estate investment requirement (eir) - sap project creation ... · estate investment requirement...

Estate Investment Requirement (EIR) -

SAP Project Creation Form

GUIDANCE NOTES

VERSION: MARCH 2017

UNCLASSIFIED

UNCLASSIFIED Estate Investment Requirement – Guidance Notes (NOT for Estate Works Projects) of 19

DOCUMENT ADMINISTRATION

Copyright Notice

© Commonwealth of Australia 2016

This work is copyright. Apart from any use as permitted under the Copyright Act 1968, no part may be reproduced by any process without prior written permission from the Department of Defence.

All Defence information, whether classified or not, is protected from unauthorised disclosure under the Crimes Act 1914. Defence information may only be released in accordance with the Defence Protective Security Manual (SECMAN 4) and/or Defence Instruction (General) OPS 13-4—Release if Classified Defence Information to Other Countries, as appropriate. The functionality, terminology and processes described within this document (including but not limited to screenshots) are and remain the Intellectual Property of the Commonwealth of Australia.

ABOUT THESE GUIDANCE NOTES

These Guidance Notes have been developed to be used as a self-support tool, summarising the key points related to the use of the Estate Investment Requirement (EIR) Smart-form. To locate this material, please refer to the information available from: the DEQMS website which includes up to date information, policies, procedures and

guidelines Printing recommendation: This reference guide is intended to be printed double-sided, colour, A4, single staple to the top left.

FEEDBACK

As this material is reviewed regularly, we welcome, and will consider including any constructive feedback you may provide on how the content of this Reference Guide may be improved. Please forward your feedback to the contacts provided on the DEQMS website or contact the DEQMS team. VERSION CONTROL

Version Date Revision Details/Status Author Approver

1.0 February 2017

Initial Creation DEQMS DEQMS

2.0 March 2017

Updated as separate version created for Estate Works Projects

DEQMS DEQMS

UNCLASSIFIED


OVERVIEW

The aim of these Guidance Notes is to provide guidance on completing the Estate Investment Requirement (EIR) – SAP Project Creation Form.

The EIR enables all requests to be evaluated and prioritised in the context of the estate strategy, incoming capability, other estate requirement requests, estate risks, and other factors.

The information provided in these Guidance Notes supplement guidance provided on DEQMS and Instructions provided on the EIR smart-form (guidance is accessible via buttons denoted with a blue question mark “?” on the form).

In order for smart-forms to be loaded into Defence SAP all fields within the form must be filled out. Upon completion of the form, the Sponsor/User can check to see if the form has been correctly filled in by pressing the ‘Validate’ button on the front page. IMPORTANT NOTE: This guidance is NOT to be used for Estate Works Projects; there is a separate guidance document for these types of requests. The Estate Works Project guidance can be found on DEQMS within the Estate Works Program information.

Terminology Change

As a result of the introduction of the Capability Life Cycle (CLC) and other First Principles Review (FPR) related changes a number of the fields in the EIR smart-form are out of date. Unfortunately, due to GEMS deployment requirements, these fields can not be updated until mid to late 2017.

To ensure that Sponsor/User can complete the form correctly and comply with the new CLC terminology, this guidance has been tailored for each of the ‘Request Type’ categories to assist the Sponsor/User in completing this form. The information annotated in ‘red’ within this guidance document is specific guidance relating to a particular business requirement and a certain ‘Request Type’ within the EIR smart form.

UNCLASSIFIED

Project Name Enter the Project Name for the Estate Investment Requirement Project

NOTE: This field is capped at 40 characters so please provide a succinct name for the Estate Investment Requirement Project. Example Project names include:

LAND 400 Phase 1 – CRV Facilities RAAF Williamtown –Flight Line Upgrade Weston Creek, ACT– New Computer Network


UNCLASSIFIED

Request Type Select the Request Type from the drop-down list provided

IMPORTANT NOTE: This guidance is NOT to be used for Estate Works Projects; there is a separate guidance document for these types of requests. The Estate Works Project guidance can be found on DEQMS within the Estate Works Program information. As a result of the FPR, a number of business changes have occurred. Below is a guide for the Sponsor/User to assist in which drop-down to select from the ‘Request Type’ drop-down list: Request Type Description GENERAL An unfunded request that has been developed internally in Defence

that is not associated with a new capability project, the Facilities Infrastructure Program (FIP) within the Defence Integrated Investment Plan (IIP), or an overseas lease. This Request type is to be used for building or land Leases or Licences.

DCP Related A request related to the provision of Estate and Infrastructure requirements in support if new capability projects within the IIP. Note: New capability project related requests must be developed in consultation with the Service and/or Group Capability Representative. (That is Director General Navy Plans, Systems and Infrastructure; Director General Logistics-Army; or, Director General Logistics-Air force.) The Preparer will be required to provide the name and signature of the Capability Manager Representative consulted when submitting the EIR form.

Overseas Lease A request for the establishment of a leasing arrangement in a foreign jurisdiction.

Government Initiative A request triggered by an announcement or decision by government that does not also fall under another request type.

