Digital Twin-Stakeholder Informed Best Practice Framework for Building Management: A Case of a University Library
Abstract
1. Introduction
2. Digital Twin for Smart Building Management
3. Research Methodology
3.1. Selected Case Study
3.2. Methodological Approach
4. Developing the Digital Twin-Based and Stakeholders-Informed Best Practice Framework
4.1. Digital Twin System
4.2. Library Stakeholder Interviews
- Heat: It was discovered that the stakeholders were generally satisfied with the indoor conditions of the library. However, the occupants were exposed to extreme heat during the summer season. This solar heat gain was a result of the large openings in the building. Stakeholder 11 mentioned that in the afternoons, it is almost impossible to study in the library because you get the sun coming straight at you, and it is very uncomfortable (ST7/Q7/S5). Stakeholder 7 highlighted that it is difficult to work comfortably sometimes in the afternoons of summer (ST3/Q7/S3). These findings from the stakeholders confirm the results in the DT system, where the highest temperature is 24.8 °C, and this is seen in the targeted GSRs situated in the building’s western direction. During the winter season, the library becomes too cold to ensure a comfortable working environment. The occupants do not have the opportunity to adjust the HVAC system due to its centrally controlled nature. This confirms the study by Sanni-Anibire and Hassanain [45], highlighting the relevance of occupants’ ability to regulate both the HVAC system and other openings for enhanced comfort levels.
- Indoor air quality: The building occupants were generally satisfied with the indoor air quality in the library. However, airflow was sometimes a challenge in the autumn semester due to the non-operable nature of the windows [46].
- Light: The occupants were generally satisfied with the lighting levels in the library, but expressed discomfort with the amount of glare in the library. This glare resulted from the large windows and is extreme in the windows facing east and west directions. Occupants may have to keep changing positions until they find a better location. Lakhdari, Sriti, and Painter [47] highlighted that a balance between daylighting and artificial lighting ensures adequate natural light through building openings.
- Sound: The occupants expressed strong satisfaction with the level of noise in the library. Notwithstanding, it was discovered that a decrease in the collection may increase the level of sound in the library. In addition, it was revealed that the library becomes a bit noisy during examinations, and that affected the concentration of some occupants. However, an appropriate building design or taking necessary actions can effectively minimize indoor noise [41].
- Overall comfort: The building occupants were generally satisfied with the overall comfort of the library. However, it was revealed that heat was the most disturbing environmental parameter in the library.
- Energy consumption: Although the library is a 5-star-rated building, the stakeholders expressed concerns about the energy consumption in the building. It was discovered that the built-in energy efficiency measures have not been adequately maintained, which contributes to the energy consumption in the building.
4.3. Scope of the Framework
4.4. Detailed Framework
5. Validation of the Best Practice Framework
5.1. Design of the Questionnaire for Validation and Expert Interviews
5.2. Results of the Validation
6. Implications for Best Practices in Building and Facility Management
7. Conclusions
Author Contributions
Funding
Data Availability Statement
Acknowledgments
Conflicts of Interest
Appendix A
| Best Practice Code | Detailed Explanations Specific to the Case Study |
|---|---|
| BPCOM1 | Activate the HVAC for heating the library only on weekdays (i.e., Monday-Friday) to minimize the amount of energy used in keeping the library warm using the HVAC system. |
| BPCOM2 | Various built-in energy efficiency measures have been built into the library. These measures should be regularly maintained to optimize the consumption of energy in the library. |
| BPCOM3 | Although the temperature required for maintaining the collection in the library should be much lower than it is comfortable for humans. A balance should be maintained using the HVAC in ensure human comfort and maintain the collection. |
| BPCOM4 | The air conditioning in the library should be regularly checked to ensure it is working effectively. This would minimize the amount of energy required to power the HVAC system. |
| BPCOM5 | Lights in the library are always switched on even when nobody is around. The lights should be turned off automatically when there is nobody in the various rooms. |
