Data management and its deployment in the construction industry

Data Management in the Construction Industry: A Guide for RICS APC Candidates

How to collect, store, analyse, and use cost data for building projects

Data management is the process of acquiring, organising, maintaining, and sharing information for a specific purpose. In the construction industry, data management is essential for estimating, planning, designing, and delivering building projects. Data management can help improve the quality, efficiency, and profitability of construction services, as well as support the professional development and competence of surveyors.

In this blog post, we will discuss some of the key aspects of data management in the construction industry, and how they relate to the RICS Assessment of Professional Competence (APC) for quantity surveyors. We will cover the following topics:

• BCIS/BMI or other external sources of cost data

• Employer’s in-house cost data storage and filing

• Pricing books

• Elemental analysis

• Data base use generally

• Business management systems

• Scheduling

• Libraries

• Storage of project data

• Building Information Modelling (BIM)

• Project intranets and extranets

• Appropriate legislation dictating the storage and sharing of information

We will also mention some of the relevant UK laws and RICS guidance notes that regulate and inform data management practices in the construction industry. Finally, we will provide some real-life examples of how data management can be applied to different types of building projects.

BCIS/BMI or other external sources of cost data

One of the main sources of cost data for the construction industry is the Building Cost Information Service (BCIS), which is part of the Royal Institution of Chartered Surveyors (RICS). BCIS provides online databases, publications, and consultancy services that contain historical and current cost information for various types of building projects, such as residential, commercial, industrial, and infrastructure. BCIS data can be used for benchmarking, feasibility studies, cost planning, tendering, and valuation purposes.

Another external source of cost data is the Building Material Information (BMI), which is a joint venture between RICS and the Building Research Establishment (BRE). BMI provides online databases, publications, and consultancy services that contain information on the performance, specification, and prices of building materials and products. BMI data can be used for material selection, cost analysis, sustainability assessment, and life cycle costing purposes.

Other external sources of cost data include government agencies, industry associations, trade journals, and academic institutions, which may publish or provide access to cost data for specific sectors, regions, or projects. For example, the Office for National Statistics (ONS) publishes the Construction Output Price Indices (COPI), which measure the changes in the prices of construction output in the UK. The Construction Industry Training Board (CITB) publishes the Construction Skills Network (CSN), which forecasts the demand and supply of labour and skills in the construction industry. The Chartered Institute of Building (CIOB) publishes the Code of Estimating Practice, which provides guidance on the principles and methods of estimating for construction projects [1], [2].

Employer’s in-house cost data storage and filing

Another source of cost data for the construction industry is the employer’s in-house cost data storage and filing system, which is the collection and organisation of cost data generated by the employer’s own projects and activities. Employer’s in-house cost data can include tender documents, contract documents, bills of quantities, cost reports, final accounts, and post-completion reviews. Employer’s in-house cost data can be stored and filed in various formats, such as paper, electronic, or cloud-based.

Employer’s in-house cost data storage and filing system can provide valuable information for estimating, cost planning, cost control, and cost analysis purposes. Employer’s in-house cost data can help improve the accuracy, reliability, and consistency of cost data, as well as enable the comparison and evaluation of different projects and performance indicators. Employer’s in-house cost data can also support the learning and improvement of the employer’s cost management processes and practices.

However, employer’s in-house cost data storage and filing system also requires careful management and maintenance, as well as compliance with relevant laws and regulations. Employer’s in-house cost data storage and filing system should ensure that the cost data is complete, accurate, up-to-date, and accessible, as well as secure, confidential, and ethical. Employer’s in-house cost data storage and filing system should also follow the principles and standards of data protection, data quality, data governance, and data ethics, as set out by the UK Data Protection Act 2018, the RICS Data Quality Standard, the RICS Data Governance Standard, and the RICS Data Ethics Standard.

Pricing books

A pricing book is a publication that contains information on the prices of labour, materials, plant, and overheads for various types of construction work. Pricing books can be used for estimating, cost planning, tendering, and valuation purposes. Pricing books can be produced by external sources, such as BCIS or BMI, or by internal sources, such as the employer’s own cost data or the contractor’s own rates.

Pricing books can provide a convenient and comprehensive source of cost data for the construction industry, as well as a common basis for communication and negotiation between different parties involved in a construction project. Pricing books can also help reduce the uncertainty and risk associated with cost estimation and forecasting, as well as facilitate the adjustment and analysis of cost data for different locations, conditions, and specifications.

