Budget Year (Year Zero) – 2nd Quarterly Review


	Defence Estate Quality Management System (DEQMS) - IM

Site Navigation :: Home>Estate Maintenance>Program Tracking>2nd Quarterly Review

The purpose of the Quarter 2 Regional Review is to:

Confirm that the approved program (as per the AVA from the Q1 Review) is being managed in the Program.
Agree to the current financial years' Onwards Estate Maintenance Program
Assess implementation of the current financial years' plan, in particular larger scale projects over $1m;
Agree to the Estate Maintenance budget allocation for delivery in the current financial year;
Identify current expenditure achievement of the Estate Maintenance Program to date;
Identify any risks to full expenditure achievement in the current financial year;
Review planning for next financial years' Estate Maintenance Bid process. (Bids have closed at this time – Review team would provide feedback on the Region's Bid and if the review occurs after the National Facilities Consultative Forum provide specific information about projects not supported and why); and
Confirm progress with the Infrastructure Appraisal process

Outcome:
Preparation of the Quarter 2 Estate Maintenance Program Status Report by regions.
Approval of Draft Region Quarter 2 Report by EFPO.
Submission of Quarter 2 Report through ASEP and DGR&B to Region by EFPO.

Activity

1) Two weeks prior to the review, EFPO will ask for the region to supply the up to date monthly Program Status Report to enable analysis for the Program AVA and Budget AVA updates discussed at the quarterly review meeting.

2) Regions are to produce the reports in the Quarterly Review Information Pack.

3) Regions are to complete the Quarter 2 Estate Maintenance Program Status Report, using the monthly updated Program Status Report and additional data from the system reports in the Information Pack prior to the arrival of the Estate Maintenance Review team (EFPO).

This is to be completed prior to the arrival of the Estate Maintenance Review team (EFPO).

4) Estate Maintenance Review team (EFPO) commences the Quarter 2 Review by initiating a series of interviews with nominated Region stakeholders including, but not limited to:

Regional Manager;
Resources and Governance Manager;
Technical Service Manager;
Regional Estate Program Manager;
CMS Program Manager and representatives;
Regional Estate Development Manager
Base Services Manager(s); and
Senior Environmental Manager

Primary areas of review in the Q2 Review are:

Those from 1st Quarter Review, plus
Program amendments
Project by project achievement including assessment of overdue milestones; and
Review of Project Status Report
Project by project evaluation of the reduction in estate risk from completed works in the previous year's program.

5) Estate Maintenance review team (EFPO) consolidates all information collected through the Quarter 2 Review and prepares draft Region Quarter 2 Review report, including the Quarter 2 AVA’s as part of the updated Estate Maintenance Program Status Report.

The report is to include any remedial actions agreed on by the Region.

6) EFPO approves draft Region Quarter 2 Review report for release.

7) Quarter 2 Review report submitted through ASEP and DGR&B to Region by EFPO.

8) Regions are to keep the Estate Maintenance Program Status Report up to date on a weekly/monthly basis. The subsequent quarterly reviews are a checkpoint to confirm the status of the program.

top