13 Tasks Before Creating BEP (BIM Execution Plan)

BIM Coordinator is one of the most popular professions of recent years in the architecture and construction industry. As
you could read in the previous post on BIM Corner, the BIM Coordinator may be identified with many roles, such as
educator, planner, innovator or coordinator. These roles interpenetrate each other as well as change depending on the
project phase. We may distinguish three main project phases, apart from the tender phase. These are the project initiation
phase, the project execution phase as well as the project closure phase. The following text is focused on the initial moments
of the project and necessary steps lead to create BIM Execution Plan.  

Project
phases
The article is based on my work experience as the BIM Coordinator on infrastructure projects.
Table of contents
1.    Establishing a BIM strategy
2.    Selection and configuration of tools
3.    Establishing the project coordinates
4.    Selecting Data Management System
5.    Determining the structure of folders
6.    Defining model and file nomenclature 
7.    Creating a drawing board and print styles
8.    Input data collection 
9.    Establishing models of the existing situation
10.    Integration of GIS data with the existing situation model
11.    Establishing multidisciplinary model
12.    Defining the date exchanging format 
13.    Determining communication in the project
14.    Establishing BEP – BIM Execution Plan
1. Establishing a BIM strategy
If at the tender phase, a document specifying how to carry out a project with BIM (EIR) technology has not been created,
the level of the BIM ambition should be determined in agreement with the investor. It is crucial to establish at the
beginning, among other things, the following points:
 Type and amount of information provided by the discipline models (LOD),
 Purposes for which the multidisciplinary model will be implemented,
 Method of the final project delivery in the digital form,
 Number and type of drawings in paper documentation
Such a discussion protects both parties from potential misunderstandings. Furthermore, the contractor (design company)
may determine the internal BIM ambition. Therefore, it is an ideal moment to experiment with new, innovative solutions. It
can be for instance:
 Parametric modeling application,
 Application of the cloud solution for data storage,
 Drafting a report on the meetings,
 Work without drawings (quality control carried out on a digital model),
 More effective communication in the project.
2. Selection and configuration of tools
The software selection is directly related to the established BIM ambition. In some cases, it may turn out that it is not
necessary to implement expensive software. A system generating 3D models, capable of saving files e.g. to DWG format,
will be enough. BIM Coordinator is required to know the number of licenses and the level of software knowledge among
co-workers. It is essential to maximize the company’s resources and identify areas for improvement, to establish a data
flow system in the project, adjusted to the company’s situation. Such improvements may include a training course for
employees or the implementation of a new design tool.
Furthermore, the BIM Coordinator is responsible for establishing the configuration files. A configuration file is nothing but
a template of preferred program settings, which determines the uniform way to use it. In such a way the risk of errors
resulting from the tool misuse is reduced. For example, it could be a configuration file for Navisworks, Revit, Civila 3D,
etc. It is also important to list common procedures for software implementation. The procedures include:
 Description of model storage in the program (e.g. How models are structured in Novapoint),
 Description of model delivery (e.g. export to IFC format),
 Description of layer names for the discipline model,
 Description of the information the model should have,
 Description of the model quality control.
Finally, the BIM Coordinator is supposed to train the people involved in the project to operate the software for managing
the multidisciplinary model and the established BIM procedures.
3. Establishing the project coordinates
The fundamental difference between a cubature project and an infrastructure project is the coordinate reference system
(CRS). A cubature project is based on a local coordinate system, while a global infrastructure project relies on a global
coordinate system. In an infrastructural project, the coordinates should be established according to the geographical zone.
The most common systems in Norway are EUREF89 NTM (Norwegian Transverse Mercator) and UTM (Universal
Transverse Mercator). A cubature project has a fixed zero point, which is also reflected in the global coordinate system.
While importing e.g. a building into the program where the road is designed, the files should be transformed from the local
system to the global system. In such cases, it is necessary to ensure that the initially set system is valid throughout the entire
project.
 NTM Zones
in Norway, Source: https://docplayer.me/18199106-Hvordan-fa-riktige-grunnlagsdata-til-prosjektering.html
4. Selecting Data Management System
BIM Coordinator decides on the digital data management platform (DMS – Data Management System, also called  CDE –
Common Data Environment). It is the place where the files used in the project are stored. Typically, it is a platform
accessible to all stakeholders in the project, i.e. the investor, the designer, the contractor. It may be a cloud service or space
localized on the investor’s server. Some examples of such platforms are Project Wise, Trimble Connect, Sharepoint,
Dropbox.
5. Determining the structure of folders
The nomenclature of the folders is an individual project matter. It frequently happens that a design company has its own
template describing the structure of folders storing data. In such a case BIM Coordinator should reconsider the template,
remove unnecessary or add missing folders, e.g. depending on the industries in the project. It is good practice to determine
the structure of folders in consultation with the ordering party. It simplifies the subsequent documentation transfer.
 Example of
Folder Structure in BIM projects. BIM Coorindator is responsible for all folders under "Common data"
6. Defining model and file nomenclature
Naming models/files is as important as folder structure. Of course, it depends on the type of project and the number of
created models. BIM Coordinator establishes a document containing a list of all models with information on who is
responsible for delivering the model (usually discipline’s designers). The naming of the models should be logical and the
record form should reflect the different possible alternatives (e.g. variant 3, old model). In general, letters and numbers are
used in a particular sequence. The name of the model may also include a lot of information such as type of discipline, type
of object, localization.

