Asset Manager’s Guide to VBIS

Managing property and asset portfolios has become increasingly complex. The amount of data generated — from IoT sensors, BIM models, and digital documents — is staggering. Yet many organisations struggle with disconnected systems, inconsistent data, and operational inefficiencies.

The Virtual Buildings Information System (VBIS) is designed to solve these issues. It’s not just another piece of software; it’s a flexible framework for structuring, tagging, and linking asset information. With VBIS, asset managers can break down data silos, streamline operations, and make informed decisions.

VBIS is gaining serious momentum. The Victorian Health Building Authority (VHBA) recently endorsed VBIS for major health sector construction projects, a clear sign of its value in simplifying complex asset management challenges.

If you’re a property or asset leader navigating fragmented data or planning lifecycle strategies, this guide will help you decide whether VBIS is the right tool for your organisation.

Who Is This Guide For?

This guide is for property and asset leaders responsible for managing large, complex portfolios. If you’re trying to make sense of inconsistent data, struggling with handovers from construction to operations, or facing challenges in lifecycle planning, VBIS could be the framework you’ve been searching for.

Specifically, this guide will resonate with:

• Teams managing large-scale property portfolios who need a consistent way to classify and tag assets across multiple systems.
• Facility managers looking to improve maintenance planning and streamline data across BIM models, CMMS, and other systems.
• Executives in sectors like healthcare, education, and government tasked with aligning operations to strategic goals.

By the end of this guide, you’ll understand what VBIS is, the problems it solves, and whether it fits your organisational needs.

What Is VBIS and What Does It Do?

VBIS, or the Virtual Buildings Information System, is a framework designed to simplify and enhance asset management in the built environment. It consists of two main components:

1. Asset Classification and Tagging
   VBIS uses a structured, four-level hierarchy to classify and tag assets. This hierarchy ensures every asset, from a pump to a lighting fixture, is identified consistently across systems. The VBIS tag is both human-readable and machine-compatible, making it easier for teams to locate and work with asset data.
   
2. Search Syntax and Interoperability
   The VBIS search syntax is like a universal translator for data systems. It allows you to search for asset-related information across BIM models, maintenance platforms, document repositories, and more. Instead of hard-coded links, it uses flexible, URL-based requests, ensuring you’re always accessing the latest version of your data.

Why VBIS Was Developed

VBIS was born out of a need to address some of the most persistent challenges in asset management:

• Inconsistent Data
  Asset information often sits in silos, spread across systems like CMMS, BIM models, and spreadsheets. Without a standardised way to tag and classify data, critical insights can slip through the cracks.
  
• Interoperability Gaps
  Many systems struggle to communicate effectively with one another. VBIS bridges this gap by providing a common language for asset data, allowing systems to exchange information seamlessly.
  
• Lifecycle Planning Challenges
  Planning maintenance and replacements is tough without clear, granular data about your assets. VBIS helps teams build lifecycle models by providing clarity on asset criticality and condition.

How VBIS Differs From Other Standards

You might be wondering how VBIS compares to existing frameworks like UniClass or OmniClass.

• UniClass and OmniClass: These standards excel during the construction phase but often fall short when it comes to operational detail.
  
• VBIS: Focuses on operational and lifecycle data, going deeper into the asset-specific granularity needed for ongoing maintenance and decision-making.

By prioritising simplicity, flexibility, and real-world usability, VBIS stands apart as a tool designed for the operational phase of asset management.

The Problems VBIS Solves

Asset and property managers often face challenges that stem from fragmented data, inconsistent classifications, and systems that don’t talk to each other. VBIS tackles these pain points head-on, providing clarity and structure where it’s most needed.

1. Fragmented Information

One of the biggest hurdles for asset managers is the lack of a unified system for managing data. Information about assets is often scattered across:

• Legacy Systems: Outdated frameworks with inconsistent naming conventions.
• Spreadsheets and Documents: Disconnected from larger systems, leading to inefficiencies.
• Emails and Paper Trails: Critical details buried in unsearchable formats.

This fragmentation creates headaches for teams trying to manage large portfolios. With VBIS, assets are tagged consistently, making it easy to consolidate and standardise data, regardless of its origin.

2. Lifecycle and Maintenance Planning

Understanding the lifecycle of an asset is crucial for predicting maintenance needs and replacement timelines. But without accurate data, teams can only guess at critical questions:

• When will this asset fail?
• What maintenance does it require?
• What’s the cost of downtime?

VBIS helps answer these questions by offering a granular classification system that makes it easier to track asset conditions, performance trends, and costs over time. By enabling criticality analysis, VBIS ensures teams can focus resources on the most important assets.

