yet no one feels responsible for the development of the road model. A template for the MPDT table can also be found in the BIM Standard EN study[3].

Communication.

This section should describe the procedures and modes of communication.?From a practical point of view, for example, it is worth defining the types and scope of the various meetings and events during coordination cycles. For a simple BEP, a table specifying: type of meeting/frequency/stakeholders/ maximum duration/goals of the meeting is sufficient.

It is also worth specifying what methods and tools will be used for formal and informal communication on the project. For example, we agree that all communication between the contractor and the contracting authority will be realised through the CDE platform (the optimum solution), or, if it is not possible, through emails with a predefined list of addressees. At the same time, informal communication via telephone conversations or popular instant messengers may be allowed. This is particularly important in the case of disputes, when the responsibility for certain decisions may be hard to track. In the context of CDE, it is also important to refer in the BEP to the configuration of the IT platform(s) related to information exchange.

Standards and procedures.

From my experience topics related to work standards and procedures are among the most difficult to define correctly in BEP. Therefore, they should be reviewed periodically and, if necessary, modified to meet the real needs of stakeholders. Procedures should be described in as simple and illustrative a manner as possible - preferably using tables, process maps and diagrams (cf. Graphic 3), templates and examples of which can be found, on the Penn State University website[8] . Unfortunately, it is often the case that, in the face of uncertainty about the procedures or a lack of clear vision, extensive and unspecific descriptions are introduced that add more confusion than value to the processes. Therefore, if any of the following is not clear, it is better to create one test model, a set of drawings and agree it with the contracting authority, instead of creating extensive descriptions that nobody will understand and respect. The procedure for creating test models is described in more detail in the EIR article [2].

Standards topics include:

·??????Standards used on the project - e.g. EN ISO 19650, but also BIM manuals or the client's guidelines.

·??????Model-sharing strategy - defined in the MPDT, where, in addition to responsibility, the scope and exclusions from modelling can be described.

·??????Design coordinates - these are best described in a simple table, defining the coordinate system, the coordination point (local point 0,0,0) and the angle of rotation of the models with respect to north.

·??????Naming of files and other information containers (e.g. model components, layers, materials) - it is best to describe these in the BEP with a generic schema and then create a separate annex with all possible values for further containers and name fields. A guideline might be the British Annex to ISO 19650, which gives examples of naming approaches for some container types [9].

·??????Levels of information need (LOIN) - as a general rule, requirements should be developed by the Contracting Authority, however, individual disciplines may negotiate to lower or raise the level of detail for individual components. For simple projects, it is a good idea to use ready-made detail templates, as these can be very labour-intensive to define from scratch. For this purpose, it is possible to use the BIM Standard PL or, for example, the Level Of Development (LOD) Specification, published by the BIM FORUM[10]

·??????2D documentation requirements - preferably describe or attach sample drawing formats, document formats, dimensioning methods, symbols, etc.

·??????Quality assurance procedure - this is an issue worthy of a separate article (that will be published soon), because on one hand it is a key element to achieve the client's objectives and on the other hand very often models are verified in a disorganised and haphazard way. In this section of the BEP, it should be specified who, when (how often) and how (procedures/formats/data exchanges/tools) the BIM products are verified. As above, there is no room for ambiguity or discussion here. For example, one of the most often overlooked but extremely important topic is the precise definition of relevant and irrelevant collisions (those that do not need to be removed from the model). A three-step verification process based on predefined methods, checklists, collision matrices (see Graphic 5) shall be used by the subsequent task teams, the BIM manager/coordinator as well as the client.

·??????Training - In my experience, supported by hundreds of discussions with construction market participants, the human factor is a key element for successful BIM implementation. In turn, a high level of awareness of the goals and opportunities offered by the methodology is the first step to engaging a large number of stakeholders in working on information models - especially if they have not previously used dedicated BIM-class tools. For this hands-on trainings are crucial.

IT hardware and software.

This section defines what type of hardware and software will be used to achieve the objectives of the BIM methodology. The following issues are best summarised in clear tables. Among other things, the types of software used to implement the subsequent activators should be described, along with the versions and quantities of licences held. This is crucial when working on larger projects, where an uncontrolled change of software version (e.g. an upgrade) can cause serious problems in the exchange and coordination of models.

It's good to list all data exchange formats together with their purpose - e.g. IFC format for the coordination of BIM models, DWG format for the exchange of plan drawings between designers, PDF format for the exchange of documents between the contractor and the client.

Basic information on the CDE is also worth including here, but a detailed description of the configuration and a user manual should be developed in a separate annex.

At the same time, it is worth describing the IT equipment owned by the contractor, as, depending on the complexity of the project, some hardware configurations may not be sufficient for efficient implementation of the models.

