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Selection of building management systems

Licensed Copy: QC, Jackson Coulson Partnership, 02/04/2008 14:24:54, Uncontrolled Copy, IHS BRE Press

A B Birtles,

PhD, CEng, MIEE

This document
contains
pages

This paper summarisesa papcr presented at the CICC

Conference 'Energy Managementin Buildings', University of
Nottingham,March 1984.

develop very clear objectives in relationto the typeof

application: what the svstcni is intended to do, how it will be
used and who will operate it.

Thispapere.vwnines thefeatures, attributes and limitations

Types

ofavailable sYstemsanddiscusses the factors affectingtheir

suitahilit forparticularti'pes ofapplication from the point

ofviewofthe user. It considerssystem

specification,
applications software, the ,nan-,nachineinterface, hardware,
and suppl.vand cost factors.

INTRODUCJ1ON
Computer-based
building management systems (BMS)
provide automatic monitoringand control of building
services. Whilst the technology was, until 10 years ago,
suitable only for large, complex buildings, microcomputer
advances have now madecost-effective applications feasible
in manymore building types and sizes.
Preliminary stages
Arguablythe Iirst stage is to decide whether a BMS is really
appropriate for the planned application.

Buildingmanagement

systems are not a panacea. They

cannot compensatefor badly designed or badly maintained
plant or buildings. Other more cost-effective, less capitalintensive measures may be appropriate before the BMS can
bejustified'.

A thorough surveyof target buildings and review ofthe

buildingmanagementpractices will reveal

if

there are more

cost-effective measures and what the BMS opportunities are.

The relative importanceof the control,monitoringand

managementfunctions of the BMS in particular applications

will determine the extent of human involvement envisaged.
Whether this will be largely active or passive affects the
choice ofthe typeofsystem.

If the envisaged

'management information'emphasis of
monitoring functions is low, an integrated BMS maynot be

the best solution. It is worthwhile investigatingthe range of

functionally dedicated, stand-alonecontrollers as an
alternative.

Ifthe BMS option looks appropriate, it is

Telex: 923220

ATechnicalenquiries toA

The typesof building, site and

estate will impose different

constraints on the employablemethods ofdata
communicationsand the hardware architecture in so far as it
affects the distributionoffunctional capability.

The

types ofservices included in the applicationwill

constrain the choice to systems with the appropriate range of
applicationssoftware options, to supplierswith appropriate
experience, and possibly to systems approved by the
appropriate authorities (eg Fire Offices' Committee).

Applications emphasising

MAIN STAGES IN SELECTION

Building Research Station

Garstori
Watford WD2 7JR
Telephone: 0923 674040

of application
Different types of application imposeconstraints on the
optimum BMS solution.

essential

to

FireResearch Station
Borehamwood
Hertfordshire WD6 2BL
Telephone: 01-953 6177
Telex: 8951648

use ofthe BMS to support

activities like maintenancemanagement,fault diagnosis,
energy-performancemonitoringand targeting, will affect the
requirements ofthe operator interface and the required
capabilitiesofthecentral station's hardware and software.

Annual budgetlimitationsor a policy ofgradual

phased
investment may restrict the choice to systems which are
particularly flexible with respect to future expansion of

capabilities but which offer low-cost initial configurations.

Recent initiatives towards compatibilitybetween different
manufacturers'equipment arealso relevant2.

Major considerations
To ensurethe best value for money, competitive tendering is
oftenthe recommendedmethod of final selection. Many

factors influence the selectionof BMS and need to be

considered at both the pre-tender and tender selection stages.

The pre-tender

stage will compri5ea preliminaryfiltering

process to eliminate thosesystems and suppliers which have
little prospect of meetingthe requirementsofthe particular

application. Manufacturers' literature, an knowledgeof

recentlycompleted projects, should be sufficient to establish
this. Contact with earlier users will reveal whether the
supplier and his products have a successful track record. The
followingquestionsshould beconsidered. Are the outstations
to be dumb, intelligent or autonomous? Doesthe system need

Princes Risborough Laboratory

Princes Risborough
Aylesbury
Buckinghar'sbire HP1 7 9PX
Telephone 084-44 3101
Telex 83559

Scottish Laborator
Kelvin Road
East Kilbride
Glasgow 075 ORZ
Telephone: 03562 33001
Telea 778610

to be capableoftwo-way remote autodialling on the public

switched telephonenetwork? Have projects similar to the

100%

presentone been successfullycompleted before? Has the

systemfulfilled other users' expectationsofcosts,
performance, ease ofuse and reliability?
list can now be drawn up.

