Infrastructure Management (IM)
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Infrastructure Management (IM) |
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Budget Year Minus 2 - IA Maintenance Plan
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The 5 Year IA Maintenance Plan is prepared for each base through collaboration between the CMS contractor, the Base Estate Development / Estate Support Officer and other Regional Estate Development staff using information from the DEMS IA module and the 3 Year Programming Tool. It is the basis for bidding of all maintenance works in the 3 year forward Risk Managed Works program. The 5 Year IA Maintenance Plan is to be signed off by the author, relevant Base Services Manager (after informing the customers) and the Regional Estate Development Manager or equivalent. Outcome: Plans are to be produced for the each base (or group of bases). Plans are to be reviewed and updated annually for the next 5 year period (rolling update). 3 Year bids are documented in the IA Maintenance Plan. |
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Create an IA Maintenance Plan IA Maintenance Plans should be developed using the 5 Year Maintenance Plan Template. Participation Ensure that the appropriate stakeholders are involved in the preparation of the 5 Year Base IA Maintenance Plan. Stakeholders include;
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Update Base Facts 1) The existing commentary about the role and occupants on the base should be updated to reflect any changes. This should be completed during the annual Desktop IA Update activity. |
Strategic Impacts 2) The existing information about strategic impacts on the base is to be updated to reflect any changes resulting from the Determination of Investment Strategy, that considers broader opportunities for funding maintenance works through other programs. For example, as an MCF project develops, the details of which structures it will affect may change. The strategic impacts report is to be run from the IA module and the pivot table that summarises the impacts created and pasted into the IA Maintenance Plan document. |
Contribution Factor and Maintenance Standards 3) The existing summary of the distribution of Contribution Factor and Maintenance Standard is to be updated from the IA data. The Maintenance Standards report is to be run from the IA module and the pivot table that presents CF and MS is to be created and pasted into the IA Maintenance Plan document. The commentary about CF’s and MS’s is to be updated to highlight specific issues in the data. |
| 5 Year Maintenance Requirements
4) Provide a data summary and written description of the 5 year maintenance requirements for the base, using the data in the DEMS IA module. Data is to be presented in at least three ways:
The written description should highlight the key requirements shown in the data. IA Maintenance Plans Guidance provides step by step instructions for updating the IA Maintenance Plan. |
| 3 Year Funding Guidance
5) Property level funding guidance provided by Directorate of Estate Operations is used in the first iteration of programming the IA works for the base. The funding guidance is determined through a combination of the existing IA data for the base, and the total IA data for the estate and the available Risk Managed Works funds attributed to maintenance works. |
Regional Priorities 6) Regional priorities may affect base by base compliance with the forward funding guidance. That is, a region may have priority for a particular base that results in a temporary increase in funds for that base and a corresponding decrease in funds for other bases in the region. Regional priorities are to be provided by the Regional Estate Development Manager or equivalent role in Technical Services. |
| 7) Whilst the guidance is provided at the base level, compliance with the funding advice is to be achieved at the regional level. This allows for prioritisation of funds toward particular bases as determined by priorities at the regional level. |
| 3 Year Program
8) Prepare work packages for the 3 year forward maintenance works program. Using the 3 Year Programming Tool, determine the work packages that make up the forward maintenance works program in accordance with the 3 year forward funding guidance. |
| 9) Paste a copy of the table from the 3 Year Programming Tool into the plan, replacing the sample given. |
| Work Packages
10) Using the “Export To Word” function on the Estate Risk tab of the DEMS project record, each work package is to be described. Key information about the project is to be provided including the DEMS project number and description, a description of the works, financial bidding information and a summary of the risk assessment as recorded in DEMS. This detail is not required for projects that are already approved. |
| Plan Authorisation
11) Consult Stakeholders – circulation of the draft plan and consultation with relevant stakeholders to ensure the plan reflects operational needs and set appropriate expectations. |
| 12) Complete the plan & sign off (Author, BSM, REDM) in May/Jun Note that BSM signoff represents that customers have been informed of DS’s plans for maintenance of their facilities. |
| 13) Approved IA Maintenance Plans are to be submitted to DEO prior to RFC’s for national review by group infrastructure representatives and technical authorities. |
Proposal Approval 14) The Proposal Approval section is completed after consideration at the December meeting of the DISC and is used to represent approval of the projects contained in the IA Maintenance Plan. |
The relationships between the 3 Year Programming tool and the IA Maintenance Plan is shown in the following diagram.