3. Handover Between Construction and Operations

The transition from construction to operations is notoriously challenging. When new buildings or renovations are completed, operations teams often receive incomplete or disorganised data.

VBIS solves this by creating a common language that connects BIM models to operational systems like CMMS. This ensures smooth information handovers, so no critical data is lost during the transition.

4. Interoperability Challenges

Most asset teams juggle multiple software platforms, from document management systems to maintenance tools. Without a way to link these systems, teams waste time searching for information or duplicating work.

VBIS enables seamless interoperability by using a universal search syntax. For example:

• A maintenance manager can search for all documents related to a specific pump directly from their CMMS.
• A facility manager can locate 3D models of equipment with a click, streamlining refurbishment planning.

This interoperability reduces inefficiencies, making asset data more accessible and actionable.

Insights From Early Adopters

• Teams using VBIS report faster access to relevant asset information, whether they’re searching for maintenance records, warranty details, or replacement options.
• The flexibility of VBIS tagging makes it easier to integrate data from legacy systems into modern tools, extending the life and value of existing investments.

Real-World Applications of VBIS

VBIS isn’t just a concept—it’s been implemented in diverse scenarios, solving tangible problems for asset managers. Here’s how organisations are using VBIS to drive results:

1. Formalising Asset Registers

For organisations managing large asset portfolios, VBIS helps create comprehensive and consistent asset registers. By implementing its tagging system, teams:

• Classify assets down to specific subtypes, ensuring no detail is missed.
• Use wildcard searches to identify trends or risks across portfolios.
• Align maintenance and lifecycle planning for better resource allocation.

For example, organisations have used VBIS to consolidate fragmented data into a single, searchable system. This has drastically reduced the time spent locating critical information during audits or planning cycles.

2. Lifecycle Modelling and Criticality Analysis

Understanding which assets are critical to operations is key for effective decision-making. VBIS supports lifecycle planning by:

• Highlighting which systems require deeper analysis, such as FMEAs (Failure Mode and Effects Analysis).
• Identifying short-, medium-, and long-term capital expenditure needs based on asset lifespans.

Organisations using VBIS have gained clarity on maintenance priorities, reducing downtime and avoiding costly failures.

3. Vendor Adoption for Procurement

VBIS isn’t just for internal teams—it’s gaining traction with vendors, too. For example:

• Suppliers like Reece Plumbing have adopted VBIS tags for their product catalogues.
• Procurement teams can now search for specific asset types using VBIS tags, receiving quotes from multiple suppliers with matching products.

This streamlines procurement, ensuring faster and more accurate sourcing for replacements or upgrades.

4. Bridging BIM to FM Gaps

The handover between construction and operations often leads to critical data gaps. VBIS bridges this divide by:

• Embedding asset tags into BIM models during design and construction phases.
• Allowing FM systems to seamlessly access BIM data post-handover.

This ensures that the rich data generated during construction remains usable throughout the asset’s lifecycle, supporting everything from maintenance planning to future renovations.

5. Enabling Cross-Platform Interoperability

In practice, organisations use VBIS to link disparate tools. Here’s how:

• Document Management: Find all O&M manuals, drawings, and warranties for a specific asset with a single click.
• Maintenance Management: Access maintenance logs, condition ratings, and reactive costs from asset tags.
• 3D Models: View asset locations virtually to plan refurbishments or verify installations.

This interoperability isn’t just theoretical—it’s being deployed in sectors ranging from healthcare to cultural institutions.

Insights From Early Adopters

• The adoption of VBIS by the Victorian Health Building Authority (VHBA) for major health projects demonstrates its scalability and value in high-stakes environments.
• Organisations have reported smoother audits, easier compliance with regulatory frameworks, and better collaboration across departments.

Evaluating VBIS for Your Organisation

Before diving into VBIS, it’s essential to evaluate if it’s the right fit for your organisation. Here’s how to approach this decision:

Key Considerations

• Challenges in Asset Classification: Do you currently struggle with inconsistent asset data? If your asset register varies by team, project, or legacy system, VBIS can offer much-needed standardisation.
  
• Siloed Systems: Are your CMMS, BIM models, and document repositories disconnected? VBIS enables seamless integration across platforms, making data accessible and actionable.
  
• Lifecycle Planning Needs: If maintenance schedules or capital planning are based on incomplete or outdated data, VBIS’s granularity can drive precision.

