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Defence Estate Quality Management System (DEQMS) Davis Langdon Certification Services

Manage Construction Project

Close - Contract Closure Activities

Trigger - Completion of Defect Liability Period

Ongoing Activity – PMCA Provide GEMS Update

SAP Image

Upon appointing the PMCA updates to Defence SAP will be based on ongoing and ad hoc reporting by the PMCA. For updates to GEMS SAP - PPM the Project Information Exchange (PIX) tool should be used as follows:

  • Project Officer exports the current schedule and cost plan and provides them to the PMCA.
  • PMCA  provides the Project Officer with updates
  • Project Officer reviews updates
  • Project Officer imports updates into Defence SAP – PPM
  • Project Officer adds Objective links to Checklist Item as required
For this process the following Tasks should be updated:
  • PWC Post Implementation Report
  • Finance Close
For updates to project risks, the Project Officer will document/update key budget, schedule, scope, and other risks that require visibility within the Branch into Defence SAP - GRC.

Activity - Construction Contractor and/or PMCA agrees to Post Occupancy Evaluation (POE) Agenda/Scope/Criteria with stakeholders

  • The PMCA will distribute the POE Questionaire (Annexure C of the POE Report Template)
  • The POE agenda/criteria must be agreed with stakeholders at least 1 month before POE inspection (this includes the EMOS contractor)

Activity - Construction Contractor and/or PMCA conduct POE Inspection and Lessons Learnt Workshop

Risk & Compliance Elements Data Element Data

Conduct POE Inspection

  • Construction Contractor and/or PMCA
    • Will conduct the POE inspection typically six months after occupation
    • The assessment will be against previously agreed POE criteria

Lessons Learned Workshop

Activity - Construction Contractor and/or PMCA produce POE Report

Risk & Compliance Elements Data Element Data

  • Construction Contractor and/or PMCA
    • Will prepare the POE report using the POE Report Template and submit this to the CFI Project Officer for approval.
    • The CFI Project Officer will assess the POE report and determine whether this is acceptable.

Note: Where the POE report is determined not to be acceptable it will be refined by the Construction Contractor/PMCA and resubmitted for CFI approval.

Activity - Construction Contractor and/or PMCA rectify any scope items

  • Construction Contractor and/or PMCA
    • must identify any scope items (Project/CFI/E&IG/ID) requiring rectification
    • will assign responsibility to the entity responsible for rectification (if scope items require rectification)
    • will coordinate rectification with the assigned entity.

Activity - Construction Contractor and/or PMCA complete Project Finalisation Report

Risk & Compliance Elements Data Element Data

  • Construction Contractor and/or PMCA
    • completes Project Finalisation Report as required by Contract

Activity - CFI Project Officer and Director review Project Finalisation Report

  • CFI Project Officer and Director
    • Review Project Finalisation Report ensuring it's completeness.
    • Cross check financials against Defence Records
    • Provide to DGCFI for consideration and recommendation for approval

Activity - CFI Project Officer completes Final Asset Rollout

Risk & Compliance Elements Data Element Data

Activity - DGCFI Rejects / Not Rejects Project Finalisation Report

  • DGCFI
    • Reviews Project Finalisation Report
    • If rejected, PM/CA to resubmit

Activity - PMCA completes the PWC's Post Implementation Report (PIR) following project completion

Activity - LESSONS LEARNT - PMCA Conducts "Completion" Lessons Learnt Workshop

Risk & Compliance elements Data Element Data (Objective)

Note: Lessons Learnt and Knowledge Management

Activity - CFI Project Officer completes ICT Project Closure Activities

Risk & Compliance Elements ICT ICT

  • CIOG Project Manager
    • completes ICT Project Closure Activities

Activity - CFI Project Officer returns Security / Balance if required after DLP

Risk & Compliance Elements Finance & Procurement Element Finance & Procurement

  • CFI Project Officer
    • If required by Contract Return Second Approved Security or the balance once the last Defects Liability Period has expired and all obligations met under the Contract. (seek DCC advice prior to returning an Approved Security).

Activity -CFI Project Officer closes all financial instruments and finalises documentation

Risk & Compliance Elements Data Element Data Finance & Procurement Element Finance & Procurement

  • CFI Project Officer
    • Ensure all POs are closed, invoices paid, etc
    • Documentation saved in Objective