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

Construction Project

Develop - Project Development & Delivery Plan (PDDP)

The approved Initial Business Case (IBC) developed by Estate Planning progresses to Capital Facilities Infrastructure (CFI) Branch for further development of the Defence Infrastructure requirement. Key activities include developing a Project Development and Delivery Plan (PDDP) that outlines risks associated with the development and delivery of the project, the proposed contracting methodologies, an Evaluation Plan for all procurement requirements in the project, and obtaining Financial Approvals via a Proposal and Procurement Approval Financial Submission for the Development Phase of the project. The key documents are subject to Executive Review and Approval requirements.

Trigger - First Pass Government Approval - Initial Business Case (IBC)

Activity - Review requirement, gate review outcomes & assign project team

Director General CFI in consultation with the Director Program Performance (DPP) determine the appropriate team to deliver the project.

  • DPP assigns the project team including:
    • Project Officer(s);
    • Project Director; and
    • Director.

Activity – Assign Director Role

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Initially when assigning a new project to a CFI team, the Program Support Officer will need to conduct the following steps in Defence SAP - PPM

  • Assign Director Role for the project.
  • Add the Develop Phase to the Project Definition.
  • Mark "EIP/IBC Approved" Checklist as complete.
  • Attach Minute to PDDP Checklist.

Activity – Assign Project Officer

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  • The Director then assigns a Project Officer to the project in Defence SAP - PPM.

Activity - Setup Project

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The Project Officer then conducts the following steps in Defence SAP

  • Assign remaining roles for the project (Project Director, DG CFI, and CFO Business Partner).
  • Add/Create Checklists, Checklist Items and Tasks as required for Develop Phase.
  • Add forecast start and end dates for Develop Phase.
  • Consult with Risk Master Data Maintainer to transfer risks from EP to CFI – refer Transfer Risk process in the Risk Management pages).

Activity - Confirm all information has been received from Estate Planning (EP) Branch

Risk & Compliance elements Data Element Data (Objective)

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CFI Project Officer will make sure the Estate Planning (EP) Project Officer has provided all required documentation as per the IBC Process. e.g. Signed EIR and IBC + Funding

  • If not already done by EP create standard project structure in objective and save documents.
  • If not already done by EP continue to the ICT Activity

CFI Project Officer will commence locating essential documents

  • using the DEQMS Estate Planning Documents Directory and also obtain assistance from Regional Estate Representative and EMOS Project Support), such as: Base Master Plan Reports and Drawings, Electrical Master Plans, existing condition reports resulting from Infrastructure Appraisal (fire safety surveys), facility audit reports, bush fire management plans, Regional Asbestos Management Plans and data, Cabling and Network drawings, information on existing, interim or future projects by other areas of Defence or external to Defence which may impact on the CFI project, Other Contractor held reports / drawings relevant to the Project scope.

Activity - LESSONS LEARNT - Open / Raise "Planning" Lessons Learnt Register

Risk & Compliance elements Data Element Data (Objective)

Note: Lessons Learnt and Knowledge Management

Activity - Commence development of the Project Development and Delivery Plan (PDDP)

Risk & Compliance elementsWHS Compliance Element WHS Engineering Compliance Element Engineering Environment Element Environment Security Compliance Element Security ICT ICT Training Areas Element Training Areas Data Element Data Finance / Procurement Element Finance / Procurement

 

Activity - Assess Project Requirements and Contracting Strategies

Risk & Compliance elements WHS Compliance Element WHS Engineering Compliance Element Engineering Environment Element Environment Security Compliance Element Security ICT ICT Training Areas Element Training Areas Data Element Data Finance / Procurement Element Finance / Procurement

CFI Project Officer ensures the following tasks are complete and the outcomes updated in the PDDP.

  • CFI Project Officer reviews Initial Business Case (IBC) outcomes
    • review the approved IBC and ensures all artifacts have been incorporated
    • identify the environment and heritage issues and risks to the project planning and delivery phases
    • identify the Indigenous Risks through Property Services
    • review the IBC Resource Plan developed throughout the IBC process to agree with the scope defined
    • Review the IBC information for transfer of detail and relevant risks which were identified
    • Project Officer identifies ESD and WOL issues, risks and opportunities to the project planning and delivery phases.
  • Assess Project Requirements & Contracting Strategies included in the PDDP Template

Activity - If not already done by EP within the IBC, assess ICT & Audio Visual requirements and consult the CIOG/CFI Liaison Cell

Risk & Compliance elements ICT ICT

CFI Project Officer assesses Active and Passive ICT Requirements.

