Construction Operations Building Information Exchange (COBIE): Means and Methods

by E. William East, PE, PhD - Engineer Research and Development Center, U.S Army, Corps of Engineers and Nicholas Nisbet MA (Cantab) DipArch (UNL) - AEC3

Background

Designers and contractors facing a COBie specification for the first time may think that they have a lot to swallow, however, the information required in COBie is no different from the information already required by design and construction contracts. This information is provided cumulatively during the design, construction, commissioning and handover phases. The information includes room lists and area measurements, material and product schedules, construction submittal requirements, construction submittals, equipment lists, warranty guarantors, and replacement parts providers is included in several different places within current contracts. The objective of COBie is not to change the type of information that is required, just to standardize the format of that information to save you, and the buildings' owners and occupants, having to rekey this information multiple times.

Introduction

Owners manage spaces and building products/equipment. As a result COBie delivers building asset information. To meet COBie deliverable requirements the project team will need to consider both the specific set of information that is required and the format for that data.

The specific content of a COBie deliverable depends upon the phase of the project. COBie during design focuses on spaces and zones, building products, and equipment and systems. COBie during construction focuses on the selection and installation of products and equipment. COBie for commissioning captures the as-built. Additional information on this topic provided in the Contracted Information Exchanges section of this page.

The technical specification for COBie is formally known as the Industry Foundation Class Facility Management Handover Model View Definition. More information on this technical specification can be found in the NBIMS COBie ballot document (PDF). Data meeting this format may be provided in three interoperable formats. The first two formats the STEP Physical File Format and the ifcXML format are based on the Industry Foundation Class model. The third format is a SpreadsheetML version of the data found in either of the STEP or ifcXML formats. One more format has been successfully tested in Europe is the Open Document XML format. These formats were designed for software-to-software exchanges. Having a spreadsheet form of COBie has the real benefit of allowing human-to-human understanding of the information needed as well. Tools listed under the Common Building Models page provide the means to translate the information from one interoperable format to another.

The formats for COBie reflect the different nature of the tools and needs of designers, builders, and commissioning agents. While COBie may be developed in spreadsheet directly by hand, most people will prefer to hide the COBie data model and use commercial software to create and exchange COBie data. Designers using Building Information Modeling software can begin the process of creating the COBie handover data set by exporting design data into an IFC file. This can be translated into the spreadsheet version of COBie and imported into construction and commissioning software. When the FM Handover occurs the information captured during design and construction can be transmitted direction into tools supporting the long-term management and maintenance of the facility.

Contracted Information Exchanges

The objective of a contracted information exchange is to transform existing, wasteful paper or e-paper deliverables, into a deliverables that contains the same information, but in a new reusable format. The COBie specification (DOC), provides a vendor-neutral, non-agency specific, open standard specification clause for use within the existing contract specification. This specification requires the delivery of COBie data in the Spreadsheet XML 2003 format at each appropriate stage of the project's life-cycle. The COBie specification should be implemented, not as a stand-alone or BIM-based specification, but within the context of the existing specifications (link to my JBIM article on performance based delivery of building information). The table below shows when COBie data should be specified and the general content of each of the deliverables.

Table 1. Expected Scope of COBie Deliverables

Phase	Required COBie Information
Architectural Programming	Contact details Facility naming Space and room data sheets Space layouts Space zoning
Early Design	updated previous phase information, as needed and Floors Space finishes Zoning and space allocations Architectural product schedules
Coordinated Design	updated previous phase information, as needed and Mechanical, Electrical, Plumbing product schedules Building Systems Product data (SPie defines minimum product templates) Design document register Indicative sizes for spaces (optional)
Construction Documents	updated previous phase information, as needed and Submittal document register Assignment of component to systems Connections between components (optional)
Construction Mobilization	updated previous phase information, as needed and Updated submittal document register
Construction 60% Complete	updated previous phase information, as needed and Manufacturer contact information for all approved submittals Model and Serial numbers on all installed products/equipment Components identified by tag or bar codes, as appropriate Installed product data (SPie defines minimum product templates)
Beneficial Occupancy	updated previous phase information, as needed and Updated space function and room area measurements Warranty, parts, and handover documents Operation and maintenance documentation Installed product data (SPie defines minimum product templates)
Fiscal Completion	updated previous phase information, as needed

COBie Responsibility Matrix

Typically COBie information is created in a process starting with the design and completing at handover. Since different parties will be responsible for different parts of the COBie file, the team needs to clearly assign the responsibility for each part. To assist in this task the "COBie Responsibility Matrix" is provided for your use. The Matrix lists the names of the columns in each of the COBie worksheets.

