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GEMS User Manual December 2017

UNCLASSIFIED Garrison and Estate Management System

GEMS User Manual Estate Planning and Upkeep

Estate Planning and Upkeep

June 2017


UNCLASSIFIED Garrison and Estate Management System 0

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GEMS User Manual – Table of Contents December 2017


Contents .................................................................................................................................................................................. 1 Introduction ............................................................................................................................................................................. 1 Estate Upkeep Maintenance Strategies ................................................................................................................................. 2

Scheduled Maintenance ...................................................................................................................................................... 2 Performance-based Maintenance ....................................................................................................................................... 2 Responsive Maintenance .................................................................................................................................................... 2 Task Lists ............................................................................................................................................................................ 3

General Task Lists ........................................................................................................................................................... 3 Maintenance Plans .............................................................................................................................................................. 4 Maintenance Schedules ...................................................................................................................................................... 5

Use ................................................................................................................................................................................... 5 Scheduling ....................................................................................................................................................................... 5 Automatic Deadline Monitoring ........................................................................................................................................ 5 Scheduling Log ................................................................................................................................................................ 6 Scheduling Parameters ................................................................................................................................................... 6

EUMS GEMS Configuration .................................................................................................................................................... 7 EUMS Naming Conventions................................................................................................................................................ 7

Task Lists ......................................................................................................................................................................... 7 Task List Operation Descriptions ..................................................................................................................................... 7 Maintenance Item Descriptions ....................................................................................................................................... 8 Maintenance Plan Descriptions ...................................................................................... Error! Bookmark not defined.

Step 1: Create Task List(s) ................................................................................................................................................ 10 How to Create a General Task List ............................................................................................................................... 10 How to Create a Functional Location Task List ............................................................................................................. 20 How to Create an Equipment Task List ......................................................................................................................... 25

Step 2: Create the Maintenance Plan ............................................................................................................................... 30 How to Create a Single Cycle Maintenance Plan .......................................................................................................... 30 How to Create a Strategy Controlled Maintenance Plan ............................................................................................... 33

Step 3: Schedule a Maintenance Plan .............................................................................................................................. 36 Work Order Suppression ................................................................................................................................................... 37

Estate Appraisals .................................................................................................................................................................. 38 Estate Appraisal Key Concepts ......................................................................................................................................... 38 Setting up Scheduled Estate Appraisals in GEMS............................................................................................................ 38 How Physical Estate Appraisals are Initiated .................................................................................................................... 39

Alternative Proposals ............................................................................................................................................................ 40 Overview ............................................................................................................................................................................ 40 Alternative Proposal Work Order (APRO) Process ........................................................................................................... 42 Approving APRO Work Orders.......................................................................................................................................... 47 Rejecting APRO Work Orders ........................................................................................................................................... 51

Work Order Confirmations .................................................................................................................................................... 55 Scenario #1 – Responsive Maintenance: ...................................................................................................................... 55 Scenario #2 – Scheduled Maintenance: ........................................................................................................................ 57 Scenario #3 – Performance-Based Maintenance: ......................................................................................................... 58

Heading available ................................................................................................................................................................. 59 Heading available .............................................................................................................................................................. 59 Heading available .............................................................................................................................................................. 59

Heading available ................................................................................................................................................................. 60 Glossary of Terms ................................................................................................................................................................. 61

Contents

GEMS User Manual – Table of Contents December 2017


DOCUMENT ADMINISTRATION Document Properties Author Adan Weeks

Document Version 1.0

Status Draft

Classification Unclassified

Date of Issue 29/06/17

Revision History

Revision Date Author Version No. Description

29th June 2017 A. Weeks 1.0 Initial version

2nd August 2017 A.Weeks/M.Peacock 1.1 Include General Task List SOP

7th September 2017 M.Peacock 1.2 1st draft released for review

9th October 2017 M. Peacock 1.2 2nd draft released for review

21 November 2017 M. Peacock 1.3 Published Version

Approvals Name Title Signature Date Marcus Jeffery DEPU

Graham Campbell ADEPU G. Campbell 21 November 2017

Mark Peacock EIM M. Peacock 21 November 2017



The GEMS User Manual, Estate Planning & Upkeep (DEPU) has been developed to assist and direct Defence and EMOS staff in the use of Defence SAP (GEMS) within the DEPU Product & Services line. All references and instructions contained within this manual have been developed in accordance with the service definition table. It is acknowledged that each EMOS may approach maintenance activities in a manner consistent with their own internal business practices. Where possible, Defence has allowed a degree of flexibility in how the EMOS are to configure the various maintenance elements within GEMS. The procedures outlined in this manual describe how best to configure maintenance activities within GEMS in such a way as to provide the supporting data required by Defence for analytical purposes. The following principles were used in the development of this material:

• Maintenance task lists will detail all the service deliverables (operations) along with their respective quantities. • General task lists will be used where possible. • Maintenance Plans and Task Lists will follow the naming conventions provided herein. • Work order suppression will be utilised • The above points are to be performed in such a way as to provide Defence with the greatest clarity over EUMS

activities and scope, and have been developed in accordance with the Service Definition Table scope of work references EU02.001, EU02.002, EU02.003 and EU02.005, EU03.001.001.

