BIM Execution Plan: Tips for Effective BEP Creation and Implementation

Building information modeling (BIM) has revolutionized the construction industry by incorporating advanced computer models and 3D representations. Design, planning, and testing processes can now be completed in the digital realm to improve efficiency and collaboration in construction projects. BIM Execution Plans help teams utilize this technology more effectively by providing a framework for BIM integration and management.

Key Takeaways About BIM Execution Plans

• A BIM execution plan (BEP) describes the ways a project team will utilize BIM technology to achieve key objectives. The plan includes specific deliverables, timelines, and responsibilities.   
• A pre-contract BEP is drafted during the preconstruction phase to lay out the basic approach, while a post-contract BEP includes more specific task and schedule information.
• Selecting the right BIM management platform is one of the most important decisions for any project team, along with the takeoff & estimation software chosen to convert integrated BIM data into key deliverables.
• Defining data exchange protocols and model validation processes, collaborating with stakeholders early, utilizing SMART goals, and incorporating the BEP into the contract are some of the keys to creating a quality BEP.
• The BIM coordinator or owner is typically responsible for the creation of the BEP, but ongoing input and feedback from clients, architects, engineers and other stakeholders is essential.

What Is a BIM Execution Plan (BEP)?

A BIM Execution Plan (BEP) is a document that outlines how a project will utilize building information modeling (BIM) tools to achieve objectives. The BEP ensures all stakeholders are aligned on deliverables, modeling standards, and data exchanges.

BIM execution plan requirements are included in the BS EN ISO 19650-1 and BS EN ISO 19650-2 standards, which replaced the previous PAS 1192-2:2013 standard in 2018. BEP standards establish a common approach to BIM that allows organizations to reduce errors and improve collaboration. A properly developed and executed BIM implementation plan ensures projects flow through each phase smoothly and all stakeholders understand their specific roles.

What Is Included in a BIM Execution Plan?

A BEP is not just a checkbox activity, so a well-written BIM project execution plan should include information that guides stakeholders on the proper use of BIM technology and how to communicate progress effectively. While the contents of a BEP vary according to the scope and requirements, a few key elements should always be included in the plan.

• Roles and responsibilities: The plan should clearly state expectations for each team and organization, including responsibilities for general tasks like data management and clash detection and specific deliverables such as models and reports. Key individual participants should also be named.
• Project timelines: Milestones and their timelines should be included in the BEP so that stakeholders can track the progress of important tasks like model development, design sign off, and cost estimation. Comparing progress to BEP timelines helps to keep tasks on schedule.
• Deliverables: The goals of the BIM design should be translated into a list of deliverables required for completion. These deliverables might include things like clash detection reports, quantity takeoff, build schedules, as-built models, and 5D cost estimation reports.
• Training requirements: The BEP should include basic BIM training requirements for each team member so that these tasks are completed as early as possible, and everyone understands how to use BIM tools properly and adhere to BIM standards.
• Working procedures: Standard approaches to workflows like data transfers, BIM iteration management, file naming conventions, and construction tolerances should be included in the BIM execution plan to keep everyone on the same page.

Types of BIM Execution Plans

The information captured in a BIM execution plan will vary depending on the scope and status. Pre-contract and post-contract BEPs are the two primary plan types.

• Pre-contract BEP: This type of plan is drafted during the tendering stage before the contract is awarded. Using this type of BEP, contractors or suppliers will lay out their proposed BIM approach based on their preferences and capabilities. Specific input from managers and clients might also be included.
• Post-contract BEP: After the contract is awarded, this type of plan includes more specific task and schedule information. A post-contract BIM implementation plan builds upon a foundation created in the pre-contract plan to finalize details like model management protocols, data exchange methods, and quality control practices.

The Importance of Having a BIM Execution Plan

BIM is a powerful tool for enhancing design and construction processes, but it must be used properly to avoid costly mistakes and miscommunication that can lead to inaccurate models and simulations. The BIM execution plan creates a structure for collaboration, quality, and change control that maximizes BIM’s benefits while eliminating drawbacks. A BEP also provides a clear roadmap for implementing BIM processes and standards that extend through each stage. Additional benefits that make the BEP important include:

• Increased efficiency: A BIM execution plan improves efficiency throughout the project by streamlining collaboration and setting consistent rules for how information is accessed and exchanged, which helps to avoid confusion, delays, and cost overruns while making it easier to onboard new team members.
• Improved data management: The standardized framework, naming conventions, and consistent workflows established through the BEP help the project team organize data consistently and securely, and allow each stakeholder to locate and utilize the data they need. Quality control features like model validation ensure data is accurate and reliable before it is used for processes like cost analysis, clash detection, or project scheduling. 
• Effective risk management: BIM implementation accompanied by an effective execution plan reduces project risks by preventing errors, data silos, and misunderstandings that can lead to construction issues with serious cost and safety implications. The early incorporation of BIM simulations and scenario testing also minimizes risks by pointing out the cost and energy efficiency implications of each design and material choice. 
• Improved transparency: A BIM project execution plan creates a shared understanding of BIM practices and their alignment with the overall goals and objectives, which helps all stakeholders understand the value of BIM and how they can use it to improve communication and teamwork. A solid understanding of the common data environment (CDE) used to store and organize BIM files also improves transparency by providing everyone with access to the same information in real time.
• Accountability: The detailed roles and responsibilities section of the BEP improves accountability by setting clear expectations for each project participant. These definitions also prevent overlapping or redundant work while establishing a hierarchy for decision-making.