Example of
Model Managment System and File / Model Naming
7. Creating a drawing tables and print styles
BIM Coordinator is responsible for creating the drawing table needed for the paper documentation. The table should have
dynamic blocks allowing easy updates of the names used in the project and adapt to the scale of the drawing. The table
contains basic information on the project. It is also necessary to create the same print style for all drawings, based on e.g.
layer color, layer name, line thickness. The printout style should be consistent with the ordering party’s guidelines.
8. Intput data collection
After performing the above mentioned activities in the project, the next step involves collecting the input data. Such data
may include measurement data, elevation data, digital maps or thematic data. Assessment of the quality of the received files
is significant here. It is required to check if the files have been delivered in a readable format, appropriate scale and
coordinate system. In some cases, it is necessary to transform the files to the coordinate reference system adopted in the
project, for instance from UTM to NTM. It should be remembered here that the BIM Coordinator supports the visual
presentation of the data, but the person responsible for the discipline models determines whether, for example, the
measurement data is correct and sufficient to start the design. The digital output data is collected in an appropriate folder.
9. Establishing models of the existing situation
Based on the input data, BIM Coordinator should establish models of existing conditions. These are usually terrain models,
underground layers models, existing buildings models, etc. The models’ accuracy is crucial as they are used as a starting
point for developing discipline models.

Digital
Terrain Model

Existing buildings
10. Integration of GIS data with the existing situation model
In addition to the vector layout plan, the infrastructure project should also have an orthophotomap. An orthophotomap is a
set of photographs illustrating the current situation, coming from a drone or plane. The photos are saved in a format
defining their location in a coordinate system. The task of the BIM Coordinator is to combine the photos and then overlay
them on the DTM model (Digital Terrain Model).
Another important issue is to integrate GIS (Geographic Information System) data with the existing situation model. GIS
data includes a set of thematic layers such as land development plans, lay of the land, hydrology, forest areas, agricultural
areas, etc. One of the services with such data is WMS (Web Map Service). BIM Coordinator is supposed to connect such
data with the model of the existing situation. Currently, many programs offer direct integration of the model with the WMS
(e.g. Trimble Quadri).