  • Assess Passive ICT & AV requirements for the project
  • Assess Active ICT & AV requirements for the project.
  • Assess specific security risks and requirements applicable to the Project
  • Consult with the CIOG/CFI Liaison Cell

The CIOG/CFI Liaison Cell will then recommend whether the following steps need to be taken and work closely to guide you through the process: 

Note: The CIOG/CFI Liaison Cell still need to be notified where no Active ICT or AV requirements have been identified for a project.  

Activity - If relevant, liaise with CASG on Simulation requirements

CFI Project Officer, if relevant, assesses Simulation requirements.

  • Assess simulation requirements using the Defence Simulation Manual assess specific simulation needs including Facilities Infrastructure and ICT Infrastructure considerations as part of your overall project assess.
  • Liaise with appropriate CASG Project for Simulation Requirements.

Activity - Assess Security Requirements

Risk & Compliance elements Security Compliance Element Security

CFI Project Officer assesses security requirements.

  • Perform Desktop Assessment of security risks
    • Assess security requirements by conducting a desktop assessment of specific project security risks and requirements. Review applicable eDSM requirements. Contact local DSA Representative, if required.
      • The electronic Defence Security Manual (eDSM)
      • 2:30 Classification and Protection of Official Information
      • 2:41 Security for Projects and Capability Planning
      • 2:60 Physical Security
      • 2.64 Classification, Categorisation and Protection of Assets

Activity - Liaise with Service Delivery Division (SDD) Estate and Facilities Services, Base Support and EMOS Project Support

  • CFI Project Officer liaises with Estate and Facilities Services, Base Support and EMOS Project Support to develop a strategy for early engagement.
    • Involvement is likely to include participation in Site Selection, Design Reviews, Operation & Maintenance Manuals reviews, CHOTO and Project DLP requirements.

Activity - Liaise with Engineering Officers

Risk & Compliance elements Environment Element Engineering

CFI Project Officer liases with Engineering Officers.

  • Liaise with Director Estate Engineering Policy DEEP
  • Liaise with Fuel Services Branch
  • Liaise with Explosive Ordnance Branch
  • Other Technical Agencies as as required

Activity - Liaise with Environmental Stakeholders

Risk & Compliance elements Environment Element Environment

CFI Project Officer liases with Environmental Stakeholders.

  • Liaise with Environmental Officers in Canberra and in the Region (if needed) to confirm Environmental Requirements.
  • Liase with Heritiage Officers in Canberra to confirm Heritage Requirements.
  • Apply Smart Infrastructure considering any significant Ecologically Sustainable Development ESD and Whole of Life WOL opportunities as part of the overall project assessment. Liaise with DEEERMS as required.

Activity - Upon completion of Stakeholder workshops update status of "Stakeholder Workshop" to complete

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Activity - Conduct Risk Assessment using the ID Risk Assessment Tool (RAT)

Risk & Compliance elementsWHS Compliance Element WHS Engineering Compliance Element Engineering Environment Element Environment Security Compliance Element Security ICT ICT Training Areas Element Training Areas Data Element Data Finance / Procurement Element Finance / Procurement

CFI Project Officer conducts a Risk Assessment using the Infrastructure Division (ID) Risk Assessment Tool (RAT)


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Upon completion of Risk workshops update status of "Risk Workshop" to complete and document key budget, schedule, scope, and other risks that require visibility within the Branch into Defence SAP - GRC

Activity - Executive Review & Approval of PDDP & Evaluation Plan

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Upon completion of PPDP update status of "Prepare PDDP" to complete.

Activity - Create / Update CFI Project Monthly Status Review Sheets

Risk & Compliance ElementsData Element Data

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Activity – Project Administration

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Upon approval of PDDP the following tasks should be completed:

  • Update forecast start and end dates for Develop Phase.
  • Link all approval documentation to “Draft PDDP/PGPA” Checklist Item and mark the “PDDP Approved” Task as complete in PPM.
  • Assign “Project Administration (ROMAN, GEMS)” task to Finance Business Partner
  • Finance Business Partner actions and marks task as complete