A provisional tender

77%

of the project and provide an opportunityto re-appraisethe

system specification (next Section) is required before

proceeding to the next stage, which is to obtainbudget
quotations from membersof the provisional list. These will
permit a reasonable assessment ofthe likely cost-effectiveness

a
C

decision to proceed.

a
0

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At tenderselection, though

cost may be of primary

importance, the lowest tender price may not represent the
best value for money. However, a shortlist of leading
contendersmay be drawn up from tenders received by
eliminating grossly non-competitive tender prices, and also
those contenderswhich have shown little or no evidence of
having visited and surveyed the target sites,having accounted

for financial constraints and future investment plans ofthe

owner, or having attempted to address major requirementsof
the specification.Three things are important at the final
selection stage:
All project costs (in-houseas well as contract).
Compliance with the detailed needs of the specification.
Likelihood of successful completion of the project.
At this final stage it is advisableto see the systems workingat
independentsites.

THE SPECIFICATION
A detailed discussionofhow to specify BMS is given
elsewhere3. Some general guidanceis appropriate here.

Ensurethat the detailed functional performance

requirementsof the BMS (including planned future expansion

and budget constraints) are sufficientlywell defined to
provide the basis for systematictender selection.

Ensurethat the BMS hardwareis not sorigidly specifiedto

precludethe identification
suppliers.

I T t 'Lid

0
C

of optimum solutions by different

It

is therefore inconsistent with the tendering principle to

rely too heavily on a single supplier to helpin writingthe
specification.

Avoiddeferring detailedconsiderationof any special

needs

(especiallysoftware) until after the contract is let.

Ensurea singleand indisputable focusofresponsibility

when things go wrong. Thisnormally means a 'Turnkey'
project.

Make surethatthe supplier

agrees a firm but realistic

completion date and programme of work,and that progress
paymentsare phasedto provide leverage duringthe full
courseof the project.

BMS APPlICATIONS SOFTWARE

Thenumber of functional software options is very large, but
it is important to select only those which can be economically
justilied4. Twoother things are importantat selection:

Figure

>.
S

30%

flrn
21%

>-

I h

20%

Availabilityof some applications software routines on

major BMS for sale in the UK

similar options offered by differentsuppliers is variable when

judged against typical applications5.

A convincing way to ensurethe availabilityand satisfactory

operation of software is to speak to independent users and, if
possible, see it operating.
User-programmingfacilities can be useful to cover the
contingencyof unforeseensoftware needs, but require
programming skills. For most users this is not an important
opt ion, though the existenceof sucha facility may indicate
the relative ease with which a supplier is able to introduce
new customisedsoftware routines or update existing ones and
could represent a future cost advantage.
Managementreport-generationsoftware facilities offered are
widely variable, ranging from simple plant status and alarm
logs, etc, through fairly comprehensivethough rigidly defined
monthlyor quarterly logs of metered fuel and electricity,
plant efficiencies and hours run, to user-configurablereports
ofdegree-day-and floor-area-normalised tablesofenergy
inputs and costs. Such reports can be tailoredto support
monitoringand targeting schemes but at the timeof writing
are not widely available.This is an often neglectedarea in
which little thought is given to informationrequirementsand
uses before the system is installed and working,at which stage
it maybe impossible to implement the required facilities since
the wrong typeof system may have been selected.

In several ofthe larger BMSs, fire, life safetyandsecurity

applications maybe specified to exploit more effectively the
computersand communications networks already justified
for energyandmaintenancemanagement.In the United
Kingdom, the relevant BMS functions are usually restricted to
the monitoring of primary fire or security panels which satisfy
the requisiteapproval standards.Auxiliary functions suchas
operation of fire doors and lifts are also claimed by some
suppliers.

THEOPERATORINTERFACE
When the application dictatesan emphasis on monitoringand
managementfunctions, assessment ofthis interface can play
a crucial rolein the selection procedure.Though the
assessment may be subjectiveto a certain extent, a number of
factors can be identifiedwhich contribute significantly to the

(Figure 1), so the necessary match to a particularapplication

may not be achievableby all suppliers.

effectivenessof man-machineinteractions and acceptability

to operating staff. These are discussed below in relationto the
range ofoperator functions. The BMS user may be expected
to perform the followingrangeof tasks, dependingupon the
systemand application:

At presentthere are no performance standardsfor

(a)

Not all systems can offer the full rangeof options

monitoringand control software and the performance of

Display or print the value(s).

(b) Switch any itemof connectedplant to on or off.