SOW Service Activities / SubDeliverable Control Framework / Performance

EU02.001 Develop and Maintain EUMS

EUMS is developed in the format prescribed by Defence for uploading into Defence Estate Information System. EUMS is current and accurate. EUMS specifies all performance and scheduled maintenance/operations activities.

EU02.002

Provide an Estate Upkeep Maintenance Schedule (EUMS) for estate elements to be maintained through the Estate Upkeep service.

In accordance with applicable legislation and regulations.

EU02.003 Provide an EUMS to comply with all statutory requirements.

Information to be provided in accordance with Information Delivery Template - Planned and Actual Actions. Data format must be validated against DEIS requirements and uploaded to DEIS.

EU02.005

Review, update or amend the EUMS where either the contractor or the CA believes it is necessary to do so.

Enhance the plan as appropriate to further the objectives specified. Adjust the plan in response to a change in scope. The contractor is to consider a variety of impacts on the effectiveness of services under the contract. Impacts such as maintenance methodology, performance statements, compliance requirements, scheduled activity, lifecycle and condition of estate elements, Defence constraints, rates of use, change of use, financial efficiency are to be considered. This is not an exhaustive list.

EU03.001.001 Conduct the Performance Based Estate Services in accordance with the EUMS

Performance based maintenance/operations are completed within designated timeframes and tolerances in the SDT Performance based outcomes are achieved Activity Records are provided in accordance with the SDT and reflect actual activity

Introduction

http://intranet.defence.gov.au/estatemanagement/lifecycle/EstateUpkeep/ProductDelivery.asp

GEMS User Manual – Scheduled and Performance-based Maintenance December 2017


Estate Planning & Upkeep have two (2) maintenance strategies as outlined below: Scheduled Maintenance

Strategy Designator Prefix: PEU04. Individual Items or Systems that are classified as Scheduled Maintenance a. The fixed fee component is the EUMS activity. b. The fully reimbursable component is any defect correction that is discovered during the EUMS activity or

reported outside a EUMS activity. (This work is not classified as Responsive Maintenance as it is linked to a Scheduled Maintenance item, it is Defect Correction)

i. Less than $10,000 fully reimbursable and is submitted to GEMS as an Alternative Proposal work order with user status values of (APAR and APRO)

ii. Greater than $10,000 fully reimbursable and is submitted to GEMS as an Alternative Proposal work order with user status values of (APAR and APRO) – requires greater assessment.

Performance-based Maintenance Strategy Designator Prefix: PEU03, PEU15, PEU16. Individual Items or Systems that are classified as Performance-based Maintenance

a. The fixed fee component is the EUMS activity. b. The reimbursable component is any defect correction that is discovered during the EUMS activity or

reported outside a EUMS activity. (This work is not classified as Responsive Maintenance as it is linked to a Performance Maintenance item, it is Defect Correction)

i. Less than $10,000 is submitted to GEMS as an Alternative Proposal work order with user status values of (APAR and APRO). Dependant on what the DCL liability for the particular PEU03 pricing line is will result in the level of reimbursement paid. (there may be a DCL waiver)

ii. Greater than $10,000 and submitted to GEMS as an Alternative Proposal work order with user status values of (APAR and APRO) – requires greater assessment. Dependant on what the DCL liability for the particular PEU03 pricing line is will result in the level of reimbursement paid. (there may be a DCL waiver)

For clarity, the definition for responsive maintenance has been included below: Responsive Maintenance

Strategy Designator Prefix: PEU05. Individual Items or Systems that are classified as Responsive Maintenance Any item that is not Scheduled Maintenance (PEU04), Performance-based Maintenance (PEU03), Electrical Operating Authority (PEU15) or Operation Of Sewerage Systems (PEU16).

a. Less than $10,000 is covered under the fixed fee. c. Greater than $10,000 requires the submission of an Alternative Proposal work order with user status

values of (APAR and APRO) and is fully reimbursable to the Contractor.