How to Create a BIM Execution Plan

Creating an effective BEP goes beyond including appropriate sections and ensuring compliance with BEP standards. A good BIM execution planning guide must also be clear, concise, and relatable to the stakeholders who need to understand and follow it. This can be accomplished through thoughtful research and planning during the document creation process.

Understand the Project

What are the ultimate goals of the undertaking? What role will BIM play in accomplishing them? These are some of the questions you need to ask as you gain the insight required to draft an effective BEP. You should also understand the hierarchy of team members, unique elements of the scope, critical deadlines, and similarities to past BIM endeavors that can be studied for comparison.

Define Key Objectives

This review step should include the project’s objectives as well as goals for BIM implementation. For example, BIM objectives might include improving design coordination, reducing rework, improving the construction cost estimation and takeoff processes, or using BIM to model and implement green designs that improve sustainability and energy efficiency.

Set Clear Roles and Responsibilities

Accountability is a key part of any comprehensive plan, and BIM project execution plans are no exception. Assigning roles and responsibilities upfront for things like model coordination and quality control ensures everyone is aware of their expected tasks and properly trained and prepared to carry them out. Clear assignment of responsibilities also helps identify resource gaps to complete the BIM tasks on time.

Define Communication and Collaboration Protocols

With teams often working in different locations, the benefits of BIM are most evident when collaboration and communication in construction projects are strong. BIM execution plans provide an opportunity to standardize collaboration practices by laying down ground rules for common scenarios like model sharing, model updates, and conflict/issue resolution. Alignment of standards and collaboration norms is especially important for large international teams.

Develop the BIM Execution Strategy

The BIM execution strategy is the underlying framework that guides the coordination, implementation, and management of BIM processes. This strategy should be established even before the BEP is written, since it helps define and prioritize goals and objectives. The high-level strategy will also feed into personnel requirements and decisions on BEP software selection and purchasing that must be made early on.

Select the Software to Be Used

The selection of BIM management software is a key aspect of the execution strategy and one of the most important decisions to be made. Each available software tool offers unique features and capabilities, such as cloud compatibility, automated reporting, and large-scale model compatibility. RIB CostX is one solution that boosts BIM implementation and execution by providing an all-in-one takeoff, estimating, and reporting solution that accurately estimates quantities and costs based on BIM files that incorporate large data repositories.

Determine Deliverables with a Timeline

No plan is complete without a detailed timeline to set goals for the team and baseline progress. The upfront time spent defining resources, tasks, and tools will pay dividends by allowing realistic timelines to be included in the released BIM execution plan. These timelines should include critical milestones and collaborative reviews that allow the team to track progress at regular intervals, as well as built-in buffer periods to address unforeseen challenges.

Establish Quality Control and Assurance Plans

Quality control means verifying that each BIM element and deliverable has been completed correctly. In contrast, BIM quality assurance focuses on building quality into the culture so that best practices and standards compliance become the norm. For the BEP, quality assurance and quality control policies and guidelines should outline verification steps, model validation protocols, and review checkpoints to ensure that the BIM process maintains a high level of quality.

Monitor Regularly and Improve

It is important to remember that the BEP is a living document intended to change as needed while the team moves through each phase. Monitoring deliverables, timeline performance, resources, and quality objectives in the plan at regular intervals allows the team to learn from their experiences with BIM and incorporate these lessons into BEP revisions and future BIM processes and workflows. Professional construction analytics software is a great tool to generate progress reports and track performance in real-time.

Top 5 Tips to Create a Quality BEP

The quality of the BEP itself will ultimately determine the quality, durability, and profitability of the project. To make sure this happens, it is important to incorporate some best practices that ensure quality, while also making the BEP more effective and influential for team members.

1. Engage stakeholders early

The various stakeholders, including clients, contractors, construction engineers, and architects, each have a slightly different perspective on how BIM should be utilized, and different goals they are trying to reach. Involving all relevant team members in the BEP writing process as early as possible helps to make the finished document more versatile and valuable, and creates a shared vision for BIM implementation and project success. This early engagement also helps to break down any resistance to change within the team, and gives each group a sense of ownership in the process.