Assignments are made by color coding each column to identify who is responsible for that COBie data. If certain COBie columns or worksheets are not used, these can also be colored in to indicate that those worksheets are not required that specific project.

Ideally the team could meet through a webinar and, starting with the owner, proceed through the life-cycle of the project with each party taking responsibility to delivery that portion of the COBie data that they will deliver. Saving the file in a PDF and distributing it at the end of the webinar will let the team refer back to the required assignments at any later time.

How to Create COBie Data

There is no one best way to create COBie deliverables.

The decision about how you supply or consume COBie is largely based upon your firm's current software stack. In many cases, the delivery of COBie content is already contracted out to others, in those cases the requirement for the delivery of COBie information falls across multiple contracted parties. As with all design related information, the lead Architect/Engineer firm is responsible to coordinate the compilation of all COBie information into a single COBie deliverable file when the deliverable is required during design. In the case of construction related information, the prime contractor is responsible for the delivery of a single COBie deliverable file when the deliverable is required during construction.

COBie may be created using one of three methods: (1) use of COBie compliant software, (2) development of custom transformations of existing data into a COBie compliant file, and/or (3) direct use of the COBie spreadsheet format. In most cases, it can be expected that a combination of these methods will need to be used to correctly meet the deliverable requirement.

COBie Compliant Software

A COBie file at the Facility Handover stage of a project can be said to contain a series of incremental data exchanges through the project, as described in the previous section. In some cases COBie information COBie information is produced to be shared downstream, software downstream will need to consume the upstream information and may then produce an augmented COBie data set. As a result of this complexity checking for COBie compliance checking is accomplished by Quality Control checking the COBie files produced by software and Quality Assurance checking of software consuming COBie data. A significant innovation with the QC evaluation of produced COBie files is that since 2008 there have been automated checking tools that support the QC effort. These checking tools evaluate both the format of the data file and check the consistency of the information provided in the COBie file. For individual design and construction projects, these same tools can be used to check COBie deliverables by any authorized project stakeholders.

Quality Assurance checks evaluate imported COBie data to make sure that both the data is imported correctly and that the meaning of the information in the COBie file has not been somehow changed by the location of that information in the consuming software program. In both the production and consumption of COBie data, software companies provide software configuration guides that will assist team members to operate their software in a method compatible with the production of the highest-quality COBie file that is possible with that software product.

When using COBie compliant software users should initially be reminded that the use of such software, alone will be insufficient to produce a correct COBie deliverable file. Often COBie deliverables require manual configuration of the Building Information Model software at the start of the project. Because of these configuration requirements, points of contact are listed for COBie technical support for all products tested against the COBie specifications.

Commercial software vendors have demonstrated two approaches to creating COBie files. The first approach is to produce a file that complies with the buildingSMART international's Facility Management Handover Model View Definition (MVD) specification for Industry Foundation Class (IFC) Building Information Model (BIM) files. There is no technical difference between FM Handover MVD file and the COBie formats, however, to ensure compliance with COBie contract language the project team must deliver the COBie formatted files. This requires the project team to translate the vendors IFC file into a COBie formatted file. Users should check with vendors about any available utility for translations. Tools listed under the Common Building Models page provide the means to translate the information from one interoperable format to another.

The alternative approach is to use applications capable of producing a file in the COBie Spreadsheet format. Vendors directly producing the Microsoft Excel Spreadsheet version of the COBie file may be required to open the file in Excel in order to save the file as an Excel 2003 XML file format in lieu of the direct Excel spreadsheet format.

COBie Challenge Results

The most recent COBie Challenge event was the March 2012 COBie Challenge for CMMS/CAFM Software. The table below summarizes the results from all COBie Challenge events since 2008. Links provide detailed information about the Quality Control and/or Quality Assurance tests conducted.

