Budget Year Minus 1 - National Review


	Defence Estate Quality Management System (DEQMS) - IM

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The draft National Estate Maintenance Program is reviewed by National Office, in preparation of the National Facilities Consultative Forum (NFCF), taking into consideration the following:

a listing of all Estate Maintenance Bid projects where Risk Managed Works projects are sorted by Risk Priority and indicating the “cut-off line” for new Estate Maintenance Bid projects in the draft program. A separate list for Minor New Works is also prepared indicating the funding cut-off for Minor New Works projects in the Estate Maintenance Bid;
a listing of all Estate Maintenance Bid projects where Risk Managed Works projects are sorted by sponsor and then risk priority; and
a listing of all Estate Maintenance Bid projects where Risk Managed Works projects are sorted by estate type (the type of the estate being maintained by the project).

Outcome:
The Draft National Estate Maintenance Program is reviewed at the National level.
Draft National Estate Maintenance Program, ready for the NFCF workshop by the end of October.

Activity

1) AD Estate Planning in EFPO aggregates the Regional and National Estate Maintenance Bids to form the draft National Estate Maintenance Program. This occurs in early October.

2) EFPO determines Estate Maintenance funding allocation in consultation with DBM-NOD. EFPO determines the level of over-programming for Risk Managed Works nationally. These two amounts together define the program approval “cut-off line” for the draft National Estate Maintenance Program. The Risk Managed Works component is further split into the total funding allocation of Maintenance Works and Minor New Works. This allows Maintenance Works to be prioritised alongside other maintenance works and Minor New Works to be separately prioritised.

3) The National Office review examines the draft Estate Maintenance Program for overall fit with the Estate Maintenance budget (not just the Risk Managed Works projects), and for overlaps and duplications among the projects. This review also examines national projects and determines whether delivery is to be managed nationally or regionally.

4) EP Branch examines the match of the aggregated Estate Maintenance Bid for consistency with the Strategic Estate Planning Guidance and MCF program.

5) EFPO then distributes the draft National Estate Maintenance Program for review to Group representatives, members of the NFCF and relevant estate related National Product Managers (ESTR, EPE Br, DTAM, OHS). This occurs in early October. Maintenance Works and Minor New Works bids are renewed on separate lists.

6) Group and Technical Authority representatives (National Product Managers) are provided with the draft National Estate Maintenance Program specific to their group or area of technical speciality. The members review the list of projects checking for alignment with strategic guidance specific to the group or technical authority, consistency of application of risk assessment and anomalies between the Risk Priority, Base Priority and the Region Priority. Maintenance works and Minor New Works bids are reviewed on separate lists.

7) Group representatives and National Product Managers are required to indicate preferred changes to the draft National Estate Maintenance Program, by requesting amendments to the draft project list, including identifying offsets for projects being requested for inclusion in the draft National Estate Maintenance Program. This advice is provided to AD Estate Planning in EFPO by mid October.

8) AD Estate Planning collates responses and applies any changes to the draft National Estate Maintenance.

9) AD Estate Planning distributes the revised draft National Estate Maintenance Program to NFCF representatives by end of October.

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