GIS layers,
Source: https://www.usgs.gov/media/images/gis-data-layers-visualization
11. Establishing multidisciplinary model
Depending on the adopted BIM ambition and the amount of data created in the project, it is necessary to select software to
store all models (existing and new designed) in a visual form (Model Management System). In the infrastructure industry,
common choices include programs such as Infraworks, Navisworks, Trimble Quadri. BIM Coordinator’s task is to
configure the program, place a model of the existing situation in it and develop guidelines for providing discipline models.
The multidisciplinary model is “the only source of truth”, providing an opportunity to view the information contained in it.
The multidisciplinary model is updated on an ongoing basis depending on the work progress.
12. Defining the data exchanging format
The important aspect is to specify which files will be delivered to particular disciplines as a reference as well as which files
will be delivered with the final documentation. For example, files describing an existing situation are saved
in .las, .kof, .sosi, and discipline models in .dwg, .ifc formats. Whereas construction files are exported to the .landxml
format. It is becoming increasingly common in Norway for customers to expect .ifc files along with the final
documentation since the .ifc file gives the possibility to attach a lot of non-geometric information to a 3D object.
13. Determining communication in the project
BIM Coordinator is in charge of selecting the communication method in the project between the disicplines. It is worth
standardizing the communication between all stakeholders in the project, i.e. between the industries, management, and
investor. For this purpose, it is worth selecting one common communication system. A popular file format for exchanging
information regarding collisions is BCF. In addition, systems known from the IT world are gaining increasing popularity,
replacing e-mail communication. An example of such a solution may be the integration of the  JIRA program into the
project. It supports the software development process in the IT world, following the AGILE methodology. Due to its
functionality, it allows collecting all threads developed in the project and manage them, track the status of the thread on the
Kanban board, or even generate reports.

Kanban
board in JIRA software, source: https://www.samtidigprosjektering.no/stotte/
14. Establishing BEP - BIM Execution Plan
Once all the above points have been completed, they should be written and saved in one localization. A document created
in the above mentioned way is called BEP (BIM Execution Plan). It is necessary to make it available to all persons
involved in the project. BIM Execution Plan is, therefore, nothing more than a list of routines and procedures. It is crucial
to keep in mind that the procedures described may evolve during the project. That happens, among others, by discovering
new, more effective solutions, e.g. file export. Therefore, BIM Coordinator needs to regularly update and inform people
using the document about its modifications.
 The road to
BIM Execution Plan
Summary
I hope that the above summary has helped you to take a closer look at the work of BIM Coordinator and BIM Excecution
Plan. All of the above mentioned activities are significant and directly influence the flow of the project.   We would like you
to note that BIM Execution Plan is a set of best practices and procedures in the project. It is a living document that should
be updated on an ongoing basis depending on new experiences. Such an approach will allow you to work more efficiently
and effectively on future projects.
In the next part (https://bimcorner.com/tasks-of-the-bim-coordinator/), we will describe the responsibilities of the BIM
Coordinator in the latter stages of the project.

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 Published: February 20, 2021

 BIM Coordination
Tasks of the BIM Coordinator in the project execution phase (part 2)
You probably know from the first part of the article (https://bimcorner.com/13-tasks-before-creating-bep/)  that the BIM
project can be divided into three main phases. Project initiation phase, execution phase and project closure phase. The tasks
of the BIM Coordinator are different at each stage. When analyzing the first phase of the project, one can get the
impression that it is the most important one. Establishing the right strategy, creating a BEP, or setting up a collaborative
environment put your project team on the right track. However, the BIM Coordinator’s tasks in the later phases are also
important. Appropriate management of the BIM project directly influences the final quality of documentation. Therefore,
we will look at the tasks of the BIM Coordinator in the project execution phase phase.

