Budget Year Minus 1 - Program Brief

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Budget Year Minus 1 - Program Brief

The Program Brief documents the approved FACOPS Planned Works Program. It describes the broad scope of works, objectives to be delivered, logistical and other constraints on the project. The Program brief is prepared in consultation with the CMS. Outcome: Planned target completion for each Project in the program; Provide logistics and planning information for Project Package; Develop the Program Brief to enable the CMS Contractor to: develop a schedule for the delivery of the projects, prepare the Program Facilities Acquisition Strategy (PFAS) and Program Tender Plan (PTP); prepare an expenditure plan by phasing program expenditure across the year; and develop detailed Project Statements of Works for procurement. Updates to the approved program can be communicated to the CMS through a re-issue of an updated Program Brief. Structure of the Program Brief
Activity	Considerations
1) Update and issue the Regional Planning Brief on receipt of the approved FACOPS Program and Budget.	Regional Planning Brief is prepared by Regional Estate Development Manager and covers the following issues: Summary of major works activity in the region Defence (MCF, FACOPS, DMO, Disposals, other) Civil (local industry, municipal infrastructure, commercial) Infer capability of trades and broad schedules Regularly updated and distributed to DS region and base staff, IAD and CMS staff Used to inform development of the Program Brief
2) Region to take the Q0 Program Status Report provided by DEO containing the list of approved projects as approved by the DISC and to add those current year project that are forecast to be OC into the following year. Program Status Report Explained	DISC approval is provided in the form of the "Q0 Program Status Report". Current year OC projects are identified in the latest up to date version of the regions current year Program Status Report.
3) Confirm the budget for planned works in accordance with program advice from DEO. Determine over-budgeting amount for target end of year achievement as a percentage of budget (eg 25%).	Program advice from DEO, that includes the budget.
4) DS Estate Program Manager to determine the target end of year % achievement for each project, to total the target end of year budget achievement. This is to be recorded on the "Program List" tab of the Program Status Report.
5) DS Regional Estate Development Manager and the DS Regional Estate Program Manager together are to develop the Program Brief for FACOPS Planned Works program, including information on all Project Packages in the approved program. Program Brief template Instructions for producing Program Brief information from the Q0 Program Status Report.	The Program Brief contains: Summary of the program of works for the upcoming FY program, using information from the "Program Brief data" tab of the Q0 Program Status Report, pasted into the Program Brief document; Indicative target achievement for each Project (OC and New), using information using information from the "Program Brief " tab of the Q0 Program Status Report, pasted into the Program Brief document; Regional Planning Brief that provides a summary of estate and other activities occurring in the region that may affect scheduling the program of works; Handover & Takeover Policy that is to baseline the handover and takeover requirements for each project in the program; and Project Information Policy that is to baseline the management and provision of information relating to each project in the program.
6) DS Estate Development Officers (or technical equivalent such as SEM, REO) are to provide a Project Brief for all new projects in the program of planned works. The completed project brief document is to be attached to the project record in DEMS. Existence of the project brief on DEMS is also to be confirmed on the Program Brief via the table on the "Program List" tab on the Program Status Report. An example is provided on the Project Brief template.	The project brief is to contain: Confirmation of the project allocation and financial categories for the project (Operating, Capital etc). A clear statement of measurable objectives for each project. Note that this information is to be used at the conclusion of project as part of the post occupancy evaluation to measure the effectiveness of the project; and logistical considerations, identification of stakeholders, access constraints, compliance requirements (such as environmental clearance certificate) and potential timing of works.
7) DS Estate Program Manager is to provide the completed Program Brief to CMS for planning the delivery of the program. This should be done by end March at the latest and preferably by end February. This is to be provided via the Contract Administrator in accordance with the CMS Contract.	The earlier this is completed, the earlier the CMS can commence delivery planning.
8) CMS commences preparation of the Projects Delivery Plan.	The resultant Work Program is the subject of CMS Compliance Indicator 3207.
9) Update to the program agreed throughout the year can be communicated to the CMS through a re-issue of an updated Program Brief.