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Defence Estate Quality Management System (DEQMS) BSI Certification

Acquisition - Develop

Not Available on the Market

Activity - ASPM receives an endorsed Initial Business Case (IBC) and Handover Minute from Estate Planning (EP) Branch

  • ASPM receives the endorsed IBC from EP branch via email.

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  • ASPM receives the approved project from the PMF via SAP workflow.
  • ASPM, or a delegate, transfers the project via SAP Workflow to DPAMNT.

Activity - Project Director (DPAMNT) receives the approved project from ASPM

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  • DPAMNT, or a delegate, updates the SAP record with the appropriate Project Officer and transfers the project via SAP workflow to the Project Officer.

Activity - Project Officer commences the Project Initiation

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  • Project Officer adds the 'Acquisition - Off Market' SAP template to the approved project.

Activity - Project Officer updates project with relevant IBC information

Risk & Compliance Element Data Element Data

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  • Project Officer adds the relevant project details obtained during the IBC process to the project record.
  • Project Officer attaches a copy of the endorsed IBC to the project record.

Activity - Project Officer develops a detailed Acquisition Management Plan

Risk & Compliance Element Data Element Data

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  • Click here for Defence SAP Acquisition Management Plan Guidance
  • Note: Information and details of the Acquisition Management Plan will be entered into Defence SAP. Each section of the plan will be presented as a field in which the details can be entered. If any of the sections have appeared previously in Defence SAP within the Planning phase and have had data entered, this data will automatically appear – e.g. Property Id, Project Title, etc. (availability of this functionality will initially be impacted by the Deployment SAP to each area of E&IG).
  • Defence SAP will also allow for the linking of attachments and/or the entire project folder in Objective – e.g. maps, plans, etc.
  • The fields that comprise the Acquisition Management Plan must be able to be updated throughout the life of the project. Many of the fields are continually updated as information is collected through the acquisition management process and act as a tracking and monitoring tool for the Project Officer to manage costs, payments, dates, etc.
  • Defence SAP will provide a form facility that will allow the entered information to be printed in the current format, if/when a hard copy is required.
  • The non-completion of some of the fields within this section should be considered acceptable and not prevent the progression of the project within the Defence SAP solution.
  • Note: that a number of fields/data items will be mandatory at some stage within the project management process so as to remain consistent with other project types within the Defence SAP solution.
  • Project Officer assigns resources(staff) for the phase.
  • Project Officer workflows/allocates tasks to the relevant resources in SAP.

Activity - Project Officer engages a Property Services Contractor

Risk & Compliance Element Environment Element Environment
  • Project Officerer engages a Property Services Contractor to assist with the acquisition process. This may include, but is not limited to property valuations, surveys and environmental site assessments (ESA).

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  • Project Officer records progress on Contractor Procurement against the associated task in SAP.

Activity - Project Officer advises Department of Finance (DoF)

  • Project Officer advises DoF of the possible acquisition via email.

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  • Project Officer actions checklist box in SAP to indicate that DoF has been notified.

Activity - Property Service Contractor advises the property owner / owner's representative

  • Property Services Contractor sends a letter to the property owner, or the owner’s representative, informing of the:
    • Acquisition approach (on a no commitment basis);
    • LAA requirements;
    • Requirement for valuation (organised by Property Services Contractor); and
    • Requirement for an ESA (organised by Defence).

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  • Project Officer actions checklist box to indicate that the property owner and/or owner's representative has been notified.

Activity - Project Officer notifies all stakeholders of possible acquisition

  • Project Officer notifies all stakeholders of the possible acquisition via email.

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  • Project Officer actions checklist box to indicate that the stakeholders have been notified.

Activity - Finance to complete Financial Requirements (confirm process with ID Finance)

Risk & Compliance Element Data Element Data

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  • This will be raised via an assigned task from Project Officer to Finance.
  • ID Finance will advise when finance has been raised.
  • Defence SAP will provide functionality that will allow linking of emails and/or other related documentation through Objective, as well as a field to capture notes/comments.
Business rules - None of the above activities are required to be carried out in any order and Defence SAP will provide flexibility for tasks within this sub-process to be recorded as required.

Activity - Obtain acquisition quotes (including evaluation requirements, surveying, etc.)

  • Property Services Contractor forwards the requested acquisition quote(s) for valuation services to DPAMNT for approval via Project Officer.
  • DPAMNT approves both the quote/s based on guidance from Property Services Contractor and value for money.

Activity - Obtain Environmental Site Assessment (ESA) Report, if required

Risk & Compliance Element Data Element Data Environment Element Environment
  • Project Officer engages a provider from the Environment and Heritage Panel.
  • Project Officer then forwards it to the Directorate of Environmental Impact Management (DEIM) and SDD Environment Manager for approval of work and cost.
    • If required, the Project Officer liaises with DEIM and SDD Environment Manager concerning any remediation requirements.
      • If there is a requirement to remediate post acquisition, DEIM will instruct Project Officer of the funding options:
        • MCF; or
        • National Contamination Project.
  • Project Officer gets approval to conduct the ESA.
  • On the basis of this approval, the Property Services Contractor arranges a time to conduct the ESA in consultation with the property owner, or owner's representative, Environment and Heritage Panel Member and nominated Regional Environmental Officer.
  • The Environment and Heritage Panel Member forwards a draft ESA report to the Project Officer.
  • Project Officer sends the report to DEIM for review, comment and approval.
  • Once approved, the Project Officer requests that the Environment and Heritage Panel Member sends a Final version.
  • Once received, the final version is sent to key stakeholders – i.e. Regional Environmental Officer and Regional Property Officer and saved in Objective.

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  • Project Officer records the date of receipt of the ESA report and completion of any other due diligence requirements to be recorded in the Time Management Section of the Acquisition Management Plan.

Activity - Obtain Valuation Report and Guidance

  • Property Services Contractor arranges a date and time for the valuer to conduct the valuation in consultation with the property owner, or owner's representative and a regional Defence representative.
  • Property Services Contractor forwards the valuation report to Project Officer, providing guidance on an offer to be made to the property owner or owner's representative.

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  • Project Officer records the date of the Valuation report and any other due diligence requirement to be recorded within the Time Management Section of the Acquisition Management Plan.

Activity - Release the Deliver Phase is Defence SAP

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  • Release the Deliver Phase.
  • Add required resources for the Deliver Phase.