Budget Year (Year Zero) – DEMS Project Milestone Management


	Defence Estate Quality Management System (DEQMS) - IM

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Project Data Management incorporates those activities that are undertaken by the Regions and CMC/CMS Project Managers. Project Scheduling activities occur immediately after the creation of the Program Schedule.

These activities can be grouped into either Project Scheduling or Project Expenditure Plans (phasings). Both of these activities are inter-related in terms of Regions delivering, monitoring, reporting on and achieving their Estate Maintenance Program.

Project Scheduling - Based on the quality of data entered into DEMS, Project Scheduling is used to 'monitor' the status and achievement of each task/activity identified within each Estate Maintenance Program project.

Outcome:
The Project Phase, Category, Process Planned dates and Project Scheduling information are identified and recorded into DEMS.

Activity

1) 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.

Estate Maintenance Project Delivery Scheduling
Milestone Management
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
DEMS Screenshots

DEMS Screenshots

2) 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

3) If it is a Risk Managed Works project, the Risk Managed Works Sub Category checkbox must be selected.

4) For projects other than Risk Managed Works other fields are available for selection.

5) 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.

6) Estate Maintenance Planning and Project Delivery Staff review and endorse DEMS Project Scheduling data entered by CMC/CMS Project Managers.

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