Table of contents
1. Technical support
2. Supplementary data
3. Updating multi-discipline models
4. Model coordination
5. Coordination meetings
Technical support
As you could read elsewhere on this blog, BIM Coordinator, apart from coordination software, usually also has favorite
authoring software. This was also the case for me. A design program that I know well is Trimble Novapoint. 
Due to the fact that in Norway the road, rail and sewage domains use this solution, I have been asked many times by my
colleagues for help in handling it. The difficulty of the problem depended on the advancement of the user. Often the
questions were repeated. 
As I found out later, the best way to answer was to create a video explaining the selected issue. So, while I was talking on
the video conferencing app (MS Teams), I was recording the screen on which I was solving the problem. Creating such a
video allows more people to help at once and saves a lot of time. After recording I put the movies on our internal drive.
When a similar question appeared, I sent the user to the ready solution.
Organizing regular meetings and webinars also proved to be helpful. Many problems faced by designers can be solved
during an hour-long Q&A session. These types of meetings are quick and effective. Of course, it is worth collecting a list of
questions in advance so that you can prepare properly.
Another issue is frequently asked questions about the structure of the project. Inaccuracies most often relate to such issues
as file naming, object properties, file storage location. These questions should be answered in a well-structured BEP.
However, I know from experience that designers are not eager to look at this document if they do not know what to find in
it. So, once this document has been written, it is useful to present and discuss its content at the kick-off meeting. It is good
for the BEP to include sample solutions and graphic examples. This makes it easier for the designer to find answers and
saves the BIM Coordinator’s time.
Supplementary data
In the project initiation phase, the BIM Coordinator creates models of the existing situation based on data obtained from the
investor or publicly available sources. These are often data with low accuracy, but sufficient to create the first concept that
is presented to the investor. 
In order to verify the scope of the project, a site visit is necessary. During on-site verification, the designer analyzes the
data and orders additional measurements. Standard practice is to order additional measurements from the laser scanning
(lidar) to reflect the existing situation. Such an order is also enriched with points from “poles” representing special places
as the depth of the trench, the height of the foundation, etc. Of course, the larger the project, the greater the probability that
the designer will not pay attention to something during the site vision, or it will turn out later that some measurement is
missing. This means that the supplementary data is fed into the project long after its start.
And here comes the BIM Coordinator, whose task is to update the data in the project on an ongoing basis. Very often, this
work consists in checking the quality of files, converting to the appropriate format and coordination system, updating the
3D model, saving in the appropriate location, making it available to the designer. The larger the files, the longer it takes to
do this.

Supplementa
ry data
Updating the multidisciplinary model
The multi-discipline model, otherwise known as the central model, consists of the existing situation model and discipline
models. As the project matures, the discipline models evolve. Designers are responsible for the up-to-date branch models.
On the other hand, BIM Coordinator is responsible for updating the model of the existing situation and multi-discipline
model.
The main assumption of the central model is to reflect the progress of design work. Depending on the ambition of the
project, updating the model may take place with different frequency. On projects that I participated in, it happened that the
central model was not used often. This was due to the fact that it presented an outdated situation. It was rarely updated, e.g.
every two weeks. For many, working with a central model can be a new way of working. Therefore, it is crucial that it is
up-to-date, then the designer will be more likely to look at it. 
The process of updating the model itself differs depending on the system used. For example, a new discipline model of a
road (or railroad) determines an update to the terrain model (e.g. a new road opening). In programs like Navisworks,
adjusting to a new situation takes a long time. It is worth paying attention to this aspect when choosing a program for
presenting multi-discipline models.

Hole in the
terrain model
Cross-discipline coordination and clash control
Cross-discipline coordination should be based on current models at an appropriate level of maturity (eg LOD 300). It is
important that designers perform an own check based on a checklist before submitting a model for cross-discipline
coordination.
The BIM Coordinator’s task is to combine discipline models into one multi-discipline model, and then check the collisions
between the models using appropriate tools. In infrastructure projects, industries such as overground and underground
networks (gas, telecommunication, electricity), road equipment (barriers, gates, signaling), traffic signs (foundations,
gauge), structures (foundations) are controlled. BIM Coordinator also has its own checklist. On its basis, he checks, among
others, correctness of information assigned to the model, model naming and layer naming. 
Coordination of the multidisciplinary model ends with the creation of a list of clashes and issues requiring explanation.
There are many tools available for managing issues. These programs have the ability to save a view and a comment.
 Collision
check
Coordination meeting
Each coordination meeting should be planned in advance. A well-organized coordination meeting has a clear agenda and
requires the participants to be prepared. 
Before the BIM coordination meeting, the Coordinator checks the model’s clash with automatic tools (look at point 4).
During the BIM meeting, the BIM Coordinator presents a multi-discipline model. Together with the participants, he
performs a visual analysis of the model and, if necessary, completes the list of issues to be solved. Previously detected
collisions are discussed and assigned to individual decision makers.

