D 4 1-5 1 Guidance Book and Reference Manual - Method - Final

Guidance book and reference manual
Methodological description
Energy Performance Integration in
Corporate Public Real Estate
Management

EC Contract: EIE/07/129/S12.467632
www.epi-crem.org

Title of contact:
Ren Leeuw
Ministry of VROM, RGD
The Hague, the Netherlands
Telephone: + 31 70 339 17 77
Email: Rene.leeuw@minvrom.nl

EPI-CREM, Guidance Book and Reference Manual, Description of Method, January 2010, WP5 2 of 80

Guidance book and reference manual
Methodological description

Author/s
Ren Leeuw
Ministry of VROM, RGD
The Hague, the Netherlands
Telephone: + 31 70 339 17 77
Email: Rene.leeuw@minvrom.nl

Chantal Tiekstra
BuildDesk
Arnhem, the Netherlands
Telephone: +31 26 3537272
Email:
Chantal.tiekstra@builddesk.com

Ipek Gursel
Design Informatics Chair
Faculty of Architecture
Delft University of Technology
Delft, The Netherlands
Email: I.Gursel@tudelft.nl

Date:
January 2010

EC Contract
EIE/07/129/S12.467632

www.epi-crem.org

Project co-ordinator
Ministry of VROM (RGD), The
Hague,
The Netherlands

Mr. Ren Leeuw
Rene.leeuw@minvrom.nl

Disclaimer
The sole responsibility for the content of this publication lies with the authors. It does not
represent the opinion of the Community. The authors and the European Commission are not
responsible for any use that may be made of the information contained therein.


Contents

1 Summary (languages: EN, DE, NL, FR) ....................................................... 6
2 Introduction ................................................................................................. 23
3 Starting bottom-up...................................................................................... 28
3.1 Introduction 28
3.2 Integral ReDesign or Utilization Period 28
3.2.1 How to think and work out of the traditional CREM boxes 28
3.2.2 The three domains 28
3.3 Integrated inspections and inspection information 29
3.3.1 Suboptimal inspections 29
3.3.2 From suboptimal inspections to integral inspections, information/data 31
4 The role of maintenance............................................................................. 33
4.1 From suboptimal inspections to integral information/data 33
4.2 What is maintenance and what does it contribute to? 33
4.3 Maintenance decisions 35
4.4 Policy and policy process 36
4.5 Maintenance process 37
4.6 Maintenance planning 38
5 Frame of reference for condition measurement....................................... 40
5.1 Introduction 40
5.2 The frame of reference as resource of registration 40
4.2.1 Condition decline and scale division 41
5.3 Defects 42
5.3.1 Kind of defects 42
3.4.2 Detailed definition of the condition 43
3.4.3 Brief definition of the condition 45
6 Description of the building......................................................................... 47
6.1 Introduction 47
6.2 Description of a building and installations 47
6.2.1 Need for information 47


6.2.2 Description along two lines 48
6.2.3 Spatial and functional categories 48
6.2.4 Physical/technical categories 48
7 Standard element list and data storage model ......................................... 50
7.1 Element lists 50
7.1.1 The need for information for embedding SHEEQ aspects in CREM 50
7.2 Data in maintenance management 51
7.2.1 The need for a Standard Element List 51
7.2.2 Requirements of users 51
8 EPI-CREM functional model and phases .................................................. 53
8.1 The EPI-CREM software tool 53
8.2 The EPI-CREM data-storage model 55
8.2.1 Building Element List and Performance Indicators 55
9 Methodology for determining classification and recommendation of
actions............................................................................................................... 58
9.1 Introduction 58
9.2 Classification assessment methodology 58
9.2.1 Condition and energy classification based on actual inspections 58
9.2.2 Condition classification based on length of life 58
9.2.3 Energy classification based on rules of thumb 60
9.3 Equalisation method for unlike elements 61
9.4 Recommendation of actions based on the classification of elements 63
10 Introduction to risk management............................................................... 66
10.1 Introduction 66
10.2 Risk management 66
10.2.1 Strategy for risk management 67
10.2.2 Prioritization of risk 67
10.2.3 Process steps in risk management 67
10.2.4 Potential risk treatments 69
10.3 Risk analysis 70
10.3.1 Risk classification 70
11 Consideration model for decision making and scenario analysis.......... 72
11.1 Introduction 72
11.2 Consideration based on action risk assessment 72
11.3 Data analysis and scenario generation 75


Annex 1 Literature concerning Risk Management ........................................ 77
Project Description........................................................................................... 79
Project Partners................................................................................................ 80


1 Summary (languages: EN, DE, NL, FR)

English summary :

Introduction EPI-CREM
The abbreviation EPI-CREM stands for Energy Performance Integration in Corporate Real Estate Management. The project
aims to improve energy efficiency and rational use of energy across public building stock in Europe by embedding energy
issues in decision making processes within Corporate Real Estate Management (CREM).

With this aim, EPI-CREM contributes to existing CREM-processes and global environmental benefits. EPI-CREM adds value
on economic and sustainable grounds for the corporate public building management sector. The EPI-CREM project started in
December 2007 and ended in June 2010 and was sponsored by the Intelligent Energy Europe program.

Starting points
Until now, most public building organisations dont pay much attention to energy efficiency in real estate management
decision making. Inspections and their technical information are not integral executed and integrated in maintenance or
investment plans. Although environmental awareness is more and more a social and organizational item, energy efficiency
awareness for CREM organizations is usually not a main objective in decision-making.

One of the reasons is the lack of tools to facilitate integral decision-making. An integral approach and a connection between
integral inspections, technical information, SHEEQ aspects (Safety, Health, Energy, Environment and Quality) and
management information (like facility, financial and asset consideration) are necessary in decision-making.

EPI-CREM provides in an approach and a set of tools for building owners and users to integrate energy in decision making
in Corporate Real Estate Management.

The EPI-CREM method in detail

Maintenance and the connection to energy
Due to rising energy prices, climate change, energy dependence and increasing shortage of fossil fuels, energy is high on
the political and social agenda. Drastic energy savings and reorientation on sustainable energy sources are major
challenges we face these days. This applies especially for Public CREM organizations, because they have a social
responsibility. Tenants (end users) and real estate owners have to deal with the impact of the energy efficiency questions
that society has to react to. Therefore, energy should be integrated in CREM and be specifically linked to maintenance
since, besides major renovation activities, regular maintenance measures that are executed provide opportunities to
improve energy efficiency of building elements and therefore of buildings as a whole. For this reason the EPI-CREM method
to integrate energy in CREM has maintenance as a starting point.

Inspections and technical building information
CREM decisions with regard to maintenance are often taken based on technical information concerning the state of the
building, in combination with the CREM strategy and policy targets. However, at the moment (public) CREM organizations
work sub-optimal in a lot of European Member States. Inspections and their technical information are not executed in an
integral way, and not integrated into maintenance exploration or investment plans, either. So an overall integral approach
and a connection between integral inspections, technical information, SHEEQ aspects consideration and decision making (on
technical, facility, financial and asset aspects) does not exist, but is necessary. The EPI-CREM approach provides support
for an integral approach by making it possible to collect inspection data from different inspections (on building element
level) in one system to make this data integrally available for building management purposes and by this means to
integrate energy efficiency in CREM decisions. It also provides a good starting point for multidisciplinary inspections.


Integral building information and data storage
Many systems or processes for energy efficiency programs start TOP DOWN. Building and installations are classified on
the highest level. There is no hierarchy and separation in systems, processes, functions and elements.
To embed SHEEQ-aspects, and especially energy, into a CREM organization, a functional hierarchy and classification of the
elements is needed. Therefore we should start BOTTOM UP, working our way from element level to building level. This way
inspection information on element level can be the starting point for decisions in maintenance and real estate management.

To connect inspections and technical building information to each other theres a need for standardised, interchangeable
and mutual comparable elements. The Database Integrated Information System (part of the EPI-CREM software tool) is
based on a method for data storage of building information that is derived form a Standard Element List (SEL) structure.
Within this structure a building or a building component is described by the hierarchy of System, Process, Function and
Element. On element level the database is designed to hold Performance Indicator (PI) information about the (functioning
of) specific elements. This information can be added to the database based on the available building information from
(multidisciplinary) inspections, drawings etc.

In the Database Integrated Information System a description of the building is made. All possible building elements are
listed in a Standard Element List (SEL), which is the basis for the digital footprint of the actual building in the Building
Element List (BEL). In this BEL, all elements of a building are described, with their performance indicators. This information
can be used to base CREM decisions on.

Energy
Maintenance
Installations
Fire
From Sub optimal
Inspections and
information
To
multidisciplinairy
inspections and
integral
information/data
Fire
Portfolio
management
Long Term
Maintenance
Plan
Energy
Performance
Building
Directive
inspection
Energy/installation
monitoring
Energy
Service
Directive
Legislation
and regulations
Electrical safety
Energy
Maintenance
Installations
Fire
From Sub optimal
Inspections and
information
To
multidisciplinairy
inspections and
integral
information/data
Energy
Maintenance
Installations
Fire
Energy Energy
Maintenance Maintenance
Installations Installations
Fire Fire
From Sub optimal
Inspections and
information
To
multidisciplinairy
inspections and
integral
information/data
Fire Fire
Portfolio
management
Portfolio
management
Long Term
Maintenance
Plan
Long Term
Maintenance
Plan
Energy
Performance
Building
Directive
inspection
Energy
Performance
Building
Directive
inspection
Energy/installation
monitoring
Energy/installation
monitoring
Energy
Service
Directive
Energy
Service
Directive
Legislation
and regulations
Legislation
and regulations
Electrical safety Electrical safety


Condition and energy classification
To make accurate decisions in CREM, it is important to property managers that they obtain reliable, objectively collected
data on the maintenance situation of those building and system components that are most important for specifying
maintenance actions and costs. To this end, inspectors that collect information about the state of a building should have a
common frame of reference available when describing and specifying the maintenance situation. The EPI-CREM method
provides in an objective description of the condition of building elements and the building as a whole by means of
classification of elements on condition and energy efficiency.

Within the classification system, an element is classified on a scale of 1 to 6. The scales represent the following
classification on condition and energy:
Classification 1 = excellent
Classification 2 = good
Classification 3 = reasonable
Classification 4 = mediocre
Classification 5 = bad
Classification 6 = very bad

Based on the available performance information from inspections and documents the elements are classified on condition
and energy. The basis for the classification method on maintenance/condition is the Dutch NEN 2767, which has been in
practice in the Netherlands for many years. In this system the condition of elements is classified based on actual inspection
results from maintenance inspections. A series of reference descriptions is provided for, which help to determine the
classification of an element based on inspection. However, not in all European countries maintenance inspections like the
Dutch example are common practice. When detailed maintenance inspection results are not available, the EPI-CREM
method provides in an alternative by means of a theoretical classification based on length of life of elements by which the
condition of an element can be estimated.

For energy classification, within the EPI-CREM method a classification method has been developed that is derived from the
method for condition classification. This is a new method, based on energy rules which indicate a certain level of energy
efficiency that corresponds to an energy classification level for a specific element.

If statement Then statement
Rc >= 4,0 energy classification = 1
4,0 > Rc >= 3,0 energy classification = 2
1,0 > Rc > 0,0 energy classification = 5
Rc = 0,0 energy classification = 6

Applicability of the classification method
The classification method for condition and energy which has in basis been made applicable for different European Member
States is a very interesting result of the EPI-CREM project. The classification method has been very positively received in
the partner countries France and Austria, as a new and particularly useful method, and in the Netherlands as a further
development of the existing condition classification method which has been extended with an energy classification method.
In all three Members States this system will surely find continuation within Corporate Real Estate Management practices.

From classification to measure
After the classification on element level, the EPI-CREM method and software tool is designed to propagate the
classification on condition and energy and the cost information concerning the replacement value of elements to a higher
level. This way performance and cost information becomes available on a higher level (on function, process, system or
entire building level) to base decisions in real estate management on.

Based on the available information on the different levels that has been entered in the database system, the EPI-CREM
software can generate a list of possible measures/recommended actions to take with corresponding costs to improve the
condition and/or the energy efficiency of specific building parts.


Scenario analysis and decision making
Based on the list of possible measures that can be implemented, the software is able to generate scenarios of logical
and interesting combinations of measures to take. This takes place in the Scenario Analysis Module part of the
software tool.
In this phase the available building information with condition and energy classification in the Database can be used to
integrate energy efficiency in decision making within real estate management with the assistance of generated
scenarios that present different management options and their pros and cons. This is done based on risk management
and the consideration of CREM specific policy targets. Whereas the data specification and performance classification
phases require technical information, eventual decision-taking on energy-saving and performance measures is
performed while considering strategic aspects beyond technical aspects.

Throughout the process, energy and maintenance experts play a key role. At first on an operational level in the phase
of inspection and the entering of building data in the data specification and classification phases, and later more
strategic in the scenario analysing and implementation phase in selecting the best scenarios for implementation.


German summary:

Einfhrung
Die Abkrzung EPI-CREM steht fr Energy Performance Integration in Corporate Real Estate Management, also die
Integration von Energieperformance ins Betriebliche Energiemanagement. EPI-CREM zielt darauf ab, die Energieeffizienz
und den rationellen Einsatz von Energie im Bereich ffentlicher Gebude in Europa anzuheben, und zwar durch die
Integration von Energiefragen in die Entscheidungsprozesse des Betrieblichen Immobilienmanagements (CREM).

Damit leistet EPI-CREM einen Beitrag zu bereits existierenden CREM-Prozessen und zum globalen Umweltschutz. Aus
konomischer wie aus Nachhaltigkeitssicht schafft EPI-CREM einen Mehrwert fr das ffentliche Betriebliche
Immobilienmanagement. Das EPI-CREM-Projekt startete im Dezember 2007 und endete im Juni 2010. Es wurde vom EU-
Programm Intelligent Energy Europe gefrdert.

Ausgangslage
Bis heute schenkt man im Bereich ffentlicher Gebude der Energieeffizienz bei Entscheidungen in der
Immobilienverwaltung wenig Aufmerksamkeit. Inspektionen und die dazu gehrigen technischen Informationen erfolgen
nicht ganzheitlich und werden auch nicht in die Instandhaltungs- oder Investitionsplanung integriert. Obwohl
Umweltbewusstsein in der Gesellschaft und in Organisationen zunehmend Platz greift, ist das Bewusstsein fr
Energieeffizienz im ffentlichen Immobilienmanagement blicherweise noch kein wesentlicher Entscheidungsfaktor.

Einer der Grnde dafr besteht darin, dass es kaum Werkzeuge oder Programme gibt, um solche ganzheitlichen
Entscheidungsprozesse zu untersttzen. Ein integraler Ansatz und eine Verbindung zwischen ganzheitlichen Inspektionen,
technischen Informationen, SHEEQ-Aspekten (SHEEQ: Safety, Health, Energy, Environmant and Quality Sicherheit,
Gesundheit, Umwelt und Qualitt) und Managementinformationen (wie Facility-, Finanz- und Asset-berlegungen) sind bei
derartigen Entscheidungen jedoch notwendig.

EPI-CREM bietet einen Ansatz (Approach) und eine Reihe von Werkzeugen fr Gebudeeigentmer und nutzer, um
Energiefragen in die Entscheidungsprozesse des Betrieblichen Immobilienmanagements zu integrieren.

Die EPI-CREM-Methode im Detail

Wartung/Instandhaltung und Energie
Steigende Energiepreise, Klimawandel, Energieabhngigkeit und zunehmende Verknappung fossiler Brennstoffe fhren
dazu, dass Energiefragen auf der politischen und gesellschaftlichen Agenda weit oben stehen. Drastische
Energieeinsparungen und eine Umorientierung in Richtung nachhaltiger Energiequellen sind die wesentlichen
Herausforderungen unserer Tage. Dies gilt speziell fr Betriebliches Immobilienmanagement in ffentlichen Hnden, da
diese auch eine gesellschaftliche Verantwortung haben. Mieter (Endnutzer) und Immobilieneigentmer haben sich mit den
Auswirkungen von Energieeffizienzfragen zu befassen, auf welche die Gesellschaft reagieren muss. Energiefragen sollten
daher in das Betriebliche Immobilienmanagement integriert und speziell mit Instandhaltung verknpft werden. Denn,
abgesehen von greren Sanierungen, bieten gerade regulre Wartungs- und Instandhaltungsaktivitten Gelegenheit, die
Energieeffizienz von Gebudebestandteilen und daher von Gebuden als Ganzes zu verbessern. Daher beginnt die EPI-
CREM-Methode zur Integration von Energie ins Betriebliche Immobilienmanagement bei der Wartung und Instandhaltung.