(c) Modify parameter values in standard software routines.

(d) Acknowledgealarms.
(e) Disable sensor or control points.
(f) Initiate print-out of reports.
(g) Request graphical display.
(h) Configure outstation software.
(i) Define or modify graphics diagrams.
(j) Re-load system software.
(k) Modify or define user-writtenroutines.

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Tasks (a) to (g) would normally be conducted by the day-today operator, whilsttasks(h) to (k) would more likelybe the
provinceof the qualified engineer or manager.Securityof
access to these two levelsof task would usuallybe controlled
by special passwords. On some systems special function keys
are used to initiate standard tasksand facilitateseveral or all
tasks (a) to (g), thus reducingthe typing load on the operator.
The extent to which,and clarity with which, the user is
prompted by the BMSto take appropriate action at each
stage, contributes greatlyto the 'user friendliness'of the
system. 'Menu'-based prompts are the most popularmethod.
Further assistanceis provided by some machinesin the form
of 'HEL.P' facilities and 'special messages' displayedin
responseto certain events, for exampleto explain the
meaning of an alarm.
Most of the operator taskslisted above require relevant
points in the system to be identified.The various methods
used for point addressingmay be broadly classified as
follows:

Hardware addressing.Here the point is uniquely identified by

a number which identifiesthe outstation number,card
number and point number.

Soft addressing.In this method, points are identified by an

alpha-numericcharacter string or name which is defined by
the user. Some systemspermit both hardware and soft
addressingmethods, which can reduce the typing load for the
well versedoperator.
Mnemonicaddressing.In this method, mnemoniccodes,
allocated by the user, are used to identifypoints in a
'memorable' way. Successive character groups in the
mnemoniccan be used to identify building, planttype, plant
number and point number for example.
Trend logs can provide a valuablesource of data for energy
and maintenance managementapplications. Such information
displayed directly in graphical form is more readily
understood and interpreted thanlong numerical lists, and
suitablegraphical output facilities are becomingwidely
available on modern systems.Colour displayscan provide
useful aids to fault diagnosisas well as visual indication of
plant status and relationshipsbetweenpoints.

(b) Any mnemonicsemployedreally are helpful to the

memory.

(c) Operator responsesare prompted in a clear and

unmistakableway.
(d) Menusdo not offer confusingchoicesor too many
options at each level.
(e) No computing expertiseis needed.
(f) There is no need for repeated referenceto manuals or
charts.
(g) The volume oftyping required is acceptable.
(h) Displayedpoint values are accompaniedby engineering
units.
(i) The number of passwordlevelsis adequate for the
application.
U) The display size and resolution are suitable for the
application.
(k) The interface matchesthe skillsofthe staff available.
BMS HARDWARE
The different BMS equipment offered by the various
manufacturers is relevant to selection in so far as it affects
system costs, reliability,realisable system hardware
configurations,constraints on the initial scale ofthe project
and flexibility with respect to expansion.Cost and reliability
factors are consideredchieflyat tender selection when tender
pricesare known and suppliers'track records have been
investigated.The other factors are useful pre-tender selection
criteria related to constraints imposedby the particular
application on required hardware capabilities.For selection
of BMSmost suited to broad types ofapplication, systems
may be classifiedas follows:
Centralisedsystems. In these systemsall computer power is
concentrated at the central station. The outstations are nonintelligent and provide signal conditioning and data
communicationsfunctions only.
Distributed systems. The outstations are intelligent with
resident functional software to conduct local monitoring and
control tasks, possiblyincludingdirect digital control.
Autonomous systems. These systemsare a sub-set of
distributed systems. The outstations have total stand-alone
capability and can operate indefinitelywithout degradation in
performance, without referenceto a central unit.
When the capabilitiesand limitationsassociated with the
different BMStypes are compared with the relevant demands
ofthevarious application categoriesgiven earlier, it is
possibleto judge wherethe greatest likelihood ofa match will
occur. Based on the above reasoning,Table I indicates
broadly the technicallypossible, economicallyfeasibleand
likely BMSsolutions for each type ofapplication.

Somelimited operator-interface facilitiesare provided at

intelligent outstations to permit things like local override
control and local checkingof functional integrity following
maintenance action. Some provide a communications
interface for connection of a simple hand-held terminal.

