Project and asset information management functions

To manage information well, it's important to have clear roles and responsibilities, who is responsible, and for what task. These roles and responsibilities should form part of the job description, either with a detailed list of tasks or by identifying responsibilities.

I.S. EN ISO 19650-1 identifies the types of information management functions that should be considered and their responsibilities. The following is an explanation of the two types of information management functions.

1)     Asset information management functions

For effective asset management, clear roles are required to manage information. These roles should be identified at the concept and continue throughout the asset's lifecycle. This should be planned with the understanding that different individuals /actors will be involved in the asset's life cycle. Having up-to-date information to keep the asset working well is crucial, so managing the information is essential at every step of the process.

Managing assets involves different participants within an organisation working together and sharing resources. A BIM-based system can help create a digital asset, making collaboration easier by going digital.

A digital twin is like a digital copy of the real asset. It keeps track of real-time data and information about the physical asset. This digital version helps everyone collaborate efficiently and make better decisions based on current information. When organisations use a digital twin, they can handle their assets effectively, share resources efficiently, and make smart choices using real-time data to improve how the asset runs.

Asset management systems benefits encompass improved financial performance, informed investment decisions, risk management, enhanced services, demonstrated social responsibility, compliance, reputation enhancement, organisational sustainability, and increased efficiency and effectiveness. 

2)     Project information management functions

When it comes to managing project information, think of it as fitting clothes – it should be just the right size for the project. We always need someone in charge of managing information, but how we do it depends on how we're running the project. The main team running the project decides who is responsible for sharing information, and they ensure that it is customized for each project, writing it down in their appointment documents. This leads to creating a responsibility matrix, a tool that helps clarify and document the roles and responsibilities of individuals or teams within a project or organisation.

I.S. EN ISO 19650-1, Section 7, specifies why each information management function is important, what its responsibilities are, and why these functions should be read in conjunction with other appointment documentation.