However, pricing books also have some limitations and challenges, such as the timeliness, accuracy, and relevance of the cost data, as well as the applicability, comparability, and consistency of the cost data. Pricing books should be used with caution and judgement, as well as with reference to other sources of cost data, such as market research, historical data, and expert opinion. Pricing books should also be updated and reviewed regularly, as well as adapted and customised to suit the specific requirements and characteristics of each construction project [1], [2].

Elemental analysis

Elemental analysis is a method of cost analysis that involves breaking down a building project into its constituent elements, such as foundations, walls, roofs, floors, windows, doors, finishes, services, and external works. Elemental analysis can be used for cost planning, cost control, and cost evaluation purposes. Elemental analysis can be performed at different stages of a construction project, such as the feasibility stage, the design stage, the tender stage, and the post-completion stage.

Elemental analysis can provide a detailed and systematic way of estimating, monitoring, and comparing the cost of a building project, as well as identifying and addressing the cost drivers and variances of a building project. Elemental analysis can also help improve the design, quality, and performance of a building project, as well as support the decision-making and value management of a building project.

However, elemental analysis also requires a high level of skill, knowledge, and experience, as well as a clear and consistent definition and classification of the elements, such as the RICS New Rules of Measurement (NRM) or the Standard Method of Measurement (SMM). Elemental analysis should also be aligned and integrated with the other aspects of cost management, such as the work breakdown structure, the cost breakdown structure, the project budget, and the project programme [3], [5].

Data base use generally

A data base is a collection of organised and structured data that can be accessed, manipulated, and analysed by a computer system. A data base can be used for various purposes in the construction industry, such as storing, retrieving, updating, and querying cost data, as well as performing calculations, simulations, and visualisations of cost data. A data base can be created and maintained by different software applications, such as spreadsheets, databases, or specialised cost management software.

A data base can provide a powerful and flexible tool for data management in the construction industry, as well as a platform for data integration, data sharing, and data collaboration. A data base can help improve the efficiency, accuracy, and reliability of data processing and data analysis, as well as enable the generation and communication of data insights and data intelligence. A data base can also support the innovation and development of data-driven solutions and services for the construction industry.

However, a data base also poses some challenges and risks, such as the complexity, compatibility, and interoperability of the data base system, as well as the security, privacy, and ethics of the data base system. A data base should be designed and developed with care and consideration, as well as with compliance with relevant laws and standards, such as the UK Data Protection Act 2018, the RICS Data Quality Standard, the RICS Data Governance Standard, and the RICS Data Ethics Standard [4].

Business management systems

A business management system is a set of policies, procedures, and practices that govern and guide the operation and performance of a business organisation. A business management system can be used for various functions in the construction industry, such as planning, organising, directing, controlling, and improving the cost management processes and activities of a construction organisation. A business management system can be implemented and monitored by different tools and techniques, such as manuals, checklists, audits, reviews, and feedback.

A business management system can provide a framework and a standard for data management in the construction industry, as well as a means of ensuring and demonstrating the quality, efficiency, and effectiveness of data management. A business management system can also help foster a culture and a mindset of data management in the construction organisation, as well as support the learning and improvement of data management skills and competencies.

However, a business management system also requires a commitment and a responsibility from the management and the staff of the construction organisation, as well as a clear and consistent communication and coordination of the data management objectives and expectations. A business management system should be aligned and integrated with the vision, mission, and values of the construction organisation, as well as with the needs, expectations, and satisfaction of the data management stakeholders, such as the clients, the suppliers, the regulators, and the public.

Scheduling

Scheduling is the process of planning and controlling the sequence and duration of activities and resources required to complete a project within the specified time, cost, and quality parameters. Scheduling involves creating and updating a project plan that shows the tasks, dependencies, milestones, deliverables, and deadlines of the project. Scheduling also involves monitoring and reporting the progress and performance of the project against the baseline plan, and identifying and resolving any issues or deviations that may affect the project objectives.

Scheduling requires the collection and analysis of various types of data, such as the scope, specifications, budget, resources, risks, and stakeholders of the project. Scheduling also generates data that can be used to measure and improve the project outcomes, such as the actual vs planned duration, cost, and quality of each activity and the project as a whole. Scheduling data can be presented in different formats, such as Gantt charts, network diagrams, critical path analysis, earned value analysis, and resource histograms.