Both scheduled maintenance (SM) and Performance-based maintenance (PBM) work orders are system generated from Maintenance Plans on a scheduled basis as per the EUMS and automatically despatched to the contractor via the CIX.

Reimbursables Reimbursing the Contractor for corrective work is separate to the contract fee and is therefore not eligible for any performance margin in accordance with the Performance Management Framework. With the introduction of the GEMS solution, the process for claiming reimbursement has changed and is outlined in the following Alternative Proposal documentation. For further information please refer to DEQMS.

Estate Upkeep Maintenance Strategies



Task Lists A task list contains the parameters and activities for the scheduling of routine tasks. The task list can also be used to capture static master data including Service Parameters that make up the service contract support packages. Creation of a Task List will provide estate maintenance/services data to be captured independently by Location Object. It will ensure data integrity and aid in location specific reporting.

General Task Lists A general maintenance task list can be used to group together all maintenance operations for different object types in a “master” task list. This negates the need to create a separate general maintenance task list for each variant of a technical object as each variant can be configured accordingly.

Use

Defence preference is to employ general task lists to define the activities associated with inspections, surveys, assessments, audits and so on. The general task list could therefore include (but not be limited to) the following:

• Asbestos Surveys • Estate Appraisal Desktop Reviews • Physical Estate Appraisals • Fire Safety and BCA compliance Surveys • Hazardous area appraisals and compliance audits • Legislative audits and registers. (eg Joint Special Licensing, cooling tower systems, gas systems, masts and

towers etc.) • Wharf and Airfield condition surveys.

Example:

In this example, the Estate Appraisal activities have been separated into two different task lists to assist Defence in meeting their reporting requirements. In a like manner, bushfire management plan actions have been called out as individual activities (items 4 through 7). Defining activities in this manner allows greater visibility of pending works (which can be provided to the relevant stakeholder as needed).



Maintenance Plans Maintenance plans help facilitate regular maintenance based on readings maintained for measuring points at pieces of equipment and functional locations. There are three types of maintenance plans: Single cycle, Strategy-based and Counter-based. To represent simple maintenance cycles, create a single cycle plan. To represent complex maintenance cycles, create a strategy plan based on a maintenance strategy.

For counter-based maintenance plans, maintenance takes place when the counter for the technical object has reached a certain reading, for example, every 100 operating hours or every 500 moulding cycles. The calculated planned date depends on the counter reading at the time of planning, and the estimated annual performance that has been defined for the counter.

Counters are represented in GEMS as a special form of measuring point.

Use Maintenance planning can be used to ensure that the maintenance work order (called as per the schedule, and which contains operations in the maintenance task list), is generated by the system at a time when the technical object actually requires maintenance.

For performance-based maintenance planning, it is important that current counter readings are entered on a regular basis, even if the readings are unchanged. Otherwise, the system generates maintenance orders based on the estimated annual performance entered for the counter, even though the counter reading has not, in reality, been reached.

Example:

A pump requires a maintenance task to be performed every 100 operating hours. The call date calculated when the maintenance plan was scheduled is almost due, but the counter reading for the pump indicates that it has only been in operation for 50 hours (for example, owing to a temporary shutdown). To avoid a maintenance order being created before it is needed, the new total counter reading is entered into the system. The maintenance plan is then re-scheduled and the call date is recalculated based on the updated counter reading. In this case, the call date would be later.

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Maintenance Schedules Maintenance schedules are used to define the cycles in which a maintenance plan will generate work orders.

Use When a maintenance plan is scheduled for the first time, the start date or initial counter reading specified will trigger the maintenance cycle on the time axis. The following special features are valid for the start date or initial counter reading:

• If the start date or initial counter reading is entered in the scheduling parameters, then the automatic deadline monitoring can be started directly for the maintenance plan.

• If the start date or initial counter reading is not entered in the scheduling parameters, then the scheduling for the maintenance plan must be started manually before automatic deadline monitoring can commence.

• If a maintenance plan has been created with reference to an outline agreement, the system automatically adopts the start date from the outline agreement in the scheduling parameters of the maintenance plan.

Scheduling For each scheduling instance, the system calculates the due date (planned date) for a work order based on the scheduling parameters and the maintenance cycles or packages and subsequently generates a maintenance call.

When the maintenance call is due, the system generates a work order for each maintenance item. Which object the system generates is determined by the maintenance plan category.

For a new start, or a start in the cycle, despite the scheduling period, the system ensures that at least one date (either with the status “On Hold” or “Called”) is generated. Even if the scheduling period is less than the cycle used.

The scheduling instance takes into consideration the change status of task lists.

