Common Data Environment Next: Central document management along the entire lifecycle

ASFINAG handles construction projects via a central collaboration platform, which is used, among other things, for document and plan management, as well as for workflows, tasks, forms and other processes of digital construction project management. Internal and external project participants use the platform for the joint filing and exchange of project-related documents. A total of 2 to 2.5 million new documents are uploaded to the platform every year, which makes the platform highly relevant operationally.

Features of the current system:

• An overview of the basic functions is available on the asfinag.net homepage or in the Functions – PNW Knowledgebase. On this basis, the system was adapted to the way ASFINAG works.
• An overview of ASFINAG's existing IT and application landscape can be found below in the supplementary document "ASFINAG System Landscape"

The platform is used intensively, but shows limits in terms of flexibility, scalability and process support in daily use. The central challenge is in three areas:
First, there is a lack of a consistent, building-related data and document structure over the entire life cycle. Information cannot be clearly and permanently assigned to an object and shared throughout the organization. There is a lack of central, building-related storage with high interoperability and intuitive operation.

Secondly, processes, data flows and the different systems are not sufficiently integrated. Information is sometimes stored in parallel in different applications and cannot be processed consistently and automatically. This results in media breaks and additional expenses. Project managers and specialist departments sometimes even have to take on administrative tasks, for example when setting up projects, creating plan runs and assigning access rights.

Thirdly, the platform is only adaptable to a limited extent. New requirements, automation and modern BIM-oriented working methods can therefore only be implemented with considerable effort. Technical adjustments, updates and further developments depend on complex approval and authorization processes, quarterly release cycles and long response times.

The central challenge is to clearly link information about planning, construction, handover and operation with the respective structure and to make it available across systems.

The envisaged solution creates a reliable document management platform and common data environment for the life cycle of ASFINAG's assets. Documents, plans, data and project-related communication should be centrally structured, jointly processed and used by internal and external stakeholders. The existing information should be immediately available for project management, asset management and operation and maintenance processes as well as future new projects. The existing information must be available centrally, up-to-date and in line with requirements.

The platform is intended to support project managers in managing projects and simplify cooperation with contractors, planners, departments and authorities. It is intended to speed up processes, reduce manual effort and search times, improve data quality, enable well-founded decisions and replace individual solutions that are no longer needed.

Core requirements for the new system:
Building-oriented document management:

• Consistent project- and building-related structuring of documents and data, including clear assignment via metadata and object designations
• Reliable access with integrated preview of data and documents directly in the platform, without additional programs or special viewers
• Support of common document formats (DOCX, XLSX, PDF, JPG, etc.) as well as relevant plan and BIM formats such as DWG, DXF, e57. landxml, IFC and BCF without media breaks
• Collaborative document editing with consistent versioning and traceable revision, attribute, metadata, and edit management

Processes and integration:

• Intuitive and familiar user interface with little training required
• Cross-departmental and mobile use, even on construction sites
• Differentiated role and authorization concept with needs-based user interfaces for internal and external users, authorities and participants without an ASFINAG account (in independent administration)
• Open, documented interfaces for the automated and traceable exchange of data, documents, metadata and project-related communication with Microsoft 365 and the rest of ASFINAG's system landscape
• Rule-based audits, automated quality assurance, and structured recording and tracking of issues and defects

Architecture and extensible platform:

• Modular and extensible architecture based on open standards with a long service life
• Independent configurations by ASFINAG as well as short and transparent implementation cycles (uncomplicated customizing)
• Flexible cloud, on-premises, and hybrid models, as well as their suitability for different protection needs and data classes, and flexible operation (support for only one operating model is not an exclusion criterion)
• Maintain control over data, access, and locations
• Complete, quality-assured migration and sufficient performance for an existing heterogeneous, classified data set of around 7 TB and for the ongoing processing of up to 2.5 million new documents per year
• Verifiable compliance with the requirements applicable to ASFINAG with regard to applicable legal and internal requirements (RL-020, RL-035) on data protection, information security and retention, in particular the GDPR, the Austrian Data Protection Act and the NISG 2026

Nice-to-haves:

• Automation of administrative activities such as project creation, authorization assignment and archiving
• Personalizable dashboards as well as integrated reporting and evaluation functions
• AI-powered support for document mapping, data quality, and information search
• Extended project management functions to support project control or local construction supervision (e.g. protocol keeping, defect management, photo documentation, etc.)
• Integration of the existing GIS system for an improved overview of assets and projects

Non-objectives:

• Isolated single solution or completely new development
• Short-lived solutions
• Mere digitization of existing folder structures
• Pure AI solution
• High need for training
• User and access models that make it difficult to integrate changing internal and external project participants at short notice

Show what modern document management can look like at ASFINAG. Companies or consortia with a market-available solution for end-to-end document management are invited to submit. Joint further development within the framework of co-creation is possible; however, a completely new development is not planned. Market-available solutions, modularly expandable systems and innovative approaches that can be adapted to ASFINAG's specific requirements can be considered.

Description:
Submit your idea via the online form and describe:

• the technical solution and the overall approach
• Integration into the existing system landscape and scaling (see additional document)
• Possibilities for independent configuration and automation of work processes by ASFINAG in-house IT
• User, licensing and cost models
• Support, operations, and training
• Relevant standards, certifications and evidence for requirements from data protection, information security and storage

Make sure that your concept fits the requirements and evaluation criteria. Convince with comprehensible use cases and references. An optional file attachment can supplement the information in the online form with graphics or technical representations, but should not repeat or replace them.

Summary of added value:
Get to the heart of the unique selling point and decisive advantages:

• Which functions are available as standard, configurable or can be implemented through further development?
• How can the operating model of your solution be adapted to different sensitive data? In particular, explain which cloud, hybrid or on-premises variants are possible for ASFINAG.
• What measurable contribution does your solution make to simpler processes, higher data quality and less manual effort?

Confidential information (only for the jury):
Confidential information can only be shared with the project managers via the field provided for this purpose. In addition, a PDF can be sent to the moderator.

IMPORTANT NOTE:
Submissions in the consortium are possible. Keep it short (guideline: maximum 10-12 presentation slides or 4-5 A4 pages). We are in the process of exploring the market with the challenge. It is therefore not necessary to create designs or feasibility studies specially prepared for this occasion.

The submission deadline is 11:59 p.m. on December 14, 2026!