improving the use of energy in buildings

Improving
TECHNICAL asset
TEAM information:
PROJECTS BRIEFING
Applying PAS2016,
20TH JANUARY 1192-3
MILTONto a social
KEYNES
housing provider
MALCOLM HANNA
TECHNICAL DIRECTOR
BSI BIM Conference
8th November 2016
WELCOME

• Dr Thomas Whiffen – National Energy Foundation

• David Churcher – Hitherwood Consulting

• Introduction: iAIM project

• Context: PAS1192-3
• Application: iAIM findings
Thomas Whiffen

INTRODUCTION: THE IAIM

PROJECT
 SOCIAL HOUSING PROVIDER ASSET
MANAGEMENT PRESSURES
• e.g. Welfare • e.g. 1%
reform, universal
HA annual rent
credit, Right-to-
Policy Finance reductions
Buy, etc.

Compli- • Brexit,
ance Pressures planning
Wider reform,
• e.g. HCA
policy energy
and VFM self- efficiency
reporting policy
requirements
Manage-
ment • e.g. acquisitions
or mergers
THE IAIM PROJECT

• 12 month feasibility study, part-funded by

Innovate UK
• Supply Chain Integration in Construction Competition

• An Integrated Approach to Asset Information

Management (iAIM)
 PROJECT OBJECTIVES

• Main project aims:

• Review current approaches to asset information
management in the social housing sector

• Identify asset information related challenges and

opportunities

• Identify the role that PAS 1192-3 and other leading

asset management standards might play in helping to
drive innovation in the sector and support the
response to ever growing demands placed on its
assets

• Identify best practice and novel means information

handling
David Churcher

CONTEXT: PAS1192-3
BIM LEVEL 2
LANDSCAPE
 SETTING REQUIREMENTS FOR
INFORMATION
Asset management
Asset management strategy and plan

informs

Information Organizational Information

requirements information models
Adapted from requirements (OIR)
PAS 1192- generates
3:2014

specifies
Asset information Asset information
requirements (AIR) model (AIM)
Assets
informs contributes to
Projects
Employers
generates

specifies
Plain language Project information
information
questions (PLQ) model (PIM)
requirements (EIR)
 RELATING INFORMATION TO
BUSINESS OUTCOMES

What is the What info do

organisation
for?
XYZ Retail plc different
depts need?

Finance FM
Property value Stores
Business rates
Turnover
5-yr CAPEX Energy costs /wk /mnth
Retail sqft
Scheduled maintenance
Headcount
Consumables specs
Concessions
Statutory test dates
Footfall /d /wk
David Churcher and Thomas Whiffen

APPLICATION: IAIM FINDINGS

APPLICATION: IAIM ACTIVITIES

• Market understanding
• Stakeholder workshop
• Gap analysis
• Market review, innovation and product setting
• Module and tool development
• Application and feedback
TOP-DOWN INFORMATION
REQUIREMENTS

• JRHT stakeholder workshop

• Development and Asset Management
• Neighbourhood Services
• Maintenance
• Information Systems

• Followed the PAS 1192-3 hierarchy

• Strategy
• OIRs
• AIRs
WORKSHOP OUTPUTS

• 8 JRHT strategic objectives, e.g.

• Be an anti-poverty landlord
• Be a viable commercial organisation

• 7 Stakeholder high-level information needs, e.g.

• Resident/tenant information
• Schedule of housing unit maintenance

• Detailed information needs

• 91 asset-related information needs to support the high-
level needs
• Some AIRs supported several OIRs
 OIRS AND AIRS: COLLATED AND
CROSS-REFERENCED
Info Info on Info on Info on

91 AIRs identified in total

Residen Info on Info about unit age legal local
t& stock about responsi type, title and market
occupan value & the bilities element covenan opportu
t info ROI tenancy per unit s ts nities
ID OWNER INFO NEEDED TRIGGER SOURCE FREQUENCY A B C D E F G
1 NIC Rental/ Charge income Board Performance info change of Finance Yearly charge or on
resident tenancy change –
x
Quarterly performance
report
2 NIC Tenure/ occupancy basis Stock data change of residents – Open housing Ad hoc + change of
RTB applications (future) – resident x
Property vacancies
3 NIC Resident data/ household Application On application – yearly –
x
Assessments review or on “life” change
4 NIC Income data (residents) Resident assessment (application) Application On application – yearly –
– “Pay to stay” – changes (stair Assessments review or on “life” change x
casing/ interventions) Allocations
5 NIC Property data (size/ type etc.) Bedroom tax assessments Open Housing