Customer Centre Funded

A request by a sponsoring party with funding provision for the development (operating) and acquisition (delivery) of the project. This request type is to be used for Customer Cost Centre Funded (approved projects) within the FIP, regardless of value.


UNCLASSIFIED

Approvals and Signatures - Do not fill out the approval section of the EIR form until all fields and comments have been completed


UNCLASSIFIED

Sponsor Select the relevant Group or Service from the drop-down list.

As a result of the First Principles Review of Defence, a number of organisational changes have occurred. Below is a guide for the Sponsor/User to assist in which drop down to select from the ‘Sponsor’ drop-down list: Post-First Principles Review Groups and Services

Select this Sponsor from the drop-down list

OSCDF OSCDF NAVY NAVY ARMY ARMY E&IG DSG SP&I I&S JAG JAG CASG DMO CIOG CIOG DSTG DSTO IG IG VCDF VCDF Other Defence Other Defence Non Defence Non Defence JLC JLC JOC JOC AIR FORCE AIR FORCE


UNCLASSIFIED

Beneficiary Select the relevant Group or Service from the drop-down list.

The project ‘Beneficiary’ is the Group or Service that the proposed project will deliver outcomes for. Generally, the project ‘Sponsor’ and ‘Beneficiary’ will be the same Group or Service. As a result of the First Principles Review of Defence, a number of organisational changes have occurred. Below is a guide for the Sponsor/User to assist in which drop-down to select from the ‘Beneficiary’ drop-down list: Post-First Principles Review Groups and Services

Select this Beneficiary from the drop-down list

OSCDF OSCDF NAVY NAVY ARMY ARMY E&IG DSG SP&I I&S JAG JAG CASG DMO CIOG CIOG DSTG DSTO IG IG VCDF VCDF Other Defence Other Defence Non Defence Non Defence JLC JLC JOC JOC AIR FORCE AIR FORCE


UNCLASSIFIED

Requirement Description and Aim Describe “what” needs to be achieved, not “how” in the space provided.

The ‘Requirement Description and Aim’ section is where you provide a description of the requirement in functional terms; i.e. what is to be achieved. This description should include a specific location if known. The requirement should be made in general terms, describing the requirement as an outcome or output without prescribing a specific solution e.g. which element of Defence capability will be met or improved, the efficiencies that will be realised, etc. The Sponsor/User should also describe any engineering and infrastructure support services required, and provide a summary of the ICT infrastructure requirements where applicable. For example:

Improvements to administration area at BPB 26 to cater for additional personnel, enhancement of army storage area at, enhancement of workshops at Townsville Airbase, training area, sensitive compartment information facilities, health care.

For Capability projects (DCP Related), where necessary or available, describe the estate requirement for each capability option. NOTE: Omissions, assumptions and/or errors in this section can have significant consequences for the ongoing development of the overall business case. To minimise the impact of these sources of potential issues, the Sponsor/User should clearly state any known risks or assumptions in this section.


UNCLASSIFIED

Justification Outline the reason and rationale for the project in the space provided.

The ‘Justification’ section is used to outline the reason and rationale for the project proposal. This section should demonstrate alignment to the Group/Service strategic objectives and articulate any key reports, findings, direction and/or approval source e.g. ‘the Investment Committee agreed on the 14 September 2016 to…’ For new capability projects ‘DCP Related’ or ‘Customer Centre Funded’ projects that have gone through the FIP, the Project Sponsor/User should use the Investment Committee agreed Joint Capability Narrative and Gate 0 Project Directive etc. as the key inputs for this section.


UNCLASSIFIED

Sponsor Priority Assessment Outline the overall priority of the project in the space provided.

The ‘Sponsor Priority Assessment’ section is used to outline the level of importance of the overall requirement in terms of contribution to a current and/or future Defence initiative(s), project(s), product(s) and/or program(s). The Sponsor/User should indicate the level of importance that they placed on the overall requirement, and if relevant, list the order of delivery for each component part of the requirement.


UNCLASSIFIED

Year Time of Completion Establish the timeline and key milestones for the project.

The ‘Year Time of Completion’ section is used to document the key milestones for the delivery of the project, product and/or program including any time criticalities. This indicative timeline should be developed in consultation with Estate and Infrastructure Group to identify achievable timeframes for delivery. For new capability projects ‘DCP Related’ or ‘Customer Centre Funded’ projects that have gone through the FIP, the Project Sponsor/User should use the Investment Committee agreed timeframes outlined in the Project Execution Strategy (PES). Example Milestones Milestone Commencement Completion Gate 1 Capability Manager Gate Review Gate 1 Investment Committee Gate 1 Departmental delegate or Government Approval (if required)

Gate 2 Capability Manager Gate Review Gate 2 Investment Committee Gate 2 Departmental delegate or Government Approval (if required)

Parliamentary Standing Committee of Public Works (PWC) hearing/expediency motion (if required)

Initial Operating Capability (IOC) Final Operating Capability (FOC) NOTE: For further guidance on some of the estate delivery timelines can be found under the Governance section within the DEQMS website.