Collision raport

Summary

Do not be surprised by the small number of BIM Coordinator’s tasks in the project execution phase compared to the initial
phase. Each of the mentioned tasks is repeated and can take a long time. Therefore, it is important to automate your work as
much as possible.
 I hope that after this article you feel more confident in the world of infrastructure projects supported by BIM. At the end of
the series, I will discuss the tasks that the BIM Coordinator performs in the last phase. I invite you to the next part.

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 Published: September 28, 2021

 BIM Coordination
Tasks of the BIM Coordinator in the project closure phase (part 3)
In the previous two articles about “BIM Coordinator’s Tasks in an Infrastructure Project”, you could read about the role of
the BIM Coordinator in the project initiation and execution phases.
These are the key phases that affect the scope and shape of project documentation. During the final stage of the project, the
focus should be on the quality and the form of the final documentation.
In the following text, I describe the final phase of the project from the perspective of the BIM Coordinator.
Part 1 – Project Initiation Phase
Part 2 – Project Execution Phase

Table of Contents
1. BIM meeting
2. Drawing documentation
3. Classification of objects
4. BIM Models
5. Stakeout data
6. Description of the BIM documentation
7. Summary
BIM meeting
Each phase of the project should start with a meeting at which discusses current technical issues. It is no different in the
case of the last phase of the project. It is worth organizing a meeting a few weeks before the final date of the BIM project
commissioning, during which he will recall its main assumptions. Most often, it is about discussing the content and how to
deliver BIM documentation. At the meeting, it is worth paying attention to such issues as: how to generate models, adding
information, object classification and stakeout data.

BIM meeting
Drawing documentation
It is worth emphasizing that the BIM Coordinator is not responsible for the content of the paper documentation. The
designers are responsible for this. The task of the BIM Coordinator, as you could read in the first part of the article, is to
create a drawing table that should be included in the drawings. BIM Coordinator can also help you set up a layout to
facilitate the generation of drawings. Depending on the type of drawing, the final version may include such elements as e.g.
maps or existing objects. The BIM Coordinator should check the settings of all attachments (XREF) to make sure that
parameters such as line widths and hatch will be displayed in an appropriate manner.
 Drawings
Classification of objects
Another issue that the BIM Coordinator in the last phase deals with the control of objects in terms of the classification used.
Objects created during a BIM project should be properly classified and formalized. The classification of objects clearly
indicates which system we use in the project. In Norway, the V770 classification is used for infrastructure projects. So,
depending on how the digital BIM models will be delivered, the Coordinator should check their content in terms of
classification. Classification information can be found in the layer name when using DWG files, or as an attribute when
using IFC files.

Object
classification
BIM Models
During the project we deal with different types of digital models. At the beginning, we collect initial data. On their basis,
models of the existing situation are created. These, in turn, are used to generate discipline models. All models are combined
into a multidisciplinary model. Thus, the BIM Coordinator should collect all the elements that were used to create the BIM
documentation. Its task is also to control whether the models and objects have been properly described, whether the objects
have the appropriate information, and whether the presentation models have the appropriate textures.
Stakeout data
Often in a construction contract where BIM is used, there is a provision saying that digital documentation should be
sufficient to build the facility. Thus, in addition to the BIM models, the data for stakeout is included in the final
documentation. This data is geometric objects such as points, lines, and planes. Most often they can be found directly in the
file containing the BIM model, e.g. on another layer in the DWG file. However, it is common practice to provide additional
files in addition to the BIM models that contain the data to be staked out. The facility can be built on the basis of IFC,
DWG, LandXMLfiles

Stakeout data
with BIM models
Description of the BIM documentation
The Ordering Party receives the final BIM documentation together with its description. It is a document that allows you to
find out what is included in the documentation. The BIM Coordinator prepares a document, usually in the form of an Excel
file, which contains a short description of the project, a description of the delivered documents, BIM models, a list of
classified objects and a description of the data to be staked out.

Document
description
Summary
This was the last entry devoted to the responsibilities of the BIM Coordinator on the infrastructure project. I am aware that
projects in different parts of the world can be managed differently. The individual phases that I have described can be
found on the Norwegian market.
I encourage you to read the previous parts of the cycle. I hope that the whole series will make you realize how it is working
in Norway on design-offer-build construction projects.