2. Utilize SMART goals

SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) goals turn broad statements into measurable and specific outcomes. All project and BIM execution goals captured in the plan should follow the SMART format to avoid any confusion or ambiguity. For example, a basic BIM objective might include modeling sustainable building options during the design phase, whereas a SMART goal in this category will also include the number and type of scenarios to be tested, along with the established success criteria and time limitations. 

3. Define data exchange protocols

A data exchange protocol is an agreement that specifies which file formats and data standards will be used to share information from individual models and documents. Standardized protocols like Industry Foundation Classes (IFC) enable this data to be exchanged seamlessly throughout the project and prevent information loss. The protocol chosen should be described in the BIM implementation plan so that steps can be taken to create supporting processes and documentation early, and ensure consistency throughout the project. Defining the data exchange protocol also allows the common data environment (CDE) to be established in a way that is compatible and efficient.     

4. Outline model validation processes

Model validation processes ensure models are accurate and consistently meet project requirements. Geometry, data integrity, and standards compliance are among the elements validated to catch and rectify errors, and reduce the chances of non-compliance. Including these processes in the BEP, along with guidelines stating when model validation is necessary, prevents issues from going undetected during the design phase to avoid costly rework during construction.  

5. Incorporate the BEP into the contract

The BIM execution plan is extremely useful as a standalone document, but incorporating the BEP into the project contract turns the important standards and deliverables defined in the execution plan into formal contract obligations. Taking this step highlights the importance of adhering to the BEP throughout the project, and helps to establish dependencies with other contract documents like the project plan, drawing package, and construction specifications. This formal step also improves accountability by defining responsibilities in a legally enforceable contract document.

BIM Execution Plan FAQs

BIM adoption has accelerated quickly over the past decade, meaning most engineers, architects, and general contractors are now familiar with the basic functions and benefits. Despite this awareness, the BEP is a concept that continues to raise important questions from those looking to begin or improve their BIM integration.

Who is responsible for creating and managing the BEP?

The team member who takes the lead in creating the BEP varies by project and company, but in most cases, a dedicated BIM manager will complete the initial draft, with input from the BIM coordinator and others with direct responsibility for BIM implementation. In some cases, owners who are familiar with the software platform will draft the plan themselves, especially when more formal roles and responsibilities have not yet been defined. Architects and engineers will also contribute to the initial writing process and stay connected from beginning to end.   

These same key stakeholders typically take responsibility for the day-to-day management of the BEP, with the BIM coordinator assuming responsibility for procedure implementation, change management, and training. Ongoing participation helps to keep the document aligned with actual practices once the initial plan is approved. Since changes to the project and plan are inevitable, it is important to include clear change review and approval responsibilities within the BEP.    

How often should a BIM execution plan be updated?

There is no standard time interval for reviewing and updating the BEP, but it should be considered a living document that evolves with the needs of the project. For example, each time a new team member is added or the project scope changes significantly, the document should be reviewed to see if updates are necessary. Regular monthly or bi-weekly review meetings can also be useful to determine whether any published information related to data exchange protocols, model validation, or other technical processes needs to be refreshed or clarified in the plan.

The end of each project phase can also be a good time for reviews and updates, since the BIM-related activities to be performed in the next phase are already being discussed and finalized. This document is considered the single source of truth for BIM implementation, so changes of any type should be communicated to everyone working with the software platform.      

How do you ensure your BEP meets client BIM standards?

It is important for the BIM project execution plan to reflect the requirements and preferences of the client, since the plan includes goals, responsibilities, and communication expectations that directly impact their interests and level of involvement. The best way to ensure the BEP meets client standards is by involving them in the process early, and getting their input on file formats, data exchange standards, level of development (LOD), project milestones and key responsibilities prior to creating an initial draft. 

Beyond these initial discussions, regular BEP reviews with the client help to keep them informed on the latest BIM execution and overall project status, while allowing any client concerns or other issues to be addressed quickly with the client’s involvement and approval. Regular progress reports to highlight completed tasks, current BIM activities, and next steps also prevent misalignments while building client confidence in the execution process.

Final Thoughts

The history of BIM has shown the construction industry that centuries-old design, planning, and building processes can be taken into the digital age. However, as the saying goes, “With great power comes great responsibility,” and an effective and well-written BIM execution plan can ensure this revolutionary technology is used responsibly and efficiently. Thankfully, complementary software tools now make it easier than ever to coordinate international BIM teams, automate workflows, track real-time progress, and leverage BIM for efficient takeoffs and estimates.

Our state-of-the-art BIM takeoff software, RIB CostX, facilitates BIM management by providing powerful automation features and templates to make the job of construction companies easier and more efficient. The platform supports various BIM files to ensure full integration and collaboration. If you are ready to benefit from innovative BIM support, get a free demo of RIB CostX today!

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