What is the DEQMS? 

The Defence Estate Management System (DEQMS) is the Defence Support Group’s mandated quality system for the management of the Defence Estate.  

The DEQMS is certified to meet AS/NZS ISO 9001:2008 international quality management standards and provides a:

• platform for continuous improvement, compliance and achievement of best practice in developing and managing the Defence Estate and related Services;
• set of core policies, procedures and business support tools that cover the planning, development, delivery and disposal stages of the asset life cycle; and  
• direct benefit to Defence via its contribution to cost and risk management.

The DEQMS Team is primarily responsible for coordinating, maintaining and improving, the quality of information available on the DEQMS. The QMI Team (QMIT) also supports the Defence Support Group (DSG) to uphold the DEQMS AS/NZS ISO 9001:2008 quality management standards.

The How we maintain DEQMS Certification page provides a summary of how the QMI Team (QMIT) continuously maintains the DEQMS to meet AS/NZS ISO 9001:2008 quality management standards.

DEQMS Objectives

The DEQMS aims to:

• promote consistent dealings with internal Defence personnel and industry; 
• centralise the source of guidance to create a more integrated organisation; 
• provide continuous opportunities to review and improve work practices; and
• present transparent information to assist personnel to deliver work output to best practice standards.

DEQMS Background

The DEQMS (formerly known as “Infrastructure Management” or the “IM”):

• has increased 423 times in operational capacity since its inception during 1999;  
• was developed during 1999 following extensive mapping activity that reflected our business processes;  
• was officially launched in 2003, and certified to AS/NZS ISO 9001:2008 quality standards during November 2005;
• provides the Defence Support Group (DSG) with a quality management system and compliance and risk management framework to assist in the delivery and management of the Asset Life Cycle;
• meets  AS/NZS ISO 9001:2008 quality management standards - an international quality certification that defines the minimum requirements for a company’s Quality Management System (QMS);
• business functions included in the scope of the registration cover planning, development, delivery and disposal (excluding operations and maintenance) of the Asset Lifecycle.

DEQMS Authority & Sponsor

The issuing authority for all instructions is Head Infrastructure (HI) as the portfolio adviser for Defence estate policies, or as delegated by HI to a representative. HI is the overall Sponsor for DEQMS activity and is responsible for managing its development, publication and maintenance.

Individual web pages within the DEQMS have a designated Sponsor. The Sponsor is also referred to as the Technical Authority (TA). The Subject Matter Expert (SME) is responsible for developing and maintaining published content within the DEQMS structure.  The TA is responsible for approving all published content drafted by the SME.

An example of version control for each DEQMS page is outlined below:

DEQMS Structure

The DEQMS provides access to colour coded sections representing the core Asset Lifecycle processes, the tools and resources required within each process and additional supporting information.

The Asset Lifecycle (the shades of blue represent the seven different process stages of the Asset Lifecycle)

Policy, Support, Tools and Governance (the green shades represent supporting policy, tools and information on Governance, Committees, DEQMS and ISO Management. 

DEQMS | Defence Support Group (DSG)| Defence Estate Quality Policy

• A key element of the responsibilities of the DSG is the stewardship of the Defence Estate. DSG manages on a national basis, all buildings, infrastructure and property as “corporate assets” and holds responsibility for all “building owner” functions.
• The DEQMS provides details of Defence estate business processes, procedures and relevant policy considerations.
• It has been designed as a process driven system to enhance Defence capability and provide users with an effective and compliant on-line framework for the management of the Defence Estate (incorporating risk reduction strategies, relevant templates and formats)
• To support DSG’s culture of continuous improvement, ongoing reviews of the DEQMS ascertains if published business processes remain relevant, effective, consistent in content and compliant with AS/NZS ISO 9001:2008  Quality Standards. 
• Building capability, compliance and a culture of continuous improvement are three key elements that underpin Defence Estate Quality Policy and subsequent Defence Estate Quality Objectives.
• Policy and procedures published on DEQMS for the management of the Defence estate include the procurement of capital facilities and the maintenance of existing areas.

Quality is the responsibility of every employee, subcontractor and supplier.
The Defence Estate Quality Management System allows us to do our jobs well, adds value and gives confidence to our internal and external customers. 

Enquiries

The Defence Estate Quality Management System (DEQMS) is available via the Defence intranet (http://defence.gov.au /im) and the Defence Internet (http://www.defence.gov.au/im/). Please direct all enquires about the DEQMS to the DEQMS Team.

The responsibility for the quality of information in the DEQMS rests not only with the individual Sponsors/TA/SME but with the daily users and their willingness to communicate perceived deficiencies.  

Your feedback about new processes, topics, detected inaccuracies or proposed amendments are always appreciated by the  Defence Estate Quality Management Support Team (DEQMS Team). All your suggestions and proposed amendments will be considered by the QMI Team (QMIT) and feedback will be provided. 

