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


Design Progression Task 2

Develop Functional Design Brief (Functional and/or Performance Based)

Activity 1

CFI Project Officer tasks Project Manager to conduct Start Up Meeting with key stakeholders to outline required tasks to develop Functional Design Brief (FDB).

Note: FDB Template has been removed because it is no longer up to date and is of limited suitability for Defence projects in its current form. Defence expects that Consultants developing Design Briefs on its behalf would apply professional skills and expertise necessary to advise the Designer on the Defence requirements and provide sufficient information to enable design outputs to be verified against them. Defence specific requirements to be included in the FDB are to be developed and identified in consultation with the Defence Project Director and all relevant Defence stakeholders. Defence Standard Engineering Inclusions are provided to identify Electrical, Mechanical, Fire Engineering and Aircraft Pavement requirement. Some of the key Defence requirements contained in DEQMS are referenced below.

Where precise definition of the Defence requirements and expectations is not possible, the Consultant is to define requirements to progressively develop these throughout the various stages of the design process. In this case it is important that the Designer confirms design proposals with the Defence at appropriate stages. This needs to be documented adequately in the Designer’s Design Plan (refer AS/NZS 3905.12: 1999 for further guidance).

Defence Requirements are:


- Key stakeholders will include:

  • Sponsor/Client,
    • DEEP,
    • DTARP,
    • Lead Environmental Officer (LEO) as dictated EIAS,
    • Regional personnel
  • CFI Project Officer provides to Project Manager Functional Design Brief Template


- For Activities 1-8, Completed Functional Design Brief

Activity 2

The Project Officer monitors progress of the development of the Design Brief (Functional or Performance Based) prepared by the Project Manager.

Project Manager is to facilitate stakeholder participation in the development of the FDB through:

  • workshops (including ESD and WOL Workshops, Environmental Risk and Value Management Workshops)
  • meetings
  • interviews and negotiations
  • distribution of documentation for review and comments


  • Progress reports from Project Manager as required under contract
  • ESD and WOL - Smart Infrastructure
  • Value Management Workshops
  • Interviews/Negotiation with client
  • Distribution of discussion papers
  • Project Cost Plan must continually be revisited
  • Environmental Issues and Risks

Activity 3

Project Officer receives draft Functional Design Brief, which incorporates initial stakeholder considerations, from the Project Manager for consideration and review by Defence internal stakeholders.

Activity 4

Project Officer reviews the draft Functional Design Brief with relevant stakeholders, including the LEO, DEEP, DEEERMS, client/sponsor and other key stakeholders.


- Issues covered within DEQMS Technical Regulatory Framework including:

Contractual Obligations

  • Compliance to brief provided by Project Manager
  • Cost Plan (is project cost within target cost plus/minus 10%)
  • Mandated review of draft by DEEP
  • Record of decisions made during consultation to ensure traceability of decisions, especially regarding design issues that may result in dispensation being requested e.g. value management (issue, options, who approved)
  • NOTE: Dispensations/alternative solutions from DEQMS mandated elec, mech, civil, security and fire engineering requires TA approval (ASEE)
  • Clearly stated preferred option
  • Further issues for investigation in next step (Concept Design)

User Requirements & Cost

  • SBC (Statement of Client Requirements)
  • Project objectives defined

Engineering and Maintenance Policy Requirements

  • CFI and Regional Design Policies, Principles and Philosophies
  • Design, Performance and Lifecycle project outputs are clearly specified
  • Drawing standards and certifications
  • Mandated Requirements such as MFPE, and DEQMS policies

Environmental Requirements

Activity 5 - Project Officer tasks the Project Manager to incorporate stakeholder comments into the FDB


- CFI Project Officer provides direction to Project Manager

Activity 6 - Project Officer receives final draft Functional Design Brief for Sponsor/Client sign off


- CFI Project Officer confirms that comments from previous drafts have been inserted

Activity 7 - Project Officer obtains Sponsor sign-off

Activity 8

CFI Project Officer notes final version Functional Design Brief received from Project Manager, which triggers the commencement of Design Development Phases.


  • Sponsor/Client
  • Director Estate Engineering Policy (DEEP)
  • Environment & Engineering Branch (EE)
  • Directorate of Energy Efficiency, Environmental Resource Management and Sustainability (DEEERMS)
  • Directorate of Training Area Regulation and Policy (DTARP) (for all ranges)
  • DSO Regional Staff (Regional Planning Liaison Officer)
  • DSO Regional CMS, GSS (to be engaged via DSO Regional Staff (Regional Planning Liaison Officer)
  • REO