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The Projects Delivery Plan is developed by the CMS in response to the Program Brief from DSG. The CMS Project Manager assesses the works and prepares in consultation with DSG a forward plan covering:
- Projects schedule (Gantt chart and milestones in DEMS) (this page);
- Projects expenditure plans (phasings in DEMS); and
- Procurement Plan (Projects Facility Acquisition Strategy and Projects Tender Plan).
This is then used to determine the projects that can be delivered in the planned financial year and which will either be commenced but completed in an outer year or projects to be held over as pre-approved until the following year. Planned Works procurement is to be compliant with the CPG's and the DPPM and is the subject of CMS Compliance Indicator 3201.
Provision and upkeep of the works program for all planned works is the subject of CMS Compliance Indicator 3207.
Outcome:
Development of a schedule component of the Delivery Plan including a Projects Schedule (Gantt chart) for all approved Estate Maintenance Planned Works showing key tasks, start/finish dates and indicative phasings over year 1+ . |
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Considerations |
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1) On receipt of the Program brief from DSG (including the Project Briefs), the CMS convenes a meeting to review when each project should commence and potential constraints/issues/priorities. |
- Size and complexity of each project.
- Customer based issues.
- Access issues.
- Environmental issues including weather.
- Urgency of delivery based on risk evaluation.
- Cost and Budget
- Availability of resources (Both DSG and CMC/CMS)
- Availability of Sub-Contractors. (Other projects being undertaken by organisations external to Defence may impact the regions capability to deliver projects.)
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2) CMS Contractor prepares a draft delivery schedule by the end of April for review by DSG showing:
- estimated start/finish dates,
- key tasks/milestones;
- forecast cash flow (phasings) each project;
- Indications on under/over spend on Program/Project budgets; and
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Options to address under/over spend. |
DSG to review draft delivery schedule and advise CMS on reduction or inclusion of projects to meet available funding (if needed). |
3) CMS to finalise the Schedule following DSG advice. CMS provides the program of works in the form of a Program Gantt chart.
Sample Program Gantt |
The chart when complete provides the DSG Program Delivery Manager with a timetable detailing when each project will, commence, finish and includes predictions of delivery milestones. See optional template.
Provision of this program planning information is the subject of CMS Compliance Indicator 3207. |
4) Input milestones into DEMS
- Initial Input: Once the CMC/CMS Contractor has provided the 12-month plan for project delivery and it is endorsed by all stakeholders. Indicative milestones are to be input into DEMS taking into account planned delivery dates as per the endorsed delivery plan. These dates are to be agreed by both CMC/CMS Contractor and the DSG Project Delivery Staff.
- Awarding the Contract: At the awarding of a contract for the delivery of the project and the "CMC/CMS Recommendation Received" milestone is met, DEMS future milestones can be reviewed and adjusted to match the successful contractor's delivery plan. These updates can be input into DEMS as a matter of course. Unless the responsible project officer feels there is a need to update the broader Estate Maintenance community or if the project slips significantly and may incur a previously unforeseen OC these milestone changes do not require discussion at a Project Status Meeting (PSM).
- Milestone is Met: When a Milestone is completed DEMS can be updated by putting in the actual completion date. This update is to be completed by the DSG Project Officer and can be done when convenient for the project officer, as long as it is done in a reasonable time.
- Unplanned Changes to Milestones. If there is a requirement to revisit and change the planned milestones after awarding the contract, such changes may only be affected after discussion at a Project Status Meeting. The reason for discussion of milestone changes at the PSM is to ensure all potential stakeholders have visibility of changes to the program.
The above process allows project delivery staff to review the planning process and delivery methods used. A missed or inaccurate planned milestone, whether overdue or early, may be analysed for opportunities for potential process improvements.
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The following DEMS screenshots identify the relevant DEMS fields that should be considered as part of recording Project Scheduling.
DEMS Procedure–Maintain the Phased Checklist
Screen – Project Details - Phased Checklist tab
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| 5) CMC/CMS Project Managers select the Add Phase button to create and define project phases when the projects is to be delivered over two financial years |
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| 6) If it is a Risk Managed Works project, the Risk Managed Works Sub Category checkbox must be selected. |
For Risk Managed Works projects, the processes default to:
- Client Sign-off;
- Design Complete;
- FAS Approval to Proceed;
- TEP Approval to Proceed;
- Tenders Received (by CMC/CMS);
- Construction Commenced;
- Project Practically Complete; and
- CMC/CMS Recommendation Received
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| 7) For projects other than Risk Managed Works other fields are available for selection. |
The following Category types are available for selection in DEMS:
- Project Preliminaries;
- Design and Documentation;
- Project Approvals;
- Project Works;
- Financial Documentation; and
- DEMS Data Impact.
The default project scheduling items are:
- Client Sign-off;
- Design Complete;
- PFAS Approval to Proceed;
- PTEP Approval to Proceed;
- Tenders Received (by CMC);
- Construction Commenced;
- Project Practically Complete; and
- CMC Recommendation Received
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8) Select the Category drop down box and choose the current stage of the project.
CMC/CMS Project Managers record the planned dates against each of the selected process items.
CMC/CMS Project Managers record the key dates against each of the default scheduling (milestone) items listed. |
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| 9) Estate Maintenance Planning and Project Delivery Staff review and endorse DEMS Project Scheduling data entered by CMC/CMS Project Managers. |
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