Inspektionen und technische Gebudeinformationen
Wartungs- und Instandhaltungsentscheidungen der Immobilienverwaltungen erfolgen oft auf Basis technischer
Informationen betreffend Gebudezustand, in Verbindung mit strategischen Bewirtschaftungszielen der
Immobilienverwaltung. Gegenwrtig arbeiten jedoch ffentliche Betriebliche Immobilienverwaltungen in vielen EU-
Mitgliedslndern suboptimal. Inspektionen und die daraus folgenden technischen Informationen erfolgen nicht integral und
sind nicht in Instandhaltungs- oder Investitionsplne integriert. Daher gibt es keine integrale Herangehensweise und
Verbindung zwischen umfassenden Inspektionen, technischen Informationen, Bercksichtigung von SHEEQ-Aspekten und
Entscheidungen (ber technische, betriebliche, finanzielle und Vermgensaspekte),was aber notwendig wre. Die EPI-
CREM-Methode bietet Untersttzung fr einen ganzheitlichen Ansatz, indem sie es mglich macht, Inspektionsdaten von
verschiedenen Inspektionen auf Gebudebestandteilsebene in einem System zu erfassen und diese Daten integriert
verfgbar zu machen fr Gebudemanagementzwecke, und auf diese Weise die Energieeffizienz in CREM-Entscheidungen
zu integrieren. Sie bietet auch einen guten Ausgangspunkt fr multidisziplinre Inspektionen.


Energie
Instandhaltung
Installationen
Brandschutz
Von suboptimalen
Inspektionen und
Informationen
zu
multidisziplinren
Inspektionen und
ganzheitlichen
Informationen/
Daten
Portfolio-
management
Langfristiger
Instandhaltungs
plan
EPBD
Inspektion
Energie-/Installations
monitoring
Energy
Service
Directive
Rechts-
vorschriften,
Regelungen
Elektrische Sicherheit
Brandschutz

Integrale Gebudeinformation und Datenspeicherung
Viele Systeme oder Prozesse fr Energieeffizienzprogramme beginnen Top-down. Gebude und Installationen werden auf
hchster Ebene klassifiziert. Es gibt keine Hierarchie und Unterteilung in Systeme, Prozesse, Funktionen und Elemente. Um
jedoch SHEEQ-Aspekte, vor allem Energie, in eine CREM-Organisation zu integrieren, bedarf es einer funktionalen
Hierarchie und Klassifikation der Bestandteile. Daher sollten wir Bottom-up beginnen und uns von einer Elementenebene
zur nchsten hinaufarbeiten. Auf diese Weise knnen Inspektionsinformationen auf Elementenebene Ausgangspunkt fr
Entscheidungen in der Wartung und Instandhaltung, und generell in der Immobilienverwaltung sein.

Um Inspektionsergebnisse und technische Gebudeinformationen miteinander zu verbinden, bedarf es standardisierter,
austauschbarer und miteinander vergleichbarer Elemente. Das Database Integrated Information System (Teil des EPI-CREM
Softwaretools) basiert auf einer Datenspeicherungsmethode von Gebudeinformationen, das sich von der Struktur einer
Standard-Element-Liste (SEL) herleitet. Innerhalb dieser Struktur wird ein Gebude oder eine Gebudekomponente durch
die Hierarchie von System, Prozess, Funktion und Element beschrieben. Auf Elementenebene ist die Datenbank so
designed, dass sie Performance-Indikator-Informationen ber das Funktieren der spezifischen Elemente bereitstellt. Diese
Informationen knnen zu jener Datenbasis hinzugefgt werden, die auf Gebudeinformationen aus (multidisziplinren)
Inspektionen, Plnen etc. beruht.

Im Integrierten Datenbankinformationssystem (Database Integrated Information System) wird eine Gebudebeschreibung
erstellt. Alle mglichen Gebudeelemente werden in einer Standard-Elemente-Liste (SEL) angefhrt, welche die Basis fr
den digitalen Fuabdruck des aktuellen Gebudes in der Gebudeelementeliste (Building Element List BEL) bildet. In
dieser Liste werden alle Gebudeelemente mit ihren Performance-Indikatoren beschrieben. Diese Informationen knnen als
Grundlage fr CREM-Entscheidungen verwendet werden.


Zustands- und Energieklassifikation
Um richtige CREM-Entscheidungen zu treffen, ist es fr Immobilienverwalter notwendig, dass sie verlssliche, objektiv
gesammelte Daten ber den aktuellen Ist-Zustand jener Gebude- und Systemkomponenten erhalten, die fr die
Spezifizierung von Instandhaltungsarbeiten und -kosten am wichtigsten sind. Zu diesem Zwecke sollten Inspektoren, die
Informationen ber den Gebudezustand sammeln, einen gemeinsamen Referenzrahmen zur Verfgung haben, wenn sie
die Erhaltungssituation beschreiben und spezifizieren. Die EPI-CREM-Methode bietet eine objektive Beschreibung vom Ist-
Zustand eines Gebudeelementes und des Gebudes als Ganzes durch eine Klassifikation der Elemente nach Zustand und
Energieeffizienz.

Innerhalb des Klassifikationssystems wird ein Element auf einer Skala von 1 bis 6 klassifiziert. Die Skalen reprsentieren
die folgende Klassifikation fr Zustand und Energie:
Klassifikation 1 = exzellent
Klassifikation 2 = gut
Klassifikation 3 = akzeptabel
Klassifikation 4 = mittelmig
Klassifikation 5 = schlecht
Klassifikation 6 = sehr schlecht

Auf Basis der erhltlichen Performanceinformationen von Inspektionen und aus Dokumenten werden die Elemente im
Hinblick auf ihren baulichen wie auch auf ihren Energiezustand klassifiziert. Die Basis fr die Klassifikationsmethode
betreffend Zustand und Energie ist die niederlndische Norm NEN2767, die in den Niederlanden bereits seit vielen Jahren in
Kraft ist. In diesem System wird der Zustand der Gebudeteile aufgrund von aktuellen Inspektionsergebnissen aus
Wartungs- und Instandhaltungsinspektionen klassifiziert. Eine Reihe von zur Verfgung gestellten Referenzbeschreibungen
soll helfen, die Klassifikation eines Gebudeelementes aufgrund einer Inspektion festzulegen. Es sind jedoch nicht in allen
europischen Lndern Wartungs- und Instandhaltungsinspektionen, wie das niederlndische Beispiel, gngige Praxis. Wenn
keine detaillierten Ergebnisse aus Wartungs- und Instandhaltungsinspektionen verfgbar sind, bietet die EPI-CREM-Methode
eine Alternative in Form einer theoretischen Klassifikation basierend auf der Lebensdauer von Elementen, die es mglich
macht, den Zustand von Elementen abzuschtzen.

Fr die Energieklassifikation wurde im Rahmen der EPI-CREM-Methode eine Klassifikationsmethode entwickelt, die von der
Methode zur Klassifizierung des Gebudezustandes abgeleitet ist. Es handelt sich dabei um eine neue Methode, die auf
Energie-Regeln basiert, die ein bestimmtes Niveau von Energieeffizienz anzeigen, das einem Energieklassifikationsniveau
eines spezifischen Elements entspricht.


Anwendbarkeit der Klassifikationsmethode
Die Klassifikationsmethode fr den baulichen ebenso wie fr den energetischen Zustand, die grundstzlich fr alle EU-
Mitgliedslnder anwendbar gemacht wurde, ist ein sehr interessantes Ergebnis des EPI-CREM-Projekts. Die
Klassifikationsmethode wurde in den Partnerlndern Frankreich und sterreich sehr positiv aufgenommen, als eine neue
und besonders ntzliche Methode, und in den Niederlanden als eine Weiterentwicklung der bestehenden
Zustandsklassifikationsmethode, die um eine Energieklassifikationsmethode erweitert wurde. In allen drei Lndern wird
dieses System sicherlich Fortsetzung innerhalb des Betrieblichen Immobilienmanagements finden.


Von der Klassifikation zu den Manahmen
Nach der Klassifikation auf Bestandteilsebene sind EPI-CREM-Methode und Softwaretool dafr designed, die Zustands- und
Energieklassifikation sowie die Kosteninformationen betreffend den Austauschwert von Elementen auf ein hheres Niveau
anzuheben. Auf diese Weise wird Performance-Information auf einem hheren Niveau Funktion, Prozess, System oder
ganzes Gebude erhltlich.

Basierend auf den verfgbaren Informationen betreffend die verschiedenen Ebenen, die ins DB-System eingetragen
wurden, kann die EPI-CREM-Software eine Liste mglicher Manahmen bzw. empfohlener Aktionen generieren, mit
korrespondierenden Kosten, um den Zustand und/oder die Energieeffizienz des jeweiligen Gebudeteils zu verbessern.

Szenario-Analyse und Entscheidungsfindung
Basierend auf der Liste mglicher Manahmen, die man implementieren knnte, kann die Software Szenarios mit
logischen und interessanten Manahmenkombinationen generieren. Dies geschieht im Scenario Analysis Module-Teil
des Software-tools. In dieser Phase kann die verfgbare Gebudeinformation mitsamt Zustands- und
Energieklassifikation aus der Datenbank verwendet werden, um Energieeffizienz in die Entscheidungen des
Immobilienmanagements zu integrieren, und zwar mit Hilfe der generierten Szenarios, welche verschiedene
Managementoptionen und deren Fr und Wider enthalten. Dies geschieht auf Basis von Risikomanagement und der
Bercksichtigung von CREM-spezifischen strategischen Zielen. Whrend die Datenspezifizierung und die Performance-
Klassifikationsphasen technische Informationen brauchen, wird die schlussendliche Entscheidung ber Energiespar-
und Performance-Manahmen unter Bercksichtigung strategischer Aspekte jenseits der technischen Aspekte
getroffen.

Whrend des gesamten Prozesses spielen Energie- und Instandhaltungsexperten eine Schlsselrolle. Zunchst auf
einer operativen Ebene bei der Inspektion und Erfassung der Gebudedaten in den Phasen der Datenspezifikation und
Klassifikation, und spter eher strategisch in den Phasen der Szenario-Analyse und Implementierung, wenn die besten
Szenarios fr die Umsetzung ausgewhlt werden.


Dutch summary:

Introductie EPI-CREM
De afkorting EPI-CREM staat voor Energy Performance Integration in Corporate Real Estate Management oftewel de
integratie van energieprestatie in vastgoedmanagement. Het project is gericht op het verbeteren van energie efficintie en
het rationeel gebruik van energie in de publieke gebouwvoorraad binnen Europa, door het inbedden van energie aspecten
in het besluitvormingsproces binnen vastgoedmanagement.

Met deze doelstelling draagt EPI-CREM bij aan de verdere ontwikkeling van vastgoedmanagement en grootschalige
milieuwinst. Daarnaast voegt EPI-CREM op het gebied van economie en duurzaamheid waarde toe aan de (publieke)
vastgoed sector. Het EPI-CREM project is uitgevoerd over de periode december 2007 tot en met juni 2010.

Startpunt
Tot nu toe wordt er binnen veel (publieke) vastgoedmanagement organisaties weinig aandacht besteed aan energie
efficintie bij het nemen van beslissingen in het vastgoedmanagement. Inspecties, die technische informatie opleveren,
worden niet integraal uitgevoerd en gentegreerd in onderhoud- en investeringsplannen. Hoewel milieubewustzijn een
steeds belangrijker sociaal en organisatorisch aspect wordt, is energie efficintie voor vastgoedorganisaties vaak geen
wezenlijk element binnen de besluitvormingsprocessen.

Een van de redenen is het ontbreken van instrumenten om het integrale besluitvormingsproces te faciliteren. Een integrale
aanpak en een verbinding tussen integrale inspecties, technische gebouwinformatie, SHEEQ-aspecten (Engelse afkorting
voor veiligheid, gezondheid, energie, milieu en kwaliteit) en management informatie (zoals facility, financile en asset
overwegingen) is nodig in het besluitvormingsproces.

EPI-CREM voorziet in een set met instrumenten voor gebouweigenaren en gebruikers om energie te integreren in de
besluitvorming binnen vastgoedmanagement.

De EPI-CREM methode in detail

Onderhoud en de relatie met energie
Door de stijgende energie prijzen, klimaatverandering, de afhankelijkheid van energie en toenemende tekorten aan fossiele
brandstoffen staat energie hoog op de politieke en sociale agenda. Drastische energiebesparing en herorintatie op
duurzame energie bronnen zijn grote uitdagingen die we aan moeten gaan. Dit geldt vooral voor publieke
vastgoedorganisaties, want zij hebben een extra maatschappelijke verantwoordelijkheid. Huurders, gebruikers en
vastgoedeigenaren zullen moeten leren omgaan met de vragen op het gebied van energie efficintie die de maatschappij
heeft. Om deze reden moet energie worden gentegreerd in vastgoedmanagement en specifiek worden gekoppeld aan
onderhoud. Naast grootschalige renovatie biedt ook regulier onderhoud kansen om de energie efficintie van
gebouwelementen, en daarmee van het gebouw als geheel, te verbeteren. Hiertoe biedt de EPI-CREM methodiek om
energie te integreren in vastgoedmanagement een startpunt.

Vastgoedmanagement beslissingen met betrekking tot onderhoud worden vaak genomen op basis van de technische
informatie betreffende de staat van onderhoud van het gebouw, in combinatie met de vastgoedstrategie en het
vastgoedbeleid. Momenteel werken veel vastgoedorganisaties echter sub-optimaal in veel Europese Lidstaten. Inspecties,
die technische informatie opleveren, worden niet op een integrale manier uitgevoerd en worden vaak ook niet gentegreerd
in onderhoud- en investeringsplannen. Een integrale aanpak die een relatie legt tussen inspecties, technische informatie,
SHEEQ-aspect overweging en besluitvorming is noodzakelijk. De EPI-CREM methode biedt ondersteuning aan een integrale
aanpak door het mogelijk te maken om inspectiegegevens van verschillende inspecties (op gebouw element niveau) te
verzamelen in n system en deze informatie integraal beschikbaar te maken voor de integratie van energie efficintie in
vastgoedmanagementbeslissingen. De methode biedt ook een goed startpunt voor multidisciplinaire inspecties.

Energy
Maintenance
Installations
Fire
From Sub optimal
Inspections and
information
To
multidisciplinairy
inspections and
integral
information/data
Fire
Portfolio
management
Long Term
Maintenance
Plan
Energy
Performance
Building
Directive
inspection
Energy/installation
monitoring
Energy
Service
Directive
Legislation
and regulations
Electrical safety
Energy
Maintenance
Installations
Fire
From Sub optimal
Inspections and
information
To
multidisciplinairy
inspections and
integral
information/data
Energy
Maintenance
Installations
Fire
Energy Energy
Maintenance Maintenance
Fire Fire
From Sub optimal
Inspections and
information
To
multidisciplinairy
inspections and
integral
information/data
Fire Fire
Portfolio
management
Portfolio
management
Long Term
Maintenance
Plan
Long Term
Maintenance
Plan
Energy
Performance
Building
Directive
inspection
Energy
Performance
Building
Directive
inspection
Energy/installation
monitoring
Energy/installation
monitoring
Energy
Service
Directive
Energy
Service
Directive
Legislation
and regulations
Legislation
and regulations
Electrical safety Electrical safety


Integrale gebouwinformatie en data opslag
Veel systemen of processen voor energie efficintie programmas beginnen TOP DOWN. Het gebouw en de installaties
worden geclassificeerd op het hoogste niveau. Er is geen hirarchie en scheiding tussen systemen, processen, functies en
elementen.
Om de SHEEQ-aspecten, waaronder energie, in te bedden in een vastgoedorganisatie, is een functionele hirarchie en
classificatie van elementen nodig. Daarom moeten we BOTTOM UP beginnen, en werken van element niveau naar
gebouwniveau. Op deze manier kan inspectie informatie op element niveau het startpunt zijn voor beslissingen in
onderhoud en vastgoedmanagement.

Om inspecties en technische gebouwinformatie met elkaar te verbinden is er behoefte aan gestandaardiseerde,
uitwisselbare en onderling vergelijkbare elementen. Het Database Integrated Information System (als onderdeel van de
EPI-CREM software tool) is gebaseerd op een methode voor de opslag van gebouwinformatie die is afgeleid van een
standaard elementen lijst (SEL) structuur. Binnen deze structuur wordt een gebouw of een gebouwgedeelte beschreven aan
de hand van de hirarchie van systeem, proces, functie en element. Op het elementniveau is de database voor
gebouwinformatie ontworpen om prestatie indicator (PI) informatie over het functioneren van een element te kunnen
opslaan. Deze prestatie informatie van elementen kan worden opgeslagen in de database op basis van beschikbare
gebouwinformatie vanuit inspecties, tekeningen enz.

In het Database Integrated Information System wordt een beschrijving van het gebouw gemaakt. Alle mogelijke elementen
zijn opgenomen in de standaard elementen lijst (SEL). Dit is de basis voor de digitale voetafdruk van het werkelijke
gebouw in de Gebouw Elementen Lijst (BEL). In deze gebouw elementen lijst zijn alle werkelijke elementen van een
gebouw beschreven, met hun prestatie indicator informatie uit inspecties en andere databronnen. Deze informatie kan
gebruikt worden om vastgoedmanagementbeslissingen op te baseren.