The Pros of VBIS

• Granularity and Flexibility: VBIS goes beyond surface-level classifications, offering detailed tags tailored for operational use.
• Open Standards: Being system-agnostic means VBIS can integrate with your existing software ecosystem, reducing the need for new platforms.
• Future-Proofing: By adopting VBIS, you align with growing government and industry endorsements, such as its adoption by VHBA, ensuring compliance with emerging standards.
• Improved Collaboration: VBIS fosters better communication between asset management, finance, and operations teams by providing a common language.

Limitations to Keep in Mind

• Initial Effort: Implementing VBIS requires time to assess current systems and data gaps. However, phased adoption can mitigate this.
• Stakeholder Buy-In: Teams may need training to adopt the new classification approach. Communicating its long-term benefits is crucial.
• Software Compatibility: While VBIS works with most systems, some older software might need custom configurations for full integration.

Questions to Ask Before Implementing

1. What’s the Current State of Your Data?
   • Do you have accurate, complete, and centralised data?
2. Do Your Existing Systems Support VBIS Integration?
   • Many software vendors are already VBIS-enabled or can be configured to support it.
3. Does VBIS Align With Your Sector’s Standards?
   • Government frameworks, such as VHBA’s endorsement, may indicate its relevance to your field.

Tailoring VBIS for Your Needs

VBIS isn’t a one-size-fits-all solution. For some organisations, starting with critical assets or high-impact systems is a practical way to test its value. Others might dive in with a complete overhaul.

By answering these questions and weighing the pros and cons, you’ll gain clarity on whether VBIS can address your specific challenges.

Steps to Get Started with VBIS

Adopting VBIS may seem daunting, but with the right approach, you can start small and scale effectively. Follow these steps to set yourself up for success:

1. Assess Your Current Asset Management Framework

• Data Audit: Review your existing asset data. Is it accurate, complete, and accessible? Identify gaps in categorisation and accessibility.
• Technology Review: Evaluate your current software stack—CMMS, document management systems, BIM models, and other tools—to understand how they handle asset data.

2. Adopt VBIS Gradually

• Start with High-Impact Areas: Focus on critical assets or systems where consistent data could unlock significant value, such as lifecycle planning or compliance reporting.
• Pilot Projects: Conduct a small-scale implementation to test VBIS’s impact. Use this opportunity to refine workflows and gather feedback.
• Iterative Scaling: Expand adoption incrementally, adding more assets, locations, or systems as your team becomes familiar with the standard.

3. Engage with VBIS Resources

• Classification Tables: Access the free VBIS classification structure and tagging resources from their website. These are your building blocks for implementation.
• Case Studies: Learn from organisations that have successfully deployed VBIS. Their insights can help you anticipate and overcome potential challenges.
• Vendor Support: Many software vendors are already VBIS-enabled. Work with these partners to streamline the integration process.

4. Leverage VBIS Partnerships

• Government Frameworks: VBIS’s endorsement by organisations like the VHBA reflects its growing adoption across various sectors. Aligning with these standards ensures compliance and consistency.
• Vendor Ecosystem: VBIS collaborates with partners like Reece Plumbing and software providers to integrate seamlessly into procurement and operational workflows.

5. Build Internal Alignment

• Stakeholder Engagement: Involve key stakeholders early to align on goals and expectations. Highlight how VBIS can reduce inefficiencies and improve decision-making.
• Training and Support: Provide training sessions for your team to help them understand and adopt VBIS workflows. Use real-world examples to demonstrate its impact.

6. Measure and Adjust

• Track Results: Monitor the outcomes of VBIS adoption—reduced data silos, improved lifecycle planning, or enhanced compliance processes.
• Iterate: Use feedback and performance metrics to refine your implementation and expand adoption further.

Starting Small, Thinking Big

VBIS is scalable. You don’t need to overhaul your entire asset management framework in one go. By starting small and expanding based on success, you can unlock the full potential of VBIS over time.

How Does Kairos Help?

Kairos makes adopting VBIS simple and effective. Our team uses years of experience and a deep understanding of asset data to guide organisations every step of the way. Here’s how we help:

1. VBIS Enabled Partner

As one of just three VBIS-enabled auditing companies, Kairos is at the forefront of this powerful framework. We work closely with VBIS, gaining early access to new tags and updates. This means we know what’s coming and can prepare our clients for it.

Our team also provides feedback to VBIS, helping to shape its future. For example, if a tag doesn’t yet exist for a specific asset, we can recommend its creation. This collaboration ensures that your data is not only up-to-date but also contributes to better standards for everyone.