Table I Suitabilityof systemsto applications

Application type

The different manufacturers' implementationsofthe features

described above are widelyvariable.The best advicewhen
selectinga system is to attempt to operate it through the
relevant options in the list of operator functions given above
and be satisfied that:

type
Centralised
Distributed
Autonomous

(a) Messages,menu entries, etc, are displayedin clear

X, Technicallypossiblesolution
XX, Technically possibleand economicallyfeasiblesolution

Single
Building Dispersed Low initial
building complex estate budget/phased

on single

System

English.

investment
policy

site

XXX
XXX
XXX

XXX, Likelysolution

XX
XXX
XX

XX
XX
XXX

X
X
XXX

SUPPLY
At tender selection, more detailed attention should be given
not only to costs and compliancewith the specification,but
also to the likelihood that the chosen supplierwill be capable
of carrying the project through successfully, on time and
within the stated price, and ofproviding continued support
after handover.

The likelihoodof success is greatlyenhanced if a supplier

has previouslysuccessfullyconcluded projects ofa similar
type with similarequipment (Figure 2).

Licensed Copy: QC, Jackson Coulson Partnership, 02/04/2008 14:24:54, Uncontrolled Copy, IHS BRE Press

r
45%

45%
40%

Building sector
Figure 2 Experienceamongst major suppliers

The only foolproof wayto be sure that theproduct is fully

at an
developedand working is to see it operating successfully
independent site, preferably in a similar application.

Clearlyin orderto completea newproject on time the

supplier must have a sound financialstatus and be able to

deploy the necessarylevel of resources.

To providecontinued support after handover, thesupplier

should be able to guarantee the availabilityof spare parts for

a reasonablefutureperiod, and be able to provide regular
hardware and software maintenance.

Suppliers' normal terms of businesssometimesinclude

provision for relativelylarge progresspayments early in the
contract, and their tender pricesmayreflect such envisaged
cash flows. From the user's point of view, progresspayments
linked to staged commissioning of the BMS may be a more
equitable arrangement which also provides leverageon the
supplier throughout the term of the contract.
CONCLUSIONS
Buildingmanagementsystems provide a promising route to
better economy in building management. Recent experience
by BRE and the Property ServicesAgencyhas indicated7 that
significant resourcesavings are possibleeven in buildings
which already exhibit better thanaverage energy
performance. But careful attention needsto be given to BMS
specification,selectionand project managementto improve
the likelihood ofa successful investment.
The growing popularity and interest in BMSin recent years
has resulted in the accumulationof a wealth of user
experience. Many mistakeshave been made and practical
lessonslearned. Demonstration projects by the Energy
TechnologySupport Unit' provide an invaluablesource of
information for the intendinguser. In addition, more
suppliersnow have a number of projects behind them and
have becomemore experiencedin identifyingpitfalls and
avoidingunexpectedproblems as well as having ironed out
some early technicaland software difficulties.Otherusers
and suppliers therefore command an important bodyof
experienceand their commentsand advice will be sought at
an early stage by the prudent selector.
REFERENCES
I Gardner P R. Energy managementsystems in buildings
the practicallessons. Newmarket, Energy Publications,
1984.

2 BirllesA B. Building management systemscompatibility.

Heating and Air Conditioning Journal, 1985. (In Press.)
3 Specification ofbuilding managementsystems.
Proceedings

The supplier should be able to arrange adequate operator

training facilitiesappropriate to the staff involved, including

provision for futureretraining in the event of staff changes.

To avoid unnecessarilyheavyday-todayreliance
on
suitable user

suppliersfor simple maintenance measures,

documentation should be made available for system faultfindingand maintenance.
Invaluableevidenceof suppliers' abilities and performance in
many of these areas may be obtained from the experiences of
other users.
COSTS AND PAYMENTS
To ensure an objective and uniform basis of comparison, it is
advisableto consider the total capital and operating costs of
each system and not simplythe first costscommonly included
in simplepayback calculations. Such costs are important at
selection because they mayvary according to the type of
system Chosen. A comprehensivecost checklist is given

of BRE/ClBS Symposium, Garston, 24 May

1983 (6 papers). Garston, BRE, 1984.

Birtles A B and Fisk DJ. Economic optimisation of
building managementsystems. 4th CEEB International
Symposium,Tokyo, Japan, March 1983. (Paper published

in appendix to reference 3.)

5 Birtles A B and John R W.Performance of heating

systems under optimum start control. CIB Symposium
'Heating systemsin practice', Stockholm, 7-9 September
1983.

6 Building Research Establishment. Building management

systems. BRE Digest 289. Garston, BRE, 1983.
7

Birtles A B and John R W. Study ofthe performance of

an energy managementsystem. Building Services
EngineeringResearch & Technology, 1984, 5 (4) 155-172.

elsewhere6.
Price group

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