Budget Year Minus 2 - IA Planning

Infrastructure Management (IM)

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Budget Year Minus 2 - IA Planning

Region - Base Coordination of estate planning activities

Regions should conduct Quarterly Planning management meetings with both regional and base staff to coordinate infrastructure appraisal and other planning activities. These meetings should be aimed at ensuring that base, customer and technical specialist input (from environmental officers, sustainability, asbestos, fire safety, OH&S and property officers and external consultants) is co-ordinated and scheduled in the conduct of infrastructure appraisal, scoping of FACOPS and Capital Works projects and evaluation of completed projects.

Develop the IA Strategy (Desktop or Physical)

The development of the Infrastructure Appraisal strategy is essential in planning the future Infrastructure Appraisals. Outcome: An Infrastructure Appraisal strategy that identifies the type of Infrastructure Appraisal to be conducted on which strategic Defence estate structures in which financial year.
Activity	Considerations
1) Estate Development / Estate Support Officers determine the Infrastructure Appraisal method to be undertaken for each structure.	In DEMS, the default will be initially set to “Desktop”. If a structure is subject to a Physical appraisal at some point in the future, the Infrastructure Appraisal type is set to "Physical" and the planned year for the appraisal is identified. DEMS offers a default frequency for Physical appraisals, which can also be modified as required. Physical appraisals are to provide data either directly entered into DEMS or using the IA Data Collection Tool database on the laptop. (See laptop process at DEMS IA Module. Technical authorities may direct an appraisal on a particular structure (eg Bulk Fuel Installations) and in this case the method will be "Physical". Some decontamination and heritage works are managed nationally. Refer to EP&E Branch for specific advice. Audits of bulk fuel installations, masts and towers have been managed nationally. The resulting forecast of works are being incorporated into the maintenance plan along side all other works.
2) Estate Development / Estate Support Officers update DEMS (IA Strategy screen) to record and prioritise the Infrastructure Appraisal on the Estate DEMS record.
3) Desktop appraisals are to be reviewed annually.
4) Physical appraisals are to be conducted in accordance with the plan for physical appraisals, to cover gaps in the knowledge determined in the desktop appraisals.

DEMS IA Module

Preparing Data for an Appraisal

Prior to conducting an Infrastructure Appraisal, a number of preparatory activities can be undertaken to enhance the Infrastructure Appraisal outcomes. Outcome: DEMS data is validated prior to the Infrastructure Appraisal.
Activity	Considerations
1) Regional Estate Development / Estate Support Officers distribute a request to the relevant occupants of the property/structure being appraised requesting any issues to be identified using the Infrastructure Appraisal Issues Template.	Each Region has specific "Work Files" where Infrastructure Appraisals Work Requests are located in DEMS (type Infrastructure Appraisal appears in the Work File name). Your Regional Information Manager can advise the relevant Work File. Work Request data in DEMS. Only Work Requests with the following characteristics will be visible in DEMS Infrastructure Appraisal module: Work Request type = Risk Managed Works; Work Request status NOT: Cancelled; Rejected; In Progress; Financial Completion; and Invoiced. IA Quick Reference Guide Requests for Minor New Works are not considered as part of maintenance planning. In this case, Work Requests should be set to Type = Planned Works, so they don't appear in the Infrastructure Appraisal module, but are not lost in the FACOPS Program Development process. Call Centres follow the same process when logging Work Requests by sending the Work Requests through to the Planning File. It is the responsibility of the PLO's to review the Planning File in DEMS and transfer any Infrastructure Appraisal Work Requests through to the Infrastructure Appraisal Planning File. The Work Request type MUST be changed to "Risk Managed Works".
2) Issue identified are incorporated into the process as updates to strategic impacts, CF, maintenance standards. Depending on the nature of the issue, it may also be incorporated in to the works forecast.
3) Regional Estate Development / Estate Support Officers organise availability of appropriate subject matter experts to be involved in the Infrastructure Appraisal and schedule the appraisal activity.
4) Stakeholders are to be invited to prepare known maintenance requirements prior to the IA review. These can be documented on the Infrastructure Issues template
5) Depending on the physical location for the conduct of the appraisal, an IA Data Collection Tool database may need to be created. This is done following using the DEMS IA Module.

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