Asset Information Handover Guidelines from Planning and Construction to Operations and Maintenance (2024)
Chapter: Front Matter
Asset Information Handover Guidelines
from Planning and Construction
to Operations and Maintenance
ACRP OVERSIGHT COMMITTEE*
CHAIR
Marianne Csaky
LanzaJet
VICE CHAIR
Kimberly A. Kenville
University of North Dakota
MEMBERS
Balram “B” Bheodari
Hartsfield-Jackson Atlanta International Airport
Darryl Daniels
Jacobsen Daniels Associates
John Dermody
Federal Aviation Administration
Rhonda Hamm-Niebruegge
St. Louis Lambert International Airport
Lance Lyttle
Seattle-Tacoma International Airport
Chad Makovsky
City of Phoenix (AZ)
Scott McMahon
Morristown Municipal Airport
Frank R. Miller
Burbank-Glendale-Pasadena Airport Authority
Ramon Ricondo
Ricondo and Associates, Inc.
Steve Sisneros
Southwest Airlines
Cathryn Stephens
Eugene Airport
EX OFFICIO MEMBERS
Justin Barkowski
American Association of Airport Executives
Sabrina Johnson
U.S. Environmental Protection Agency
Laura Rinaldi McKee
Airlines for America
Christopher J. Oswald
Airports Council International–North America
Gregory Pecoraro
National Association of State Aviation Officials
T.J. Schulz
Airport Consultants Council
Victoria Sheehan
Transportation Research Board
SECRETARY
Monique R. Evans
Transportation Research Board
TRANSPORTATION RESEARCH BOARD 2024 EXECUTIVE COMMITTEE*
OFFICERS
CHAIR: Carol A. Lewis, Professor, Transportation Studies, Texas Southern University, Houston
VICE CHAIR: Leslie S. Richards, General Manager, Southeastern Pennsylvania Transportation Authority (SEPTA), Philadelphia
EXECUTIVE DIRECTOR: Victoria Sheehan, Transportation Research Board, Washington, DC
MEMBERS
Michael F. Ableson, CEO, Arrival Automotive–North America, Detroit, MI
James F. Albaugh, President and CEO, The Boeing Company (retired), Scottsdale, AZ
Carlos M. Braceras, Executive Director, Utah Department of Transportation, Salt Lake City
Douglas C. Ceva, Vice President, Customer Lead Solutions, Prologis, Inc., Jupiter, FL
Nancy Daubenberger, Commissioner of Transportation, Minnesota Department of Transportation, St. Paul
Marie Therese Dominguez, Commissioner, New York State Department of Transportation, Albany
Garrett Eucalitto, Commissioner, Connecticut Department of Transportation, Newington
Chris T. Hendrickson, Hamerschlag University Professor of Engineering Emeritus, Carnegie Mellon University, Pittsburgh, PA
Randell Iwasaki, President and CEO, Iwasaki Consulting Services, Walnut Creek, CA
Ashby Johnson, Executive Director, Capital Area Metropolitan Planning Organization (CAMPO), Austin, TX
Joel M. Jundt, Secretary of Transportation, South Dakota Department of Transportation, Pierre
Hani S. Mahmassani, W.A. Patterson Distinguished Chair in Transportation; Director, Transportation Center, Northwestern University, Evanston, IL
Scott C. Marler, Director, Iowa Department of Transportation, Ames
Ricardo Martinez, Adjunct Professor of Emergency Medicine, Emory University School of Medicine, Decatur, GA
Michael R. McClellan, Vice President, Strategic Planning, Norfolk Southern Corporation, Atlanta, GA
Russell McMurry, Commissioner, Georgia Department of Transportation, Atlanta
Craig E. Philip, Research Professor and Director, VECTOR, Department of Civil and Environmental Engineering, Vanderbilt University, Nashville, TN
Steward T.A. Pickett, Distinguished Senior Scientist, Cary Institute of Ecosystem Studies, Millbrook, NY
Susan A. Shaheen, Professor and Co-director, Transportation Sustainability Research Center, University of California, Berkeley
Marc Williams, Executive Director, Texas Department of Transportation, Austin
EX OFFICIO MEMBERS
Michael R. Berube, Deputy Assistant Secretary for Sustainable Transportation, U.S. Department of Energy, Washington, DC
Shailen Bhatt, Administrator, Federal Highway Administration, U.S. Department of Transportation, Washington, DC
Amit Bose, Administrator, Federal Railroad Administration, Washington, DC
Tristan Brown, Deputy Administrator, Pipeline and Hazardous Materials Safety Administration, U.S. Department of Transportation, Washington, DC
Steven Cliff, Executive Officer, California Air Resources Board, Sacramento
Rand Ghayad, Senior Vice President, Association of American Railroads, Washington, DC
LeRoy Gishi, Chief, Division of Transportation, Bureau of Indian Affairs, U.S. Department of the Interior, Germantown, MD
William H. Graham, Jr. (Major General, U.S. Army), Deputy Commanding General for Civil and Emergency Operations, U.S. Army Corps of Engineers, Washington, DC