6 NIC Arrears level Board performance regulation Open Housing Monthly monitoring –
x
Quarterly report
7 NIC Void periods Board performance regulation Open Housing Weekly monitoring –
Quarterly performance x x x
report
8 NIC Property sales data Property sales compliances Property services – Sales on going all time
(disposals) – Property allocation/ Asset management x x x
sales
9 NIC Energy Performance Extend contractor On sale / letting
database for existing x
housemark
12 NIC Legal restrictions/ covenants On sale/ letting – Ad hoc
x
property issues
GAP ANALYSIS AGAINST EXISTING
INFORMATION COLLECTION
• Keystone
• Physical information about housing units (size,
construction, equipment & systems)
• Open Housing
• Details about occupant, tenancy, housing benefit,
some equipment detail
• After removal of cryptic fields and de-
duplication these were reduced to a set of 159
distinct fields
• Total
• Details of maintenance carried out
 DATA COLLECTION PER OIR

100%

90%

80%

70%

60%

50%

40%

30%

20%

10%

0%
RESIDENTS STOCK OCCUPANCY REPAIR ASSET LEGAL MARKET
VALUE TENURE SCHEDULE ELEMENTS

KEYSTONE OPEN HOUSING TOTAL NEW

INFO REQUIREMENTS VS SUPPLY

• 159 distinct fields collected for

81 detailed information requirements
• “Required but not supplied” > 30%
• “Supplied but not required” > 15%
• Overall a STRONG information business case
RATIONALISATION OF ASSET
INFORMATION SEEMED CLEAR
• Based on 30 out of 91 information needs not
being collected in current databases, iAIM then
considered how asset performance indicators
could be derived from collectable information
APPLICATION: IAIM ACTIVITIES

• Market understanding
• Stakeholder workshop
• Gap analysis
• Market review, innovation and product setting
• Module and tool development
• Application and feedback
WHAT DOHOUSING ASSOCIATIONS
WANT FROM THEIR DATA?
• How do assets currently perform? Biggest risks?
• What options are available? Actions can be taken?
• Invest – energy performance, HHSRS, repair/replace?
• Divest – private sale, Right-to-Buy?
• Demolish and re-develop? New build?
• Improve resident experience – e.g. provision of support,
advice, guidance?
• Invest in neighbourhood/streets/infrastructure?

• Which investments to target and prioritise?

• Where is more data/insight required?
• Impacts? Costs? Benefits?
EXISTING ASSET MANAGEMENT
APPROACH

Compliance
Allocations Strategy

Customers

Procurement
Service
Customer Charges
finances Customer
enquiries/complaints

Energy Efficiency Acquisitions/

Disposals
Development
opportunities

R&M
Section 106 Development &
regeneration
Voids
 EXISTING ASSET MANAGEMENT
APPROACH
• Portfolio performance assessed largely in isolation
• e.g. NEF energy stock modelling or financial NPV analysis
• Internal and external process inefficiencies
• e.g. multiple specialist consultants investigating the whole
stock

Source: Savills and Arup

PRIMARY R&D AREAS

Delivery, best practice, Optimised surveys,

setting of benchmarks audits, monitoring
+ guidance

Asset
Data Capture
optimisation

Data
Data
handling/
processing
storage

Guidance on field
Financial, social and
setting, inference, auto
environmental impact
completion. Integration
modelling and risk
with existing AM
appraisal
software providers
DATA PROCESSING:
DOING MORE WITH LESS
Minimum inputs Open data
• Learning from RdSAP • Gov.uk open data
9.92 approach: agenda:
• Streamline • Health Survey for
• Wizard Survey England
• Index of Multiple
Deprivation
WHOLE-STOCK MINIMUM DATASET
# of Homes

Specific data
# of Data Items / Quality

collection for Full data (£££)

targeted homes

£ NEF ‘whole
Poor data
stock minimum
position
dataset’
TOOL CALCULATION MODULES

Financial Social Environmental

Desirability
Impact ON
Affordability
Health
Energy
efficiency
Crime /ASB
Profitability
Neighbourhood Impact FROM
Stability
 DATA GATHERING METHOD

Existing
NEF Data
House
types

Whole
Stock NEF
Household
Minimum types
External
dataset Data

Compass Score

Financial Social Environmental

NEF COMPASS
INTEGRATED APPROACH TO ASSET
INFORMATION MANAGEMENT PROCESS
SUMMARY
• Findings:
• Successful application of PAS 1192-3 principles
• Identified data demands and inefficiencies in a social
housing provider
• Demonstrated feasibility of the NEF Compass
(minimum dataset tool) to aid targeted data gathering

• Next steps:
• 5-10 housing associations to trial the NEF Compass
• Further development and commercialisation
• New sustainability benchmark
THANK YOU FOR LISTENING

David Churcher, Director, Hitherwood Consulting

david.churcher@hitherwood.co.uk

Dr Thomas Whiffen, Senior Energy Specialist, NEF

thomas.whiffen@nef.org.uk