UNCLASSIFIED

Budget Enter the funding source and overall project budget

The ‘Budget’ section is used to detail an estimate of the indicative expenditure, both Capital and Operating, required to support the optimal acquisition (or delivery) of the requirement. The ‘Sponsor Contribution’ box should be used to enter the total operating budget that is estimated for the project. In the free text section of the ‘Budget’, the Sponsor/User should (based on the maturity of the requirement), provide the following additional detail:

Capital and Operating costs for the acquisition or delivery phase (including any ICT and Maintenance costs);

Current Personnel & Operating Costs Future Personnel & Operating Costs post acquisition or delivery phase; Integrated Investment Program provision (if already in the Integrated Investment

Program); Key assumptions used in developing the estimate e.g. parametric modelling,

escalation, contingency, locality allowance, contracting methodology (e.g. Head Contractor), fees, probity and/or other services.

To ensure the timely commencement of a project, the Sponsor/User is encouraged to provide the following information:

GL Account code Work Breakdown Structure (WBS) Cost Centre Number Funds Availability Statement

For new capability projects ‘DCP Related’ or ‘Customer Centre Funded’ projects where relevant , the Sponsor/User should use the agreed ‘CDG/DSRG Customer-Supplier Agreement’ to develop a cost estimate and cash-flow to deliver the facilities and infrastructure components with Estate Planning Branch, before submitting the EIR form. NOTE: For further assistance in developing the project budget estimate, the Sponsor/User should consult with the relevant area in Estate & Infrastructure Group and Chief Finance Officer Business Partner ensuring sufficient funds has been identified to support the project


UNCLASSIFIED

Stakeholder Consultation List the stakeholders that were consulted in the development of the EIR in the space provided.

In this section, identify any stakeholders and summarise all consultation between interested parties to the requirement(s). In addition to outlining any consensus between the parties, identify other projects/activities/estate issues which may impact on delivery of the requirement, and any issues that need to be considered for the implementation of the project. This section should also include reference to the parties who were engaged in the preparation of the EIR – e.g. Commanding Officer; Head of Resident Unit; Groups / Services HQ infrastructure elements.


UNCLASSIFIED

Hurt Statement State the impact or ‘hurt’ of not proceeding with the EIR

The ‘Hurt Statement’ section is used to provide a statement of the consequences of not proceeding with the Sponsor/User requirement against eight (8) ‘Threat Types’ or impact categories. Note: only one ‘Hurt Statement’ can be entered for each of the ‘Threat Type’ categories. In undertaking the risk assessment, the Sponsor/User should utilise the E&IG Risk Management Framework and the associated process found on the DEQMS website.


UNCLASSIFIED

Approvals and Signatures Now that the EIR Form has been completed the Sponsor/User can fill out the front page details and send the form to the relevant signatories for review, comment and final signatures. IMPORTANT NOTE Depending on the Request Type selected the Sponsor/User will need to ensure that the correct levels of approvals/signatures have been provided. When the request type of ‘DCP Related’ is selected an additional approval and signature is required. This extra field is where you insert the details of the Capability Manager (Representative) consulted in the preparation of the EIR. (That is Director General Navy Plans, Systems and Infrastructure; Director General Logistics-Army; or, Director General Logistics-Air Force.)

Please refer to the generic approvals table below, this is a guide only and should be used in conjunction with any specific Request Type information required:

Field Guidance Prepared By Insert the details of the person the EIR was

prepared by. Cleared By Insert the details of the EL1/O-5 or above that the

EIR was cleared by. Approved By Insert the details of the EL2/O-6 or above that the

EIR was cleared by.


UNCLASSIFIED


For Leases and Licences the ‘Cleared By’ field is to be completed by the Estate Facilities & Services (EFS) representative and the ‘Approved By’ field is to be completed by the Base Support Manager (BSM). For Overseas Lease projects the ‘Prepared By’ and ‘Cleared By’ fields can be the same person however the ‘Approved By’ field is to be completed by the EL1 or above Approver Comments This field is where you insert any approver comments.

UNCLASSIFIED

Validate the EIR

Once all comments have been received and the document has been digitally signed, the Sponsor/User should validate the EIR Smart Form by ‘clicking’ on the Validate button on the front page. NOTE: the above illustration highlights the location of the ‘Validate’ button on the front page in the red box.


UNCLASSIFIED

UNCLASSIFIED

Email EIR This is the final step for the Sponsor/User in the development of an EIR. After final consultation and successfully validating the EIR Smart Form, the Sponsor/User should submit the Smart form via email to the EIR Mailbox at [email protected] as per the process published on the DEQMS website. NOTE: when sending the email to the EIR Mailbox, ensure the ‘subject line’ in the email follows the following naming convention ‘Type of Request – Project Name’. Examples of the types of requests are below:

Unfunded Lease Unfunded Licence New Capability Overseas Lease Government Initiative Customer Cost Centre Funded Approved Project Customer Cost Centre Funded Lease Customer Cost Centre Funded Licence Customer Cost Centre Funded Lease under 3 years

An example email is below for reference:

Estate Investment Requirement – Guidance Notes (NOT for Estate Works Projects) of 19

mailto:[email protected]

estate investment requirement (eir) - sap project creation ... · estate investment requirement...

Documents