Scheduling data should be managed in a way that ensures its accuracy, consistency, reliability, and accessibility throughout the project lifecycle. Scheduling data should be stored and updated in a centralised and secure system that allows authorised users to access and edit the data as needed. Scheduling data should also be shared and communicated with relevant stakeholders in a timely and appropriate manner, using clear and standardised terminology and methods. Scheduling data should be reviewed and verified regularly to ensure its validity and alignment with the project objectives and requirements [16].

Libraries

Libraries are collections of information and documents that are relevant and useful for the design, construction, and operation of a project. Libraries can include various types of data, such as drawings, specifications, standards, codes, contracts, reports, manuals, catalogues, and lessons learned. Libraries can be classified into different categories, such as technical, contractual, administrative, and historical libraries, depending on the nature and purpose of the data they contain.

Libraries facilitate the organisation and retrieval of data that can support the decision-making and problem-solving processes of the project team and other stakeholders. Libraries also enable the reuse and adaptation of data that can improve the quality and efficiency of the project outcomes, as well as avoid duplication and inconsistency of data across the project. Libraries also contribute to the preservation and dissemination of knowledge and best practices that can benefit future projects and the construction industry as a whole.

Libraries should be managed in a way that ensures their completeness, accuracy, currency, and usability throughout the project lifecycle. Libraries should be created and maintained in a structured and standardised format that allows easy identification and classification of the data they contain. Libraries should also be stored and backed up in a secure and accessible system that protects the data from loss, damage, or unauthorised access. Libraries should also be updated and reviewed regularly to ensure their relevance and validity for the project needs and objectives [16], [17].

Storage of Project Data

Storage of project data is the process of keeping and maintaining the data that is generated and used throughout the project lifecycle. Storage of project data involves selecting and implementing the appropriate hardware, software, and network systems that can store and manage the data efficiently and effectively. Storage of project data also involves defining and applying the policies and procedures that regulate the access, modification, deletion, and archiving of the data.

Storage of project data is crucial for ensuring the availability, integrity, and security of the data that is essential for the successful delivery and operation of the project. Storage of project data also enables the analysis and evaluation of the data that can provide insights and feedback for the project performance and improvement. Storage of project data also supports the compliance and accountability of the project with respect to the relevant legislation and professional standards that govern the use and protection of data in the construction industry.

Storage of project data should be managed in a way that meets the technical, operational, and legal requirements of the project. Storage of project data should be based on the characteristics and needs of the data, such as the volume, velocity, variety, veracity, and value of the data. Storage of project data should also consider the factors and constraints of the project, such as the budget, schedule, quality, and security of the data [16], [17].

Building Information Modelling (BIM)

Building Information Modelling (BIM) is a collaborative and integrated approach to data management that involves creating and using a digital representation of the physical and functional characteristics of a project. BIM enables the project team and other stakeholders to share and exchange data throughout the project lifecycle, from design to construction to operation and maintenance. BIM also allows the project team and other stakeholders to simulate and analyse the performance and impact of the project, such as the cost, time, quality, sustainability, and safety of the project.

BIM can enhance the data management process by improving the coordination, communication, and collaboration among the project team and other stakeholders. BIM can also increase the accuracy, consistency, and reliability of the data, as well as reduce the errors, conflicts, and rework that may arise from the use of multiple and incompatible data sources. BIM can also facilitate the innovation and optimisation of the project outcomes, as well as support the decision-making and problem-solving processes of the project team and other stakeholders.

BIM should be managed in a way that aligns with the objectives and requirements of the project and the stakeholders. BIM should be based on the agreed standards and protocols that define the level of detail, quality, and format of the data, as well as the roles and responsibilities of the project team and other stakeholders. BIM should also be integrated and compatible with the existing systems and processes that are used for data management in the project. BIM should also be monitored and reviewed regularly to ensure its effectiveness and efficiency for the project [14].

Project Intranets and Extranets

Project intranets and extranets are internal and external networks that are used to store and share data among the project team and other stakeholders. Project intranets are private and restricted networks that are accessible only to the members of the project team, while project extranets are semi-public and extended networks that are accessible to the selected external stakeholders, such as the clients, consultants, contractors, and suppliers. Project intranets and extranets can use various tools and platforms, such as web browsers, email, cloud computing, and document management systems, to facilitate the data management process.

