Now that we’ve identified our maintainable assets and linked them to real operational needs, the next step is to define exactly what information we require for each one.
Each Asset Information Requirement (AIR) entry should follow a clear and consistent structure, this ensures our delivery team knows what to provide, how to provide it, and when.
When we define an AIR for an asset, we typically include the following elements:
| Field | Description |
|---|---|
| Asset Type | The name of the asset (e.g. Chiller, Fire Alarm Panel, Fan Coil Unit) |
| Property / Data Field | What information we require (e.g. Serial Number, Fire Rating, Installation Date) |
| Purpose / Use Case | Why this information is needed (e.g. for warranty tracking or compliance) |
| Units / Format | Expected unit or format (e.g. °C, kW, YYYY-MM-DD) |
| Delivery Stage | When we expect certain data to be delivered (e.g. prior to commissioning, at handover) |
| Responsibility | Who is expected to provide or verify the data (e.g. Contractor, MEP Consultant) |
| Verification Rule | How the data will be checked (e.g. required field, format check, value range) |
| Standard Mapping | If applicable, map to COBie field or IFC property set (e.g. Pset_ManufacturerTypeInformation) |
| Notes / Clarifications | Any special conditions, references to standards, or clarifications |
Below are some common operational use cases that typically require structured data for maintainable assets:
| Operational needs | Examples of Required Data | Notes |
|---|---|---|
| Planned Preventive Maintenance (PPM) | Asset type, location, maintenance schedule, SFG20 code | Used to set up recurring tasks in CAFM or BMS systems |
| Reactive Maintenance | Installer details, warranty expiry, asset ID | Helps determine if repair is covered or chargeable |
| Regulatory Compliance | Test results, inspection history, fire rating, certificate ID | Supports safety audits and legal reporting |
| Energy Performance Tracking | Power input, efficiency rating, commissioning date | Supports ESG goals and energy benchmarking |
| Replacement Planning | Install date, expected lifespan, asset condition | Aids capital forecasting and lifecycle cost analysis |
| Inventory and Asset Register | Manufacturer, model, serial number, barcode/QR code | Ensures accurate record-keeping for all maintainable systems |
| FM Contractor Setup | Access zones, maintenance clearances, operational manuals | Reduces onboarding time and errors for new maintenance teams |
Many of these needs tie directly back to our Organizational Information Requirements (OIR). Example: long-term goals around compliance, safety, sustainability, and operational efficiency. So when we define AIR, we’re really giving shape to those high-level goals by saying what data we need and why.