What is BIM (Building Information Modelling) and How Does it Work? | SFG20

The introduction of CAD (Computer-aided Design) in the 1970s allowed buildings to
be visualised in 3D, but it was Building Information Modelling (BIM) that truly
transformed facilities management for property managers. By linking digital building
models to asset data, BIM helps to support the safety of buildings throughout their
entire lifecycle.

At SFG20, the industry standard for building maintenance specification, we’ve championed building safety and operational excellence since 1990. Over the past 35 years, we have witnessed the development of BIM and know how powerful it can be.

Read on to explore BIM’s history, what it is, its applications, as well as benefits and practical considerations for the management of your building.

The History of BIM

Before computers were invented, architects, engineers and property managers relied on hand-drawn 2D plans and paper blueprints to represent buildings. All of the information about the building, its specifications, dimensions and interfaces had to be annotated on the drawing.

The introduction of CAD (Computer-aided Design) in the 1970s allowed painstaking and labour-intensive approaches to be sped up first with the creation of 2D drawings, where any amendments or reiterations were able to be made quickly without reworking the whole drawing.

3D visualisation was available on very specialist systems, but its use was limited by the computing power at the time.

It wasn’t until the mid 90s that 3D modelling became widely available. As mass market computers became more powerful, so did the software that they could run. 3D software packages were able to move from just ‘wire’ diagrams to being able to render surfaces with photo quality realistic finishes.

This ability to provide ‘materiality’ to the 3D drawings opened up the opportunity to embed greater levels of information about properties of the building and the assets within it. This data-rich visual environment meant that you could link associated information about assets that covered much more than what it just looked like and how it all fit together.  

The world of Building Information Modelling (BIM) was born, and one of the most confusing and misunderstood concepts let loose on the ecosystem of the built environment. One of the first things to clear up is that 3D modelling is a building block of BIM, but they are not interchangeable terms.

This confusion stems from the use of the expression ‘modelling’ in BIM. Many have advocated that this should be change to ‘management’ to help improve understanding.

It has got to the stage that within the UK, the national level guidance on the subject which was described as the UK BIM Framework has now been renamed as the Information Management Initiative Framework.

If you think about Building Information ‘Management’, it helps to delink it from just being about a photo-realistic rendering of a building with the ability to zoom down and see individual assets.

It is BIM that has truly changed the landscape of facilities management for property managers. By linking digital building models to asset data, BIM helps support the safety of buildings throughout their entire lifecycle, but it is still a much-underused tool.

What is BIM Software?

Building Information Modelling (BIM) software is usually not a single piece of software, but a system of interrelated packages. At the heart of it, there should be an intelligent information model or central database that creates a structured repository to hold all relevant information on the assets within a building.

This is better known as a Common Data Environment (CDE). It might have an associated 3D visualisation package to provide a digital rendering of the characteristics of a building or infrastructure, as this helps to geo-locate assets and key information – you can think of it as 3D interactive map.

BIM as a methodology is used throughout a project’s entire lifecycle, from design to construction and maintenance. The further along its lifecycle a building or an infrastructure asset is, the deeper and richer the quality of the information should be held about it.

For property managers, the CDE should be a single source of truth for asset and maintenance management. Assets can be tagged with critical data such as warranties, service schedules, compliance requirements and lifecycle information, enabling more efficient maintenance planning, replacement forecasting and audit readiness.

BIM software acts as your digital platform to design, create, store, manage and access all building data, helping your teams to coordinate tasks and effectively monitor performance.

How Does BIM Work?

The process of BIM is supported by various tools, technologies and digital representations, namely computer files which can be extracted, exchanged or networked.

It involves architects, engineers, contractors and other stakeholders working together to create and manage a single centralised information model of a project throughout its lifecycle from conception and design to construction, operation and demolition.

The biggest pitfalls in the use of the BIM methodology can be avoided through early and active management by the client – this ensures that the value and benefits of it can be fully realised.