Project intranets and extranets can improve the data management process by enhancing the accessibility, availability, and security of the data. Project intranets and extranets can also enable the project team and other stakeholders to communicate and collaborate more effectively and efficiently, as well as to provide and receive feedback and updates on the project progress and performance. Project intranets and extranets can also support the compliance and accountability of the project with respect to the relevant legislation and professional standards that govern the use and protection of data in the construction industry.

Project intranets and extranets should be managed in a way that meets the needs and expectations of the project team and other stakeholders. Project intranets and extranets should be designed and implemented in a user-friendly and user-centred manner, taking into account the preferences and capabilities of the users. Project intranets and extranets should also be maintained and updated regularly to ensure their functionality and reliability, as well as to address any issues or problems that may arise from the use of the networks. Project intranets and extranets should also be evaluated and improved continuously to ensure their suitability and value for the project [16], [17].

Appropriate Legislation

Appropriate legislation is the set of laws and regulations that govern the use and protection of data in the construction industry. Appropriate legislation aims to ensure that the data is collected, stored, and shared in a lawful, ethical, and responsible manner, as well as to protect the rights and interests of the data owners, users, and subjects. Appropriate legislation also sets the standards and guidelines for the data management process, as well as the penalties and sanctions for the non-compliance or breach of the legislation.

Some of the appropriate legislation that are relevant and applicable to data management in the construction industry in the UK are:

• The Data Protection Act 2018, which implements the General Data Protection Regulation (GDPR) and regulates the processing of personal data, such as the name, address, email, and phone number of the individuals involved or affected by the project [13].

• The Freedom of Information Act 2000, which grants the public the right to access the information held by the public authorities, such as the government, local councils, and public-funded organisations, that are related or relevant to the project [19].

• The Construction (Design and Management) Regulations 2015, which require the project team and other stakeholders to plan, manage, and coordinate the health and safety aspects of the project, as well as to keep and maintain the health and safety file that contains the information and documents that are essential for the operation and maintenance of the project [20].

• The Building Regulations 2010, which specify the minimum standards and requirements for the design, construction, and alteration of the buildings and structures that are part of the project, as well as to ensure the compliance and approval of the project with the relevant authorities [21].

• The Copyright, Designs and Patents Act 1988, which protects the intellectual property rights of the creators and owners of the original works and designs that are used or produced in the project, such as the drawings, specifications, reports, and software [22].

Appropriate legislation should be followed and adhered to by the project team and other stakeholders throughout the project lifecycle. Appropriate legislation should be identified and understood by the project team and other stakeholders, as well as to be incorporated and reflected in the data management process and policies. Appropriate legislation should also be monitored and reviewed regularly to ensure the compliance and alignment of the project with the current and relevant legislation.

Relevant UK laws and RICS guidance notes

Data management in the construction industry is subject to various UK laws and RICS guidance notes that regulate and inform the collection, storage, use, and disclosure of data, as well as the rights, obligations, and responsibilities of data controllers, data processors, and data subjects. Some of the relevant UK laws and RICS guidance notes include:

• The UK Data Protection Act 2018, which implements the EU General Data Protection Regulation (GDPR) and the Law Enforcement Directive (LED), and which provides a legal framework for the protection of personal data in the UK [18].

• The RICS Data Quality Standard, which provides guidance on the principles and methods of ensuring and enhancing the quality of data in the construction industry, such as the accuracy, completeness, timeliness, relevance, and consistency of data [8].

• The RICS Data Governance Standard, which provides guidance on the principles and methods of establishing and maintaining the governance of data in the construction industry, such as the roles, responsibilities, policies, procedures, and practices of data management [9].

• The RICS Data Ethics Standard, which provides guidance on the principles and methods of applying and promoting the ethics of data in the construction industry, such as the fairness, transparency, accountability, and respect of data management [10].

• The RICS Professional Statement: Whole life carbon assessment for the built environment, which provides guidance on the principles and methods of measuring and reporting the carbon emissions of building projects, as well as the data sources, data quality, data verification, and data disclosure of carbon assessment [6].

• The RICS Professional Statement: Cost prediction, which provides guidance on the principles and methods of predicting and reporting the cost of building projects, as well as the data sources, data quality, data analysis, and data communication of cost prediction.

• Data Management, 1st edition (2018), which provides the overview and principles of data management, as well as the guidance and recommendations for the data management process and practices [18].