Robert C. Hampshire, Deputy Assistant Secretary for Research and Technology, U.S. Department of Transportation, Washington, DC
Zahra “Niloo” Parvinashtiani, Engineer, Mobility Consultant Solutions, Iteris Inc., Fairfax, VA, and Chair, TRB Young Members Coordinating Council
Sophie Shulman, Deputy Administrator, National Highway Traffic Safety Administration, Washington, DC
Karl Simon, Director, Transportation and Climate Division, U.S. Environmental Protection Agency, Washington, DC
Paul P. Skoutelas, President and CEO, American Public Transportation Association, Washington, DC
Polly Trottenberg, Deputy Secretary of Transportation, U.S. Department of Transportation, Washington, DC
Jim Tymon, Executive Director, American Association of State Highway and Transportation Officials, Washington, DC
Veronica Vanterpool, Acting Administrator, Federal Transit Administration, Washington, DC
Michael Whitaker, Administrator, Federal Aviation Administration, U.S. Department of Transportation, Washington, DC
Vinn White, Deputy Administrator, Federal Motor Carrier Safety Administration, Washington, DC
___________________
* Membership as of August 2024.
* Membership as of August 2024.
AIRPORT COOPERATIVE RESEARCH PROGRAM
ACRP RESEARCH REPORT 264
Asset Information Handover Guidelines
from Planning and Construction
to Operations and Maintenance
Ellen Kay Crews
WOOLPERT, INC.
Dayton, OH
Joe Mahaz
ARORA/EDI
St. Petersburg, FL
Subscriber Categories
Aviation • Administration and Management • Data and Information Technology
Research sponsored by the Federal Aviation Administration
AIRPORT COOPERATIVE RESEARCH PROGRAM
Airports are vital national resources. They serve a key role in transportation of people and goods and in regional, national, and international commerce. They are where the nation’s aviation system connects with other modes of transportation and where federal responsibility for managing and regulating air traffic operations intersects with the role of state and local governments that own and operate most airports. Research is necessary to solve common operating problems, to adapt appropriate new technologies from other industries, and to introduce innovations into the airport industry. The Airport Cooperative Research Program (ACRP) serves as one of the principal means by which the airport industry can develop innovative near-term solutions to meet demands placed on it.
The need for ACRP was identified in TRB Special Report 272: Airport Research Needs: Cooperative Solutions in 2003, based on a study sponsored by the Federal Aviation Administration (FAA). ACRP carries out applied research on problems that are shared by airport operating agencies and not being adequately addressed by existing federal research programs. ACRP is modeled after the successful National Cooperative Highway Research Program (NCHRP) and Transit Cooperative Research Program (TCRP). ACRP undertakes research and other technical activities in various airport subject areas, including design, construction, legal, maintenance, operations, safety, policy, planning, human resources, and administration. ACRP provides a forum where airport operators can cooperatively address common operational problems.
ACRP was authorized in December 2003 as part of the Vision 100—Century of Aviation Reauthorization Act. The primary participants in the ACRP are (1) an independent governing board, the ACRP Oversight Committee (AOC), appointed by the Secretary of the U.S. Department of Transportation with representation from airport operating agencies, other stakeholders, and relevant industry organizations such as the Airports Council International-North America (ACI-NA), the American Association of Airport Executives (AAAE), the National Association of State Aviation Officials (NASAO), Airlines for America (A4A), and the Airport Consultants Council (ACC) as vital links to the airport community; (2) TRB as program manager and secretariat for the governing board; and (3) the FAA as program sponsor. In October 2005, the FAA executed a contract with the National Academy of Sciences formally initiating the program.
ACRP benefits from the cooperation and participation of airport professionals, air carriers, shippers, state and local government officials, equipment and service suppliers, other airport users, and research organizations. Each of these participants has different interests and responsibilities, and each is an integral part of this cooperative research effort.