| BPCOM6 | Unoccupied areas in the library always have lights switched on. These lights should be automatically switched on only when the various areas are occupied. |
| BPCOM7 | The calibration of the HVAC system for heating should be properly carried out to ensure the required amount of heat is produced with an optimum energy use. |
| BPCOM8 | Instead of having the HVAC system working throughout the entire week in the library, the system could be turned off during weekends to save some energy costs. |
| BPCOM9 | Instead of having the lights working during sunny days, optimize energy use by opening blinds to admit more daylight through windows in the library. The lighting level in the library for comfortable reading should be in the range of 100–320 lx. |
| BPCOM10 | Ensure air-conditioners are working effectively to meet the needs and comfort of the library occupants. |
| BPCOM11 | Adhere to recommended guidelines and standards, for instance, 21–24 °C for temperature, 40–60% RH for humidity, 260–320 lx—horizontal, 120–160 lx—vertical for lighting, 400–1000 ppm for CO2 |
| BPCOM12 | Regulate the number of occupants in various rooms to reduce the effects on temperature and CO2 in the study room. |
| BPCOM13 | Based on the occupancy profile of the library, the air conditioning/HVAC system could be turned off during weekends to conserve energy. |
| BPCOM14 | HVAC system should be recalibrated to the specific heat needs and comfort of the occupants based on the season (i.e., winter and summer). The temperature in winter should be in the range of 20–25 °C, and in summer it should be in the range of 23–26 °C. |
| BPCOM15 | Avoid interfering with automatic daylight harvesting systems that have been integrated in the library. |
| BPCOM16 | Although a lower temperature is required to maintain the collection in the library, this temperature level is not comfortable for humans. Therefore, a balance should be maintained between collections and occupants’ comfort. |
| BPCOM17 | There should be adequate lighting in all areas of the library using both natural and artificial lighting. |
| BPCOM18 | Sometimes, idle computers and monitors are still turned on in the library. These computers and monitors that are not in use should be turned off to optimize the use of energy in the library. |
| Best Practice Codes | Detailed Explanations |
|---|---|
| BPCD1 | Use more sensitive light sensors in the library to regulate the switching off and on of the lights. |
| BPCD2 | Adopt efficient motion sensors for lights to determine where there is occupancy, so that lights are automatically switched on. |
| BPCD3 | Ensure sufficient airflow in the library through door and window openings to minimize the amount of heat in the library at any given time. This would limit the need for cooling using the HVAC system. |
| BPCD4 | Manual light controls should be used in the library to complement the sensors so that occupants can turn lights off if not needed at any time. |
| BPCD5 | Utilize more natural lighting from window openings instead of constantly using artificial lighting. |
| BPCD6 | Automatically regulate lighting in the library using smart light sensors. |
| BPCD7 | Provide greater external shading for western windows by planting more trees. |
| BPCD8 | Adhere to recommended guidelines for a comfortable work environment as specified by regulatory bodies. |
| BPCD9 | Install blinds to reduce glare from direct sunlight through windows. |
| BPCD10 | Utilize more efficient insulation systems like spray foam in buildings to minimize the transfer of heat. Spray foam insulation would have a significant impact on heating and cooling bills. |
| BPCD11 | Introduce soundproofing to minimize sound from occupants’ discussions in the group study rooms. |
| BPCD12 | Introduce overhead lamps in the eastern part of the buildings to improve visibility. |
| BPCD13 | Avoid extremely large windows in buildings to minimize heat gain and heat loss. |
| BPCD14 | Use operable windows for airflow and minimize humidity in spaces. |
| BPCD15 | Establish the maximum number of occupants per room to minimize CO2 concentration. |
| BPCD16 | Use partition blocks in buildings to minimize noise travel. |
| BPCD17 | Add light tints to windows to minimize glare. |
| BPCD18 | Provide noise-absorbing or acoustic materials for flooring, for example, carpet instead of marble. |
| BPCD19 | Use a fan to manage and ensure sufficient airflow during autumn. |
| BPCD20 | Minimize glare by avoiding floor-to-ceiling windows facing the eastern and western sides of the building. |
| BPCD21 | Avoid the usage of non-uniform flooring materials, i.e., carpet and marble together. |
| BPCD22 | Minimize the use of decorative spotlights to reduce heat since they add to the generation of heat in the building. |
| BPCD23 | Minimize the use of decorative spotlights to reduce glare in the building. |
