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This report is circulated as an interim copy. It is complete enough to read, but the following are still outstanding:

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Roles Profiles Flows

Public Sector Project Coordinator

Incorporate the BIM Mandate's information requirements in project management and procurement

Project Coordinator: building the BIM Mandate into a public capital project

Review copyDRAFT – working copy; not for client issue.
Full Scenario Record (opens in a new tab)

The scenario

A Public Sector Project Coordinator responsible for managing a €14 million extension and refurbishment of a post-primary school under the Capital Works Management Framework (CWMF) and the Irish BIM Mandate. The person may be an engineer, architect, project manager or other technical professional working within an Education and Training Board (ETB), a public client organisation. They have experience in project management and public procurement but limited knowledge of BIM and ISO 19650 information management requirements. Their responsibilities extend from project initiation, feasibility and procurement through design, construction and handover. The organisation may have limited in-house information management capability and may rely on external consultants to provide the necessary expertise.

The key challenge is understanding what the BIM Mandate requires the client to do at each project stage and how to incorporate these requirements into normal project management and procurement activities. This includes identifying the information requirements, preparing and evaluating tender documentation, defining information management roles and responsibilities, appointing competent consultants, and ensuring the required information is delivered and reviewed throughout the project. The Project Coordinator also needs to understand how to engage and oversee an Information Manager, whether separately appointed or provided through the project team.

On this project: CWMF Stage 1 began in February 2026. The Coordinator works with the ETB's Information Manager, an architect-led design team that includes a building services engineer, and later the main contractor and its supply chain.

What success looks like

The BIM Mandate is built into normal project management and procurement, and the required information is delivered, reviewed and accepted at each CWMF stage.

How you will know

  • The project's information requirements are set before procurement and included in every tender.
  • How information management is resourced is decided and recorded, with the reasons.
  • Tenders are evaluated against information management criteria, and competent consultants are appointed.
  • Information management roles and responsibilities are defined for each appointment.
  • Required information is delivered, reviewed and accepted at each CWMF stage through to handover.
In one sentence

A Public Sector Project Coordinator, when initiating a €14 million post-primary school extension and refurbishment, a public capital project that falls under the BIM Mandate, must incorporate the BIM Mandate's information requirements in project management and procurement.

Activity flow diagram

Diagram
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Choose Vertical to follow the flow from top to bottom on a narrow screen.

Public SectorProjectCoordinatorInformationManagerLead appointedparty (designteam)ContractorSanctioningAuthorityAn in-housenomineeAn independentthird-party consultantDelegated to thelead appointed partyHybrid: in-house ownerwith external supportStart1. Confirm the BIMrequirements thatapply to the project✕Who will perform the clientinformation management function?1.1. Nominate anin-house informationmanager1.2. Appoint anindependentinformation managementconsultant1.3. Assignclient-side tasks tothe design team lead1.4. Name an in-houseowner and buy indefined support2. Set the project andasset informationrequirementsSource: CWMF – Public Sector BIM Adoption Timeline3. Approve theinformation standard,protocol and CDE rules4. Issue the designteam tender with theEIR5. Submit the tenderresponse andpre-appointment BEP6. Evaluate tendersand appoint thedelivery teams7. Submit theinformation model ateach stage8. Accept or rejectthe information ateach review and athandoverEndHand-off 1, Submit: Draft information standard, protocol and CDE rules, from Information Manager to Public Sector Project Coordinator, at stage 3Hand-off 2, Submit: Draft EIR and evaluation criteria for each appointment, from Information Manager to Public Sector Project Coordinator, at stage 4Hand-off 3, Issue: Invitation to tender with the EIR, shared in the CDE, from Public Sector Project Coordinator to Lead appointed party (design team), at stage 4Hand-off 4, Submit: Pre-appointment BEP, capability and mobilisation plan, from Lead appointed party (design team) to Public Sector Project Coordinator, at stage 5Hand-off 5, Review: Scores for the information responses, from Information Manager to Public Sector Project Coordinator, at stage 6Hand-off 6, Submit: Project Review report with the information arrangements, from Public Sector Project Coordinator to Sanctioning Authority, at stage 6Hand-off 7, Approve: Gate approval to proceed, from Sanctioning Authority to Public Sector Project Coordinator, at stage 6Hand-off 8, Submit: Contractor pre-appointment BEP and mobilisation plan, from Contractor to Public Sector Project Coordinator, at stage 6Hand-off 9, Submit: Information model submitted for acceptance, from Lead appointed party (design team) to Public Sector Project Coordinator, at stage 7Hand-off 10, Review: Acceptance recommendation against the EIR, from Information Manager to Public Sector Project Coordinator, at stage 8Hand-off 11, Reject: Rejected: amend and resubmit, from Public Sector Project Coordinator to Lead appointed party (design team), at stage 8, returning to stage 7Hand-off 12, Submit: Handover information and asset data, from Contractor to Public Sector Project Coordinator, at stage 8Hand-off 13, Inform: Information status at each Project Review, from Public Sector Project Coordinator to Sanctioning Authority, at stage 8

Scroll sideways to follow the flow. With the diagram focused, use the Left and Right arrow keys.