The QMI Team (QMIT) is responsible for overseeing the progressive development and regular DEQMS updates.  Draft processes instructions and/or policies are developed by Sponsors/TA/SME, circulated widely within the organisation for comment (at the minimum to Director level) and then approved by the appropriate authority.

For further information on securing document approval, please visit Publishing to the DEQMS.  

Principles of Quality Management

The DEQMS is based on eight principles of Quality Management designed to facilitate the achievement of Quality Objectives. The principles of Quality Management include:

1. a customer focused organisation;
2. leadership;
3. involvement of people;
4. process approach;
5. systems approach to management;
6. continuous  improvement;
7. factual approach to decision making; and
8. mutually beneficial supplier relationships.

Management Review Meetings

Head Infrastructure is committed to the development, implementation and maintenance of the AS/NZS ISO 9001:2008 certified Defence Estate Quality Management System (DEQMS). To ensure the continuing suitability, adequacy and effectiveness of the DEQMS, the Defence Estate Quality Management System Team (DEQMS Team) hold monthly Management Review Meetings and provide the outcomes to the HI Executive (or delegate).

Continuous Improvement
Continuous Improvement (CI) is an ongoing process and essential part of the DEQMS as it :

• provides opportunities for improvement (OFI);
• promotes and sustains a culture of continually improving the way we do business and ultimately contributes to organisational success;
• quantifies problems and potential improvements and helps us learn from our mistakes; and
• builds successful relationships.

CI is not about apportioning blame to personnel when things go wrong. Embracing our culture of continuous improvement helps improves the way we work together to achieve Departmental Program* objectives and strategic Defence Outcomes*.  * Departmental Program 1.6 Defence Support underpins strategic Defence Outcome 1 of 3-(i.e. The protection and advancement of Australia’s national interest through the provision of military capabilities and the promotion of security and stability).

Compliance Review (CR) Program

To maintain AS/NZS ISO 9001:2008 certification, DEQMS must demonstrate how our culture of continuous improvement is upheld via appropriate business processes, controls and monitoring activity. The DEQMS aims to enhance Defence capability by providing an effective and compliant framework for the management of the Defence Estate. Appropriate controls and monitoring activity of the DEQMS is necessary to ascertain if published business processes remain relevant, effective, consistent in content and compliant with AS/NZS ISO 9001:2008 quality management standards.   

The DEQMS Review Schedule tracks key monitoring activity administered by the QMI Team (QMIT) to include:

• DEQMS Reviews of core business processes and supporting business process;
• ongoing Internal Compliance Reviews (CR) and subsequent Internal Compliance Summary Reports;
• biannual External Surveillance Assessments and subsequent External Surveillance Assessment Reports that review compliance against the AS/NZS quality  9001:2008 standards;
• annual Document Reviews.

Management Review Meetings are also conducted on a monthly basis to as part of the CR Program.

Environmental Management Reviews are also undertaken on an annual basis outside AS/NZS ISO 9001:2008 requirements. The outcomes and findings from monitoring activity aim to drive our culture of continuous improvement.

Objectives of the Compliance Review Program

The Compliance Review program is designed to:

• ensure high risk areas are regularly reviewed;
• meet AS/NZS ISO 9001:2008 standards certification requirements;
• verify compliance with contractual requirements;
• improve long term sustainability of the processes;
• obtain / maintain confidence in the capacity of suppliers; and
• contribute to improve the asset lifecycle process.

Why is Quality Management important?

The management of the Defence estate is facilitated by a quality management system to help create a strong and sustainable organisation. The DEQMS also assists to improve services by more efficient allocation of limited resources whilst addressing customer requirements and enhancing accountability and reporting deliverables.

DSG’s business processes are constantly under the spotlight to ensure they assist customers achieve Defence Departmental Program objectives and strategic Defence Outcomes. Quality Management supports our DEQMS to ensure it remains consistent, reliable and easily accessible to internal and external customers.

Successful Quality Management can be exemplified though increased :

• customer confidence  (key services are made available with an opportunity to become involved in the process) 
• staff satisfaction (personnel find work less stressful and more satisfying)
• management and governance confidence (managers find work processes are more effective and efficient enabling them to be proactive whilst governing bodies acknowledge the organisation is achieving its mission and purpose).  

Quality Management is beneficial to you as it can:

• help define and demystify business processes so they are easily understood;
• ensure current processes have a quality component built into them;  
• remove redundant work practices over time as reoccurring problems are identified and rectified;  
• reduce costs and risks;  
• lead to greater satisfaction and increase employee morale;  
• promote consistency in work  practices, performance and documentation; 
• reduce work stress and frustration through ‘business process ownership’ where you can re-engineer, re-design and map your processes rather than inherit inefficiencies.