COBie: BIM Interoperability for facility management

If you have just embraced the BIM methodology and still do not know some terms, do not worry. Today we will discover together what COBie is and its importance in asset management.

If you are involved in facility management, you cannot miss this article!

What is COBie and how does it relate to BIM?

COBie – acronym for Construction Operations Building Information Exchange – is a tool that allows integrating the necessary information for the management and maintenance phase of a building (the “Operation” phase) into the BIM process.

Before fully understanding how COBie connects to BIM, let’s start with two assumptions:

1. the management and maintenance phase of a building is perhaps one of the most costly in terms of time and money in the entire life cycle of a building;
2. one of the advantages of the BIM methodology is saving time and costs in every phase of the construction process.

It is clear how Facility Management also aligns with the BIM methodology. Applying BIM to Facility Management is one of the most interesting applications and is made possible by the COBie standard.

In the traditional construction process, the means of communication between the construction phase and the maintenance phase is represented by paper folders or files lost in folders within other folders.

Using COBie as an information vehicle between the construction and management of a building means making Facility Management interoperable.

This standard collects in a single standardized digital structure all the useful information for the management and maintenance of the asset (technical data sheets, warranties, operation and maintenance manuals, etc.).

This standard was created to improve the transparency and organization of data within BIM (Building Information Modeling) processes, ensuring that essential information is available in a structured and easily accessible format. In fact, it gathers all the useful information for the management and maintenance phase of the asset (technical data sheets, warranties, user and maintenance manuals, etc.) into a single standardized digital structure.

What is COBie used for in construction?

COBie is used in the construction industry to facilitate the transfer of information between the various actors involved in a project, improving data management and quality throughout the life cycle of a building. The main goal is to avoid information dispersion, reduce the risk of errors, and optimize the management of building assets.

In particular, COBie is applied in the following areas:

• design and documentation – it allows for the collection of essential data such as materials, systems, equipment, and technical data sheets in a structured format, avoiding information loss between design and construction phases;
• construction and delivery – it helps construction companies and suppliers organize information about installed products, ensuring that all building components are correctly documented to facilitate future operations;
• management and maintenance – once construction is completed, COBie becomes an essential reference for facility managers and maintenance operators, providing accurate data on equipment, warranties, preventive maintenance schedules, and supplier contacts.

One of the key aspects of COBie is the ability to improve the quality of transmitted information, reducing the need for manual searches or disorganized updates in traditional documents. This standard facilitates the digitalization of building management and allows for data integration with facility management software, ensuring greater efficiency and reducing operational costs in the long term.

Is COBie a standard?

COBie is an international standard that ensures that the information needed to manage the building throughout its life cycle is:

• complete;
• interoperable;
• usable.

COBie can also be defined as an IFC Model View Definition (MVD) approved by buildingSMART International, which is a subset of IFC (ISO 16739-1:2018) that selects only the information necessary for Facility Management.

Format and structure of COBie

COBie is generally represented in tabular format, often in a spreadsheet (Excel) or XML file. The structure of the information follows a hierarchical logic and is divided into several sections, including:

• general project data – information about clients, designers, builders, and other involved parties;
• building structure – division into levels, rooms, and functional areas;
• equipment list – description and specifications of installed systems (HVAC, electrical, plumbing, etc.);
• maintenance and management – maintenance procedures, manuals, and supplier references.

This organization facilitates information management and ensures that each stakeholder has access to the necessary data at the right time.

Benefits of using COBie in BIM Projects

The adoption of the COBie standard in BIM projects offers numerous advantages, including:

• better information management – by standardizing the data format, errors and inconsistencies in communication between different disciplines are reduced. This leads to greater accuracy in workflows and a reduction in rework;
• efficiency in maintenance – by providing detailed information about building components, COBie facilitates operational management and maintenance of the building. Facility managers can quickly access critical data, such as technical data sheets and intervention procedures, improving the timeliness of maintenance operations;
• reduction of operational costs – quick and structured access to information reduces the time spent retrieving critical data during the property management phase. Additionally, the availability of detailed information minimizes the risk of unforeseen failures and costly repairs;
• greater transparency – allows for complete traceability of information, improving collaboration between designers, builders, and building managers. Standardization enables clearer communication among the various project actors, reducing ambiguities and facilitating the transfer of information between different phases of the building’s life cycle;
• compliance with regulatory standards – many regulations and standards in the construction field require structured information management. The use of COBie helps ensure compliance with such regulations, reducing the risk of penalties and improving the quality of documentation;
• integration with other systems – COBie is compatible with numerous construction and facility management software, allowing for perfect integration with business processes and improving overall building management efficiency.

COBie vs IFC: what is the difference?

COBie and IFC are two standards used in BIM projects, but with different purposes:

In summary, COBie focuses on documentation for management and maintenance, while IFC provides a complete representation of the building in a BIM environment.

How to use COBie?

To use the standard, it is necessary to first import the COBie data into CMMS software (Computer Maintenance Management System) and CAFM (Computer Aided Facility Management) and then process the information archive on which to set up Facility Management programs and applications.

The COBie data spreadsheet contains various sheets listing the information useful for construction activities. Each item in a worksheet is linked to an item in another worksheet, meaning: fixture X is installed along wall Y, and so on.

These data are essential not only for the designer but also for cost estimation and contractors.

Their structured representation makes them useful for optimizing allocated financial resources, and managing any changes during construction becomes much simpler: just modify the spreadsheet in its rows to revise the entire project.

What are the requirements of COBie?

As we mentioned, COBie is an XML export of the management and maintenance information of an asset, which means it is readable by both machines and humans and does not require special software.

To import and read COBie data correctly, it is sufficient to respect a few simple requirements:

• export only the information necessary for the management and maintenance phase;
• accurately define spaces; the COBie specification requires that all components refer to a space;
• use a standard classification system such as OmniClass, Uniformat, etc;
• comply with the minimum requirements of the COBie table.

Data COBie | Example in Excel format

What is the importance of COBie?

The importance of COBie is closely related to its ability to integrate multidisciplinary and often heterogeneous data and information on BIM platforms for Facility Management.

Using this format means ensuring the complete sharing of all information useful for the management and maintenance of the work and ensuring their correlations thanks to the standardized structuring of the spreadsheet.

COBie proves to be particularly important in cost evaluation because it allows the evaluation of the effectiveness of investments aimed at managing and maintaining real estate assets.

Ultimately, the integrated use of the COBie standard and BIM methodology with computerized models also in terms of management and maintenance, ensures effectiveness and efficiency in data organization and cost reduction.

Is the use of COBie mandatory?

COBie, used in the United States for years, has also become widely spread in the United Kingdom, where it has been made mandatory for all public projects starting from January 1, 2016.

It is certain that using the BIM methodology and implementing standards of this kind in your design allows you to:

• facilitate interoperability;
• speed up the various phases of the process;
• reduce time losses and therefore costs.

To fully understand the impact that the BIM methodology can have on your work, I recommend downloading a free trial version of a BIM software and experiencing these benefits firsthand.