1) Defence Project Officer writes a Minute to ASEP.

Minute to ASEP to include recommendation for:

• the Chair of the Site Selection Board (SSB) - typically the Defence Project Officer
• membership of the SSB (membership typically includes 3 to 7 people, excluding the chairperson depending on the scale of the project - all Defence personnel)
• mandatory stakeholders and suggested Subject Matter Experts and other relevant stakeholders who should be involved with the Site Selection Process
• approval authority

Minute to include:

• Site Selection Brief
• Maps of Sites
• Design Layout Drawings
• Requirement for Full Review

The Minute to ASEP acts as a blueprint for the review and evaluation stage of the Site Selection Process as it identifies and names the Chair and Members of the Site Selection Board, suggested subject matter experts and mandatory stakeholders.

It is imperative in this step that the Defence Project Officer takes the time to reflect on the nature, scale and impact of the project to ensure that the listed stakeholders, subject matter experts etc are appropriate to be able to provide meaningful input to the Site Selection process. The SADFO and BSM would normally be SSB members.

The Project Officer should also contact the respective Service Headquarters to ascertain whether they may require representation at the SSB.

Chair, membership of SSB, stakeholders, Subject Matter Experts approved by ASEP.