Conditie en energie classificatie
Om accurate beslissingen te nemen in vastgoedmanagement, is het van belang voor vastgoedbeheerders dat zij
betrouwbare en objectieve gegevens m.b.t. de onderhoudsituatie van een gebouw tot hun beschikking hebben. Dit is vooral
belangrijk voor die elementen die belangrijk zijn voor het specificeren van onderhoudsacties en kosten. Voor dit doel
verzamelen inspecteurs informatie over de staat van een gebouw en zouden zij een algemeen referentiekader beschikbaar
moeten hebben om de onderhoudssituatie van een gebouw te kunnen beschrijven. De EPI-CREM methode voorziet in een
objectieve beschrijving van de conditie van gebouwelementen en het gebouw als geheel door classificatie van elementen op
conditie en energie efficintie.

Binnen dit classificatiesysteem wordt een element geclassificeerd op een schaal van 1 tot 6. De schaalverdeling heeft de
volgende betekenis:
Classificatie 1 = excellent
Classificatie 2 = goed
Classificatie 3 = redelijk
Classificatie 4 = matig
Classificatie 5 = slecht
Classificatie 6 = heel slecht


Op basis van de beschikbare informatie vanuit inspecties en documenten worden de elementen geclassificeerd voor conditie
en energie. De basis voor de classificatiemethode is de Nederlandse NEN 2767 norm, die in Nederland al jaren in praktijk is.
In dit systeem worden de elementen geclassificeerd op basis resultaten van onderhoudsinspecties. Er wordt voorzien in
referentiebeschrijvingen, die kunnen helpen om de classificatie van een element op basis van inspectie te kunnen doen.
Niet in alle Europese landen worden onderhoudsinspecties echter algemeen uitgevoerd. Wanneer gedetailleerde resultaten
van onderhoudsinspecties niet beschikbaar zijn, biedt de EPI-CREM methodiek een alternatief door middel van een
theoretische classificatie op basis van de gemiddelde levensduur van elementen, waardoor de conditie van een element kan
worden ingeschat.

Voor wat betreft de energie classificatie is binnen de EPI-CREM methode een classificatiemethode ontwikkeld die afgeleid is
van de methode voor conditie classificatie. Dit is een nieuwe methode, gebaseerd op energie-regels die wijzen op een
bepaalde mate van energie efficintie die correspondeert met een energie classificatie voor een specifiek element.


Toepasbaarheid classificatiemethode
De classificatiemethode voor conditie en energie is in de basis toepasbaar gemaakt voor verschillende Europese lidstaten en
is een interessante uitkomst van het EPI-CREM project. De classificatiemethode is heel positief ontvangen in de partner
landen Frankrijk en Oostenrijk, als zijnde een nieuwe en bijzonder bruikbare methode. In Nederland is de bestaande
classificatiemethode voor conditie verder doorontwikkeld in een classificatiemethodiek voor energie. In alle drie betrokken
lidstaten zal de methodiek zeker navolging vinden binnen de vastgoedmanagement praktijk.

Van classificatie naar maatregelen
Na de classificatie op elementniveau, kan de classificatie-informatie worden overgedragen op een hoger schaalniveau,
bijvoorbeeld op functieniveau. Binnen de EPI-CREM methodiek wordt dit propageren genoemd. Dit betekent dat de
classificatie informatie voor conditie en energie en informatie over de kosten van vervanging van een element ( de waarde
van het element) worden doorgegeven naar een hoger niveau. Op deze manier kan prestatie informatie van gebouwdelen
beschikbaar worden gemaakt op een hoger schaalniveau (functie, proces, systeem of geheel gebouwniveau) om
beslissingen binnen vastgoedmanagement op te baseren.
Op basis van de beschikbare informatie op de verschillende niveaus die in het database system is ingevoerd, kan men met
de EPI-CREM software een lijst genereren van mogelijke of aanbevolen maatregelen met corresponderende
kosteninformatie om de conditie en/of de energie efficintie van specifieke gebouwdelen te verbeteren.


Scenario analyse en besluitvorming
Op basis van de lijst met mogelijke maatregelen, kan de software scenarios genereren van logische en interessante
combinaties van maatregelen die genomen kunnen worden. Dit gebeurt in de Scenario Analyse Module.
In deze fase kan de beschikbare gebouwinformatie met conditie en energie classificatie in de database worden
gebruikt om energie efficintie in de besluitvorming te integreren binnen vastgoedmanagement. Dit kan met behulp
van de gegenereerde scenarios die verschillende managementopties weergeven.
De afweging van de scenarios in het besluitvormingsproces gebeurt op basis van risicomanagement en met
inachtneming van de gestelde beleidsdoelstellingen en de vastgoedmanagement strategie. Hoewel de data specificatie-
en classificatiefase voornamelijk technische informatie vereist, wordt het uiteindelijke besluitvormingsproces m.b.t.
energie besparende en conditie verhogende maatregelen vervuld met het in acht nemen van strategische aspecten die
verder gaan dan techniek alleen.

Door het hele proces spelen energie experts een belangrijke rol. In het begin, op een operationeel niveau, in de fase
van de inspectie, het invoeren van technische gebouwgegevens in de software en de classificatie van elementen. Later
op een meer strategische wijze in de scenario analyse en de implementatie fase waarbinnen de best passende
scenarios moeten worden geselecteerd en uitgevoerd.


French summary:

Projet EPI-CREM
Le projet EPI-CREM
1
vise amliorer lefficacit nergtique et utiliser lnergie de manire plus rationnelle dans le parc
de btiments publics europens en intgrant les questions lies lnergie dans les processus dcisionnels de la
gestion immobilire.

Dans cette optique, le projet EPI-CREM apporte une contribution aux processus de gestion de patrimoines immobiliers
existants, au bnfice de lenvironnement en gnral. Il apporte au secteur de la gestion des btiments publics une valeur
ajoute en termes darguments conomiques et de durabilit. Lanc en dcembre 2007, le projet EPI-CREM sachvera en
juin 2010.

Points de dpart
Jusqu prsent, la majorit des organismes de gestion de patrimoine de btiments publics accordaient une modeste
importance lefficacit nergtique dans les dcisions concernant la gestion immobilire. Les inspections et les
informations techniques associes sont dans certains cas, ni excutes dans leur intgralit, ni intgres dans des plans de
maintenance ou dinvestissement. Bien que la sensibilisation lenvironnement soit de plus en plus une question dordre
social et organisationnel, la sensibilisation lefficacit nergtique pour les organismes de gestion immobilire nest pas,
en rgle gnrale, un objectif majeur dans la prise de dcisions.

Lune des raisons est le manque doutils qui faciliteraient la prise de dcisions globale. Il sest alors avr ncessaire
dadopter une dmarche globale qui permet une prise en compte intgrale travers des indicateurs de performance
homognes, les donnes issues des diffrentes inspections. Ces donnes sont relatives aux performances techniques des
btiments et leurs quipements, leur fonctionnement oprationnel, leur gestion et leur maintenance ainsi quaux
aspects financiers damliorations en lien avec les investissements et la gestion des actifs. Les inspections quant elles,
concernent la scurit, la sant, lnergie, lenvironnement et la qualit (SHEEQ
2
aspects)

Le projet EPI CREM fournit aux matres douvrages et aux professionnels impliqus dans la gestion de patrimoines
immobiliers une approche, une mthode et une palette doutils destins intgrer dans le processus de gestion de
patrimoines immobiliers les aspects lis lefficacit nergtique et lutilisation rationnelle de lnergie.

Dtails de la mthode EPI-CREM

Maintenance et lien avec la composante Energie
Etant donn la hausse du prix des nergies, la dpendance nergtique, les changements climatiques et la pnurie
croissante en combustibles fossiles, lnergie occupe une place de premier plan dans lagenda politique et social. Les
conomies nergtiques drastiques et la rorientation vers des sources dnergie durables constituent les principaux dfis
que nous devons actuellement relever. Cette remarque sapplique tout particulirement aux organismes publics car ils ont
une responsabilit sociale. Les locataires (utilisateurs finaux) et les matres douvrages doivent faire face limpact des
questions defficacit nergtique auxquelles la socit est confronte. Par consquent, lnergie doit tre intgre la
gestion de patrimoines immobiliers des btiments publics de ltat et tre spcifiquement lie la maintenance car, outre
les activits de rnovation majeure, les mesures de maintenance excutes de manire rgulire offrent des opportunits
pour amliorer lefficacit nergtique de certaines parties de btiments, et donc de tout un patrimoine immobilier. Cest la
raison pour laquelle la mthode EPI-CREM, qui vise intgrer lnergie dans la gestion immobilire, utilise la maintenance
comme point de dpart.

Inspections et informations techniques sur les btiments
Les dcisions de gestion immobilire concernant la maintenance sont souvent prises en se basant sur des informations
techniques concernant ltat du btiment et de ses quipements. Toutefois, lheure actuelle, les organismes (publics)
travaillent de manire non optimale dans un grand nombre dEtats-membres europens. Les inspections et les informations
techniques associes ne sont pas excutes intgralement et ne sont souvent incorpores ni dans des plans dtude de la
maintenance ni dans des plans dinvestissement. Par consquent, bien quelle soit ncessaire, il nexiste aucune approche
intgrale globale et aucun lien nest tabli entre les diffrentes inspections techniques effectues sur les btiments et leurs
quipements, les informations techniques, la considration des aspects lis la Scurit, la sant, lnergie
lenvironnement et la qualit SHEEQ et la prise de dcisions (bases sur les aspects techniques, matriels et financiers).
Lapproche EPI-CREM fournit un support pour une approche intgrale en permettant de collecter les donnes des diffrentes
inspections dans un seul et mme systme afin de mettre intgralement ces donnes disposition pour la gestion des
btiments et, par ce biais, dintgrer lefficacit nergtique dans les dcisions de gestion immobilire. Elle constitue
galement un point de dpart utile pour les inspections pluridisciplinaires.

1
Energy Performance Integration in Corporate Real Estate Management
2
SHEEQ : Security, Health, Energy, Environment, Quality


Capitalisation intgrale des donnes et des informations sur les btiments
De nombreux systmes ou processus de "programmes" defficacit nergtique adoptent une approche TOP-DOWN
(descendante). Le btiment et les locaux sont classs au niveau le plus haut. Il ny a aucune hirarchie ou sparation entre
les systmes, le processus, les fonctions et les composants (ou lments).
Pour incorporer les aspects SHEEQ dans la gestion de patrimoines immobiliers au sein des organismes, et en particulier
lnergie, il est ncessaire dtablir une hirarchie fonctionnelle et une classification des lments. Par consquent, une
approche BOTTOM UP (ASCENDANTE) serait adopte, en partant du niveau des composants (lments) pour aller vers le
niveau du btiment. De cette manire, les informations dinspection collectes au niveau des composants peuvent servir de
point de dpart pour les dcisions relatives la maintenance et la gestion immobilire.

Pour mettre en relation les inspections et les informations techniques sur les btiments, il est ncessaire de dfinir des
lments standardiss, interchangeables et mutuellement comparables. Le systme dinformation intgr dans une base de
donnes (partie de loutil logiciel EPI-CREM) est bas sur une mthode de capitalisation dinformations sur les btiments
qui drive dune liste dlments standards structurs (SEL : Standard Element List). Dans cette structure, un btiment ou
lun de ses composants est dcrit travers une hirarchie comportant les niveaux Systme, Processus, Fonctions et
Composants (lments) . Au niveau des composants (lments), la base de donnes est conue pour contenir des
informations sur les indicateurs de performance (PI) concernant les lments spcifiques Ces informations peuvent tre
ajoutes dans la base partir de celles dj disponibles sur le btiment et obtenues partir dinspections
(pluridisciplinaires), de plans, etc.

Le systme dinformation intgr dans une base de donnes fournit une description du btiment et de ses quipements.
Tous les composants possibles du btiment apparaissent dans la liste dlments standard (SEL) qui constitue la base de
"lempreinte numrique" du btiment rel partir de la liste dlments de btiments (BEL : Building Element ListL). Cette
liste dcrit tous les lments dun btiment ainsi que les indicateurs de performance associs. Ces informations peuvent
servir de base pour les dcisions de gestion immobilire.
Energie
Installations
A partir des
inspections et des
informations non
optimales
Vers des inspections
pluridisciplinaires et
un systme
dinformation intgr
Gestion de
portefeuille
Plan de
maintenance
long terme
Inspection
EPBD
Surveillance de
lnergie/
installation
Directive sur le
service de lnergie
Lgislation et
rglementation
Scurit lectrique
Energie Energie
A partir des
inspections et des
informations non
optimales
Vers des inspections
pluridisciplinaires et
un systme
dinformation intgr
Gestion de
portefeuille
Gestion de
portefeuille
Plan de
maintenance
long terme
Plan de
maintenance
long terme
Inspection
EPBD
Inspection
EPBD
Surveillance de
lnergie/
installation
Surveillance de
lnergie/
installation
Directive sur le
service de lnergie
Directive sur le
service de lnergie
Lgislation et
rglementation
Lgislation et
rglementation
Scurit lectrique Scurit lectrique


Buiding elements composants (Elments) du btiment
Digital building footprint Empreinte numrique du btiment
Chimney Chemine
Roof structure Structure de toiture
Wall insulation Isolation de paroi verticale
Window Fentre
Heat generation Production de chaleur
Building Btiment
System Systme
Process Processus
Function Fonction
Element Composant (Elment)

Classification des nergies et de ltat du btiment
Pour prendre des dcisions avises en matire de gestion immobilire, il est important de fournir aux gestionnaires
immobiliers des donnes fiables et collectes de manire objective, harmonise et si possible normalise sur la
maintenance du btiment et de ses composants qui sont les plus importants pour spcifier les actions et les cots de
maintenance. A cet effet, les inspecteurs qui collectent les informations relatives ltat dun btiment doivent disposer
dun cadre de rfrence commun pour dcrire et spcifier la situation en termes de maintenance. La mthode EPI-CREM
fournit une description objective de ltat des lments du btiment ainsi que du btiment dans son ensemble, en
tablissant une classification des lments en fonction de leur tat ( tat de fonctionnement) et de leur efficacit
nergtique.

Dans le systme de classification, un lment est not sur une chelle de 1 6. Les notes ont la signification suivante:
Niveau 1 = excellent
Niveau 2 = trs satisfaisant
Niveau 3 = satisfaisant
Niveau 4 = mdiocre
Niveau 5 = insatisfaisant
Niveau 6 = trs insatisfaisant

Sur la base des informations disponibles sur la performance nergtique et obtenues partir des inspections et de
diffrentes autres sources, les lments sont classs en fonction de leur tat et de leur performance nergtique. La
mthode de classification de ltat dun composant qui relate sa maintenance et son fonctionnement oprationnel est base
sur la norme hollandaise NEN 2767 qui est applique en Hollande depuis de nombreuses annes. Dans ce systme, ltat de
llment est class partir des rsultats des inspections relles portant sur la maintenance et donc de lobservation. Une
srie de descriptions de rfrence est tablie pour aider dterminer la classification dun lment lors dune inspection.
Toutefois, les inspections portant sur la maintenance, telles que effectues en Hollande selon la norme NEN 2767, ne se
sont pas gnralises dans tous les pays europens. Si aucun rsultat dtaill dinspection de maintenance nest disponible,
la mthode EPI-CREM fournit une alternative par le biais dune classification thorique base sur la dure de vie des
composants (lments) qui permet destimer la classification de ltat dun composant.

Pour la classification nergtique, une mthode de classification spcifique drivant de la mthode de classification de ltat
a t dveloppe.


facade, floor, roof insulation Isolation de faade, plancher, toiture
no insulation Aucune isolation
150 mm > Insulation >= 110 mm 150 mm > isolation >= 110 mm
70 > insulation >= 20 mm (cavity), 30 mm (z. cavity) 70 > isolation >= 20 mm (cavit), 30 mm (sans cavit)
YoCr before1975 YoCr anne de construction avant 1975


If statement Si le rsultat est :
Then statement alors :

Applicabilit de la mthode de classification
La mthode de classification de ltat base sur la norme hollandaise NEN 2767 est en principe applicable dans les
diffrents Etats-membres europens. Cette mthode nouvelle a t accueillie trs positivement chez les pays partenaires
que sont la France et lAutriche.
La classification de lefficacit nergtique des composants dans une chelle allant de 1 6 a t trs apprcie par les
gestionnaires immobiliers des projets pilotes.

De la classification laction
Aprs la classification de ltat au niveau des composants, la mthode et loutil logiciel EPI-CREM sont conus pour
propager au niveau hirarchique suprieur la classification relative ltat, ainsi que les informations de cot concernant
la valeur de remplacement des lments. De cette manire, les informations sur la performance et le cot sont accessibles
un niveau suprieur (au niveau Fonction, Processus, Systme ou Btiment complet) et peuvent tre intgres dans les
dcisions de gestion immobilire.

A partir des informations disponibles aux diffrents niveaux et qui ont t entres dans le systme de base de donnes, le
logiciel EPI-CREM peut gnrer une liste de mesures possibles et dactions recommandes, ainsi que les cots
correspondants, afin damliorer ltat et/ou lefficacit nergtique de parties de btiment spcifiques.


