Authority
The
issuing authority for all instructions within the Infrastructure Management
(IM) is Head Infrastructure (HI) as the portfolio adviser for Infrastructure
management policies, or as devolved by HI to a representative.
Objectives
The
IM promulgates policy and procedures for the management of the Defence estate,
including the procurement of capital facilities and the maintenance of existing
areas, and is the prime reference document for all staff concerned with these
processes. The objectives of the IM are to:
- Ensure consistency in
the way Infrastructure Division (ID) deals with its Defence clients and industry;
- Centralise the source
of guidance to create a more integrated organisation;
- Provide the opportunity
to review and improve the practices of the Division on an ongoing basis; and
- Present information to
the Division in a way which improves the ability of personnel to carry out
tasks.
The
IM is designed to provide the details of ID business processes, procedures and
relevant policy considerations. It has been designed as a process driven tool
to provide users with an effective forum which incorporates risk reduction strategies
including relevant templates and formats.
Background
The IM was launched in February 2005 and certified to ISO 9001:2000 in October
2005. The IM certification gives DSG a quality management system which provides
a compliance and risk management framework to assist us in the delivery and
management of the Asset Life Cycle. The IM has been developed as a result of
extensive mapping to give an accurate reflection of how we undertake our processes.
Structure
The
IM contains sections
which provide access to the core asset life cycle processes, the tools and resources
required within each process, as well as other supporting information. These
sections are:
- Planning - includes
the Strategic Planning, Master Planning, CSIR Part 1, CSIR Part 2, CSIR Minor New Works, and CSIR
Maintenance.
- Site Selection - details
the business processes undertaken in Site Selection activities.
- Development and Delivery - includes Project Planning, Engaging PM/CA and other Contractors, Strategic Business Case (SBC), Engaging Designer or Managing Contractor,
MC Strategy - DBC & Project Approvals,
HC Strategy - DBC & Project Approvals,
HC and MC Strategy - Engaging PM/CA for Delivery Phase,
Head Contractor Strategy for Delivery Phase and
Construction Management to Project Finalisation.
- Operations and Maintenance - includes Estate Maintenance, Property Services,
Energy Services and Training Area Management.
- Disposal - details
the business processes undertaken in disposal activities.
- Policy - provides
access to policies that need to be considered, either full text or through
links to relevant sites.
- Governance - provides
links to the Defence Governance Framework and governance arrangements such
as the delegations schedule and the Terms of Reference for the Procurement
Review Group, at this stage only for ID.
- Business Support - provides access to a range of tools and resources used to undertake
our business processes.
- Committees -
provides details on the committees and includes links to committee structures,
committee memberships and activities.
- IM and ISO Management - provides background to the Quality System aspect of the IM, including Compliance
Reviews and details of internet access to IM information as well as the publication
of information within the IM.
Sponsorship
The
Head Infrastructure (HI) is the overall sponsor for IM activity and is responsible
for managing it's development, publication and maintenance. Individual pages
within the IM have a designated sponsor who are responsible for developing and
maintaining the content of the documentation within the IM.
Method
Of Promulgation
Within
Defence, the primary method of promulgation is through the IM Intranet site.
Outside Defence, the IM can be accessed via the Internet (http://www.defence.gov.au/im/).
Review
Process
The
responsibility for the quality of information in the IM rests not only with
the individual sponsors but with the daily users of the IM and their willingness
to communicate to the sponsor any perceived deficiencies. Therefore, any suggestions
for new topics, details of any detected inaccuracies or proposed amendments
will always be welcome and should be forwarded to the IM Team in the first instance. Those areas proposing amendments will be
advised on the outcome and any action taken.
The IM Team is responsible for overseeing
the progressive development and regular updating of the IM. Draft processes
instructions and/or policies should be developed by sponsors, circulated widely within the organisation for comment (at the minimum to Director level) and
then should be approved by the appropriate approving authority. For the process
of having a document approved, see Publishing
to the IM.
DSG
Business Rules
Where applicable the DSG Business rules have been incorporated into the Infrastructure
Division business process by linkages to the relevant site. These Business Rules
must be considered in your approach to the process with any required action
directed through them to be undertaken. DSG Business Rules are documents that
address areas of DSG policy and are issued by the relevant Technical Authority
to ensure that all DSG organisational entities operate as far as practicable
using the same business practices. Business Rules answer frequently asked questions
and are dynamic documents that will be updated and/or corrected as circumstances
dictate. In addition they aim to direct you to the relevant DSG technical authority
of that function for further guidance if required.
Enquiries
Enquiries
on any aspect of the IM should be directed to the IM
Team.
Department of Defence
Infrastructure Division
IM Team
BP3-1-A019
CANBERRA ACT 2600
Telephone: 02 6266 8214
Fax: 02 6266 8143
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