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Defence Estate Quality Management System (DEQMS) BSI Certification

Acquisition - Close

Complusory

Activity - Pay compensation

  • When a compensation amount is advised by DoF, Project Officer contacts Finance to enable funds to be transferred to the affected party.

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  • The Project Officer is responsible for providing the correct WBS details for the purchase order – this is to enable the correct link to the WBS to be made in SAP/ROMAN.
  • Once Finance have processed the purchase order, ROMAN information will automatically populate the relevant SAP fields with;
    • The purchase order/s that have been raised for the project,
    • The details of the purchase order/s,
    • Expenditure to date for each purchase order, and
    • Total project expenditure figure.

Activity - Review acquisition management plan and confirm procurements complete

Risk & Compliance Element Data Element Data
  • Project Officer conducts a review of the Acquisition Management Plan to ensure all invoices have been paid against Purchase Orders raised for the project.
  • Important to note: All invoices should be sent by the contractor to Property Services Contractor for uploading to ISIS.
    • Payment timeframe is stated on the invoice;
    • The invoice is to be saved in the Objective project folder prior to approval using the following protocol:
      • Invoice [Contractor Name]
      • Approved [date]; and
    • Project Officer must review the invoice prior to approval.

Activity - Finance Close purchase orders and WBS

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  • Project Officer advises Finance to close purchase orders and return any remaining funds to the MCF.
  • SAP wil allow for the Project Officer to trigger a notification or action to close all project purchase orders and WBS.

Activity - Prepare project closure minute, asset notifications and attachments

  • Project Officer prepares project closure minute with attachments:
    • Notification of Asset Completion or Enhancement;
    • Capital Project Completion submission;
    • Location map;
    • Valuation report; and
    • Documentation as evidence of the completion date – e.g. gazette notice or settlement statement, admittance notice or valuations.
  • Project Officer requests that Finance fills out financial data on the Notification of Asset Completion form and the Capital Project Completion submission.

Activity - Send project closure minute and attachments

  • Project Officer sends project closure minute with attachments to asset notification address list.

Activity - Project Officer closes the project

Risk & Compliance Element Data Element Data

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  • Project Officer conducts project closeout, ensuring all details are updated in the acquisition management plan.
  • Project Officer ensures that all paperwork is filed in Objective and linked to the Project Record.
  • Accurate records are available.
  • Acquisition is recognised on the asset register.
  • Project Officer close the Defence SAP project.