Action Action
is a est un(e)
repairs Rparations
Defects Dfauts
Repair Rparation
Replace Remplacement
is a est une
Maintenance Replace action de maintenance
Energy Replace action avec un impact nergtique
Repair element Rparer llment
Replace element Remplacer llment
Replace with an energy efficient element Remplacer par un lment nergtiquement efficace

Analyse de scnarios et prise de dcisions
A partir de la liste des mesures possibles qui peuvent tre mises en uvre, le logiciel est capable de gnrer des
scnarios de combinaisons logiques et intressantes de mesures prendre. Cette phase se droule dans la partie
Module danalyse des scnarios de loutil logiciel. Au cours de cette phase, les informations disponibles sur le btiment
ainsi que la classification de ltat et de lefficacit nergtique dans la base de donnes peuvent servir intgrer
lefficacit nergtique dans la prise de dcisions dans le processus de gestion immobilire, laide des scnarios
gnrs qui prsentent diffrentes options de gestion ainsi que leurs avantages et inconvnients. Ces scnarios sont
bass sur la gestion des risques et tiennent compte des politiques cibles en matire de gestion immobilire. Bien que
les phases de spcification des donnes et de classification de performance ncessitent des informations techniques,
les ventuelles dcisions concernant les mesures dconomie dnergie et de performance sont prises en considrant
les aspects stratgiques au-del des aspects techniques.

Tout au long du processus, les experts en nergie et en maintenance jouent un rle cl : tout dabord un niveau
oprationnel lors de la phase dinspections et lors de la saisie des donnes du btiment et de spcification des
donnes et de classification, puis plus stratgique dans les phases danalyse de scnarios et de mise en uvre lors de
la slection des meilleurs scnarios appliquer.


2 Introduction

Energy in Corporate Real Estate Management
At the moment (public) CREM
3
organizations work sub-optimal a lot of time. Inspections and their
technical information are not integral executed and integrated in maintenance or investment plans.
Although environmental awareness is more and more a social and organizational item, energy
efficiency awareness for CREM organizations is usually not a main objective in decision-making.

An integral approach and a connection between integral inspections, technical information, SHEEQ
aspects (Safety, Health, Energy, Environment and Quality) and management information (like
facility, financial and asset consideration) are necessary in decision-making. If a connection is
made between energy performance, energy prices and policy fields such as comfort, product
quality and costs, all at once an interesting combination with added value will arise. In this respect
this can be an important first contribution to the improvement of the energetic quality of the building
stock.

The EPBD
4
directive is also an important starting point for improving energy efficiency in buildings.
However, the implementation of the directive not only has a technical, but especially an
organizational impact, which is relevant for CREM-organizations. Tenants will have questions
about certification, linked to the directive and EPBD-labeling, and want to be informed about the
meaning of the energy labels and the possibilities to limit the energy consumption and to increase
the energy efficiency. The strong relation with the political and social role of (public) CREM
organizations turns energy performance, together with the other SHEEQ aspects, into a logical
component of portfolio, asset, facility and property & maintenance policies. All this means that
energy consumption and efficiency is an ongoing concern and responsibility at all levels of
management and policy. The integration of the energy topics in all the organization levels and
processes leads to sustainable and efficient operational management and operating results.

The CREM-process
To embed SHEEQ-aspects, and especially energy, in CREM-organizations its important to know
how CREM processes work. This information is needed to point out the different places in the
CREM process and the different levels where the energy-efficiency themes have to be integral
embedded.

The field of Real Estate Management processes is occupied with four specialized management
fields or CREM functions on three organizational levels:
Portfolio Management (strategical level)
Asset Management and (tactical level)
Facility Management (tactical level)
Property & Maintenance Management (operational level)

These management fields and organizational levels are related to each other, as shown in the
figure below. Information about SHEEQ aspects and the financial and planning aspects is
circulating in the process. Policy is travelling top down in the process. For every specific function on
all levels a strategy with a mission, goal and tools must be made to embed energy items (see figure
1).

3
Corporate Real Estate Management
4
Energy performance of Buildings Directive, 91/EG/2002


Portfolio
management
Strategic level
Tactical level
Operational Level
Asset
Management
Bewoner
Facility
management
Property & Maintenance
management

figure 1: Four management fields and main functions in CREM

Due to relevant organizational matters (like organization type, policy, ambition, politics, legislation,
questions of customers/facility managers, knowledge and time) specific aspects become more
important, these aspects are;
Quality & Functionality,
Safety & Health,
Energy & Environment.

Almost every EU member state has SHEEQ aspects as a starting point for building legislation.

The role of inspections
At the moment there is great diversity with regard to building inspections in Europe, like inspections
for fire safety, maintenance, energy or installations. The reasons for carrying out an inspection are
also very diverse. A reason for carrying out an inspection could be the following:
Obtaining a picture of the maintenance condition, energy performance, fire safety,
Electrical safety, Installation performance, comply with legislation etc of the property with
its installations,
Alterations in rational production and/or use of buildings or installations,
Changes in legislation and regulations,
Changes in market/social demand,
Media influences,
Social responsibility,
Image improvement, exemplary role,
Energy and/or environmental economies

The strong relation with the political and social role of (public) CREM organizations turns energy
performances, together with the other SHEEQ aspects, into a logical component of portfolio, asset,
facility and property & maintenance policies. This means that SHEEQ-aspects, such as
maintenance, fire safety, energy consumption and efficiency, are an ongoing concern and
responsibility at all levels of management and policy. The integration of SHEEQ aspects in all the
organization levels and processes leads to sustainable and efficient operational management and
operating results.


If SHEEQ aspects are embedded in the CREM process, they are mostly embedded on the
operational level due to property & maintenance management and on the tactical level due to
facility and asset management. On the strategically level (portfolio management), these aspects
are usually not an item for policy, strategy and decision-making. To embed the SHEEQ-aspects,
and especially energy, in the whole CREM process, its important that these aspects are integral
connected to each other.

Making the connections
Technical inspectors undertake a multidisciplinary evaluation of the SHEEQ condition of building
system elements within buildings. This includes the maintenance situation, energy and fire safety
quality. The parties responsible for processing this inspection data on behalf of housing quality are
counting on the data supplied by the inspectors on the condition of the maintenance being
objective, straightforward and reliable.
Technical advisors weigh pros and cons and give an integral advice relating to the SHEEQ
situation of a building and system elements within buildings. They do this based on technical data
obtained from the inspections including the maintenance situation, quality, energy and fire safety.
The parties responsible for decisions related to investment, disposal, consolidation, stock
management and functionality concerning the housing quality, are counting on the considerations
concerning the SHEEQ aspects to objective and reliable.

The EPI-CREM approach provides a method to integrally connect building information obtained by
inspections on different aspects. The building information becomes available in a structured form
so it can be used for building management purposes and the integration of energy in building
management. For this reason the EPI-CREM approach consists of an Integrated Real Estate
Management Approach which assists building managers to integrate energy in CREM and the EPI-
CREM method, which provides necessary tools to be able to integrate energy in CREM (software
tools with supporting tools). Besides this a training program has been developed to support the
application of the EPI-CREM approach.

Overview: the EPI-CREM Methodological Description within the Guidance Book and
Reference Manual
The EPI-CREM Guidance Book and Reference Manual consists of three main parts:
1. The EPI-CREM Approach, with:
General introduction to EPI-CREM
The EPI-CREM integrated real estate management approach
Attention to requirements to design and engineer energy saving measures
Attention to energy and tenancy agreements
Attention to recommendations for introducing energy into public procurement practices
2. The EPI-CREM Methodological Description (see overview below)
3. The EPI-CREM Reference Descriptions

This EPI-CREM Methodological Description describes the bases of the EPI-CREM method to
integrate energy in corporate real estate management decisions with maintenance and condition
assessment as a starting point (part 1). Furthermore it provides insight in the EPI-CREM system for
data storage/model for storing building information (part 2) and in the basis/background for
consideration and decision making within the scenario analyse module (part 3).
The EPI-CREM Reference Descriptions are specifically related to part 2 of this EPI-CREM
Methodological Description and are worked out in separate documents.


Part 1: Inspections, Maintenance and Classification

This first part of the methodological description provides background on inspections and
maintenance and provides the basic method for the classification (maintenance, energy).



3 Starting bottom-up
3.1 Introduction
Many systems or processes for energy saving programs start TOP DOWN. Building and
installations are classified on the highest level. There is no Hierarchy and separation in systems,
processes, functions and elements.

To embed SHEEQ and especially energy into a CREM organization, a functional hierarchy and
classification of the elements is needed. Therefore we should start BOTTOM UP, working our way
from element level to building level. Inspection information on element level is often the starting
point for decisions in maintenance and real estate management.

3.2 Integral ReDesign or Utilization Period
One issue within embedding energy efficiency, among the other SHEEQ aspects, within public real
estate management is to improve the way to take these aspects into account throughout the
CREM-process by incorporating integral energy efficiency and building quality into the integral
(re)design or the integral utilization period. This will greatly affect awareness of energy use,
comfort, safety and maintenance levels in buildings, and is intended to lead to substantial
increases in investments in energy, safety, maintenance and efficiency measures within buildings.

3.2.1 How to think and work out of the traditional CREM boxes
To learn how to think and work out of the traditional CREM boxes, the principals of integrated
Design or Integral Utilization period can be useful. In the Traditional domain a team of experts
of various disciplines will work together to make a design for a building. When a building is built
and delivered, often it is not clear who is responsible for integrating SHEEQ-aspects, maintenance,
durability etc. Even worse: after a while we often have to conclude that we do not know if what is
designed and delivered is what was wished and asked for. The cost for Life Cycle and dissolving
are often not accounted for either. Thinking out of the box in Integral Utilization Period can be very
helpful.

3.2.2 The three domains
Within integrated (re)Design or Integral Utilization Period there are three domains in realizing a
building:
Costumer/User : A costumer has abstract and theoretical ideas that must be
translated and executed into the Organization and the Processes
Organization : The several actors concerned with the realization have to work
together (not only the architect with the costumer and the building
designer, but also with the financial manager, Electro, Climate,
transport designer, maintenance, Information designs, maintenance
managers etc.)
Processes : Integration of life cycle aspects

Within these three domains there is a need for skills. Like social skills, project based skills and
organizational skills.

When there is a need for the optimum situation keep in mind that;
The last aspect on the line is the first aspect we should know about. Function goes for structure
and form. Reuse (durability) goes for maintaining, executing and design. Costs of several aspects
during the life cycle go for information technology and multidisciplinary techniques. Organizational
skills go before team, project and personal skills. Also see figure below.


Figure 2: Integral Design or Integral Utilization Period is way of thinking and working

3.3 Integrated inspections and inspection information

3.3.1 Suboptimal inspections
At the moment in Europe (public) CREM organizations work sub-optimal. Inspections and their
technical information are not executed in an integral way, not integrated into maintenance
exploration or investment plans, either. So an overall integral approach and a connection between
integral inspections, technical information, SHEEQ aspects consideration (technical, facility,
financial, asset) and decision making does not exist, but is necessary. The EPI-CREM approach
provides support for an integral approach by making it possible to collect inspection data from
different inspections (on element level) in one system to make this data integrally available for
building management purposes. This is a good starting point for multidisciplinary inspections.


2008 2009 2010 2011 2012 2013 2014 2015 2016 2017
elektrotechnical safety
condition assessment of building and installation quality
fire safety assessment of building and installation
Functional Controll Measurements Testing
Energy Performance Building Directive
Intelligent Building Information Management
comfort assessment of building
legislation assessment
Inspection air-conditioners (artikel 9)
Inspection of boilers (artikel 8)
Long Term Maintenance Plan
elektrotechnical safety
condition assessment of building and installation quality
fire safety assessment of building and installation
Functional Controll Measurements Testing
Energy Performance Building Directive
Intelligent Building Information Management
comfort assessment of building
legislation assessment
Inspection air-conditioners (artikel 9)
Inspection of boilers (artikel 8)
Long Term Maintenance Plan
S
T
O
C
K

2
INSPECTION PLAN FOR SEVERAL INSPECTIONS
nr kind of inspection
S
T
O
C
K

1

Figure 3: Sub optimum inspection execution, planning and consulting

Figure 4: From sub optimal inspections to multidisciplinary ones and integral information and data


3.3.2 From suboptimal inspections to integral inspections, information/data
Consider for example inspections for the Buildings Decree, Health and Safety legislation,
Environmental Management Act, the NEN (Dutch Standardization Institute) / DIN (German
Standardization Institute), fire safety, personal safety etc. The results of these inspections overlap
each other or do not adequately supplement each other. Moreover, carrying them out separately
leads to increases in costs and to great lack of clarity for the property and facility managers. The
costumer/user of the building sees and receives various companies for inspections, and attending
to the companies conducting inspections on Real Estate owner instructions takes time.

Connecting inspections and their technical information to each other (Integral Inspections) due to
interchangeable and mutual comparable elements could solve this.

NR. Catogory of Inspections 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017
Maintenance
Installations
Fire
Energy
Long Term Maintenace Plan (Risk management)
Maintenance
Installations
Fire
Energy
Maintenance
Installations
Fire
Energy
Maintenance
Installations
Fire
Energy
Maintenance
Installations
Fire
Energy
S
T
O
C
K

5
S
T
O
C
K

4
S
T
O
C
K

3
S
T
O
C
K

2
MULTIDISCIPLINAIRY INSPECTIONS AND INTEGRAL INFORMATION
S
T
O
C
K

1

Figure 5: Multidisciplinary inspection plan and integral information/data executing


Figure 6: Multidisciplinary inspections and integral information/data

Policy within real estate organisations in recent years has increasingly been directed at maintaining
existing buildings by means of good maintenance and management. Re-build and the construction
of new buildings is now taken less for granted, due to shortage of space and environmental
objections. Moreover, existing buildings have a high replacement value. The owner therefore
chooses to meet housing requirements by keeping buildings up-to-date technically and functionally.
An integral approach that provides connected inspection data and building information can be very
useful in this matter and also provides an opportunity to specifically integrate energy in CREM-
processes.


4 The role of maintenance
4.1 From suboptimal inspections to integral information/data
Due to rising energy prices, climate change, energy dependence and increasing shortage of fossil
fuels, energy is high on the political and social agenda. New information about these topics is
available on large scale and the sense of urgency is clear. Drastic energy savings and reorientation
on sustainable energy sources are the major challenges we face these days. This applies
especially for Public CREM organizations, because they have a social responsibility. Tenants (end
users) and real estate owners have to deal with the impact of the energy efficiency questions that
society has to react to. Therefore, energy should be integrated in CREM and be specifically linked
to maintenance since, besides major renovation activities, regular maintenance measures that are
executed provide opportunities to improve energy efficiency of building elements and therefore of
buildings as a whole. For this reason specific attention is paid to maintenance in this chapter, as
one of the pillars to cling to within the EPI-CREM method and approach.

Consider the Buildings Decree, Health and Safety legislation, Environmental Management Act or a
NEN (Netherlands Standardization Institute) / DIN (German Standardization Institute), fire safety,
personal safety etc, in this connection for example. The results of these inspections overlap each
other or do not adequately supplement each other. Moreover, carrying them out separately leads to
increases in costs and to great lack of clarity for the property and facility managers. The
costumer/user sees and receives various companies, and attending to the companies conducting
inspections on Real Estate owner instructions costs time.

Connecting Inspections and their technical information to each other (for instance through Integral
Inspections) due to interchangeable and mutual comparable elements can help to make decision
making more effective. EPI-CREM aims to make multi purpose inspection information available for
decision making on maintenance and energy.

4.2 What is maintenance and what does it contribute to?

definition
maintenance

technical
maintenance
versus
renovation

day-to-day
maintenance:
delaying reduction
in quality

Buildings are continually subjected to wear and tear and are damaged by use
and exposure to the elements. The result of this is that the technical quality of
the building deteriorates in all its components and the function that the building
or system must fulfil (for instance living, working etc.) is endangered.
Maintenance is focused on keeping or restoring a system in such a technical
state, that the function attributed to the system is maintained.

Maintenance is by definition directed to the complete or partial restoration of
the condition of a property or building component at the start of or during a
period of use. We thus do not count renovation activities (also termed
development operations) as maintenance, whereby the building is adapted to a
new pattern of requirements (for example by changes in working methods,
technological developments). To make it clear that maintenance is not involved
in functional adaptations in a building, we often use the term technical
maintenance as opposed to renovation.

When speaking of maintenance and technical maintenance, we differentiate
between day-to-day maintenance and systematic maintenance. Day-to-day
maintenance concerns work delaying the reduction in quality of building and
system components. Involved here is:
- Periodic, preventative work whether or not on contract basis, and work as a
result of testing that is statutory obligatory;
- Incidental work for resolving breakdown and solving complaints and


systematic
maintenance:
restoring quality
losses

unforeseeable circumstances (corrective maintenance).