Start / EndStageDecisionConditional path
Parties
  • Public Sector Project Coordinator
  • Information Manager
  • Lead appointed party (design team)
  • Contractor
  • Sanctioning Authority
Hand-offs
  • Issue
  • Submit
  • Review
  • Reject
  • Approve
  • Inform
  • Returns work to amend and resubmit
A badge's number is its row in the stage's hand-off table.
Activity Flow Diagram AFD.gen.rbs-copy-afd-d-plpxhozs.V1.0. A draft provided as a template to change and customise as needed.

Explore the flow by stage

8 stages · 1 decision with 4 options

Choose a stage to see what each party does in it, the hand-offs between them and any decision that follows. A decision's options are listed under it. The hand-off numbers match the numbered arrows on the diagram.

Stage 1: Confirm the BIM requirements that apply to the project

Public Sector Project Coordinator

Confirm that the €14 million school project falls under the CWMF BIM requirements for both the design team and contractor appointments, and record it in the Project Execution Plan.

Responsible: Public Sector Project Coordinator

Who does what at this stage

  • Public Sector Project Coordinator

    The role

    Carries out stage 1

    Confirm the BIM requirements that apply to the project

    Then decides: Who will perform the client information management function?

No part in this stage: Information Manager, Lead appointed party (design team), Contractor, Sanctioning Authority.

Hand-offs at this stage

No hand-offs at this stage.

Decision: Who will perform the client information management function?

After stage 1: Confirm the BIM requirements that apply to the project. One option applies. Marks show how well each option meets a criterion. They are not scores, and they are not added up or ranked.

  1. Option 1.1

    An in-house nominee

    • Option 1.1: Nominate an in-house information manager

    Rejoins at stage 2: Set the project and asset information requirements.

    Client alignment and internal control
    StrongDirect internal ownership guarantees alignment with CWMF decision gates and long-term asset needs.
    Independence and conflict mitigation
    StrongInternal staff maintain complete independence from appointed delivery teams.
    Technical capability and resource demand
    DependsSuccess depends on existing public sector staff having sufficient ISO 19650 technical capability and time.

    Consequences

    • The appointing party maintains immediate oversight over information container acceptance without third-party procurement delays.
    • Internal resource constraints may arise if staff lack sufficient technical BIM management capacity.
    • Client retains immediate authority and oversight over information management throughout project stages.
    • In-house resources may face significant strain if public sector staff lack specialised ISO 19650 experience.

  2. Option 1.2

    An independent third-party consultant

    • Option 1.2: Appoint an independent information management consultant

    Rejoins at stage 2: Set the project and asset information requirements.

    Client alignment and internal control
    DependsRequires rigorous briefing and ongoing coordination to align external advisers with CWMF procedures.
    Independence and conflict mitigation
    StrongThird-party specialists operate independently from appointed design teams and contractors.
    Technical capability and resource demand
    StrongBrings ready-made specialist expertise without overburdening internal public sector staff.

    Consequences

    • External procurement must be completed to appoint the consultant before project information requirements are finalized.
    • Specialized ISO 19650 advice is secured for tender EIR and CDE workflow preparation.
    • High-level technical expertise is secured without overextending internal public sector resources.
    • Additional procurement costs and management effort are required to appoint and monitor the consultant.

  3. Option 1.3

    Delegated to the lead appointed party

    • Option 1.3: Assign client-side tasks to the design team lead

    Rejoins at stage 2: Set the project and asset information requirements.

    Client alignment and internal control
    DependsClient control may weaken if decision-point governance is absorbed into the lead designer work plan.
    Independence and conflict mitigation
    WeakDelegating client-side acceptance to the design lead creates an inherent conflict of interest.
    Technical capability and resource demand
    StrongMinimises direct client operational workload by transferring technical duties to the design team.