Automatic Deadline Monitoring Automatic deadline monitoring is used to simplify the generation of maintenance call objects for maintenance plans. Start the deadline monitoring at regular intervals using an internally programmed report (for example, weekly). The system then generates the maintenance call objects according to the cycles defined.

A start date or an initial counter reading must have been entered in the scheduling parameters for the maintenance plan, or the plan must have already been manually scheduled at least once.

When the deadline monitoring function is run, the system converts all the maintenance calls, for which the call horizon has been reached, into maintenance call objects. The system also performs a complete rescheduling of the maintenance plan and ensures that maintenance calls are always available for the scheduling period defined.

Example: Even if a scheduling period is not defined in the maintenance plan, scheduling is performed at least once, and the system generates at least one maintenance call. The maintenance plan is automatically extended. The maintenance plan is no longer required to be scheduled manually using the scheduling function.

Scheduling Period 30 days

Deadline monitoring on: 01. January 20xx

Scheduling performed up to: 01. February 20xx

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Scheduling Log The system generates a scheduling log (usage log).

The maintenance plan menu can also be used to call up the log independently of scheduling (for example, for a certain timeframe). The application log can be used to perform a targeted analysis of the corresponding notifications and, for example, hide certain error categories.

To do this, select the usage log indicator in the schedule monitoring for maintenance plans.

Scheduling Parameters Special scheduling requirements can be controlled using the scheduling parameters in the maintenance plan. The system calculates the cycles in which maintenance call objects should be generated using these scheduling parameters. The following data is also considered:

For time-based strategy plans: the maintenance strategy and packages

For single cycle plans: the maintenance cycles defined in the maintenance plan

For multiple counter plans: the maintenance cycles defined in the maintenance plan

Example:

A maintenance plan is scheduled containing a 2-month and a 6-month package. The first due package is the 2-month package. After four months, the 2-month package is due again. After six months, both the 2-month package and the 6-month package are due. If a scheduling period has been specified for the maintenance plan in the scheduling parameters, the system calculates the due dates for this period of time, and generates maintenance calls. For example, it is possible to enter a scheduling period of 365 days to obtain an overview of the due dates for the entire year.

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GEMS User Manual – Naming Conventions December 2017


EUMS Naming Conventions The following naming conventions have been developed for use within the relevant short text description fields. These fields are typically limited to 40 characters. The intent behind these conventions is to provide Defence with the greatest clarity when creating reports. Where a short text description deviates from the following conventions for any reason, please ensure best use of all available characters to provide clear and informative descriptions.

Task Lists Task List Descriptions All characteristics are from the Service Definition Table (SDT) Naming Convention: Service SubDeliverable_(Estate Class ID-Service Deliverables)_Frequency Example: Fire-Gas Supp (ES.Fi.GS-PBM) 7 Days

Reference Title Long Description Short Text Entry Service SubDeliverable (SDT) Fire-Gas Suppression Fire-Gas Supp Estate Class ID (SDT) ES.Fi.GS (ES.Fi.GS Service Deliverables (SDT) Performance Based Maintenance PBM) Frequency of Delivery 7 7 Frequency Unit of Measure Days Days

Task List Operation Descriptions Whilst there is no defined naming convention for operation descriptions, the short text field should make best use of the 40 characters available in such a way that clearly describes the operation/service activity. The long text field should contain a more detailed outline of the operation/service activity. For example:

Work Order Title Operation Description Possible Long Text Entry

PEU03.06.100_Fire-Gas Supp_1 WK_Svc Operational Test – all systems

Inspect and test all systems thoroughly at least annually or more frequently as required by the authority for proper operation by a competent person.

Check Container Contents (gaseous state)

Check the container contents as specified for liquefied and non-liquefied gasses.

PEU15.001_Elec-Gen-Sys_1 MON_Svc Test/Calibrate components

Conduct testing and calibration of all protection relays and associated equipment and systems at regular intervals to ensure safe and reliable operation at all times.

Train/Authorise Defence Members

Train and (as Electrical Operating Authority), authorise Defence members that occupy or operate a Facility with a LEG to operate this equipment.

