Budget Year 2 - DEMS Project Instructions


	Defence Estate Quality Management System (DEQMS) - IM

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Outcome:
Project details are recorded in DEMS, including the risk assessment and CSIR attached to the project.

Field By Field Instructions

Project Details tab

Project Name – can be copied directly from the CSIR. The naming convention is

Location/Establishment – Facility/Unit –Activity”, where

Location/Establishment = three letter acronym for the base
Facility/Unit = Location identifier within the base eg building, precinct
Activity = Short description of the works including Contribution Factor(s) of the facility and Priority(s) of the works as identified in the IA process.

Eg RBW – Bldg 392 & 393 LIA - CF3, P3 Flooring and Painting Repairs (for project at RAAF Base Wagga consisting of repairs to identified training facilities, all of which have a common contribution factor or 3 and priority of P3 “asset preservation”).

Note that DEMS restricts the character length to 64 characters.

Product Type - Selected from the Product Type drop down box and paired with Project Type, see table below:

Project Type – Use to categorise the nature of the works. Project Type and Product Type pairings are used to determine the funding category in the approval process. Project Type is also used for the in-year program management process using the Program Status Report and the Allocation Variation Advice (AVA).

Product Type	Project Type	Comment	Applicable Cost Element(s)
CMS	Annual Fees/Levies	Fees paid to third parties, typically municipal councils for maintenance on roads of access.	21539
CMS	CMC/CMS Management Fees	Project Type not used	21537
CMS	FP&E Reactive Maintenance	Reimbursable FP&E reactive maintenance.	21543
CMS	GEW Reactive Maintenance	Immediate and urgent reactive maintenance through the Property Service Centre.	21542
CMS	GEW Routine Maintenance	Non-urgent reactive maintenance through the Property Service Centre.	21541
CMS	Hire of Facilities (Short Term)	Short term hire of facilities (limited application).	21559
Risk Managed Works	Work Planning Fees	Used for consultancies for scoping future works, includes infrastructure appraisals, environmental planning and heritage management planning. For 09/10 onwards, Work Planning Fees are to be managed in the same way as Risk Managed Works projects.	21538
Risk Managed Works	Asbestos *	Works where the majority of expenditure is for management of asbestos.	21573 and/or CAPITAL#
Risk Managed Works	Demolition Works *	Works where the majority of expenditure is demolition.	21544 and/or CAPITAL#
Risk Managed Works	Devolved DMO	Devolved projects funded by DMO.	21544 and/or CAPITAL
Risk Managed Works	Devolved Funded	Devolved projects once the funding has been transferred.	21544 and/or CAPITAL
Risk Managed Works	Devolved Unfunded	Devolved projects where the funding is yet to be transferred.	21544 and/or CAPITAL
Risk Managed Works	Energy & Water Efficiency	Energy, sustainability and water efficiency works.	21544 and/or CAPITAL#
Risk Managed Works	Environmental Management *	Environmental works including monitoring and pollution prevention works.	21544 and/or CAPITAL#
Risk Managed Works	FP&E Replacement *	All bids for FP&E replacement are to include a completed business case, agreed by the contract administrator.	21544 and/or CAPITAL#
Risk Managed Works	Heritage Management *	Heritage management works.	21544 and/or CAPITAL#
Risk Managed Works	Maintenance Works *	All planned asset prevention and end of life replacement maintenance works. If the replacement is like for like, it should be bid as expense, 21544 and therefore not subject to the $500K limit. If the replacement is motivated by a requirement for a material change to the capability/capacity of the FP&E, it should be bid as CAPITAL and is subject to the $500K limit.	21544 and/or CAPITAL#
Risk Managed Works	Minor New Works	Changes to estate capability up to a limit of $500K CAPITAL component. Bids can exceed $500K provided the CAPITAL component is under $500K.	21544 and/or CAPITAL#
Risk Managed Works	Non Single LEAP LIA	Living In Accommodation works not funded by the Single LEAP program.	21544 and/or CAPITAL#
Devolved		No longer used
GSS		Not used in Estate Maintenance bidding

These works of a maintenance nature are to be identified in the infrastructure appraisal process and documented in the IA Maintenance Plan for the base.

# The CAPITAL component of Estate Maintenance bids is not to exceed $500K.

NPOC Impact - Check the NPOC Impact checkbox if the CSIR contains NPOC details.

Beneficiary - Selected from the Sponsor drop down box. The choices are

ADHQ	Australian Defence Headquarters facilities
Air Force	Air Force occupied facilities and infrastructure works on RAAF Bases
Army	Army occupied facilities and infrastructure works on Army sites
CIOG	CIOG occupied facilities
DMO	DMO occupied facilities
DSG	DSG occupied facilities and Joint Health Command facilities
DSTO	DSTO occupied facilities and infrastructure works on DSTO sites
I&S	I&S occupied facilities
IG	Inspector General occupied facilities
JAG	Judge Advocate General occupied facilities
JLG	Joint Logistics Command occupied facilities
Navy	Navy occupied facilities and infrastructure works on Navy Bases
Non Defence	Works where the occupant is non-Defence
Other Defence	Defence sponsors not listed
VCDF	Vice Chief of Defence Force occupied facilities

MS Manager - Selected from the DEMS User accounts list, this is the CMS Project Manager responsible for the delivery of this project.

DS Officer - Selected from the DEMS User accounts list, this is the DS officer who will be looking after the delivery of this project. For fees type projects, this should be the contractor administrator or equivalent delegate.

Client Contact – POC in the occupant’s organisation for this project.

Cost Estimate and Financial Category - Estate Maintenance Cost Estimates should be entered into the Financial Allocations area of the details screen. The split between Expense amount (enter cost element code in Cost Element, usually 21544) and Capital (select CAPITAL in Cost Element) amount is to be entered. GST inclusive figures are to be used.

Attached Documents tab
The CSIR is to be attached to the project via the Attached Documents Tab. For FP&E Replacement bids, the agreed FP&E Replacement Business Case is also to be attached.

Attached Works tab
The associated Work Requests (whether generated in an Infrastructure Appraisal or otherwise) must be attached to the Project in DEMS, to enable the link to the base location.

Risk Managed Works tab
Estate Type – On the Risk Managed Works tab, the Estate Type information is to be recorded in accordance with Estate Types.

Estate Risk tab
Estate Risk Assessment - Risk Assessment details are to be entered on the “Estate Risk” Tab in accordance with Risk Assessment Guidance.

All other information on the CSIR need not be copied to DEMS at this time.

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