• Building Information Modelling for Project Management, 1st edition (2019), which provides the introduction and benefits of BIM, as well as the guidance and recommendations for the BIM implementation and management [14].

• Project Management (RICS Practice Statement and Guidance Note), 1st edition (2019), which provides the standards and requirements for the project management practice, as well as the guidance and recommendations for the project management process and activities, including data management [15].

• Information Paper: Construction Project Management - A Guide to the Project Plan, 2nd edition (2014), which provides the guidance and recommendations for the preparation and use of the project plan, which is a key document and tool for data management [16].

• Information Paper: Project Monitoring, 1st edition (2012), which provides the guidance and recommendations for the monitoring and reporting of the project progress and performance, which is a key activity and output of data management [17].

Relevant RICS guidance notes should be consulted and applied by the RICS members and APC candidates throughout the project lifecycle. Relevant RICS guidance notes should be used and referenced by the RICS members and APC candidates, as well as to be demonstrated and evidenced in their data management practice and performance. Relevant RICS guidance notes should also be updated and revised regularly to ensure their relevance and validity for the data management practice and profession.

Real-life examples

Data management in the construction industry can be applied to different types of building projects, such as new build, refurbishment, maintenance, or demolition projects, as well as different sectors, such as residential, commercial, industrial, or infrastructure projects. Some of the real-life examples of data management in the construction industry are:

• The London 2012 Olympic and Paralympic Games, which involved the construction of various venues, facilities, and infrastructure for the sporting events, as well as the legacy development of the Olympic Park. Data management was a key aspect of the project delivery, as it involved the collection, storage, analysis, and use of a large amount of data from various sources, such as the design, construction, operation, and maintenance of the project, as well as the environmental, social, and economic impacts of the project. Data management was also a key aspect of the project governance, as it involved the communication, collaboration, and coordination of various stakeholders, such as the Olympic Delivery Authority (ODA), the London Organising Committee of the Olympic and Paralympic Games (LOCOG), the contractors, the suppliers, the regulators, and the public.

• The Crossrail project, which involves the construction of a new railway line across London, connecting the east and the west of the city. Data management is a key aspect of the project delivery, as it involves the collection, storage, analysis, and use of a large amount of data from various sources, such as the geotechnical, structural, and architectural aspects of the project, as well as the safety, quality, and performance aspects of the project. Data management is also a key aspect of the project innovation, as it involves the development and implementation of new technologies and solutions, such as the Building Information Modelling (BIM), the Geographic Information System (GIS), and the Asset Information Management System (AIMS) [23].

• The Grenfell Tower fire, which involved the tragic loss of life and property due to the fire that broke out in a residential tower block in London in 2017. Data management is a key aspect of the project investigation, as it involves the collection, storage, analysis, and use of a large amount of data from various sources, such as the fire safety, cladding, and insulation aspects of the project, as well as the regulatory, contractual, and ethical aspects of the project. Data management is also a key aspect of the project accountability, as it involves the identification, verification, and disclosure of the causes, responsibilities, and lessons of the project, as well as the recommendations, actions, and reforms of the project [25].

• The Edinburgh Schools project, which is a public-private partnership project that involves the design, construction, and maintenance of 17 schools in Edinburgh, Scotland, that suffered from the structural defects and failures due to the poor data management and quality control, as well as the lack of communication and collaboration among the project team and other stakeholders [24].

Conclusion

Data management is an essential and integral part of the construction industry, as it can help improve the quality, efficiency, and profitability of construction services, as well as support the professional development and competence of surveyors. Data management can also help address the challenges and opportunities of the construction industry, such as the sustainability, innovation, and digitalisation of construction services.

Data management in the construction industry involves various aspects, such as the sources, storage, analysis, and use of cost data, as well as the methods, tools, and standards of data management. Data management in the construction industry also involves various stakeholders, such as the clients, the contractors, the suppliers, the regulators, and the public, as well as various laws and regulations, such as the UK Data Protection Act 2018 and the RICS Data Quality Standard.

Data management in the construction industry requires a high level of skill, knowledge, and experience, as well as a clear and consistent definition and classification of data, such as the RICS New Rules of Measurement or the Standard Method of Measurement. Data management in the construction industry also requires a commitment and a responsibility from the management and the staff of the construction organisation, as well as a culture and a mindset of data management in the construction organisation.

References

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