You may have heard the term “Exchange Information Requirements” or “EIR” being thrown around, and wondered what it’s all about. Well, wonder no more! Today we’re looking at what EIRs are, why they’re important, and how they fit into your BIM workflow.
Lets Clear Up Some History First
First, let’s clear up a common misunderstanding. Back in the olden days before we had pandemics, artificial intelligence and electric scooters, PAS1192 defined an EIR as an “Employer’s Information Requirements,” which unfortunately leads some to believe that only a client organization needs to provide an EIR. This older terminology might lead to the misconception that only a client organisation needs to provide an EIR.
However, with the introduction of ISO 19650, the meaning has evolved to encompass a broader scope. Today, EIR refers to the “Exchange Information Requirements,” emphasising the importance of information exchange between all project stakeholders, not just the employer.
What Exactly Is an EIR?
In simple terms, it is a comprehensive document that outlines the specific information requirements of a project. It acts as a handbook that guides each of the appointed parties involved in a project what information is needed, by who, and when, and ensures each stakeholder has the necessary information to deliver successful outcomes.
EIRs are a critical component of any project, as they help ensure that all parties are working towards the same goals and that the information exchanged is relevant, accurate, and delivered in a timely manner.
The Parties Involved
In the context of a construction project, there are typically three key parties involved: the Appointing Party, the Lead Appointed Party, and the Appointed Party.
Appointing Party.
This is the client or the organization initiating the project. They are responsible for setting the overall project objectives and goals. Sometimes they may not directly create an EIR, but will rather provide a Project Information Requirements (PIR). Whichever document you receive, either the Appointing Party’s EIR or PIR will detail the information they require from the Lead Appointed Party to achieve their project goals.
Lead Appointed Party.
This is the organisation or individual engaged by the Appointing Party to deliver the project. They are responsible for interpreting the Appointing Party’s PIR and creating a detailed EIR for each appointment they make. The Lead Appointed Party’s EIR will define the specific information requirements they have for the Appointed Party, ensuring these align with the overall project goals.
Appointed Party.
The Appointed Party is responsible for providing specific services or deliverables for the project. To ensure clarity and transparency, it is essential that the Appointed Party provides their own EIR, outlining their information requirements and expectations for inclusion in the project BIM Execution Plan. This EIR should be aligned with the Lead Appointed Party’s EIR and the Appointing Party’s PIR, to ensure that all stakeholders are working towards the same goals. By providing their own EIR, the Appointed Party can clearly communicate their needs and expectations, and ensure that they receive the necessary information to deliver their services or deliverables effectively.
The flow of information requirements in a project can vary, and it’s important to understand how EIRs come into play in different scenarios. Let’s explore two common situations: the “one-to-one” and “many-to-one” relationships.
Understanding the Flow of Information
The flow of information requirements in a project can vary, and it’s important to understand how EIRs come into play in different scenarios. Let’s explore two common situations: the “one-to-one” and “many-to-one” relationships.
One-to-one scenario.
In a straightforward “one-to-one” scenario, there is a direct relationship between the Lead Appointed Party and a single Appointed Party. In this case, the Lead Appointed Party will create a single, comprehensive EIR detailing the specific information requirements they have for the Appointed Party. This EIR will be tailored to the unique needs of the project and the Appointed Party’s role.
For example, consider a project where the Lead Appointed Party is a construction company, and they engage a specialized structural engineering firm as the Appointed Party. The construction company will provide the engineering firm with an EIR outlining the specific information they require, such as structural designs, calculations, and any relevant asset information.
Many-to-One Scenario.
In a “many-to-one” scenario, multiple Lead Appointed Parties come together to engage a single Appointed Party. This can occur in larger or more complex projects. Each Lead Appointed Party will have its own specific information requirements, which will be communicated to the Appointed Party through individual EIRs.
For instance, imagine a project involving multiple contractors, each responsible for a different aspect of the construction, such as electrical, plumbing, and HVAC systems. Each of these contractors (as Lead Appointed Parties) will have distinct information needs from the Appointed Party, which could be a specialist BIM modeling firm. Each contractor will provide their own EIR, detailing the specific information they require, such as models, drawings, or documentation.
The Importance of Clear EIRs
The importance of EIRs lies in creating a shared understanding among all stakeholders about what information is required, in what format, and by when. By providing a clear and comprehensive EIR, stakeholders can plan out information provisions accordingly, avoiding surprises later down the line. This not only helps prevent misunderstandings and miscommunications but also enables stakeholders to anticipate and prepare for information requirements.
Consider the scenario where someone demands information in a certain format for a certain purpose, only to find that it wasn’t included in the original fee proposal. This can lead to delays, disputes, and even contractual issues. By providing an EIR at the beginning of the project, stakeholders can avoid such situations and ensure a smooth workflow.
Ultimately, EIRs are essential for creating a transparent and predictable project workflow. By getting people talking early and establishing a shared understanding of information requirements, stakeholders can work collaboratively to deliver the best outcome for their clients.
It’s essential to consider the following elements outlined in AS ISO 19650-2:2019, Clause 5.4.3:
- Clearly articulate each information requirement, taking into account the appointing party’s needs and any additional requirements specific to the project.
- Determine the level of information detail required to meet each information requirement. This ensures that all stakeholders provide the necessary level of detail without overwhelming the project with unnecessary data.
- Define the acceptance criteria for each information requirement. This includes considering the project’s information standard, production methods, and procedures, as well as any reference information or shared resources that may impact the project.
- Establish dates for each requirement, ensuring they align with the project’s information delivery milestones. This helps maintain a timely flow of information throughout the project lifecycle.
- Identify and provide any supporting information that the appointed party might need to fully understand or evaluate each information requirement. This could include existing asset information, shared resources, supporting documents, and relevant industry standards.
A well-defined EIR is the starting point of successful information exchange and project delivery. It minimises errors and misunderstandings by ensuring that all parties are aware of their information obligations. Additionally, clear EIRs establish transparent expectations and acceptance criteria, fostering effective collaboration and communication from the outset.
Remember that clear and effective information exchange is key. By understanding the role of EIRs and implementing them effectively, project stakeholders can set clear expectations, facilitate collaboration, and ultimately, deliver projects that meet and exceed their goals.
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