Many of the parties involved in the design and construction stage may create and manage their own, disparate, 3D models and CDEs.

It is essential that the client takes ownership and is very clear what information it requires at the point of handover and the responsibilities for centralising the 3D model and the information. If the client is not clear on their information requirement, it may not be captured.

It is therefore essential that Facility Managers help the client understand the type of information their will require through the asset’s in-use phase to operate and maintain it efficiently and effectively, as this may not seem important to the designers and contractors during design and construction.

Which FM Software Tools Can BIM Be Integrated With?

Most modern, up-to-date FM Software tools can be integrated with and import data from standard BIM models (better known as Asset Information Model, or AIM), with one of the most notable being CAFM (Computer-Aided Facility Management) software.

Among other benefits, CAFM software allows you to manage the entire work order process, from creation to assignment and completion.

What is the Difference Between a CDE and an AIM?

An Asset Information Model (AIM) is the rich, digital representation of a built asset (like a building or infrastructure) containing its design, performance and operational data.

The Common Data Environment (CDE) is the secure, central platform (a digital hub) where this AIM, along with all project information, is stored, managed and shared throughout the entire asset lifecycle from design to operations.

You can think of the AIM as the content (the digital twin of the building) and the CDE as the container (the management system for that content).

BIM for Facility Managers 

For Facility Managers, BIM is a game-changer. It provides continuous insights into how a building “fits” together, linking asset data, maintenance schedules and lifecycle information in one visual, interactive environment.

Beyond 3D geometry, BIM can incorporate 4D and 5D dimensions, adding time and cost to asset data.

This allows Facility Managers to model the long-term impact of decisions: choosing quality materials upfront, for example, may reduce future replacement costs.

Who Else Uses BIM?

Architects 

Architects use BIM to define spatial layouts, materials and design intent, often leading to model creation and coordination. Building Services and Structural Engineers maintain separate models for MEP systems and structural elements.

When individual models are merged, clash detection identifies conflicts, such as structural elements obstructing pipes or ducts, reducing costly errors during construction.

Design Engineers

Design engineers use BIM to input parametric data (the dimensions, angles and other design features of an object), as well as material properties and structural characteristics.

These parameters can be linked, calculated and analysed using structural or fluid dynamics software, supporting efficient and accurate building design.

BIM also enables engineers to plan complex systems and optimise construction workflows, improving overall operational efficiency.

Main Contractors

Contractors use BIM to collect trade data and plan build sequencing. They are responsible for updating the For Construction model into an As Built model, reflecting all changes made during construction.

Accurate updates are vital for long-term building maintenance, with any Value Management changes (such as substituting assets or methods) recorded with justification and authorisation to ensure a complete, reliable record of the building.

Valuable commissioning information should be stored within the CDE, verifying that all systems and equipment are installed, tested and operate according to the owner's requirements and design specifications. This documentation serves as a historical record for compliance, maintenance and future operations.

 Key information to be captured includes:

• Commissioning Plan: A detailed document outlining the scope, objectives, schedules, required tests and responsibilities of all parties involved in the commissioning process.
  
