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The purpose of the Quarter 4 Regional Review is to:
- Review progress in delivery of the Estate Maintenance Program;
- Confirm the status of all Risk Managed Works projects;
- Review progress and determine the strategy for all projects classified at risk for delivery in the current financial years' Estate Maintenance Program;
- Review progress of all offsetting projects brought forward during the current financial year;
- Confirm estimates for Outstanding Commitments for next financial year on a project by project basis;
- Confirm Estate Maintenance Budget allocation, including final budgetary adjustments for delivery in the current financial year;
- Identify current expenditure achievement of the Estate Maintenance Program to date;
- Identify the risks to full expenditure achievement in the current financial year;
- Estimate total end of financial year expenditure for Risk Managed Works;
- Review progress of planning for delivery of the next Estate Maintenance Program;
- Review progress of Infrastructure Appraisal process and preparation of maintenance plans; and
- Review post project evaluations for lessons learned.
Outcome:
Preparation of the Quarter 4 Estate Maintenance Program Status Report by regions.
Approval of Draft Region Quarter 4 Report by EFPO.
Submission of Quarter 4 Report through ASEP and DGR&B to Region by EFPO.
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| Activity |
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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 4 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 4 Review by initiating a series of interviews with nominated Region stakeholders including 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 Q4 Review are:
- Review and discuss previous Quarterly Review Report;
- Identification and review of the Estate Maintenance Program and budgetary adjustments;
- Review of expenditure achievements to budget on a project by project basis;
- Identification of 'Work Performed Not Invoiced' variations on a project by project basis;
- Confirm estimated end of financial year estimates;
- Calculation of Outstanding Commitments for next financial year;
- Review and update the Project Status Report;
- Identification and review of achievement to delivery schedules of large scale projects;
- Review of post project evaluations for lessons learned;
- Progress of IA and preparation of IA Maintenance Plans;
- Review delivery schedule for next year's program;
- Review procurement for next year's program including review of the PFAS and PTP.
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5) ADEP consolidates all information collected through the Quarter 4 Review and prepares draft Region Quarter 3 Review report, including the Quarter 4 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 4 Review report for release |
| 7) Quarter 4 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. This will greatly aid management of the program and will reduce the effort for each quarterly review. |