We speak of systematic maintenance if work is intended to restore building
and system components to an acceptable level, where the technical state has
gradually declined. Systematic maintenance is the absolutely preferred means
for restoration of loss of quality. In addition for monuments, systematic
maintenance is directed at delaying the inroads made by the ravages of time
where possible and thereby maintaining the monuments value.

technical maintenance renovation/development
day-to-day
(preventive)
systematic
(corrective)
adaptation to new
functional requirements
- delay quality loss
- resolve breakdowns
- restore quality loss

maintenance stock

The inspector determines the necessary maintenance work. A frequently used
term for the costs of the maintenance work, including the costs of the daily
maintenance work to be expected, is maintenance stock. The maintenance
stock is thus expressed in money. Although it still remains to be seen whether
this money will in fact be made available for maintenance, either partially or
completely. For maintenance is not the only option; various factors playing a
role have to be considered. Is it still cost-effective to spend money on
maintenance and instead of this, should the building rather be closed down.

maintenance
contributes to

There are various reasons for maintenance, both from the standpoint of the
user as from that of the owner:
Maintenance contributes to good working conditions, avoidance of health risks
for the user and to a positive experiential value of the building. By a positive
experiential value we mean that according to the user it is possible to work
well in the building.

A well maintained building also has a positive effect on its surroundings, which
in its turn has a positive influence on the experiential value of the user. Thus
the use of a stately and atmospheric monument makes a contribution to the
experiential value for user and surroundings. Above all, the quality of the
maintenance of technical systems, such as central heating, lighting and the
health aspects connected to this, has a direct influence on absenteeism (sick
building syndrome).
Carrying out maintenance well and in time greatly reduces the risks of
breakdowns during industrial operations (for example due to technical defects)
and thus irritation for users. This contributes to good operational
management.
Carrying out maintenance well and in time avoids the destruction of capital.
For badly maintained components must often be replaced too quickly. Good
maintenance contributes in this way to guaranteeing the economic value of the
building. This increases the chance of the highest possible profit when the
building is disposed of. Although it is important here that pros and cons are
weighed against each other (what does this contribute to the economic value).
Often relatively minor adjustments are effective in raising the market value of
buildings. One might consider a painting job with an attractive use of colour, or
replacing an old central heating boiler by a high performance variant. Carrying
out careful maintenance in good time is especially important for monuments
because keeping them has priority over renovation. Maintenance, repair or
regaining monumental value raises the market value considerably.


The life of a building is lengthened by good maintenance. This makes a
positive contribution to the environment in that the production of waste is
reduced. Moreover, good maintenance contributes to limitation of energy use
in the case of technical systems.
Due to maintenance, buildings are kept in or put into a technical state in
accordance with statutory requirements. Although unless safety or working
conditions are at issue, legislation applies these requirements less strictly to
existing buildings than to new build. Specialised exceptions also apply to
monuments but also restrictions in use. Examples of requirements which
existing buildings must meet are: reliable escape route stairs, safe heating
systems, presence of fire alarm systems, etc. .

4.3 Maintenance decisions

user desires

context of
maintenance

various purposes
for one building

considerations in
maintenance
decisions

The property market (Corporate Real Estate companies) increasingly focuses on
the users of property, their requirements and wishes. The customer orientation
of its policy is apparent from, among other things, the fact that the technical
service has been changed into a general and technical service organization.
The primary aim of this organization is no longer the maintaining of buildings in
itself, but the service of these buildings for users. Use performance of buildings
are thus increasingly seen as important.
Integrally considered SHEEQ data with maintenance, energy, fire safety and the
statutory obligatory inspections as basic information should contribute to
whether a building or a building component retains or regains its performance.
Maintenance, however, costs money. It is self-evident that investments in day-
to-day and systematic maintenance will have to be carefully considered.

Maintenance is connected to building management, facility management and
portfolio management. The question as to how much an owner wishes to invest
in maintenance is not after all determined by the quality of housing. Thus
location, ground prices, image and any possible monumental value (exterior,
structure, interiors, etc.), energy uses, fire safety etc., also influence decisions
on investments in buildings and their systems.

The necessity of investment is dependent on the purpose that an owner has for
a building. Owners have various aims for a building:
- the building must provide an organization with housing
- the building is itself intended to be an investment
- the value of the building must be maintained or actually increase
- purchasing the building is exclusively to do with owning the site, etc.
Decisions may be taken differently per objective and should be able to be
weighed against each other.

For every maintenance decision, the management considers whether there is a
cheaper alternative that will deliver the same or a better result in the short,
medium or long term. One possible way of limiting costs is to have maintenance
activities carried out in combination (by adjusting cycles to each other). The
price per unit can be lowered in this way. In addition, much profit may be gained
by adjusting maintenance activities planning to the future plans for the building
as a whole. If a reorganization within a company in a years time is going to
make large-scale renovation necessary, then systematic maintenance to
technical elements that should be replaced in due time is just wasted money.
The same applies if there are plans for relocating or new build. Then major
maintenance can also not be justified economically. SHEEQ aspects play an
important role here.


other factors

Finally there are various external factors that influence or could have influence
on the question as to how much investment there should be in maintenance:
- the market launching new products improving the use performance of a
building, whether or not for higher costs
- new legislation that may entail renovation not maintenance being
necessary.
- Social developments that influence acceptance and use of certain products
- Trends especially in commercial and industrial building can be traced to
the aesthetic requirements of a building.

4.4 Policy and policy process

framework for
decisions on
management ad
maintenance

Conditions for setting up a well-considered maintenance program are clear and
unequivocal arrangements with the departments, organizations or agencies that
manage the execution of the maintenance to the properties. The arrangements
concern among other things:
- the objectives and the maintenance levels that the owner aspires to within the
building
- the strategy, the choice of day-to-day and/or systematic maintenance
- the planning, the means available (money and capacity).

The results are set down in management plans. A good management plan offers
insight into what may be expected from maintenance to buildings. On the basis of
this plan, the inspector can indicate which interventions are necessary in order to
realize the desired condition arising out of the actual condition. The consequences
of not intervening become clear to the owner.
Portfolio
management
Property and
maintenance
strategy
Facility
or
client/user
strategy
Portfolio strategy
Asset
Management
Bewoner
Facility
management
Property & Maintenance
management
Asset strategy

Figure 7: CREM strategies on the different organizational levels


4.5 Maintenance process

A cyclical process

Cycle of
inspection to
execution

Maintenance is a cyclical process. For building and system parts depreciate again
after maintenance interventions, so that after a while, maintenance interventions
are again necessary, etc. It is also the case that points of departure for policy
moreover change for all kinds of reasons and the design and the approach to
maintenance is adjusted to those changes throughout the course of time.
Maintenance thus runs anything but a static course. The maintenance inspection is
a fixed part of this cycle. The following outline makes this clear.

The point of departure for the maintenance inspection (condition measurement) is
the maintenance policy assessed beforehand that in its turn forms part of the
property policy. A maintenance plan is drawn up in the light of the inspection
carried out. It is important for this that the building to be inspected has been
completely charted, that is to say, an inventory has been made of all relevant
building and system components in a property element list (number of doors,
number of windows, number of stairs, etc.). After this inventory a visual inspection
follows. Part of this is an objective registration of the defects encountered.
Dependent on their importance, size and intensity, the inspector determines the
actual condition of building and system parts using scores (from score one being a
very good condition, to score six being a very poor condition). In view of the fact
that the desired maintenance condition is also known from the maintenance policy,
the inspector can subsequently report which interventions are necessary to what
costs in order to realize the desired level of condition. Such a report plan
(requirements plan) leads to a maintenance plan. The cycle is finally completed
with the preparation, execution and after care of the desired maintenance
interventions. The cycle from inspection to execution ends here and then the cycle
begins once more from the beginning (because of the cyclical process).


long range
prognosis
A maintenance inspection is not carried out every year- except in the case of
monuments. The frequency is dependent on the strategy of the property
concerned. An inspection cycle of three to five years is often adhered to.
Nonetheless, there is certainly data available to bridge the interim period. For the
inspector supplies the advisor with information for a long range prognosis. It
contains what must happen according to policy, in order to be able to maintain an
acceptable condition during the coming ten years. Monuments are an exception to
this. Due to their far great vulnerability, these are usually inspected annually.
importance of
synchronisation

The inspection, consideration and advice process for SHEEQ is greatly aided by
good synchronisation/adjustment and clear division of responsibilities. Failings in
this respect quickly lead to
- qualitatively less capable requests for maintenance budgets (not sufficiently
well substantiated.
- Using the available means less efficiently and effectively
4.6 Maintenance planning

planning

necessity of
objective
registration

Maintenance planning is most suitable within a policy of preventive
maintenance. Preventative maintenance differs from corrective maintenance. In
corrective maintenance there is only intervention if a defect in a building
component is established; performance declines to under the required level.
Maintenance is often started based on a complaint from the user of the building.
Corrective maintenance is applied when:
- the building components have a descrete (not gradual) performance decline
- the subsequent damage after the building component has failed is limited
and
- inspection is only possible at excessive costs (bear in mind high towers
etc.)
Intervention takes place earlier in the case of preventative maintenance;
maintenance can be carried out before a defect manifests itself or can cause
subsequent damage. A gradually mounting, identifiable process of degradation
is necessary for this, so that inspections must be carried out with some
regularity. Preventative maintenance is applied where corrective maintenance is
not justified. That is often the case, because there is a great risk of considerable
extra costs and inconvenience in the case of corrective maintenance. Besides
this prevention always has priority over correction for monuments.

For an optimum planning of maintenance (including preventative maintenance)
insight is necessary into the situation and requirements regarding the
maintenance of the buildings and the systems present in them. This insight
should be based on an objective registration of the maintenance situation. If
information on this is insufficiently managed, the owner may be confronted with
unexpectedly large expenses. Insight into the actual maintenance situation must
preclude that:
- the building and the technical elements no longer fulfil the function
requirements that the user demands of the building.
- the owner/ manager runs risks of destruction of capital;


- functioning of the building lags behind legislation due to discrepancies with
legislation.

Conclusion:
Maintenance is a natural starting point for introducing energy efficiency in
building management. It provides the opportunity to create synergy in the
implementation of maintenance measures and measures to improve energy
efficiency. The EPI-CREM method and approach aims to facilitate this synergy.


5 Frame of reference for condition measurement
5.1 Introduction

Maintenance is very valuable, but it also costs a lot of money. It is thus of great importance to
property managers that they obtain reliable, objectively collected data on the maintenance
situation of those building and system components of a building that are most important for
specifying costs. To this end, inspectors should have a common frame of reference available
when describing and specifying the maintenance situation. With this frame of reference an
objective description of the condition of the building or building elements can be made.
This chapter explains this frame of reference and what purpose it serves. The frame of reference
includes a six point scale for determining the conditions of building elements and subsequently of
a whole building.

For a detailed description of the frame of reference indicating disciplines, in this case of building
and system components, we refer to the EPI-CREM Reference Descriptions where disciplines are
specified. The building and system components are defined there under an element numbering.

5.2 The frame of reference as resource of registration

necessity of
registration

As already explained in chapter 3, repair costs for elements say little or nothing
about the actual maintenance situation of a building. In addition to interpretation
of facts (cost specifications), the facts have to be registered. Only then does
insight arise into the actual condition of buildings and the realistic need for
maintenance.

definition
frame of
reference

relevant
building and
system
components

short and
long term
effects

application
The frame of reference is an instrument in order to make a most objective
possible registration of the maintenance situation achievable. It contains:
- the guidelines for describing the most relevant building and system
components (also termed the cost bearers)
- the condition norms for the maintenance situation.
The frame of reference describes the measurement methods, specifications and
annotations that an inspector uses by registration of the maintenance situation.

In order not to lapse into endless refining during the description, limitation to the
number of building and installation components included has been introduced.
Selected are building and system components that:
- on dysfunction would give rise to great consequences for the costs
- due to size or short life would make a great claim on the maintenance budget
- in accordance with policy it is important from the viewpoint of the
environment, working conditions, cultural management, etc.

The inspectors evaluation leads to short and long term effects for a building or
system component. For example:
- if the owner now does nothing about the paintwork, then integral replacement
will be necessary in the future and there is a risk to subsequent damage due
to wood rot in the window frames;
- if renewal of the zinc roof is deferred, the monument roof construction will be
subject to unreparable damage;
- if a heating boiler is theoretically at the end of its life, but still shows no faults,
then fitting a replacement boiler may be deferred until further notice.

The application potential of condition measurement based on an objective frame


reach of
condition
measurement

of reference, is much broader. Condition levels may be used in contracts, for
building certification, for budget attribution and for determining the maintenance
objectives of organisations.

4.2.1 Condition decline and scale division

condition
decline

turning
points and
scale
division

six point
scale

condition
levels

Figure 8: Condition line

A declining condition of a building may be completely or partially corrected by
maintenance interventions, after which the process is repeated. This process can
be reproduced graphically by a so-called condition line (see figure 8). The course
of depreciation is presented during its entire lifetime.

The extremities of the condition line, the so-called turning points, are formed by
respectively the minimum condition and the desired condition (after the
maintenance has been carried out). The points in between refer to the other
condition levels in a rising/declining line.

Scale division is necessary for determining the turning points. A six point scale
has been chosen for the frame of reference. The condition levels must be
sufficiently distinctive to remain measurable, testable and tangible for the
inspector. If a more refined division is applied, for example a ten point scale, the
transition between the different position becomes blurred. This increases the
chance of interpretation differences and undermines a reliable scoring. A scale
with a more unrefined division, a three point scale for example, offers insufficient
possibilities for distinguishing different maintenance situations from each other.
This will hinder good insight into the condition course and undermines the policy
relevance of the condition measurement. In short, the distinguishing capacity of a
six point scale is optimum for a reliable condition measurement providing insight.

The six points on the scale refer to levels of condition as follows:

condition 1 = excellent - good
condition 2 = good
Performance
time
delivery
Fase of
execution
Period of use
Temporize losses of quality
Correcting quality shortage
Correcting quality shortage
calamity
Costs of failure


condition 3 = reasonable mediocre
condition 4 = mediocre
condition 5 = bad - very bad
condition 6 = very bad

The six point scale is constructed as follows. First of all the extremity value is
determined. The highest value (condition 1) reproduces the new build situation.
This is an absolute value that cannot be exceeded. No or minimal degradation is
the case here. The lowest value (condition 5) is a maintenance situation that one
may still come across in buildings that are still in use but in where the process of
degradation has become irreversible. This is, however, not an absolute lower
limit. Because it is possible to imagine situations in which a bad level of
maintenance should be differentiated in more detail, an extra position has been
introduced (condition 6). This residue position has no lower limit, in contrast to the
other positions. Although in this case there is really maximum degradation. The
other position on the scale are created by introducing interim values: position 3
between 1 and 5, position 2 between 1 and 3 and position 4 between 3 and 5.

5.3 Defects

Condition

The condition of a building or system part refers to the technical state of these
elements. Other descriptions of the concept of condition are; the maintenance
situation, the quality level, the degradation level, the cost risk level and the
performance level.

5.3.1 Kind of defects

operation
primary or
secondary

constructive
primary or
secondary

intrinsic to
material or
surface

Different kinds of defects are differentiated. The classification is based on four
important factors influencing the condition of building and system components
(see the Dutch NEN 2767):
1. operation primary or secondary
2. constructive primary or secondary
3. intrinsic to material or surface
4. basic quality.

We count defects to operation that are involved with the functioning of the
building or system component concerned. So primarily concerned here are
defects that cause nuisance to the user, such as a broken central heating boiler,
a defective lift or a door that can be no longer locked. If components do not
function, we term this primary operation; in the case of insufficient functioning,
we speak of secondary operation.

Constructive defects are defects whereby the overall stability and dimensional
stability of building or system components are influenced. The defects are
primary constructive if the functioning of building or system components are
influenced by the defects; in the remaining cases secondary constructive defects
are concerned.

Material intrinsic defects mean that the material the building or system parts are
made of show degradation as a result of ageing (for example wood rot). If the
material only shows defects on the surface (for example flaking paint), the
defects are identically indicated with the term material surface.


basic quality

deterioration

Under basic quality we group the choice of material, the processing and the
design of the building or system component. Defects in this category are
incorrect design and material choices that may or may not influence the
operation of a building or system component, or material applied that does not
meet the statutory regulations, or no longer doe.

Practice teaches that materials keep in good condition for quite a long time, after
which the condition deteriorates increasingly quickly at a certain point. Building
and primarily system components are visually difficult to evaluate for quite a long
time, although there is already deterioration.

3.4.2 Detailed definition of the condition

components of
condition
description

Reference
descriptions

Operation /
constructive

material

The following three components are involved in the detailed description of the
condition:

- Specification of elements (1)
What does and does not belong to the element is indicated.

- List of defects (2)
Which defects (subdivided into severe, serious, and minor defects) that occur in
the element is indicated. The list of defects is set up as exhaustively as possible.
The classification is based on a mutual comparison of defects. The identical
size, intensity and place of the defect are looked at. The size of the component
or element is taken into account. A severe defect in extensive pipework, for
example for a central heating system, does not mean that the pipes should be
evaluated as bad or worse. Although the remaining components in the pipework
should be in a better condition.