Research problem statements for ACRP are solicited periodically but may be submitted to TRB by anyone at any time. It is the responsibility of the AOC to formulate the research program by identifying the highest priority projects and defining funding levels and expected products.
Once selected, each ACRP project is assigned to an expert panel appointed by TRB. Panels include experienced practitioners and research specialists; heavy emphasis is placed on including airport professionals, the intended users of the research products. The panels prepare project statements (requests for proposals), select contractors, and provide technical guidance and counsel throughout the life of the project. The process for developing research problem statements and selecting research agencies has been used by TRB in managing cooperative research programs since 1962. As in other TRB activities, ACRP project panels serve voluntarily without compensation.
Primary emphasis is placed on disseminating ACRP results to the intended users of the research: airport operating agencies, service providers, and academic institutions. ACRP produces a series of research reports for use by airport operators, local agencies, the FAA, and other interested parties; industry associations may arrange for workshops, training aids, field visits, webinars, and other activities to ensure that results are implemented by airport industry practitioners.
ACRP RESEARCH REPORT 264
Project 09-21
ISSN 2572-3731 (Print)
ISSN 2572-374X (Online)
ISBN 978-0-309-71001-5
Digital Object Identifier: 10.17226/27924
Library of Congress Control Number 2024944679
© 2024 by the National Academy of Sciences. National Academies of Sciences, Engineering, and Medicine and the graphical logo are trademarks of the National Academy of Sciences. All rights reserved.
COPYRIGHT INFORMATION
Authors herein are responsible for the authenticity of their materials and for obtaining written permissions from publishers or persons who own the copyright to any previously published or copyrighted material used herein.
Cooperative Research Programs (CRP) grants permission to reproduce material in this publication for classroom and not-for-profit purposes. Permission is given with the understanding that none of the material will be used to imply TRB, AASHTO, APTA, FAA, FHWA, FTA, GHSA, or NHTSA endorsement of a particular product, method, or practice. It is expected that those reproducing the material in this document for educational and not-for-profit uses will give appropriate acknowledgment of the source of any reprinted or reproduced material. For other uses of the material, request permission from CRP.
NOTICE
The research report was reviewed by the technical panel and accepted for publication according to procedures established and overseen by the Transportation Research Board and approved by the National Academies of Sciences, Engineering, and Medicine.
The opinions and conclusions expressed or implied in this report are those of the researchers who performed the research and are not necessarily those of the Transportation Research Board; the National Academies of Sciences, Engineering, and Medicine; or the program sponsors.
The Transportation Research Board does not develop, issue, or publish standards or specifications. The Transportation Research Board manages applied research projects which provide the scientific foundation that may be used by Transportation Research Board sponsors, industry associations, or other organizations as the basis for revised practices, procedures, or specifications.
The Transportation Research Board; the National Academies of Sciences, Engineering, and Medicine; and the sponsors of the Airport Cooperative Research Program do not endorse products or manufacturers. Trade or manufacturers’ names or logos appear herein solely because they are considered essential to the object of the report.
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AIRPORT COOPERATIVE RESEARCH PROGRAM
are available from
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Learn more about the Transportation Research Board at www.TRB.org.
COOPERATIVE RESEARCH PROGRAMS
CRP STAFF FOR ACRP RESEARCH REPORT 264
Monique R. Evans, Director, Cooperative Research Programs
Waseem Dekelbab, Deputy Director, Cooperative Research Programs
Marci A. Greenberger, Manager, Airport Cooperative Research Program
Jordan Christensen, Senior Program Officer
Stephanie L. Campbell-Chamberlain, Senior Program Assistant
Natalie Barnes, Director of Publications
Heather DiAngelis, Associate Director of Publications
Ellen M. Chafee, Senior Editor
ACRP PROJECT 09-21 PANEL
Field of Maintenance
Alice Bimrose, PSM Squared, Inc., Tempe, AZ (Chair)
Mark J. Day, Blue Grass Airport, Lexington, KY
Randy Despain, IMEG Corp., Tempe, AZ
Jose R. Febres, Washington Metropolitan Area Transit Authority, Washington, DC
Heather McKee, Denver International Airport (retired), Denver, CO
David G. Peshkin, Applied Pavement Technology, Inc., Urbana, IL
Suketu Shah, Jacobs, Corona, CA
Christopher J. Oswald, Airports Council International–North America Liaison
AUTHOR ACKNOWLEDGMENTS
The research reported herein was performed under ACRP Project 09-21 by the Woolpert, Inc., team based in Dayton, Ohio; Electronic Data, Inc. (EDI), an Arora Company; Starboard Consulting; CMTS LLC; and VDCO Tech. Woolpert, Inc., was the contractor and fiscal administrator for this study.