    Consequences

    • Verification of design outputs and model federation is handled by the party producing them.
    • Client-specific gate deliverables under CWMF may lack independent quality validation.
    • Client risks compromised oversight when the lead appointed party checks its own information models.
    • Internal public sector administrative effort is reduced during day-to-day model coordination.

  4. Option 1.4

    Hybrid: in-house owner with external support

    • Option 1.4: Name an in-house owner and buy in defined support

    Rejoins at stage 2: Set the project and asset information requirements.

    Client alignment and internal control
    StrongAn in-house lead ensures direct accountability while external support provides technical rigor.
    Independence and conflict mitigation
    StrongExternal advice remains distinct from design team delivery, preserving objective review.
    Technical capability and resource demand
    StrongCombines client governance with targeted external technical capacity, mitigating internal strain.

    Consequences

    • The public sector coordinator retains decision authority while technical EIR checks are supported by specialists.
    • Requires clear definition of responsibilities between internal staff and external support advisors.
    • Client retains strategic governance while filling technical competency gaps with specialist support.
    • Clear division of responsibilities is required between the in-house owner and the external adviser.

Checklist

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Key actions

Open an Action Statement in the Record using its link icon. Each opens in a new tab.

Overall action

Incorporate the 's s in and procurement

  1. Incorporate into public tender documentation

  2. Define aligned with the Capital Works Management Framework

  3. Confirm the that the must deliver at handover

  4. Assess tenderers' competence and

  5. Specify workflows and rules

  6. Evaluate the adequacy of tenderers' pre-appointment s against the

1 headline and 49 detailed Action Statements are recorded. 6 key detailed actions are shown here, with accepted actions first. Read all Action Statements in the Full Scenario Record (opens in a new tab)

What this role works with

Information Uses recorded for this scenario. Review their suitability for the intended organisation and project.

Uses, Artefacts, and Tools15 items
  1. 1Delivery team capability and capacity assessment
  2. 2Definitive Project Brief
  3. 3Tender evaluation criteria for information management
  4. 4Asset Information Requirements (AIR)
  5. 5Information management scope of services
  6. 6Tender and procurement documentation
  7. 7Project Information Requirements (PIR)
  8. 8Information quality assurance and validation reports
  9. 9Project Execution Plan (PEP)
  10. 10Capital Works Management Framework (CWMF) guidance and templates
  11. 11Exchange Information Requirements (EIR)
  12. 12Pre-appointment BIM Execution Plan (BEP)
  13. 13Project information standard and protocol
  14. 14Information delivery risk assessment
  15. 15Infrastructure Guidelines

How the scenario unfolds

8 stages · 1 decision with 4 options

Open a stage to see its activities and decisions. Guidance links open the matching section of the Record in a new tab.

Does the mandate apply?

Ireland – CWMF / Public Works. Applies

As the appointing party (client) on a public works project, you carry the CWMF BIM requirements into the appointments you make. The milestones in force at the 22/10/2026 commencement cover the appointments of: design team (lead appointed / appointed parties), over €5m from 01/07/2026; contractors & supply chain, over €10m from 01/01/2026. Require them in those appointments.

Source: CWMF – Public Sector BIM Adoption Timeline. https://cwmf.gov.ie/en/resources/bim/public-sector-bim-adoption-timeline/

Build Digital materials

The material selection and source metadata recorded for this issue. Proposed uses explain how each material supports the workflow; source availability may change.

Supporting materials

MaterialIrish BIM Mandate Project Assessor ToolBuild Digital

Form for assessing the applicability of Irish BIM mandate requirements to a project.

Tool · XLSX

Assess whether public projects trigger mandatory BIM adoption timelines and establish compliance milestones.

Directly supports the Project Coordinator in verifying that the €14M post-primary school extension falls under the Irish BIM Mandate.

Confirm the BIM requirements that apply to the projectBIM Mandate Applicability and Information Requirements Definition
MaterialInformation Management Plan – Appointing PartyBuild Digital

Editable appointing-party workbook covering requirements, responsibilities, mobilisation and delivery planning.

Plan · XLSX

Structure client-side appointing party requirements, PIR, AIR, and delivery planning workbooks.

Provides practical templates for the coordinator to develop the project and asset information requirements without starting from scratch.

Set the project and asset information requirementsIssue the design team tender with the EIRBIM Mandate Applicability and Information Requirements DefinitionPublic Tender EIR Formulation and Tenderer BEP Evaluation
MaterialProject Information Standard – File NamingBuild Digital

This project information standard provides spreadsheet templates and guidance for naming project information in accordance with the Irish National Annex to ISO 19650-2. The support includes the core file-naming workbook, a hyperlink checker, a presentation and a demonstration.