- Condition definition (3)
Attention has been paid per condition level to operation/constructive, material
and basic quality when defining the condition:

Within the EPI-CREM reference descriptions these components are specified for
all listed elements. These reference descriptions are part of the EPI-CREM
method and are worked out in detail in a separate document. They are very
valuable for interpreting maintenance inspection data, and help determining the
condition of building elements on the scale of one to six.

In the following a general indication of the six condition scores is given:

Condition 1

Defects of elements caused by depreciation of materials and constructions
should not harm (or have harmed) the functionality of the elements. Although
functional defects may occur due to a calamity, whether or not it is limited.

Severe and serious material intrinsic defects, arising through depreciation, must
not occur. Slight mechanical damages are encountered very incidentally, which
do not threaten the functioning of elements. In total, the elements demonstrate
very slight dirt deposits (environment). Daubing with graffiti may also be
encountered as an incident.

The work is good and durable due to the application of high-quality sustainable


basic quality

Operation /
constructive

material

basic quality

Operation /
constructive

material

basic quality

Operation /
constructive

material

basic quality

materials, a thorough design, detailed planning and thorough professional
execution and assembly. Incidentally, a well executed and sustainable repair
may be encountered.

Condition 2

Functional defects in the form of for example trouble from damp and draught
occur incidentally under unfavourable circumstances. These defects (leaks,
seepage, rising damp) must not be caused by constructive or material intrinsic
defects.

Incidentally a clearly severe defect occurs in the form of material deterioration.
Serious defects such as signs of weathering are in an initial stage. The
element already displays visible dirt deposits (environment).

The work is reasonably good, due to application of high/quality or sustainable
materials, a good design, detailed planning and thorough professional execution
and assembly. Design and/or execution imperfections involve details. Well
executed and sustainable repairs are encountered in spots.

Condition 3

Functional defects such as trouble from damp and draught and defects in
construction occur incidentally. Although these defects must not damage the
customers industrial process.

In spots severe defects to material may well occur, but these result in functional
defects. Serious defects, such as weathering, occur in spots up to frequently.
The element displays visible dirt deposits (environment).

The work is mediocre due to the application of mediocre quality materials and/or
due to clear defects in design, detailed planning and execution. On the one
hand, well executed and sustainable repairs frequently occur. On the other
repairs in spots are encountered which have been carried out either with bad or
with less suitable material.

Condition 4

Functional defects in the form of draught trouble frequently occur. Functional
defects in the form of damp trouble and unserviceableness have been
encountered incidentally in the past couple of years. Cause: depreciation of
materials or constructive defects

Severe defects in materials occur in spots up to frequently. Serious defects such
as weathering are possible. It is also possible that components have
disappeared virtually completely. Although these are not components that
threaten the immediate functioning of an element.

The work is very mediocre. Structural faults in material choice, design and
execution are incidentally already the cause of functional defects, such as leaks,
or have already been so.

Condition 5

Functional defects in the form of draught trouble and defects in constructions


Operation /
constructive

material

basic quality
occur frequently. Defects in the form of damp trouble occur incidentally, or have
regularly been encountered in the past couple of years.

Severe defects in materials occur frequently. Incidentally functional defects
occur due to this or have already occurred with some regularity. Severe defects
to materials or constructions occur which are at an advanced stage.
Components that influence the immediate functioning (primary operation) of the
element, show visible defects.

The work is bad. Structural mistakes in the choice of material, design or
execution regularly cause functional defects such as leakages, or have already
caused them.

Condition 6

A situation so bad that it can no longer be classified under condition 5.

3.4.3 Brief definition of the condition

The condition is expressed in the scale division in a brief specification and
reproduced in a general description:

Condition 1 New build quality or quality comparable to new build.
2 A building or system component that has features of initial
depreciation.
3 An element where the process of depreciation has clearly set
in.
4 An element very obviously subject to the depreciation process.
5 An element in which the depreciation process is irreversible.
6 A situation so bad that it can no longer be classified under
condition 5.

A description of the specific particulars of an element remains unconsidered.
It may be briefer to merely name the condition level:

Condition 1 Excellent maintenance situation
2 Good maintenance situation
3 Reasonable maintenance situation
4 Mediocre maintenance situation
5 Bad maintenance situation
6 Very bad maintenance situation


Part 2: Building Description, Element List, Data Storage Model

This second section of the methodological description provides the methodological background for
the Database Integrated Information System.


6 Description of the building
6.1 Introduction

Building inspections are performed for several reasons. There is a need for insight in the condition
and quality of the building and its spaces and installations, but also concerning the situation of the
building with respect to fire safety and electrical safety. Due to environmental awareness, energy
efficiency is becoming an important topic in every organizational layer of CREM . On the other
hand there is also more and more awareness about comfort, functionality of installations and all
legislations concerning building performance with all related spaces and installations.
When this kind of technical, financial and law enforced information is available there can be more
financial and technical insight on several organizational levels concerning the SHEEQ aspects.
This information can be used for consideration and decision making and to plan maintenance,
renovations, energy efficiency measures and even construction. However, this requires that the
available building information is described in a clear way and stored correctly so it can be used
when necessary. In this chapter the way of describing a building in light of the EPI-CREM method
is elaborated on.

6.2 Description of a building and installations

6.2.1 Need for information

To make decisions and considerations based on technical/inspection information/data there is a
need for very well described building and installation manuals. There is not only a need for physical
information such as drawings and building and installation manuals, but also financial and
organizational information. Therefore a structured way of specifying functions, systems, processes
and elements on the different organizational layers and SHEEQ aspects is very important. A
building and its installations must be described along a specific hierarchy, due to organizational
layers and the four main functions in a CREM organization

There is an information need for:
Policy decision making
Port folio and asset management, for example; which overall quality do we have in our
asset? What is the status of the labelling? What are the most common processes? Etc.
Property and maintenance management, for example; contracts and long term
maintenance plans, etc.
Inventorying of the building stock by means of inspections.

Within EPI-CREM for each of these information levels a category is described:
CREM Policy (System-level)
CREM Economics / Financial (Process-level)
CREM concern (Function-level)
CREM inspections (Element-level)

Every level has is own need of Performance Indicators (PIs).


6.2.2 Description along two lines

The core of building description is that an object is described along two lines:
Spatial and functional:
Building functions according to the Buildings Decree
Space (area) functions; e.g. residential areas, sanitary areas, warehouse
space etc.
Physical/technical:
systems; e.g. central heat generator
processes; e.g. heating or cooling
functions; e.g. induction, distribution, storage, (heat) output
elements: e.g. heating unit

6.2.3 Spatial and functional categories

The use of spaces and the behaviour of installations demand a functional and process view.
Processes and systems frequently include several spaces, and frequently form a type of network.
This way a link is fixed between the spaces and the systems (and therefore also with the
elements). By adding these dimensions (processes, functions, systems) to the description of an
object, a laminated and logical scheduling of the elements arises, which can be applied for several
aims (technical failure settlement, maintenance, inspections, analyses, performance
appraisals/indicators).

Building categories Space functions
1 residential building Residential function
2 accommodation/hotel building gathering/assembly function
3 penitentiary building penitentiary function
4 office building Health or care function
5 education/simulation building industrial function
6 museum building office function
7 storage/garage/shelter building accommodation/hotel function
8 commerce/shop/store building educational function
9 workshop building sports function
10 industrial building store/shopping function
11 laboratory building other functions
12 recreation/amusement/sports/religious building
13 communication building
14 health or Care building
15 Agricultural building

6.2.4 Physical/technical categories

Beside the advantage that elements can be linked to spaces the physical classification of
processes, functions and systems also offers the possibility for generating financial, technical and
other information at several levels.

For each of the four main functions in CREM organization levels a category is described:
CREM Policy (System)
CREM Economics / Financial (Process)
CREM concern (Function)
CREM inspections (Element)


Safety
Health
Environment
Energy
Quality
Energy Energy
CREM
POLICY
SYSTEM
Cooling
Heating
Wall opening
SPECS
SPECS
SPECS
SPECS
SPECS
SPECS
SPECS
SPECS
Heating Heating
CREM
FINANCIAL
PROCES
CREM
FINANCIAL
PROCES
CREM
CONCERN
FUNCTION
CREM
CONCERN
FUNCTION
Generating
Distribution
Storage
Delivery
generating generating
Central heating
Local heating unit
Fan burner
water treatment
heat pump heat pump
CREM
inspection
ELEMENT
CREM
inspection
ELEMENT

Figure 9: Description of the hierarchy of system, process, function and element structure with
performance indicators per organizational layer

Strategical information/data
Tactical information/data
Operational information/data
CREM POLICY CREM FINANCIAL CREM CONCERN CREM INSPECTION


7 Standard element list and data storage model
7.1 Element lists
For the operational management of the assets in its portfolio a CREM organization uses besides
the construction drawings especially so-called element lists. Every European country uses its own
system, sometimes based on the Swedish standard for buildings. All these lists, based on a
description system, appoint all components from which a building has been composed in detail in
different levels as building categories, such as construction, electric installations, climate
installations, transport, etc. The basis of the element lists is the standard elements list (SEL).
Inferred lists are;
the Building Element List (BEL),
contract Element List (CEL) and
the Failure Element List (FEL)
Others

These lists are very large and extended, because of this the element level is often practically not
useful for the user because this is much too detailed. Besides this mutations are often not
consequently carried out, which is a problem for keeping the available building information up to
date.

SEL
BEL
CEL
FEL

Figure 10: Element lists

7.1.1 The need for information for embedding SHEEQ aspects in CREM
In the maintenance policy more and more emphasis is on an integrated treatment of SHEEQ
aspects, especially energy performance. This means among other things that it becomes more and
more important to be able to assess the performances of the building and the installations as a
whole. By the inspection method MIFE an integrated picture is given of maintenance, condition,
installations, fire safety, energy performance and to what extent legal obligations are complied with.
This integrated approach demands also another need for information.

There is also a different need for information coming from the four main CREM functions.
Portfolio Management (strategical level)
Asset Management (tactical level)
Facility Management (tactical level) and
Property & Maintenance Management (operational level)


The demand to embed all SHEEQ aspect, and especially energy performance, into CREM to come
to integrated information/data to make decisions/considerations within building management is an
appropriate moment to reconsider the present/available element method. The new method must
limit the amount of elements; it must be univocal and objective. As a result of the new element list
the elements must be mutual comparable with respect to their different information due to different
inspections.

7.2 Data in maintenance management

7.2.1 The need for a Standard Element List
In a CREM organization the property & maintenance function is in close cooperation with the facility
function. They are both responsible for the condition of the buildings and their installations (asset)
during the life cycle and to momentary requirements. The standard elements list has been related
to all daily processes of operational management:
the implementation of inspections of buildings and its installations according to the method
condition measurement/assessment (based on NEN 2767 for the Netherlands);
the implementation of planned maintenance, which is estimated in long-term maintenance
plans (LTMP). The LTMP gives insight in the maintenance need for the building for the
coming five or ten years and provides an indication of the costs for maintenance purposes.
The outcome of construction and installation inspections combined with the vision of the
future for the building and the customer (demands) forms the input for the LTMP;
Daily maintenance can be distinguished in:
o Preventive maintenance: the periodic implementation of activities for optimum,
safe and suitable functioning of the installation.,
o Corrective maintenance: the implementation of all additional activities, as repairing
and/or replacements, which are necessary, because the installation functions
differently (within manageable time) or no longer properly.
o Curative maintenance (failure maintenance): a technical defect to a building or an
installation which can cause a disruption of the management or could be a hazard
to the security of persons.
Services: performing maintenance activities to user installations.

The data management for the described activities is structured by the standard element list:
Inventoried and inspected elements are completely registered per object in the object
elements list. Of the elements, numbers and other relevant data (among others
construction year and type) is stated;
The long-term maintenance plans are made at the detailed level of elements;
The elements from the SEL are the input for the contract elements list for daily
maintenance and the dealing with technical failures;
The standard element list is used for making service contracts with users.

7.2.2 Requirements of users
For the users of the BEL (Building Element list) and CEL (Contract Element List) it has been
inventoried what information need they have. The requirements they have are:
The list serves most for the object manager at the level of main element insight and must
be applicable to provide insight in which elements are linked to an object;
To carry out an inspection it is necessary that data at detail level are available;
Specifications of elements (supplier, year) must be visible;
The list must be suitable for service contracts;
The list must be suitable for maintenance contracts;
The list must suitable arranged its expense budget;
Elements with a legal requirement must be visible


It must be possible to link elements to functions and spaces
Within the EPI-CREM method we tried to take all user requirements and practical application
aspects into account and developed the present element method further into a basic/simplified
Standard Element List with a level of detail that is still practically applicable. In this list (SEL), a
number of elements concerning terrain and spaces were originally integrated. For practical reasons
it was decided to split the list in three separate lists because that makes them easier to work with
as a basis for the software. So we have a Standard Element List (SEL), a Standard Spaces List
(SSL) and a Standard Terrain List (STL) to base the method on. All these lists function in a
hierarchical structure.


8 EPI-CREM functional model and phases
In this chapter the bases for the EPI-CREM software tool will be explained and the EPI-CREM
functional model and data storage model will be described.

8.1 The EPI-CREM software tool

The EPI-CREM software tool functionally consists of two parts:
The Database Integrated Information System
The Scenario Analyse Module
Within the actual software tool these two parts are integrated in one tool which provides in both
functions. The EPI-CREM software tool is based on the software tool CLIP (Computational support
for Lifecycle Integral Performance assessment) developed by Delft University of Technology,
Design Informatics Chair. CLIP has its origins in a PhD research project
5
that aims to improve the
efficiency and quality of existing performance assessment practices with a reference building
information model. The original CLIP-model has been developed further to extend it and make it
applicable for EPI-CREM. In this paragraph the EPI-CREM functional model will be briefly
elaborated on to get a better understanding of the EPI-CREM functions and phases in the method
and tool. After this, some specific parts that form the basis of the method will be explained in more
detail.

EPI-CREM phases
. The EPI-CREM method is based on three phases:
1. The data specification phase (making a Building Element List from a Standard Element
List, and indicating performance indicators, the picture or footprint of the building)
2. The performance data classification phase (condition classification, energy classification,
action recommendation, risk assessment of recommended actions)
3. The data analysis and decision making phase (scenario generation, scenario analysis,
scenario selection).

Building inspectors and technical advisors
EPI-CREM is a methodology that embeds energy measures to various levels of CREM
organizations from strategic to operational. These levels are represented by mainly two actors;
building inspectors for the operational level, and the real estate advisors or technical advisors for
the strategic level. These two tasks correspond to different competencies in performing the EPI-
CREM functions, and deal with different EPI-CREM functions. An inspector first registers the
elements of a building under inspection and its technical data into the system. This phase
corresponds to the data specification phase. Afterwards, an inspector calculates the performance
of each element to determine the points of improvement. This phase corresponds to the
performance data classification phase. The last phase is where the technical advisor comes into
the play, where he/she reasons about the gathered and generated data towards informed decision
making. This phase corresponds to the data analysis and decision making phase. Finally, action
needs to be taken to realize the decision taken in the data analysis phase.

The building inspector examines a building by technical inspections in the areas of maintenance
and energy performance. The building inspectors hold the knowledge on elements and their
technical information, and takes decisions purely with technical considerations. The technical
advisor has a broader scope of interest than a technical inspector, and has to consider beyond the
building performance information generated by the building inspector. Aspects that are important to

5
PhD research of Ipek Gursel, Technical University Delft, Computational Support for Life Cycle
Integral Performance Assessment, Delft, 2010.


a portfolio such as safety, health, energy efficiency, environment and quality (SHEEQ) and long-
term financial plans are the main consideration of the advisor.

Figure 11: The EPI-CREM IDEF0 function model
6

6
For more information concerning IDEF0-modelling, see http://www.idef.com/idef0.html


8.2 The EPI-CREM data-storage model

Within the EPI-CREM method the data storage model for building information (software tool CLIP,
part: Database Integrated Information System) is designed based on the Standard Element List as
a structure to describe a building by the hierarchy of system, process, function and element
structure.

Figure 12: Hierarchy of System, Process, Function and Element

8.2.1 Building Element List and Performance Indicators

The EPI-CREM data storage model (data specification phase) is developed with the SEL/SSL/STL
as a basic structure and starting point because the elements in these lists provide a structure to
describe a building. These lists are generic lists however, and are therefore specified per building
within the EPI-CREM method to make a picture or footprint of the building with all the elements it
contains. Besides a description of all elements of a building, its important that we can attach
performance information to these elements. The EPI-CREM data storage model provides the
opportunity to do this with the Building Element List and Performance Indicators.

Building Element List
Based on the generic SEL/SSL/STL a Building Element List (BEL) can be created for each
building. This BEL is a list of all elements that occur in one specific building, which can be used
within the EPI-CREM method to link performance information to specific elements. In The EPI-
CREM Database Integrated Information System (software tool) for each building that is entered in
the software a BEL is created based on the SEL/SSL/STL.


