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Defence Estate Quality Management System (DEQMS) Davis Langdon Certification Services

 

 

Project Support

Services Delivery Division

Background


A key objective of E&IG is to improve how the Defence estate is managed and supported. For a number of years there has been sustained investment in the estate in excess of $2bn per annum. A critical element to the successful delivery of this program is the smooth transition of new projects into sustainment.

PSS is a term used within the SDD Operating Model and Base Services Contract (BSC). It describes a holistic approach to supporting the development, delivery and acceptance into service of projects that affect the estate, either physically through changes to the estate or by establishing a requirement to change the services provided by the BSC. Project support includes HOTO.


ProjectSupportLifecycle

Figure 1: Yellow Shading represents scope of Project Support activity in the Estate Management Lifecycle.


While CFI and EWP projects are the primary source of project activities on the Defence estate, PSS is a service provided to all Defence endorsed estate projects. For the purposes of this guidance a Defence endorsed estate project is any Defence approved temporary endeavour undertaken to create a unique product, service or result, including support to:

  1. projects and consultancies;
  2. estate planning activities;
  3. estate disposal and acquisition including land purchases, sales and leases;
  4. nationally delivered estate appraisal and assurance activities;
  5. activities related to exercises or operations, including planning and pre-deployment preparations, conducted within the BSC footprint; and
  6. government directed initiatives conducted within the BSC footprint.

Decision Making


EMOS and Miscellaneous Service Provider (MSP) contractors are responsible for day-to-day management of the estate. They are also the SDD adviser on estate management. EMOS provide informed expert advice on sustainability and maintainability to inform projects. However, as a contractor the EMOS cannot accept deliverables or make decisions on behalf of Defence.

Only authorised Defence staff can make decisions concerning Defence. Unless otherwise defined, SDD Zone staff are the authorised representative for SDD for project matters. As part of the HOTO process, SDD staff accept liability for ongoing maintenance, servicing and operation of project deliverables on behalf of E&IG.

Roles in Delivering Project Support


While the EMOS contractor is the contracted provider of PSS, to be successful, project support requires a collaborative interaction and sharing of responsibilities between all stakeholders, including the sponsor, the deliverer, the beneficiary and the whole of life maintainers and service providers.

The following outlines how SDD staff and contractors interact to undertake project support operations. These descriptions are underpinned by the need for parties to collaborate to achieve the project outcome when reviewing responsibilities and clarifying ambiguity between parties.


EMOS Contractor

In addition to the EMOS being responsible for day-to-day management of the estate, the EMOS is also contracted to provide PSS to all Defence endorsed projects. The EMOS PSS role is to provide industry expertise and site knowledge to assist projects to maximise the effectiveness of project delivery and project outcomes, including optimising whole of life supportability.

The EMOS are expected to provide informed advice in support for estate projects to achieve the following:

  1. informed consideration of operability and maintainability factors in the planning, development and design of assets delivered by the project;
  2. minimum impact on base operations during project delivery;
  3. smooth transition of newly constructed/changed facilities into long term service; and
  4. effective determination of sustainment costs and contract amendments for transition to in-service.

Assistant Secretary Regional Services (ASRS)

Unless specifically defined otherwise in Defence policy or legislation, the ASRS will act as the senior SDD Delegate for their Zone for acceptance of project deliverables. This responsibility includes, where appropriate, the acceptance, endorsement or approval for planning, development and project related approvals including those related to design, scope, siting and hand over, ensuring that a fit for purpose and safe for use asset is delivered.

Based on risk and materiality, the ASRS may delegate responsibility for approvals to subordinate staff, however, ASRS will continue to remain accountable.


Director Service Delivery (DSD)

The DSD will act as the senior SDD representative and is the Defence Representative. The DSD is also the senior manager for the Zone Estate Management and Planning (EMP) and base teams providing leadership and guidance to staff.


Zone EMP

The Zone EMP staff are the Zones subject matter experts, supporting resident units (RU), the Zone and national SDD and ID teams in estate matters for their area of responsibility, contributing local perspective and insight to project workshops, site visits and meetings. The EMP team can also, under delegated authority, act as the SDD Representative for acceptance of planning, development and project related deliverables, including HOTO as required. The EMP team also provide advice to the Defence Representative.

The EMP work with RU providing:

  1. assistance, review and endorsement for generated project proposals e.g. sponsor funded works, particularly regarding assessment of impacts;
  2. opportunities relating to compliance, planning and future works programs; and
  3. analysing estate information in support of strategic estate planning and property management to inform estate planning and projects.

Base Staff

As part of their coordination and planning role SDD base staff manage base operations. To be effective it is crucial for base staff to maintain situational awareness of project progress, base plans and future developments.  While the project and EMOS should be able to deal with the majority of project activities without base staff intervention, base staff may be called upon to work with stakeholders to facilitate de-confliction and where appropriate, make decisions and provide guidance on activities impacting shared use areas or the whole of base.

Base staff also provide base specific information and context to inform project decisions and outcomes, including contributing to project program planning, bidding, development and briefs. Base staff will also work with the Zone DSD and EMP representatives to undertake SDD responsibilities in the HOTO of project deliverables.


SDD Product Director (PD)

In accordance with the scope of the relevant product, the SDD PD is to provide subject matter advice to assist with planning decisions including providing specific service information and advice on product conditions or developments that may affect sustainability or fitness for purpose of project deliverables.

The PD will also undertake impact assessments and provide advice on proposed projects and/or changes to services.  The PD provides consideration and endorsement of project elements where required. As part of the contract change process, the PD will work with the EMOS to establish required SDD BSC services are in place i.e. contract change proposal development.

Permit Systems Management Responsibilities


Permit management is a legislative requirement critical to safely undertaking construction work. The principle of permit systems management in project support is the person undertaking the work is responsible for operating its own effective permit system.

As they do not have management control of the work, EMOS are not responsible for issuing permits to third parties completing works. The EMOS, however, are required, upon request, to provide information relevant to the permit to the organisation (project) issuing the permit.

The exception to this rule is where the EMOS has control over the area or are the operating authority or the system in which the proposed work will be undertaken, eg, as the electrical operating authority. EMOS are responsible for issuing permits to contractors working for others where works are undertaken on the base electrical network. Further detail on the responsibilities of parties in permit management can be found at DEQMS.

Supporting Defence Information Management


Data Collection and Management. The project is responsible for the collection, accuracy, recording and maintenance of all data relating to project activities. In particular, the project is responsible to provide specific data relating to whole of life facilities and equipment maintenance, operating manuals, geospatial information, planning, service delivery activities, reports and other information in format(s) prescribed by Defence.

The EMOS is responsible to provide projects with access to existing estate data where that data is not available on Defence systems but in the EMOS possession. The EMOS is also responsible for validating project data and GDL tools prior to upload into GEMS. Validating is a system check, not a 100% accuracy check.

Training and Qualifications. The EMOS and project are responsible to ensure that personnel collating data attain and maintain relevant training, qualifications, skills and competencies required to ensure data quality and compliance with relevant legislation, standards, Defence policy and instructions.

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Last Modified: September 2019
Technical Authority: ESD
Subject Matter Expert: DEPU