Standard · XLSX

Implement standard file naming conventions aligned with the Irish National Annex to ISO 19650-2.

Provides the required spreadsheet templates and hyperlink checker to specify and verify project naming rules.

Approve the information standard, protocol and CDE rulesAccept or reject the information at each review and at handoverInformation Governance, Standards, and CDE ConfigurationModel Verification, Quality Checking, and Stage Deliverable Acceptance

Included resources

MaterialProcess Workflows CWMF to ISO 19650-2Build Digital

This support presents the CWMF-to-ISO 19650-2 process workflows, including the Stage (i) feasibility study and preliminary report workflow. It is published as a single PDF support for information-management activities across appointing and appointed parties.

Workflow · PDF

Align ISO 19650-2 information management stages with standard CWMF project workflows.

Directly illustrates how client-side decision points and project reviews map across CWMF stages and ISO 19650 requirements.

Confirm the BIM requirements that apply to the projectApprove the information standard, protocol and CDE rulesAccept or reject the information at each review and at handoverBIM Mandate Applicability and Information Requirements DefinitionModel Verification, Quality Checking, and Stage Deliverable Acceptance

Included resources

MaterialInformation Management Plan – Delivery TeamBuild Digital

This delivery-team information management plan provides tenderers with a structured set of templates for responding to a project tender in line with ISO 19650. It covers the delivery team’s information-management function, delivery strategy objectives, federation approach, responsibilities, acceptance criteria, capability, mobilisation and risk planning.

Plan · XLSX

Provide tenderers' response structures and benchmark criteria for pre-appointment BIM Execution Plans.

Assists the coordinator in defining tender return requirements and evaluating tenderers' BEP submissions and capability.

Issue the design team tender with the EIRSubmit the tender response and pre-appointment BEPEvaluate tenders and appoint the delivery teamsPublic Tender EIR Formulation and Tenderer BEP Evaluation

Included resources

MaterialInformation Manager (BIM) Role ProfilesBuild Digital

This report defines Information Manager (BIM) role profiles for the Irish built-environment sector. It supports the development of the digital capability needed for more transparent, consistent and long-term infrastructure delivery.

Report · PDF

Benchmark information manager responsibilities, scopes of service, and capability requirements in the Irish built environment.

Provides the public coordinator with standard role profiles to evaluate and select between internal nomination, third-party appointment, or delegation.

nominate-in-houseappoint-third-partydelegate-to-laphybrid-imInformation Management Function Resourcing and Role Allocation

Included resources

MaterialTechnology Evaluation MethodologyBuild Digital

This technology evaluation method provides a structured and transparent approach for assessing digital tools that support Information Management and Building Information Modelling (BIM). It establishes consistent criteria for evaluating functionality, interoperability, usability, compliance with standards such as ISO 19650, and alignment with organisational needs. The method supports objective comparison, informed decision-making, and proportionate investment, ensuring that technology acts as an enabler of defined processes rather than a driver in itself. Overall, it helps organisations select and implement technology solutions that are fit for purpose, scalable, and supportive of long-term Information Management / BIM adoption and continuous improvement.

Protocol · XLSX

Evaluate digital tools and Common Data Environment platforms against objective functional criteria.

Supports the coordinator in reviewing client-side or delivery-team Common Data Environments for standards compliance and security readiness.

Approve the information standard, protocol and CDE rulesEvaluate tenders and appoint the delivery teamsInformation Governance, Standards, and CDE Configuration

Included resources

About this Role-based Scenario (Persona)

This report introduces a role, its situation and a practical workflow. Use it to consider how the guidance applies to your responsibilities. The Full Scenario Record provides practical stage guidance, Learning Units, supporting materials and the review record.

Read practical guidance in the Full Scenario Record (opens in a new tab)
Organisation:
Public client · Public sector
Appointment:
Appointing party
Project value:
OJEU (€5.5m–€15m)
Jurisdiction:
Ireland – CWMF
Prepared by:
Build Digital
RbS Code:
SP-5L4IJ3AG
Issue date:
28/10/2026

Prepared by Build Digital using the Roles, Profiles, and Flows (RPF) app. RPF is developed by ChangeAgents AEC and is available as part of the BIM Excellence Initiative (BIMei).

Generated by the BIMei Scenario Builder. rpf.bimexcellence.org. Client preset.

Disclaimer: this Scenario Report is a decision support tool; it does not by itself establish a legal or contractual requirement. For more information please refer to BIMei Terms of Use.