• Meeting Minutes and Communication Records: Documentation of all coordination meetings, decisions made and communication between stakeholders (owner, design team, construction team, commissioning agent and contractors).
• Deficiency and Issues Log: A comprehensive list of any problems, discrepancies, or equipment failures identified during testing, along with the steps taken to resolve them and the date of resolution.
• Pre-Functional Checklists (Installation Verification): Checklists completed during the pre-commissioning stage that confirm equipment is installed correctly, all connections are proper and the system is ready for initial power-up or the introduction of process materials.
• Test Procedures and Data Sheets: Detailed, step-by-step instructions for all tests conducted (e.g., pressure tests, electrical tests, loop checks, functional performance tests), including expected results and the actual recorded data.
• Test Reports and Results: Summaries of the outcomes for all functional performance tests, integrated systems tests and performance verification, confirming whether the systems meet the specified criteria.
• Manufacturer's Start-up and Performance Documentation: Completed certification forms and data from manufacturers, verifying that their specific equipment was started up according to their procedures and performs as specified.
• Equipment Data and Warranties: A complete list of all installed equipment, including serial numbers, data sheets, spare parts lists and warranty details.
• As-Built Drawings and Sequence of Operations: Updated drawings (red-line drawings) that show the actual installed condition of the systems, as well as the final sequence of operations and control logic used.
• Operation and Maintenance (O&M) Manuals: Comprehensive manuals containing instructions for the ongoing operation, maintenance and troubleshooting of all commissioned systems, updated to reflect the final commissioned status.
• Training Records: Documentation verifying that the owner's operations and maintenance staff have received appropriate training on the installed systems.
• Certifications and Sign-offs: Formal acceptance forms and sign-offs from relevant authorities, contractors and the owner, confirming that the systems meet all regulatory requirements and project specifications and are ready for handover.
• Lessons Learned: Documentation of challenges encountered during the process and recommendations for future projects to facilitate continuous improvement.

Trades and Sub-Contractors 

BIM helps trades and sub-contractors save time and enhance construction quality by ensuring design specifications are met before work begins. The software enables accurate material estimation and better resource allocation, helping trades to reduce costs.

Real-time project visibility also allows teams to monitor progress and quickly identify  issues, improving coordination and decision-making across the construction process.

What Are The Advantages Of BIM? 

BIM helps organisations to easily coordinate and share design information with others, facilitating real-time collaboration among all stakeholders, including Facility
Managers.

Accuracy and Clarity

BIM produces both an accurate 3D representation of a building, allowing stakeholders to visualise assets, spaces and systems from every angle, and a detail- rich AIM that helps optimise the assets’ management and maintenance. 

During the operational phase, it can integrate real-time data from sensors and IoT devices. This gives property managers accurate insights into building performance and maintenance needs, improving planning and operational decision-making.

Improved Sustainability

The creation of a digital twin (a dynamic, digital representation of a physical system or environment that enables monitoring, simulation and predictive decision-making) through the application BIM allows for the evaluation of environmental impacts, energy consumption and building performance optimisation. 

This means that organisations can consider a building's environmental impact over its entire lifespan, supporting sustainable design and operation.

Clash Detection

By centralising all building systems (HVAC, electrical, plumbing) along with the structure and fabric of the building into one model, BIM automatically identifies conflicts, allowing FM teams to anticipate issues before they become operational or maintenance problems. This early identification of conflicts helps to resolve issues before they occur on the construction site.

Cost Savings

BIM can help in reducing construction time and costs by enabling more accurate planning and reducing the risk of expensive errors. More specifically, it helps in simulating construction processes, identifying potential problems and enabling more accurate cost estimation and scheduling.

Efficient Facility Management

After construction, BIM is used for managing and maintaining buildings, providing a repository to store and access valuable data for asset management, space planning and system performance evaluation. BIM can lead to a more efficient use of resources, faster problem resolution and improved overall asset management.

Supports Compliance

If done properly, BIM can populate accurate data into a building asset register. This asset register can provide a clear picture of where attention needs to be focused to optimise value and maintenance.

BIM also allows for the Golden Thread of building safety data to be cross-referenced to assets, helping to ensure that your assets are maintained correctly and efficiently.

What Are The Disadvantages of BIM? 

Specialist Technical Knowledge And Software  

BIM requires specialist skills and software to be used effectively. Unlike CAD, which many Project Managers and Engineers can use at a basic level, BIM requires trained staff or specialist hires. Smaller organisations may face barriers due to training needs, recruitment challenges or software costs, potentially creating skills shortages and limiting adoption.

Cost and Time Investment 

Implementing BIM involves significant investment in software, infrastructure and staff
training. These upfront costs and time requirements can be prohibitive for smaller
organisations.

Complexity

BIM and the creation of Project/Asset Information Models can become highly
complex, particularly for large or multi-disciplinary projects, making ongoing
management and updates challenging. This can increase the operational burden for
facilities teams responsible for maintaining accurate models over time.

