Budget Year (Year Zero) – Emergency Funding


	Defence Estate Quality Management System (DEQMS) - IM

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Emergency Funding is only to be used in the event of an unforeseeable event. Examples for Emergency Funding include damage resulting from severe weather and fire. Outcome: Emergency Funding is approved, and approved allocations are recorded into DEMS. Emergency Projects and approved budget allocations are recorded in DEMS. Provides financial flexibility to support Regional requirements.
Activity	Considerations
1) Regions identify a need for emergency funding and contact EFPO.	The following stakeholders are generally involved in the Emergency Funding process: Regional Director; Manager Estate and Facility Services; Estate Support and Estate development staff; and Resource and Governance Officers.
2) Estate Support/Development staff complete and submit the Estate Program Variation Request Template to EFPO, using the Variation Request Explanatory Notes to complete the request.	As part of the Emergency Funding application process, Regions are required to provide: Project Name; Project Description; Estimate of Costing; Delivery Time; Mitigation Strategy; and Applicability of Insurance. Defence Insurance Policy DEFGRAM 701/09 Defence Insurance – Property Damage Claims – Policy Excess Reduction An Insurance Event is to be registered in DEMS as required. All work requests associated with the project are to be linked to this Insurance Event. The POC for interpretation of the Defence insurance policy is Defence Insurance Office. Regions are required to provide to EFPO the DEMS Project no. as part of the Emergency Funding application. As part of the DEMS project creation process, Regions are also required to select the "Submit for Bid" checkbox.
3) EFPO reviews the Region's application and makes a decision to approve or reject the Emergency Funding application.	Works covered by the Emergency Funding allocations should be started immediately upon receipt of funding.
4) EFPO advises the DEC of the decision to either approve or reject the Emergency Funding application
5) If a project has not been created at this point in time in DEMS, Regions are required to create a project immediately.
6) ADEP enters the approved allocations in the Program Development module and refreshes the Estate Maintenance Program listing in DEMS and budget allocations so that the new projects are included.
7) Allocation Variation Advice is distributed regularly which includes the Emergency Project and approved allocations
8) If the Emergency Funding application is not approved by EFPO, then Regions are able to: include as part of the next Estate Maintenance Bid process; request the customer to pay for the works and classify as a Devolved Works project; or Formally request a variation to Estate Maintenance Program funding levels for the current financial year.

Requests for Reactive Maintenance in excess of $20,000 should use the emergency funding template with Reactive Maintenance entered in the funding source field.

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