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Defence Estate Quality Management System (DEQMS) - IM

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Budget Year (Year Zero) - Reactive Maintenance

NOTE: If you want to raise a Work Request for Reactive Maintenance, please contact your local Defence Support Group Customer Service Centre (CSC) who will be able to give you advice on your local/regional procedures for raising such requests.

General Estate Works - Reactive Maintenance examples include:

  • Maintenance of leaking Defence estate appliances such as taps, showers, toilets etc;
  • Maintenance of electrical faults; and
  • Maintenance of Defence estate lighting.

Outcome:
Completed Reactive Maintenance.
Work details (and equipment if necessary) are recorded in DEMS.

Activity Considerations

1) Customer completes a work request by phone, e-mail or DEMS Web.

If the estimated cost of the works is >$6000, the approval authority for the works is as per the Reactive Maintenance Thresholds.

A purchase order is raised at the beginning of the financial year in both DEMS and ROMAN, all Minor Planned Work is processed under this purchase order. Invoices are received and processed during the year as works are performed.
Stakeholders that may be involved in the General Estate Works - Reactive Maintenance include:

  • CMS contractor;
  • CMS (Property Service Centre);
  • Customers;
  • DSG staff; and
  • Sub-contractors.

2)  Property Service centre staff adds request details to DEMS.

  • Work Requests are prioritised appropriately.
3) The CMS contractor is to arrange attendance and make safe/secure in accordance with the CMS contract.
4) CMS contractor provides initial informal costing.
5) If the estimated cost of completing the works is <$6000, CMS contractor is to prioritise and manage the works (defined in the Work Request) as per the CMS contract.

6) If the estimated cost of completing the works is >$6000, the approval authority for the works is as per the Reactive Maintenance Thresholds.

7) If the works are to be funded through the Reactive Maintenance budget (regional discretion), actions are:

  • CMS contractor to request contractor to provide quote;
  • DSG Staff to approve works. If works not approved, DSG staff update request in DEMS to enable it to be considered as part of the Estate Maintenance Program; and
  • If sub-contractor advises of additional costs for works, CMS contractor to request sub-contractor to provide written quote etc.

Minor Planned Works (<$6000) Process

8) If the works are to be funded through the Risk Managed Works Emergency Management Reserve (EFPO discretion), actions are:

  • CMS contractor to request contractor to provide written quote;
  • DSG Staff to approve works;
  • DSG Staff are to create a regional Risk Managed Works project in DEMS. EFPO transfers funding from the Emergency Management Reserve Project (a National project in DEMS) to the regional project;
  • A Estate Maintenance CSIR is to be prepared but it is not necessarily required for initial funding approval;
  • Works are managed as a Risk Managed Works project; and
  • EFPO advises DEC of the works at the next monthly DEC meeting, including the CSIR.

Emergency Funding Process

9) 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.

Defence Insurance Policy
10 )If the works are to be funded as a Risk Managed Works project, the work request is to be updated in DEMS to enable it to be considered as part of the Estate Maintenance Program. The works are to be bid for in the next Estate Maintenance Program in accordance with the Estate Maintenance Bid process.
11) CMS contractor updates work details (and equipment details if necessary) in DEMS after the completion of maintenance work by the sub-contractor.
12) CMS Contractor updates the Cause Type field.
13) CMS contractor submits invoice to Defence.

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