Limitations for Older Buildings and Handover Data

Retrospective BIM creation for existing buildings is difficult when hidden elements are unknown.

Incomplete handover data or missing “As-Built” details can leave gaps, complicating future maintenance and lifecycle management.

Ensuring accurate capture is essential to avoid long-term operational inefficiencies. However, if the concept of building up an AIM a little every time something new happens to the estate is used, this tapestry of information will soon start adding value.

The Handover Problem in BIM

Even with BIM, property managers often face challenges when contractors deliver incomplete or inaccurate “As Built” AIM models rather than for construction Project Information Models (PIM).

Changes during construction, substitutions, or Value Management decisions may not be fully recorded, leaving gaps in the digital model.

These gaps compromise BIM’s effectiveness for maintenance planning and compliance audits. Without accurate asset data, FM teams have to manually verify systems, delaying maintenance.

To mediate this, contracts must specify BIM handover requirements, ensuring any updates reflect all construction changes.
The model should be compared against the physical building before accepting it for ongoing facility management. There are also software packages available to act as model checkers.

These desktop applications can be used to define extremely detailed rules for checking BIM models.

By doing so, they can be used as a quality assurance tool that automates model checking to find issues like clashes, information validation, data errors and statutory non-compliance (fire safety, accessibility etc.), early in design, saving time and cost by ensuring BIM model quality from design to construction through to handover as an AIM.

When to Invest in BIM

Property managers should consider investing in BIM when:

• Planning Asset Replacements: Visualise asset locations and assess their condition, supporting lifecycle cost forecasts and work out the best way to remove and replace them from a spatial and disruption perspective.
• Completing Compliance Audits: Maintain auditable records of statutory maintenance and safety checks.
• Warranty Tracking: Monitor manufacturer obligations, maintenance schedules and service agreements.
• Major Refurbishments or Fit-Outs: Coordinate trades, avoid clashes and reduce construction errors.
• Energy and Sustainability Initiatives: Model the impact of upgrades or retrofits on performance and efficiency.
  
  

Decision Framework for Investing in BIM

To evaluate whether BIM is a worthwhile investment for you, consider these four key factors:

1. Asset Complexity: Buildings with numerous interdependent systems are likely to benefit most from BIM.
2. Maintenance Volume: High-frequency maintenance or numerous assets increase BIM’s value.
3. Regulatory Exposure: Frequent audits or statutory compliance obligations make accurate digital records essential.
4. Long-Term Operational Costs: Projects with significant lifecycle or replacement costs see higher ROI.
   
   

If two or more of these factors are significant to your business, BIM can be a worthwhile investment, reducing errors and delivering savings through proactive, data-driven facilities management.

How Do BIM and SFG20 Work Together?

BIM provides property managers with a clear picture of what assets exist and where they are located  However, BIM alone does not define what maintenance is required.

This is where SFG20 comes in, offering legally aligned maintenance schedules for assets. Together, BIM and SFG20 create a powerful combination: BIM delivers accurate asset location and data, while SFG20 specifies maintenance tasks, including what to do, when to do it and who should do it.

This integration ensures that facilities teams can plan, schedule and evidence maintenance efficiently.

By using SFG20 Mobiliser, SFG20’s asset-to-schedule software tool, asset registers produced by BIM can be automatically mapped to SFG20 maintenance schedules, optimising maintenance planning and enhancing performance.

Power Your Productivity With Modern FM Software

At SFG20, it’s our role to provide a trusted maintenance standard and raise the bar for better, safer buildings.

BIM is just one of the many types of digital software that is helping to support the construction and maintenance of efficient, sustainable and safer buildings.

For a full overview of the industry’s biggest FM software solutions and how they can empower you to achieve your compliance goals, take a read of our Ultimate Guide To FM Software or download our Ultimate Guide to Compliance in Facilities Management to make compliance easier, faster and more manageable.

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