Infrastructure Management (IM)
|
Infrastructure Management (IM) |
|
Budget Year (Year Zero) – Project Variation
|
Project allocations can be changed under controlled circumstances, detailed here. The CMS Project Manager is to pro-actively manage the works to minimise potential variations and advise DSG if a variation to scope, budget, timing etc is required. Outcome:
|
|
| Activity | Considerations |
|
1) During the course of a project's life the CMS Project Manager may become aware of a potential variation to the project. This can include:
|
Variations can occur during the Project Planning, Delivery and Completion phases.
Note: that unapproved departure from the approved design is not permitted and is subject to CMS Compliance Indicator 3202. The release of a project that is no longer needed, requires approval via the Funding Change Proposal process. |
| 2) CMS to review variation risk and if required advise DSG Program Manager with a written report. | Report to cover :
|
| 3) CMS and DS staff are to maintain and update the allocations of each project in DEMS to report on financial performance of individual projects, achievement of the approved FACOPS Program, and assist in the phasing of commenced or new projects. | The DISC approved allocation is the original allocation. Changes to the allocation that are <50% of the original DISC allocation, can be made with MTS (or delegate) approval. Changes to the allocation that are >50% of the original DISC allocation, are to be documented on the Funding Change Proposal template and are to be submitted to Executive Officer Estate Operations for submission to DEOPS and approval / rejection by ASEP. Part of the justification for funding increases is identification of the budget offset, either through “unapproval” of an approved project, or delay to a scheduled project. This is to be documented in the funding change proposal. |
| 4) DSG either approves or rejects request for variation, typically at the monthly progress meeting. | If rejected CMS is to advise parties. |
| 5)
If Approved, DS update the regional allocation, liability, planned commitment and changed milestones.
CMS to update the planned value of work in DEMS AFTER the other project details have been amended by DS staff. Changing the project allocation is typically restricted to regional estate program staff. Changing the project liability and planned commitment are typically made by the Estate Resource officer or Base Estate Support officers. Changing project milestones are typically made by the Base Estate Support Officer. |
Variations are recorded in the Regional Projects module in DEMS by:
|
| 6) Where a project is scheduled to go across a financial year boundary, the allocation in each year is to reflect the expected value of work apportioned to the correct year. If a project is delayed, into the next financial year, the in year allocation amount is to be reduced and the next year allocation amount is to be increased. |
Allocations changed for the next FY are to use the OC in Bid field in the next FY allocation line to show the value of work expected to be incurred in that year. The in year allocation amount is to be reduced correspondingly. |
| 7) Phasings information is to be changed on the Phasing tab to reflect the new Forecast Value of Work and Planned Commitment split across months within the FY and across the FY boundary. | |
| 8) CMS to record variation report and approval in DEMS. | |
| 9) CMS to also update sub contract documents to reflect any changed terms. | |
Varying Project Allocations In DEMS
The following DEMS screenshots identify the relevant DEMS fields that should be considered as part of recording Variations to Project Allocations.
If you have any queries in relation to DEMS reporting requirements please contact your Regional Information Manager.
DEMS Procedure–Tranfer Funds to Variation Account.
Screen–Project Details tab
Screen-Allocation History tab
Screen-Move fund to other Project tab
Screen-Project Details tab
FACOPS Program Management Variation Account Management
The following DEMS screenshots identify the relevant DEMS fields that should be considered as part of recording Variations to Project Allocations.
If you have any queries in relation to DEMS reporting requirements please contact your Regional Information Manager.
DEMS Procedure–Transfer Funds to Another Project
Screen–Project Details tab
Screen Allocation History tab
Screen Move Fund to Other Project tab
Screen Allocation Destination tab
Screen Confirm Allocation Transfer tab
Screen Comment tab
Screen Project Details tab