Ellen Kay Crews, FCSI, CCS, CCCA, FMP, SFP, Senior Consultant at Woolpert, was the Project Manager and Principal Investigator. The other authors of this report include Joseph Mahaz (who served as Deputy Investigator), Founder of and Senior Advisor at EDI, an Arora Company; Harry V. Sigley, Regional Manager at CMTS LLC; Amy Tatum, Vice President and Technical Director, Starboard Consulting; and Cindy Baldwin, CGC, LEED AP, CM-BIM, CM-Lean, and President at VDCO Tech. The work was conducted under the general supervision of Ms. Crews of Woolpert.
FOREWORD
By Jordan Christensen
Staff Officer
Transportation Research Board
ACRP Research Report 264: Asset Information Handover Guidelines from Planning and Construction to Operations and Maintenance presents guidelines for airport operators on establishing an asset information handover process during construction project closeout. New assets, which can include individual components or larger constructed structures, are likely to require knowledge transfer and training for proper operation and maintenance by airport staff. During project closeout, the airport acquires the documents and training its staff needs to operate and maintain the new assets. These guidelines will help airport staff involved in the management of assets—such as airport management, maintenance, and operations staff—in the process of creating a successful asset information handover plan.
The transition of asset information from the planning, design, and construction stages to the operations and maintenance (O&M) stage can be challenging. A successful asset information handover process will lead to informed O&M planning decisions, which may result in positive financial and functional impacts for O&M departments. Challenges to asset information handover include timeliness, conformity, completeness, and accuracy. ACRP Research Report 264 presents guidelines for mapping the transition process and involving key airport departments and stakeholders in the process.
Under ACRP Project 09-21, “Asset Information Handover Guidelines: From Planning and Construction to O&M,” Woolpert, Inc., was asked to develop a guide to assist airports in developing and maintaining an asset information handover process for accepting new and replacement physical assets used by airport stakeholders. The research included a review of resources to identify relevant airport policies and standards, as well as focus groups with airports to conduct a gap analysis of the industry and to understand the airports’ handover-related processes (documented in case studies). ACRP Research Report 264 was created to provide airports with suggestions on assets to track, as well as best practices for managing and tracking the asset information handover process and coordinating asset information handover between users and providers.
The report also contains appendices with sample policy statement documents for airport leadership, case studies, and building information modeling (BIM) data drop review.
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CONTENTS
Case Study Organizational Highlights
Guide Content and Organization
Understanding Project Delivery
The Magnitude of Design and Construction Information Available
Managing Construction Information
What Kind of Information Is Generated by Design and Construction Projects?
Electronic Operations and Document Management Libraries
Chapter 2 Defining Critical Assets and Critical Asset Data
Asset Information (Data) Strategy
Chapter 3 Users and Providers of Asset Information
Stakeholder and Participant Roles
Chapter 4 Managing Asset Information
Internal Standard Operating Procedures and Processes
Suggested Outline for a Standard Operating Procedure
Specification (or Design Guide) Development
Additional Literature to Review
Chapter 5 Asset Management Policy
Chapter 6 Challenges in Asset Information Handover
Lack of Standards and Procedures
Procurement/Contract Terms and Conditions
Project Closeout Deliverable Enforcement/Internal or External Data Management Resources
Questions as Part of the Process
Chapter 8 Asset Information Handover as a Process
Strategic Asset Management and Decision-Making
Staff/Stakeholder Support and Priorities
Asset Management and Maintenance Information
Creating an Asset Information Handover Process
Capital Cost, Operating Expenses
Stakeholder Input on Asset Information Needs
Chapter 9 Understanding Project Delivery
Operational Readiness, Activation, and Transition
Closeout and Asset Information Handover
Occupancy, Operation, and Maintenance
Life-Cycle Operations and Maintenance
Computerized Maintenance Management
Chapter 10 Asset Information Handover Road Maps
Standards, Processes, and Procedures
Design Standards and Specifications
Building Information Modeling and Computer-Aided Design Standards
Example Project Phases Specific to Building Information Modeling Data Activities
Chapter 11 Return on Investment
Benefits of Accurate Asset Data
Turning Asset Data into Useful Information
Costs of Collecting Asset Data
Benefits of Asset Information Handover
Continued Challenges for Asset Information Handover
Appendix A Resources for Asset Information Handover
Appendix B Terms and Abbreviations