| BPCD24 | Avoid open office design to minimize noise. Partition walls serve as a barrier to the easy transfer of sound in buildings. |
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| Parameters | Key Indicators | Recommended Thresholds | Source of Standard |
|---|---|---|---|
| Thermal environment | Temperature | 21–24 °C | ASHRAE 55 |
| Relative humidity | 40–60% | ASHRAE 55 | |
| Visual environment | Illumination | 320 lux (horizontal) | NABERS |
| 160 lux (vertical) | AS1680 | ||
| Indoor Air Quality | CO2 | 1000 ppm | ASHRAE 62 |
| TVOC | 500 μg/m3 | LEED V4/NABERS |
| Key Indicators | Accuracy | Measurement Range | Resolution |
|---|---|---|---|
| Temperature | ±0.3 °C | −20 °C to +70 °C | 0.1 °C |
| Relative humidity | ±3% | 0–100% RH | 0.5% RH |
| Illumination | ±30% | 60,000 lux (visible + IR, IR) | - |
| CO2 | ±30 ppm or ±3% | 400–5000 ppm | 1 ppm |
| TVOC | ±15% | 0–6000 ppb | 1 ppb |
| Stakeholder | Code | Position | Frequency | Activity | Experience |
|---|---|---|---|---|---|
| 1 | LS1 | Library Staff | 6 | Management role | 25 years |
| 2 | LS2 | Library Staff | 5 | Management role | 30 years |
| 3 | LS3 | Library Staff | 6 | Management role | 15 years |
| 4 | LS4 | Library Staff | 5 | Management role | 17 years |
| 5 | ST1 | Student | 5 | Studies | - |
| 6 | ST2 | Student | 3 | Studies | - |
| 7 | ST3 | Student | 3 | Studies | - |
| 8 | ST4 | Student | 3 | Studies | - |
| 9 | ST5 | Student | 4 | Studies | - |
| 10 | ST6 | Student | 5 | Studies | - |
| 11 | ST7 | Student | 5 | Studies | - |
| 12 | ST8 | Student | 4 | Studies | - |
| 13 | ST9 | Student | 4 | Studies | - |
| 14 | ST10 | Student | 5 | Studies | - |
| 15 | ST11 | Student | 5 | Studies | - |
| 16 | ST12 | Student | 4 | Studies | - |
| Expert Code | Role | Years of Experience | Area of Expertise | Expert Category |
|---|---|---|---|---|
| E1 | Energy and Sustainability Manager | 30 | Facility Management | External |
| E2 | Campus Coordinator | 15 | Facility Management | Internal (User) |
| E3 | Campus Coordinator | 20 | Facility Management | Internal (User) |
| E4 | Building Manager | 20 | Facility Management | External |
| E5 | Campus Coordinator | 25 | Facility Management | Internal (User) |
| E6 | Infrastructure and Sustainability Manager | 17 | Facility Management | External |
| S/N | Validation Statements/Questions | Responses of Experts | |||||||
|---|---|---|---|---|---|---|---|---|---|
| E1 | E2 | E3 | E4 | E5 | E6 | Mean | Mode | ||
| 1 | The best practice framework is relevant and easy to understand | 6 | 7 | 6 | 5 | 6 | 7 | 6.12 | 6 |
| 2 | The best practices for building operation and maintenance are appropriate | 6 | 6 | 6 | 6 | 6 | 7 | 6.12 | 6 |
| 3 | The building improvement guides for retrofitting existing buildings, and designing and constructing new buildings are appropriate | 5 | 6 | 6 | 6 | 6 | 7 | 6.00 | 6 |
| 4 | The various best practice codes are appropriately classified | 6 | 6 | 6 | 6 | 7 | 7 | 6.33 | 6 |
| 5 | The best practices for optimizing energy consumption are comprehensive | 6 | 6 | 6 | 6 | 6 | 7 | 6.12 | 6 |
| 6 | The framework can be carefully followed to optimize the building’s energy consumption | 6 | 6 | 6 | 6 | 6 | 7 | 6.12 | 6 |
| 7 | The best practices for ensuring building occupants’ comfort are comprehensive | 7 | 6 | 6 | 6 | 6 | 7 | 6.33 | 6 |
| 8 | The appropriate adoption of the framework can improve building occupants’ comfort | 6 | 7 | 6 | 7 | 6 | 7 | 6.50 | 7, 6 |
| 9 | The best practice framework is suitable for optimizing energy consumption and improving occupants’ comfort | 6 | 6 | 6 | 6 | 7 | 7 | 6.33 | 6 |
| 10 | I would accept the best practice framework for use in buildings | 6 | 6 | 6 | 6 | 6 | 7 | 6.33 | 6 |
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Opoku, D.-G.J.; Perera, S.; Osei-Kyei, R.; Rashidi, M.; Agyekum, K. Digital Twin-Stakeholder Informed Best Practice Framework for Building Management: A Case of a University Library. Buildings 2026, 16, 924. https://doi.org/10.3390/buildings16050924
Opoku D-GJ, Perera S, Osei-Kyei R, Rashidi M, Agyekum K. Digital Twin-Stakeholder Informed Best Practice Framework for Building Management: A Case of a University Library. Buildings. 2026; 16(5):924. https://doi.org/10.3390/buildings16050924
Chicago/Turabian StyleOpoku, De-Graft Joe, Srinath Perera, Robert Osei-Kyei, Maria Rashidi, and Kofi Agyekum. 2026. "Digital Twin-Stakeholder Informed Best Practice Framework for Building Management: A Case of a University Library" Buildings 16, no. 5: 924. https://doi.org/10.3390/buildings16050924
APA StyleOpoku, D.-G. J., Perera, S., Osei-Kyei, R., Rashidi, M., & Agyekum, K. (2026). Digital Twin-Stakeholder Informed Best Practice Framework for Building Management: A Case of a University Library. Buildings, 16(5), 924. https://doi.org/10.3390/buildings16050924

