Schemi Information Systems

INVENTORY

DEFINITION: a system of activities and procedures aiming to provide the knowledge of the dimensional and physical

characteristics of a Real Estate. The goal of a Real Estate inventory is to gather the information useful for planning,

managing and checking the provision of facility services. This goal is achievable through a plurality of integrated

activities, such as analysis, audits, surveys, collection and selection of technical, administrative and legal data and

documents. These data and documents are acquired, managed and progressively updated within a systematic process.

continuous process of retrieval, selection, validation, acquisition and updating of information

GRADUALISM: The inventory system must be DYNAMIC (should not be interpreted as an operation that is done una

tantum, but should be progressively updated within a systematic process, after of course having acquired and managed data).

That’s the reason why it is considered a LONG TERM PROCESS.

CARACHTERISTICS:

defining in advance the purposes and the characteristics of the information to be acquired and the

- Progression:

criteria of priority, in order to determine the timing of the progressive acquisition in relation to available

resources. a continuous process of acquiring and updating of information, it’s not an operation that is done

- Dynamism:

una tantum the contents of the inventory might be defined on the basis of the purposes of the services, the

- Specificity:

characteristics of the real estate, the information already in possession

The level of detail in relation to the needs and resources: Since the complete collection of

- Suitability:

information requires significant time and costs, the inventory procedure should be planned in advance and the

extent of the collection evaluated according to a case-by-case basis and after careful evaluation, both of the

functions and uses, and of the resources available.

- The multiplicity of resources: The information to be collected through an inventory can be different for type and derive

from various sources (i.e. surveys, documents audit, regulatory audits, overview, etc.). Consequently, in the design and

planning of the inventory, the source of the information should be clearly specified, in order to define the precise and

INVENTORY PROCESS:

- preliminary phase preliminary definition of the overall framework of the information that have to be acquired. focuses

primarily on some preliminary investigations, mainly concerning: characteristics of the services and priority objectives of

; clients’ requirements; existing

management; characteristics of the Real Estate (i.e. age, technical characteristics)

information, documents and drawings already available. These investigations are carried out primarily through interviews

with the client, visits to the archives of documents and buildings surveys;

- Planning phase on the basis of what has been acquired in the preliminary phase, the construction of a taxonomy that

illustrates the overall list of the information to be acquired. The development of the information taxonomy has to be

integrated by some activities: acquisition, organization and assessment of the available existing documents / development

of the classification and coding system for space and technical elements / definition of priority criteria (immediately

necessary infos and infos that can be collected in a futher phase /definition of human and economic resources

- Programming phase scheduling of the activities to be carried out in relation to the available resources

- Implementation phase all the scheduled activities will be carried out, as well as monitoring the progress and verification

of data usability

CATHEGORY OF INFORMATION

1 Quantitative data (quantitative consistency) / 2 Technical characteristics of the building:

AVAILABILITY OF INFORMATION

– the available information is sufficient for the development of the contract specification;

– → In this case inventory activities are necessary for integration and revision;

the information available is not exhaustive

– or unusable → Therefore, it is necessary to start an inventory.

the information is missing

ACTIVITIES TO BE DONE IN THE INVENTORY PHASE

- the documents audit for the realization and management of archives (It consists first of all in the collection and con-

sultation of available documentations, and subsequently in the possible search of the missing documents considered as

necessary for specific goals of knowledge and control.

- the regulatory review (assessment of compliance). This review is usually carried out with the purpose of determining the

status of compliance with respect to mandatory regulations

- the evaluation of contracts, aimed at rebuilding the overall situation of existing contracts

- the diagnostic investigation. The identification of the state and the interpretation of conditions and causes of degradation

of a building require the availability of descriptive information, characteristics and performances of technical elements

“history” of the building,

- the acquisition of information about the that is information on events that have affected the

building throughout its life cycle such as transformations of use, replacements, repairs, recurring failures, con- sumption, cost

of intervention, etc.

REGISTRY

DEFINITION: a framework of criteria useful for the classification and coding of spatial and technical elements and of an

apparatus of sheets, useful for collecting information, over time according to the same formalized scheme.

▪ Is a –

data base - supported by appropriate methods for the classification of the buildings technical components and spaces

containing the information necessary to describe the consistency, the functional and the technical characteristics of the built

assets;

▪ collects and organizes information on buildings regarding the identification, the location, the destination, the sizes, the legal

and administrative conditions, the technological characteristics and the performances;

▪ contains and makes available information regarding the history of the buildings and their current state of operation.

INEFFICIENCY RISK IN COLLECTING INFOS (INVENTORY VS REGISTRY)

▪ inventories may result excessively expensive and difficult to bring to completion since excessive amounts of data have

been collected.

▪ on the same building, different operators may collect - independently and in an uncoordinated manner - information with

various purposes.

▪ Dispersion of information.

▪ During to the realization of a building inventory other processes, information collecting, are ongoing (due diligence,

diagnostic, analysis for energy performance assessment, risk assessments).

BASIC ACTIONS

Classification: systematic identification and arrangement of business activities and/or records into categories

according to logically structured conventions, methods, and procedural rules represented in a classification

system.

Indexing: process of establishing access points to facilitate retrieval of records and/or information.

Coding: is the means for indexing. The purpose of coding is associated with a location function, where the

number or code indicates the “address” of the record, so that the record may be retrieved by specifying the

residence within the records system.

CLASSIFICATION + CODING + SYSTEM OF SHEETS = REGISTRY SYSTEM BUILDING REGISTRY

KEY CONCEPTS

• AUDIT (revision/controllo) : systematic, independent and documented process for obtaining audit evidence

and evaluating it objectively to determine the extent to which the audit criteria are fulfilled.

• DUE DILIGENCE: a tool to assist buyers in assessing realistic values of target companies by evaluating their

strengths, weaknesses, risks, synergies and overall fit within the buyer’s strategic plan. For this reason, during

the process of due diligence a large amount of information can be collected .

• PHYSICAL DATA ROOM (PDR): / VIRTUAL DATA ROOM (VDR):

STANDARD REFERENCES FOR THE BREAKDOWN

The standard considers the whole life cycle of the construction process by

ISO 12006 (Building construction)

- including design, production, maintenance and demolition, in relation to both building and civil enginee