Figure 13: Digital footprint of the building

Performance Indicators
On the element level Performance Indicators (PIs) are defined, by which the functioning of an
element are indicated. These PIs are divided in several groups of indicators, and are the
connection to the data acquisition of building information that is input for the Database Integrated
Information System (see also the EPI-CREM Data Acquisition and Quality Protocol).
The Performance Indicators are categorised in the following groups:
Assessments
Consideration aspects
Basic administrative information
Cost information
Assessment information
Contract information
Technical information
Building physics PIs
Graduation PIs
Electrotechnical PIs
HVAC/mechanical PIs



9 Methodology for determining classification and
recommendation of actions
9.1 Introduction

In this chapter the methodology by which an inspector determines the condition of building and
system parts (=elements) is elaborated on. This is part of the performance data classification
phase. The methodology for determining condition includes different procedures and
approaches that are elaborated on in this chapter.
The methods have a common basis in the frame of reference in chapter 4. Which method apply
best in what situation, is dependent on the experience of the inspector, the building and system
components to be inspected, the nature of the defects, etc.
The degree of precision chosen during inspection/building data gathering is influential on the
margin of error in the consistency of the building information and therefore on investment risks.

The EPI-CREM method is based on available building information that is conveyed in a condition
classification and in an energy classification. This means that the quality and energetic situation
of the buildings/building elements are represented by the classification values. These
classification values make it possible to compare aspects and elements and to qualify and
quantify policy measures.

At the end of this chapter we will also discuss an equalisation method for unlike elements that is
used to determine the condition classification of a building and pay attention to the next step in
the EPI-CREM process; the recommendation of actions based on the classification of elements.

9.2 Classification assessment methodology

9.2.1 Condition and energy classification based on actual inspections

Condition and
energy
assessment
based on actual
inspections

The condition of building elements can be determined by inspection (based
on observable defects), for instance during a maintenance or EPBD
7

inspection. For this purpose the EPI-CREM Reference Descriptions give a
detailed description of the aspects that determine the condition/quality of all
listed elements. These reference descriptions can be used during inspections
to determine the condition of an element on the reference scale of 1 to 6. The
EPI-CREM Reference Descriptions are based on the Dutch NEN 2767 norm
for building quality/condition aspects and are worked out in a separate
document. The reference descriptions also provide information concerning
the energetic classification of building elements.

9.2.2 Condition classification based on length of life

Condition
classification

The inspector uses this method if elements cannot be evaluated according to
observable defects, but are subject to wear and tear The maximum condition

7
For instance by means of the EPA-NR inspection method, see www.epa-nr.org


based on length
of life

observed versus
possible defects

on the scale of 1 to 6 that may be defined with this method is never higher
than 3, because this is the changing level where the condition goes from
reasonably well to reasonably bad. Since the inspector can not observe
possible defects, this would be the best estimate he can make based on the
theoretical classification using the length of life approach.

For a condition definition with the aid of the frame of reference the condition
is determined by comparing the observed defects directly to the possible
defects that are described per condition in the reference descriptions.

deterioration in
the decline of
condition
The lifetime and age of elements are an indicator of the condition of an
element. In the reference descriptions information concerning the expected
theoretical life cycle of elements is provided for.
Building and system components initially often demonstrate no or hardly
any signs of deterioration or wear and tear. Practice indicates that they
generally keep in a good condition for quite a long time, after which the
condition as it seems collapses at a certain point. The condition
determination takes this phenomenon into account. Deterioration is seen as
a minor defect with a mounting intensity.

Deterioration is the cause of most forms of defects, making systematic
maintenance necessary. This deterioration is depicted in fig. 14. The
condition is reproduced in this curve as function of the (expected) lifetime of
elements.

The applicability of this method is limited however, to those elements for
which the condition can not be evaluated on the basis of observable defects
at any given moment. In addition, the elements have to be subject to wear
and tear (that is difficult/impossible to evaluate). These elements are
explicitly named in the lists of defects and the depreciation or deterioration
are then described as a minor defect with a mounting intensity. The
maximum condition score possible with this method is 3.

Figure 14: Condition course as function of the life, remaining life.
Theoretical Lifcycle
C
o
n
d
i
t
i
o
n


Legend:
L : the lifetime of a building or system component;
T : the age of the building or system component (expressed in the graphic relative to L);
C: the condition score as function of age.

explanation

From the age of the building or system component the condition or theoretical
condition is calculated with the following formula: C = 1 +
1/2
log (1 t/L ).

note: This comparison has an asymptote for t=L, or rather in the last year of the
building or system component. The building or system component has
completed its life then. The condition, however, is then unusable which
corresponds with a condition score of 6.

Conversely, the age or theoretical age may be calculated in the following way
from the condition or measured condition: t = L-(Lx 0.5
(C-1)
)

note: This comparison gives for a C=6 not precisely t=L; this is only
approached if t stretches to infinity. Here too it is stated that at C=6 the building
or system component is completely unusable and therefore corresponds to t=L.

Normally speaking, the inspector does not come into contact with the extremes
(function values above or below which no other function value extends) in the above
calculations. Although at the end of the life a condition may well be determined on
grounds of observable defects. It also occurs that building or system components still
function reasonably to well at the end of their theoretical life and sometimes
considerably longer. Conversely, it also happens that building or system components
are not delivered as immaculate and do not deserve the condition for new build
(C=1). This is also often the case for reuse of older materials. The building or system
components therefore gains a start age.

9.2.3 Energy classification based on rules of thumb

Energy
classification
based on rules of
thumb

observed versus
possible defects

In the case that detailed energy inspection information (for instance from
EPBD inspections) is not available, the EPI-CREM method provides for an
energy classification scheme. This scheme is based on the standard element
list, and adapted to national situations with rules of thumb to base the
classification on (energy classification rules).

The EPI-CREM project has in its core the energy performance and condition
assessment of buildings and building elements. EPI-CREM uses the EPBD-
based energy classification rules which are structured in many layers. Each
layer represents a different level of detail. There are three levels. The first
level requires the most detailed information about the element. The second
layer requires less detailed information about the element. The third level
requires information that is usually available, in order to give a rough
estimate on the energy condition. The first level rules are the most reliable
and precise ones, whereas the second and third level rules are estimations.
For example: the building element "facade, floor roof insulation" has three
rules of each level:
Rc (thermal resistance) as the primary rule,
insulation thickness as the secondary rule and


YoCr (year of construction) as the third level rule.

If the data related to the primary rule is non-existant, then the system skips to
the secondary rule, and then to the third level rule.
Each cell consists of a statement that is used to make a deduction on
classification. Such statements can be primitive, meaning it consists of only
one statement such as: Rc >= 4.0. They can also be composite, consisting of
multiple primitive statements.

Figure 15: energy classification

The boundary value is also part of the classification rules. For each element
that classifies lower than this value, an action can be recommended by the
inspector to improve the performance. Such an energy improvement action
aims to improve an element from its existing condition (or statement) into a
better one (to one of the statements to the left-hand side across the red
boundary line).
Energy classification rules are embedded in the SEL. Each country
implementing the EPBD has to apply varying target values (for instance the
insulation thickness) for different climate conditions. Therefore, the SEL has
to be edited by each country to reflect such variations.

9.3 Equalisation method for unlike elements

application

Classification
For the condition definition of a building the inspector must take into account an
accumulation of unlike elements, in other words an effect-weight of these unlike
elements. This equalisation method occurs as elements with a different
replacement value must be equalised. Examples are faade constructions in
addition to the other window frames, compositions of different systems with
different replacement value and the total condition of a property.

In applying unlike elements the inspector splits an accumulation of elements. He


correction factors

Classification
conversion
subsequently determines the condition of these separate elements in the manner
prescribed.
The condition scores are provided with an individual weight due to a rising
correction factor and made mutually comparable by multiplying the replacement
value of the different building or system components with a rising condition
correction factor in the table below. The higher the replacement value, the higher
the weight. Viewed economically, the difference between an element X and an
element Y is not more or different than the difference in replacement value between
both elements.

Condition 1 1.00
Condition 2 1.02
Condition 3 1.10
Condition 4 1.30
Condition 5 1.70
Condition 6 2.00
Condition correction factors

By subsequently making the total score relatively, dividing the total by 100, the
condition of the total may be determined by testing the score on the following
condition conversion table:

1.00 < condition1 1.01
1.85 < condition6
Condition conversion

Example

Imagine the overall condition of a number of different elements in the following
situation:

Element Replacement costs Condition

A 5,000.- 2
B 60.000.- 1
C 25,000.- 3
D 5,000.- 5

This gives the following result:

Element Replacement costs x Correction Factor condition

A 5,000 x 1.02 = 5,100
B 60,000 x 1.00 = 60,000
C 25,000 x 1.10 = 27,500
D 5,000 + x 1.70 = 8,500 +
Total 95,000 Total score 101,100

By subsequently dividing the total score found by the original value or making it
relative, the following calculation result arises:
101,100/95,000 = 1,0642.
By comparing this value with the condition conversion table, we determine that the


Equalisation for
unlike elements
concerning
energy
classification
overall condition for the unlike elements in question is a condition 3 or an initial
condition 3.

Concerning the equalisation for unlike elements with regard to energy classification
its impossible to calculate with replacement costs. The costs for an energy
measure can be high, when the CO2- reduction is low and vice versa. So
replacement costs are no standard for the value of energy measures. Within the
EPI-CREM method and software we solved this problem by providing importance
factors to energy aspects per element. In other words we indicated weights to the
sheeq-aspects per element based on Analytic Hierarchic Process Modelling, which
made it possible to calculate with these values and aggregate to a higher level.

9.4 Recommendation of actions based on the classification of
elements
After the data specification phase (making a building element list, and assigning performance
indicators to elements) and the classification of elements on condition and energy (based on
inspections or the theoretical approach based on length of life for condition classification and
energy classification rules for energy classification) actions are recommended to improve the
performance of the building (on condition and/or energy).
Such actions might involve either a repair, or a replace action. A replacement could mean
replacement with the same element type (such as from a boiler element to a new boiler element of
the same type), or a replacement with a more energy-efficient component (such as a heat pump).
The first type is triggered by a maintenance score, while the second one is triggered by an energy
score. These actions are registered by the inspector per element.

Figure 16: Improvement measures


Some actions are more efficient when they are clustered in one action set. Consider the
replacement of the roof construction and replacement of the roof covering elements, two separate
activities that apply to two separate element instances in the BEL. Performing these two actions
together in a work order in practice will be more efficient and cost effective. Therefore the software
tool CLIP allows users to group a number of actions into an action set. As such, these actions in an
action set is considered as one, although they belong to different elements. The end result of the
action recommendation phase is a list of actions and action sets for elements that are
recommended by the inspector.

Repair
Under repair we understand:
All repair measures needed to extend the technical lifetime so the part is functional safe, healthy to
use, energy and environmental efficient. These measures are the so-called daily maintenance
costs:
partly replacement of a building element
functional control testing and measurement
technical Cleaning

Integral replacement (1 on 1 replacement)
Integral replacement means:
Replacing building / installation parts in poor condition that do not function according the desired
technical specifications and that are not safe, healthy to use, etc with a new but exactly the same
version of the same element. An element, which has reached the end of the technical theoretical
life cycle, still can be technical and SHEEQ functional.

Integral maintenance replacements costs are serving the planned/regular maintenance

SHEEQ replacement
SHEEQ replacement means:
Replacing an element that is not functioning as desired with an improved version concerning the
SHEEQ-aspects (for instance a more energy efficient version).
This is a combination of bad classification and of technical theoretical life cycle an inadequate
functioning of complete systems. Mostly clients/end users have specific functional requirements
and wishes.

The whole of SHEEQ replacement is over more elements (systems and process) and is mostly
executed on so called natural moments and when a client wants functional improvement

The next phase is the consideration and decision making phase which is based on a risk
management approach and leads to scenarios.


Part 3: Consideration, decision making and scenario analysing

This last section of the methodological description provides the bases methodology for the
Scenario Analyse Module.


10 Introduction to risk management

10.1 Introduction

Consideration and decision making in a CREM organization is only possible when the four main
functions of a CREM organization work together integrally and share function specific
information/data, like:

Technical information/data about replacement, energy, fire safety etc, gathered due to
multidisciplinary inspections (MIFE) by Property & Maintenance Management
Technical Information/data about costs for Long Term Maintenance Plans and Long Term
Investing en Exploitation Plans, gathered due to multidisciplinary inspections by Property &
Maintenance Management
Stock/asset information/data about building stock, categories, functions, addresses,
technical information (SHEEQ), long, mid and short term expectations of the CREM
organization
Facility information/data about the use of the building for long mid and short term
expectations
Property information/data, political, social and financial expectations

The EPI-CREM Database Integrated Information System is designed to store all relevant building
information on which building management decisions (concerning the SHEEQ aspects, and
especially energy) can be based.
Within the Scenario Analyse Module different building management options can be analysed based
on the stored building information and priorities that are set for the different SHEEQ-aspects.

Priorities can be set using a risk management perspective. For this reason the next paragraphs will
elaborate on the theory of risk management, risk prioritization and classification in more detail. For
the information in this chapter several literature sources have been used as a basis. For more
information, please consult the literature list in the back of this report.

10.2 Risk management

Most people would like to live in a risk free environment, however it is generally accepted that there
is an element of risk in almost everything we do. In other words, zero risk is unattainable, even
though it is a goal worth to keep striving for. This immediately leads us to ask what is attainable. To
answer this question, we first need to consider the question of risk in more detail.


Risk assessment consists of three aspects;
What could happen if the event under consideration occurs?
How likely is it the event occurs at all?
Is this risk acceptable?

Risk management is a structured approach to managing uncertainty, related to threats. Its a
sequence of human activities including: risk assessment, strategy development to manage risks,
and mitigation of risk using management resources.

10.2.1 Strategy for risk management
The objective of risk management is to reduce different risks related to a preselected domain to the
level accepted by organizations, environment politics and society. The risk management strategies
can be:
transferring the risk to another party
avoiding the risk
reducing the negative effect of the risk
and accepting some or all of the consequences of a particular risk

10.2.2 Prioritization of risk
In ideal risk management, a prioritization process is followed whereby the risks with the greatest
loss and the greatest probability of occurring are handled first. In practice the process can be very
difficult, and balancing between risks with a high probability of occurrence but lower loss versus a
risk with high loss but lower probability of occurrence can be problematic.
Intangible risk management identifies a new type of risk; a risk that has a 100% probability of
occurring but is ignored by the organization due to a lack of identification ability.
Risk management also faces difficulties in allocating resources. This is the basis behind
opportunity costs. Resources spent on risk management could have been spent on more
profitable activities. Ideal risk management minimizes spending while maximizing the reduction of
the negative effects of risks.
Risk management is simply a practice of systematically selecting cost effective approaches for
minimizing the effect of threats to the organization. All risks can never be fully avoided or mitigated
simply because of financial and practical limitations. Therefore all organizations have to accept
some level of residual risks on specific domains.

10.2.3 Process steps in risk management
Steps in the risk management process are:
Identification of risk in a selected domain of interest.
Planning the remainder of the process.
Mapping out the following:
o the social scope of risk management
o the identity and objectives of stakeholders
o the basis upon which risks will be evaluated, constraints.
Defining a framework for the activities and an agenda for identification.
Developing a frame for analysis of risks involved in the process.
Mitigation of risks using available technological, human and organizational resources.

Identification
After establishing the context, the next step in the process of managing risk is to identify potential
risks. Risks are about events that, when triggered, cause problems. Hence, risk identification can
start with the source of problems, or with the problem itself.
Common risk identification methods are:


Objectives-based risk identification: Organizations and project teams have objectives.
Any event that may endanger achieving an objective partly or completely is identified as
risk.
Scenario-based risk identification: In scenario analysis different scenarios are created.
The scenarios may be the alternative ways to achieve an objective, or an analysis of the
interaction of forces in, for example, a market or battle. Any event that triggers an
undesired scenario alternative is identified as risk.
Taxonomy-based risk identification: A taxonomy-based risk identification is a
breakdown of possible risk sources. Based on the taxonomy and knowledge of best
practices, a questionnaire is compiled. The answers to the questions reveal the risks.
Common-risk checking: In several industries lists with known risks are available. Each
risk in the list can be checked for application to a particular situation.
Risk Charting: This method combines the above approaches by listing resources at risk,
threats to those resources, modifying factors which may increase or reduce the risk and
possible consequences that should be avoided. Creating a matrix under these headings
enables a variety of approaches. One can begin with resources and consider the threats
they are exposed to and the consequences of each. Alternatively one can start with the
threats and examine which resources they would affect, or one can begin with the
consequences and determine which combination of threats and resources would be
involved to bring them about.

Source analysis
Risk sources may be internal or external to the system that is the target of risk management.
Examples of risk sources are: stakeholders of a project, employees of a company or the weather
over an airport.

Problem analysis
Risks are related to identified threats. The threats may exist with various entities, most important
with shareholders, customers and legislative bodies such as the government. For example: the
threat of losing money, the threat of abuse of privacy information or the threat of accidents and
casualties. When either source or problem is known, the events that a source may trigger or the
events that can lead to a problem can be investigated.