2. Asset Data Transformation Specialists

Kairos specialises in taking messy or incomplete asset data and turning it into something that’s clear and usable. We understand how asset data works throughout its lifecycle and can improve it whether you’re starting with almost nothing or a complex legacy system.

From scoping to desktop cleanups to field data collection and system integration, we offer an end-to-end solution. Our goal is to guide you from poor data to great data, giving you the roadmap you need to succeed.

3. We Understand Your Incumbent Framework

If your organisation currently uses frameworks like OmniClass or UniClass, we’ve got you covered. We know how these systems work and can help map your existing data to VBIS with ease. This means you can keep what’s already working while upgrading to a more streamlined and detailed system. Our expertise ensures a smooth transition without losing critical information.

4. Purpose-Built Software for VBIS Data Capture

Our proprietary asset data capture software is designed with VBIS in mind. It allows us to capture and organise data efficiently while meeting all VBIS requirements. This system eliminates errors caused by manual data entry and ensures that every piece of data aligns with VBIS standards. With features that also support OmniClass and UniClass, our software makes the entire process faster and more reliable.

5. Extensive Project Experience

Kairos has worked on a wide range of projects across Australia and New Zealand. From large government organisations like the Victorian Government and Department of Transport to institutions like Box Hill TAFE and VMCH, we’ve helped uplift asset data to meet VBIS standards. Our experience means we understand the challenges you face and can offer proven solutions to meet your needs.

Future Implications of VBIS

VBIS is not just a solution for today’s challenges; it’s a system designed with the future in mind. As technology, regulations, and industries evolve, VBIS’s potential applications will only expand.

1. Beyond Buildings

VBIS has already proven its value in property and facilities management, but its potential extends to other sectors:

• Healthcare: With the Victorian Health Building Authority (VHBA) adopting VBIS for major health construction projects, it sets a precedent for other healthcare systems to standardise asset management practices.
• Transportation and Infrastructure: Large-scale projects like roads, railways, and utilities can benefit from VBIS’s consistent classification and lifecycle planning, ensuring smoother operations and maintenance.
• Water and Energy: In sectors reliant on critical infrastructure, VBIS can help streamline asset data and improve risk management.

2. Bridging the BIM to FM Gap

Building Information Modelling (BIM) is now standard in construction projects, but the challenge has always been ensuring that BIM data remains useful in the operational phase. VBIS acts as the bridge:

• Operationalising BIM: VBIS tags applied during the design and construction phase ensure that asset data can be carried forward seamlessly into FM systems.
• Lifecycle Integration: By maintaining consistent asset information, VBIS facilitates smooth handovers and enables more accurate lifecycle modelling.

3. The Promise of Interoperability

Interoperability is the future of asset management, and VBIS is paving the way:

• Cross-System Communication: With VBIS tags and search syntax, disparate systems can “talk” to each other, enabling holistic asset management.
• Universal Standards: As more organisations adopt VBIS, it could become the de facto language for asset data, reducing confusion and duplication across industries.
• Vendor Ecosystems: Suppliers like Reece Plumbing, already tagging their products with VBIS classifications, showcase how interoperability benefits not just asset owners but also the supply chain.

4. Empowering Data-Driven Decisions

The future of asset management lies in data. With VBIS, organisations can:

• Unlock Advanced Analytics: High-quality, structured data makes it easier to apply AI and machine learning for predictive maintenance and optimisation.
• Benchmark Performance: Compare asset performance across portfolios or against industry standards with confidence, knowing your data is consistent.
• Plan with Precision: Detailed lifecycle models and accurate maintenance forecasts allow leaders to make better-informed financial and operational decisions.

5. A Standard for Sustainability

VBIS can support organisations aiming to achieve sustainability goals:

• Efficient Resource Use: Optimised maintenance schedules and lifecycle planning reduce waste and prolong asset life.
• Carbon Reporting: Consistent asset data enables more accurate tracking and reporting of carbon footprints across portfolios.

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The Future Is Connected

VBIS is a meaningful step towards a more integrated, efficient, and sustainable way of managing assets. As adoption grows, VBIS has the potential to redefine how industries approach asset data, ensuring the right information is always available to the right people at the right time.

VBIS offers a powerful solution to the complex challenges of asset management. It provides clarity, consistency, and connectivity, helping organisations streamline processes and make better decisions.

Next Steps:

• Schedule a free consultation with Kairos to discuss if VBIS is suitable for your organisation.
• Visit the VBIS website for resources.
• Consider starting small with a pilot project to test its impact.
• Evaluate your current systems and identify gaps VBIS can address.

VBIS isn’t just about managing assets — it’s about doing it smarter. Ready to take the next step? Contact us today.