Company	Product	Market	Event	Producer	Consumer	Method
ARCHIBUS, Inc.	ARCHIBUS	FM	Dec 2011		X	COBie Spreadsheet v. 2.40
AssetWORKS	AiM	FM	Mar 2010		X	COBie Spreadsheet v. 2.26
AutoDesk	Revit	Design	Jul 2008	X		IFC 2x3 Coordination View
AutoDesk	Revit	Design	Jun 2010			COBie Spreadsheet v. 2.26
Bentley	Architecture	Design	Mar 2010	X		IFC 2x3 Coordination View
DDS	DDS-CADD	MEP Design	Dec 2009	X		IFC 2x3 Coordination View
EagleCMMS	Proteus MMX	FM	Mar 2012		X	COBie Spreadsheet v. 2.40
EcoDomus	EcoDomus	Construction	Mar 2010	X	X	COBie Spreadsheet v. 2.26
FaME	FaME	FM	Dec 2009		X	IFC 2x3 Coordination View
FM: Systems	FM: Interact	FM	Mar 2012		X	COBie Spreadsheet v. 2.40
Granlund	RYHTI	FM	Dec 2009		X	IFC 2x3 Coordination View
Graphisoft	ArchiCAD	Design	Dec 2009			IFC 2x3 Coordination View
IBM	MAXIMO	FM	Dec 2011		X	COBie Spreadsheet v. 2.40
LATISTA	LATISTA Field	Construction	Dec 2010	X	X	COBie Spreadsheet v. 2.26
MicroMain	MicroMain	FM	Mar 2009		X	COBie Spreadsheet v. 1.00
Nemetscheck	VectorWorks	Design	Mar 2009			IFC 2x3 Coordination View
Project BluePrint	ProjectBluePrint	FM	Dec 2009			COBie Spreadsheet v. 1.00
Onuma	Onuma System	Multiple	Mar 2012	X	X	COBie Spreadsheet v. 2.40
SMB	Morada	FM	Dec 2009		X	COBie Spreadsheet v. 2.24
TMA Systems	TMA	FM	March 2012		X	COBie Spreadsheet v. 2.40
VELA	VELA Software	Commissioning	Mar 2010	X	X	COBie Spreadsheet v. 2.26
Vizelia	Facility Online	FM	Dec 2009		X	IFC 2x3 Coordination View

Based on the Dec 2009 COBie Challenge virtually all software produced through the FM Handover MVD will require some minimal manual adjustment to ensure compliance with the COBie format. Since software that direct consumes FM Handover IFC files is not responsible to produce specified COBie deliverables, such software has been demonstrated to be a point where multiple types of FM Handover IFC Files can be consolidated to create a proper COBie deliverable.

Custom Transformations to COBie Format

The majority of COBie information is already contained in the large number of software tools and documents supporting the facility life-cycle. For example Applications that produce or consume room and equipment lists are well on their way to produce the vast majority of the required content of any COBie file. These sources may often be "coaxed" into yielding information that can be transformed into COBie compliant information. Where existing software systems provide spreadsheet exporting capabilities, such spreadsheet information may reorganized by hand or custom computer software to create COBie information. The COBie spreadsheet has been designed to encourage the use of cut-and-paste, particularly column by column from other reports, as long as the unique naming of Components, Product Types etc is consistent. Users may also find the use of the Filter and Sort commands can rapidly highlight rows needing attention.

Direct authoring in the COBie Spreadsheet

Designers and contractors may want to directly interact with the COBie spreadsheet information. Use of the COBie spreadsheet is a very effective method for designers to check the accuracy of their file prior to submitting the deliverable. Based on the December 2009 COBie Challenge designers could be expected to manually enter space zones, building service systems, and complete the information about authorship. Designers can also be expected to need to manually verify that unique names for spaces, equipment types, and specific equipment are identified in the COBie file. These manual updates are expected since some BIM software is currently non-compliant with COBie requirements in these areas.

Checking COBie Files

Regardless of the method use to create COBie files, the supplier of the file should run COBie checking software against the expected deliverable. Some owners may require that the COBie checking software report accompany the deliverable of COBie data. The checking file will identify all significant errors that would keep the COBie file from being accepted. The current version of the COBie checker may be found here.

Consulting Services

Just as with construction scheduling services, some companies will determine to include COBie capabilities within their own firms, other firms will simply contract the requirement for the delivery of COBie information to commissioning consultants. There have been a number of consultants who have participated in the COBie events who may be able to assist you. This list of consultants is provided without any warranty of any time. Users needing such services are suggested to contact all firms prior to making a decision about which firm to engage.

Vendor				Consulting Services
Company	Country	Market	Event	Producer	Consumer	Primary Methodology
AEC InfoSystems	US	All	Dec 2009	X	X	IFC
AEC3	UK	All	Dec 2011	X	X	IFC or Spreadsheet
Broaddus & Associates	US	Construction	Mar 2012	X	X	Spreadsheet
EcoDomus	US	Construction	Mar 2012	X	X	Spreadsheet
KFA	US	All	Dec 2011	X	X	IFC or Spreadsheet
Onuma	US	All	Mar 2012	X	X	Spreadsheet
PSI	US	FM	July 2009	X	X	Spreadsheet
Woolpert	US	All	Mar 2009	X	X	Spreadsheet

If you are a software service provided and would like to be identified in the table above, you will need to (1) be an active participant in buildingSMART alliance or the National Institute of Building Sciences and (2) participate in a minimum of one future COBie Challenge events, or host a COBie Challenge of your own at a major public conference or trade show. Please contact Dominique Fernandez at NIBS to discuss your firm's participation.

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