Assessment
The fundamental difficulty in risk management is determining the rate of occurrence since statistical
information is often not available on specific incidents in the past. Furthermore, evaluating the
severity of the consequences (impact) is often quite difficult for immaterial assets.
Asset valuation is another question that needs to be addressed within risk assessment.
Best educated opinions and available statistics are the primary sources of information.
Nevertheless, risk assessment should produce such information for the management of the
organization that the primary risks are easy to understand and that the risk management decisions
can be prioritized. For this, quantification of risks is important. There have been several theories
and attempts to quantify risks.

Numerous different risk formulae exist, but perhaps the most widely accepted formula for risk
quantification is:

Rate/Chance of occurrence multiplied by the consequence/Effect of the event equals risk in
formula R = C * E


CHANCE
RATING
Effect
RATING
very small 1 litlle 1
small 2 important 2
reasonable 3 critical 3
big 4 catastrophically 4
RISK

Figure 17: Risk management R = C * E

Once risks have been identified, they must then be assessed as to their potential severity of loss
and to the probability of occurrence. These quantities can be either simple to measure, in the case
of the value of a lost building, or impossible to know for sure in the case of the probability of an
unlikely event occurring. Therefore, in the assessment process it is critical to make the best
guesses possible (bases on the available information) in order to properly prioritize the risks and
the risk management options.

10.2.4 Potential risk treatments
Once risks have been identified and assessed, all techniques to manage the risk fall into one or
more of four major categories is called ACAT:
Avoid, avoidance, eliminate the risk
Control, reduce/mitigate the risk
Accept, retention, accept and budget the risk
Transfer ,transference, outsource or insure the risk

Ideal use of these strategies may not always be possible. Some of them may involve trade-offs that
can be unacceptable to the organization or person(s) making the risk management decisions.

Risk avoidance (elimination)
Includes not performing an activity that could bring about risk. An example would be not to buy a
property or business in order to avoid the liability that comes with it. Avoidance may seem the
answer to all risks, but avoiding risks also means losing out on the potential gain that accepting
(retaining) the risk may have allowed.

Risk control (reduction)
Involves methods that reduce the severity of the loss or the likelihood of the loss from a risk that
occurs. Examples include sprinklers designed to put out a fire to reduce the risk of loss by fire. This
method may cause a greater loss by water damage and therefore may not be suitable. Fire
suppression systems may mitigate that risk, but the cost may be prohibitive as a strategy.

Risk acceptation (retention)
Involves accepting the loss when it occurs. The method in which a calculated amount of money is
set aside to compensate for the potential future loss falls in this category. Risk retention is a viable
strategy for small risks where the cost of insuring against the risk would be greater over time than
the total losses sustained. All risks that are not avoided or transferred are retained by default. This
includes risks that are so large or catastrophic that they either cannot be insured against or the
premiums would be infeasible.

Risk transference (out/in sourcing)
Outsourcing could be an example of risk reduction if the outsourcer can demonstrate higher
capability at managing or reducing risks. In this case companies outsource only some of their
departmental needs.


Many sectors have for a long time regarded insurance as a transfer of risk. This is not correct.
Insurance is a post event compensatory mechanism. That is, even if an insurance policy has been
effected this does not mean that the risk has been transferred. Insurance is one type of risk transfer
that uses contracts.

10.3 Risk analysis

For risk analysis in CREM organizations the following is needed:
Technical inspection Information (Integral Inspections)
Element list of the inspected elements divided over the several aspects
Considerations of the four main functions in CREM (Technical, facility, financial, Stock,
environmental, social, political etc)
Classification of risks

Risk analysis is useful if the building and/or installation have (almost) exceeded its technical life
span but inspections show that the main elements are still in a condition (3) three. A risk analysis is
also advisable if a large section of the building and installations are older than fifteen years, in the
case of supplementary client wishes and/or requirements for interior and user installations, and in
the case of purchase or hiring of property older than ten years.

10.3.1 Risk classification

Within risk analysis its important to come to classification of the risks. Based on the risk
classification actions can be determined.

One can classify risk with two parameters known as

Chance
Effect/Consequences

In Formula: Risk = Chance x Effect

So the chance of occurrence and the severity of the consequences are the basis. For both
parameters a value (in this example from 1 to 4) can be allocated. See the table below.

LOW AVERAGE HIGH VERY HIGH
1 - 4 6 8 & 9 12 & 16
NO ACTION
RISK
ACTION

Figure 18: Risk classification

Multiplying Rate/Chance of occurrence and Consequence/Effect of the event will result in the
Risk classification. In formula R = C * E this will result in a score from 1*1=1 to 4*4=16


It will be clear that a risk classification score of 16 will ask for immediately actions and a risk score
of 1 will have no actions. In the example below the boarder action / no action is prescribed as
R6.

<6
big 4 4 8 12 16
reasonable 3 3 6 9 12
small 2 2 4 6 8
very small 1 1 2 3 4
<
6
1 2 3 4
l
i
t
l
e
i
m
p
o
r
t
a
n
t
c
r
i
t
i
c
a
l
c
a
t
a
s
t
r
o
p
h
i
c
a
l
l
y
R
I
S
K

>

6
C
h
a
n
c
e
/
R
a
t
e
Consequences /
Effect
RISK >6

Figure 19: Risk classification

Conclusion
Risk analysis, risk classification and risk management are the basis for the consideration model for
decision making within the EPI-CREM scenario analyse module. In the next chapter, this will be
elaborated on.


11 Consideration model for decision making and
scenario analysis
11.1 Introduction

In this final chapter the consideration model for decision making is explained. First the
consideration of the suggested measures/actions will be discussed, after which the data analysis
and scenario generation will be elaborated on.

11.2 Consideration based on action risk assessment

In the previous phase a set of actions are recommended by the inspectors to improve the condition
or energy performance with technical knowledge on building elements. However, investments in
buildings and their systems usually also depend on non-technical aspects such as legislations,
geographical location, ground prices, budget constraints, image and any possible monumental
value, energy use, fire safety, and considerations that are of importance to the portfolio
management. Aiming to negotiate between the functions of portfolio managers and technical
inspections, EPI-CREM needs to translate the priorities and views of each party to each other,
facilitating a ground on which building performance can be improved with the contributions of both
sides.

Risk assessment is the phase where this negotiation occurs. The priorities of different levels are
represented in the risk weight. These priorities range from the scale of a building element (small),
to a building (medium) and finally to a portfolio (large) level, each needing to be separately and
independently represented. This representation is based on two criteria, important performance
aspects to be managed (SHEEQ) and the impact criteria.
a. On the element level, the SEL elements have a rating in terms of SHEEQ aspects, ranging
from 10 (very relevant) to 0 (completely irrelevant). Consider a facade construction with
thermal active building system element with SHEEQ weights [4,0,10,0,8] or a glazing
element with SHEEQ weights [2,4,10,0,8]. Technical concerns play a role in the
determination of these values. This information is integral to the element, described in SEL,
and is not editable per context for the elements and inspection results be comparable with
other cases or inspection.
b. On the building level, the building also has SHEEQ weights. This SHEEQ weight can
change from inspection to inspection, reflecting the priorities specific to that inspection in
terms of SHEEQ. Again, technical concerns are the important factor in the determination of
this value, which needs to be considered per context by the inspectors. This value is
editable.
c. On the portfolio level, the strategic priorities are the focal concern next to the SHEEQ
aspects. Therefore, this level gains an additional dimension for consideration, which is the
risk impact criteria. The impact criteria identify the types of damages that can affect the
performance of a building or its elements, and define the scope and boundaries of the risk
assessment of actions (Figure 14). These impact criteria should reflect the considerations
of different interest groups what are involved in CREM organizations. Therefore, in the
beginning of the project a workshop between portfolio managers, policy makers and
technical inspectors was held, in which 9 criteria were eventually selected and weighted for
safety, health, environment, energy and quality (SHEEQ) aspects in a matrix A[i,j]. This
matrix is representative of all the interest groups of various levels of a CREM organization,
and remains unchanged for one portfolio and its buildings.


Figure 20: EPI-CREM SHEEQ dashboard and impact criteria
These three information structures are considered during risk assessment. In the next steps in the
software tool, risk assessment requires user input about the probability of each impact criterion per
action (therefore directly per element), and assesses the criticality of the action. Each impact
criterion already reflects the strategic and operational considerations through its impact weight, as
described previously. The probability of each criterion needs to be assessed by the inspector per
action twice; first for the existing situation and second for the hypothetical situation after the action
is realized. This facilitates comparisons between the building as-is and the condition that will occur
after the action. As the technical advisors that will select the actions to be realized in the next step
do not hold the technical knowledge and expertise that the inspectors have, risk assessment will
help them prioritize some actions over others.

Meaning Impact Criteria

1 Damage, fatal or injured victims:
Involves lethal and non-lethal, visible or invisible, physical or psychological injury, so that treatment
is necessary.
Example: When someone is falling and people are seeing this, this could directly reflect on physical
reactions of the people who seen this. Also there is a high possibility of death and injured victims.
Another could be a lethal or non-lethal victim due to falling faade plates. Legionella in drinking
water or cooling towers. Open and damaged asbestos in building or installation parts. Lethal and
non-lethal victims through bad functioning of a fire safety installation etc

2 Damage to third parties:
2A Material damage to property
2B Functional damage to third organisations
2C Infrastructural damage


Example: insufficient anchoring of faade plates. When faade plates come down there is a change
on material damage to the property of others (cars, other buildings, sidewalk. etc) but also to public
transport, which must be stopped. This means direct damage to other organisations because their
employees are delayed for work. But also damage to public services and infrastructure such as
phone, gas, water, wastewater lines, etc
Damage to victims in the immediate vicinity of the property is under 1. Damage, fatal or injured
victims.

3. Damage to material related to the Owner:
3A. All material damages related to the building and installations. Example: because of roof
leakage the electrical installations are not functional anymore. and inventory. Fire alarm system
and other measures to prevent fire, explosion, water damage etc.

4. Damage to comfort and welfare:
4A Comfort: Everything about measurable technical hard processes such as temperatures,
moisture, dust, material emissions, draught, lightning, etc Example dry air slightly influences
comfort and welfare in a room
4B Welfare: Everything to building facilities, inventory and immediate environment that contributes
to the convenience and general welfare of the users. In disorders has no direct medical treatment
necessary, but can lead to health and safety complaints. Example it covers personal sense of
security by such access and adequate lighting.

5. Damage to Energy Efficiency, Environment and Sustainability:
5A. Energy: Consumption of gas, oil, electricity and water, production of waste (solid, liquid and
gaseous), the consumption of raw materials and using sustainable materials and techniques.
Example high-energy use due to inefficient heating and/or cold hydraulic heating distribution and
automation system. To high consumptions means also to high emission of CO
2
. When single
glassing is replaced by very energy efficient glassing therefore total heat loss will be lower but
when the boiler and hydraulic circuit and automation are not adjusted to the new situation, energy
consumption will not reduce.
5B Environment: emission, wastewater, and paper use, use of harmfulness products/materials
5C Sustainability: The use of sustainable materials is very important. In an existing building with
concrete constructions it will be very sustainable to extend the lifespan of the concrete
construction. The later the demolishing process will take place the less the environment will be
charged. To replace inefficient light tubes for LED lighting is very energy efficient but when they are
replaced years ago its not sustainable or replacement. A natural replacement date should be
chosen.

6. Process Efficiency and Organization:
The way in which an organisation (direct clients, people and resources) can best perform and
achieve its mission and goals and do business.
6A. Damage of functionality to a part of an organization/department
6B. Damage to the functionality of the complete organisation.
Example; A not complete properly functioning cooling installation in summer does effect a part of a
department/organisation for a certain time. But a dysfunctional cooling installation for a data/server
centre can lay down a complete organisation. A heating installation that is not working during
external temperatures lower than 10oC will have a high effect on business

7. Immaterial damage
Damage to image and/or reputation of complete, pats, persons of organisation/departments
financial damage. All the other impact criteria will have a direct effect on the financial situation.
Every damage will cost money. In this theme it means effectively and efficient use of rare financial
resources


Risk is defined as the net negative impact of the exercise of a vulnerability, considering both the
probability and the impact of occurrence. In theory, every element bears some degree of risk.
However, the impact of the risk varies from element to element, depending on the criticality of the
function it serves. As part of its work process, EPI-CREM aims to (1) identify the potential risks of
an element, (2) evaluate and prioritize these risks, and finally (3) identify and suggest actions that
can eliminate or reduce the risks. The risk value of an element is suggestive to the treatment of that
risk, which is elimination, mitigation, or acceptance of the risk.

Ideally, every BEL element should be involved in risk assessment. However, due to the excessive
data input required, EPI-CREM only requires risk assessment on those elements that actions are
considered on. While recommending an action, the inspectors need to assess the risks twice per
impact criteria on each component; one for the current condition, and one for the supposed
condition after the action is realized. Risk assessment takes into account three values: the
probability of a risk, the classification of the element, and the risk weight.

Risk
before
= probability
before
* classification
before
* risk weight
Risk
after
= probability
after
* classification
after
* risk weight

11.3 Data analysis and scenario generation

The final stage of the EPI-CREM process, the scenario generation and analysis phase, aims to
gather the information generated and acquired during the first two phases and reasons about them
to support well-informed decision-making for maintenance planning. Whereas data specification
and performance classification phases require technical information and knowledge of building
inspectors from the operational CREM level, eventual decision-taking on energy-saving and
performance measures is performed while considering strategic measures beyond technical
aspects. Therefore, the technical performance recommendations of the inspectors need to be
selectively realized on a building in this phase. The EPI-CREM scenario generation / analysis cycle
resembles the design process in which a design alternative is iteratively generated with the initial
requirements and then analyzed by evaluating the resulting performance improvement. EPI-CREM
data analysis too generates and analyzes many alternative scenarios and compares them to reach
the optimal solution.

Figure 21: The process of CLIP scenario generation and analysis


The performance data classification phase ends with the building inspector recommending a set of
maintenance actions and assessing the risks of each action. However, depending on the criticality,
some actions might be deferred to a later future, while others may be prioritized due to their
criticality level. The scenario generation phase is when the technical advisor selects those actions
that are considered to be realized from the list of actions that the inspector created (Fig. 22). An
EPI-CREM scenario is a set of actions that are considered to be realized. This selection process is
manually carried out by technical advisors, taking into account the costs and, and the risk the
element carries as calculated by the CLIP software tool. This process relies on the judgment of the
advisor, and also his knowledge on the strategic direction of the building stock of the portfolio.

Figure 22: Actions, actionsets and scenarios
Conclusion
The output of the EPI-CREM CLIP software tool facilitates the advisor to make the right scenario
decisions with the help of the generated scenario reports.


Annex 1 Literature concerning Risk
Management

Risk assesment, a how to guide to mitigate potential terrorist attacks against buildings, FEMA452
january 2005.
Guidlines for applying multi-criteria analysis to assessment of criteria and indicators, Guiltermo A.
Mendoro and Phil Macoun, ISBN979-8764-27-7.
Mathematical modeling for coping with uncertainty and risk, Marek Makowski.
Modelling techniques for complex environmental problems, Marek Makowski.
Multi objective decision support including sensitivity analysis, Marek Makowski.
Natural environmental management and applied systems analysis, Marek Makowski and Hirotaka
Nakayama IR-01-021/July 2001.
FMECA Failure Mode Effect and Criticality Analyzes, Peter van Gestel, Ed Bouwman en Ivan
Reijen.
Crockford, Neil (1986). An Introduction to Risk Management (2nd ed.). Woodhead-Faulkner. 0-
85941-332-2.



Project Description
EPI-CREM aims to improve energy efficiency and rational use of energy across public building
stock in Europe by embedding energy issues in decision making processes within Corporate Real
Estate Management (CREM) at a strategical level, and translating those decisions into tactical and
operational levels of building management. This way the decision making process surrounding
energy saving measures is embedded in the CREM-process, and is made structural and more cost
effective. To reach these goals EPI-CREM provides a strategy and a set of tools enabling building
owners and users to make the energy aspect an integral aspect of Corporate Real Estate
Management.

The expected project results are:
1. The EPI-CREM embedding approach, where energy efficiency and rational use of energy
issues are embedded into public property management processes;
2. The EPI-CREM toolkit, which contains an Integrated Data acquisition and Quality
Protocol, a Database Integrated Information System, a Scenario Analysis Module, a
Training program for assessors and the EPI-CREM Reference Manual;
3. 20 EPI-CREM Pilot Projects, testing the embedding approach and the developed tools;
4. Dissemination of the EPI-CREM results in relevant networks and sectors like the public
building real estate sector, consultancies, architects, tenants, umbrella organisations,
knowledge providers and national authorities, with special attention to the new European
Member States.
5. A concise overview of current public property management processes, highlighting
institutional barriers for energy saving and sustainable energy strategies. This overview
serves as the basis for developing the EPI-CREM embedding approach and the tools.


Project Partners

Project Co-ordinator

The Ministry of VROM, Rijksgebouwendienst, The Netherlands
Rene.leeuw@minvrom.nl

BuildDesk, The Netherlands

Austrian Energy Agency, Austria

Energie Bewusst Krnten, Austria

Centre Scientifique et Technique du Btiment, France

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