The last important element is the definition of data security standards, such as procedures, anti-virus, firewall, security and backup methods. It happens that inadequate security of one contractor's server, and the consequent loss of some data, can delay the work for several or even several weeks. This makes the use and proper configuration and CDE environment all the more important in this context.

Summary.

A comprehensive and effective BEP is essential for a successful BIM implementation and can lead to better project performance. The document provides a clear roadmap for all stakeholders involved in the project. It should enable them to work towards the same goals and within the same standards. For this to happen the document should:

·??????Have clear and comprehensible definitions . ?

·??????consist of clear diagrams, tables and process maps instead of long descriptions to simplify the message.

·??????Be as simple as possible - i.e. tailored to the scale of the project and the client's requirements.

·??????Be written in language that can be understood by as wide a range of stakeholders as possible.

·??????Cover key issues such as the division of responsibility for models and other outputs, LODs and key procedures, in particular for quality assurance.

It is important to bear in mind that BEP should be negotiated and agreed with the contracting authority, not just handed over. At the same time, the document should be 'alive', i.e. subject to continuous critical analysis and updating if changes to processes, roles or tools are necessary. For this to happen, the procedures and standards described in the BEP need to be understood by as wide a range of stakeholders as possible. Then, after discussion with project participants, the form and content of the document should be developed so that the study is a guide not only to the BIM methodology, but also to the project itself. Last but not least you need to have sufficient time to develop, agree and communicate the methodology-related guidelines to all parties. It seems that here, too, a huge responsibility lies with an informed client who understands the importance of BEP in the value delivery process.

Bibliography:

[1]??????A. Anger, P. Laguna, and B. Zamara, BIM for managers. Warsaw: PWN, 2021.

[2]????https://www.dhirubhai.net/pulse/exchange-information-requirements-eir-sr-buildingintelligence%3FtrackingId=hcCa9s5QV8y8sWYSuwGpcg%253D%253D/?trackingId=hcCa9s5QV8y8sWYSuwGpcg%3D%3D

[3]??????W. Piwkowski and J. Stylinski, BIM Standard PL. PZPB, 2020.

[4]??????J. Karjula and E. Makela, "Series 11: Management of BIM project," CoBIM 2012 - Common BIM Requirements, vol. 11, p. 37, 2012.

[5]??????"BIM Execution Planning Guide | BIM Planning." https://bim.psu.edu/downloads/ (accessed Feb. 19, 2023).

[6]??????"Task: Post-contract BEP - BIM Level 2 Guidance." https://bimportal.scottishfuturestrust.org.uk/level2/stage/4/task/31/post-contract-bep (accessed Feb. 19, 2023).

[7]??????ISO 19650-2:2018, "Organization and digitization of information about buildings and civil engineering works , including building information modelling ( BIM ) - Information management using building information modelling,".

[8]??????"Appendix D: Process Map Templates - BIM Project Execution Planning Guide - Version 2.2." https://psu.pb.unizin.org/bimprojectexecutionplanningv2x2/back-matter/appendix-d-process-map-templates/ (accessed Feb. 19, 2023).

[9]??????"A Simple BIM Naming Convention Based on ISO 19650 Part 1 - BIMicon." https://www.bimicon.com/bim-naming-convention-based-on-iso19650-part1/ (accessed Feb. 21, 2023).

[10]????"Level of Development Specification - BIM Forum." https://bimforum.org/resource/%ef%bf%bc%ef%bf%bclevel-of-development-specification/ (accessed Feb. 19, 2023).

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[1] Information container - The term refers to the unique identification of a particular distinct range of information. In the case of a construction project, an information container may be a cost plan, a drawing, a model of a particular industry, a component of the model or the layer on which the components are located, etc. Each information container should be identified by a unique identifier.

[2] Common Data Environment - an environment for the exchange and control of information and a common source of truth for project participants - an idea that is implemented using IT platforms - usually cloud-based (SAAS-type).

[3] The RACI table defines whether the people involved in the project will be Responsible (Accountable), Accountable for approval (Accountable), Consulted (Consulted) or Informed (Informed) for the relevant task, milestone or decision. Using a RACI matrix on a project helps to eliminate confusion by defining who does what at a more detailed level than a simple assignment of tasks.

[4] Model Production and Delivery Table (MPDT BIM Model Production and Delivery Plan Template)

[5] From Task Information Delivery Plan, TIDP Detailed Project Information Delivery Plan - a list of BIM methodology deliverables with their delivery dates, assigned to a specific team.

[6] Master Information Delivery Plan, MIDP - a list of all BIM methodology deliverables, with their delivery dates, for the overall project.