EUMS GEMS Configuration



Maintenance Item Descriptions The following naming conventions are to be applied when adding descriptions for maintenance items: Physical Estate Appraisals: Naming Convention: Region_Service Activity Example: QLD_EA Physical Appraisal

Reference Title Long Description Short Text Description Entry Region Queensland QLD Service Activity Physical Estate Appraisal EA Physical Appraisal

Desktop Reviews: Naming Convention: Region_Service Activity_Estate Element_Cycle Example: QLD_EA Desktop Review

Reference Title Long Description Short Text Description Entry Region Queensland QLD Service Activity Desktop Review EA Desktop Review

Performance-based Maintenance: All characteristics are from the Service Definition Table (SDT) Naming Convention: Pricing ID_Service Sub-deliverable (Abbreviated)_ Frequency Example: PEU03.06.100_CompAir-Vac-Sys_ 1WK_Svc

Reference Title Long Description Short Text Description Entry Pricing ID PEU03.06 - Fire PEU03.06.100 Service Sub-deliverable (abbreviated)

Compressed Air Vacuum System CompAir-Vac-Sys

Frequency Weekly Service 1WK_Svc Scheduled Maintenance: All characteristics are from the Service Definition Table (SDT) Naming Convention: Pricing ID_Service Sub-deliverable (Abbreviated)_ Frequency Example: PEU04.02_BCA 2 Unit Accom_1MON_Svc

Reference Title Long Description Short Text Description Entry

Pricing ID PEU04.02 - Maintenance of Buildings PEU04.02

Service Sub-deliverable (abbreviated)

BCA 2 Unit Accom - Living In Accommodation (LIA) BCA 2 Unit Accomm

Frequency Monthly Service 1MON_Svc

Maintenance Plan Descriptions The following naming convention is a guide only. Defence acknowledges the requirement of EMOS maintenance planners to develop a naming convention that is consistent with their respective internal business practices. However, where practical, Defence would prefer that maintenance plan descriptions broadly align with the following examples: Naming Convention: Region_Functional Location_Estate Class ID_Start date of plan_Frequency QLD_PR 20/0129_ES.Fi.WS.01_04/07/11_WK (Maintenance plan at the property level, frequency Weekly)

Reference Title Long Description Short Text Description Entry Region Queensland QLD_ Functional Location Gallipoli Barracks PR 20/0129_

Estate Class ID Equipment System, Fire, Wet Suppression Class 1 ES.Fi.WS.01_

Start Date of Plan 4th of July 2011 04/07/2011_ Frequency Weekly WK

Further examples: QLD_PR 20/0129_ ES.Fi.WS.01_04/07/11_MO (Maintenance plan at the property level, frequency Monthly) QLD_AMBR_ES.Fi.WS.01_04/07/11_WK (Maintenance plan at the Base Service level, frequency Weekly) QLD_PR 20/0129_Physical EA_04/07/11_01Yr QLD_BRBN_Desktop Rev_04/07/11_01Yr QLD_PR 20/0120_FSS_04/07/11_01Yr

As the Estate Class identifier has a maximum of 11 Characters, the EU abbreviation has been omitted.



Alternative Proposal Work Order Descriptions The following naming conventions are to be applied when adding short text descriptions to alternative proposal work orders: Naming Convention: Maintenance Prefix_Legacy Indicator_Pricing ID_<<free text>> Example 1 – True/Pure Alternative Proposal: AP PEU03.006 Replace Fire Panel.

Reference Title Long Description Short Text Description Entry Maintenance Prefix Alternative Proposal AP Legacy Indicator Reimbursable “R” Pricing ID Fire PEU03.006 Free Text Best use of available characters Replace Fire Panel.

Example 2 – Performance-Based Maintenance Alternative Proposal: PBMR PEU03.006 Repair Fire Hose.

Reference Title Long Description Short Text Description Entry Maintenance Prefix Performance Based Maintenance PBM Legacy Indicator Reimbursable “R” Pricing ID Fire PEU03.006 Free Text Best use of available characters Repair Fire Hose.

Example 3 – Scheduled Maintenance Alternative Proposal: SMR PEU04.06 Repair Exit Light.

Reference Title Long Description Short Text Description Entry Maintenance Prefix Scheduled Maintenance SM Legacy Indicator Reimbursable “R” Pricing ID Electrical PEU04.06 Free Text Best use of available characters Repair Exit Light.

Example 4 – Special Forces Alternative Proposal: SFR PEU03.006 Replace Fire Panel.

Reference Title Long Description Short Text Description Entry Maintenance Prefix Special Forces SF Legacy Indicator Reimbursable “R” Pricing ID Fire PEU03.006 Free Text Best use of available characters Replace Fire Panel.

GEMS User Manual – Create General Task LIst December 2017


Step 1: Create Task List(s) A task list is created by the Base Services contractor (BSC)/Base Services Maintenance Planner (BSMP) where the BSC is responsible for undertaking the activity. The following steps outline how to create a general task list in GEMS. In this example, a general task list group is setup to cater for a range of inspections, surveys, audits and assessments. The frequency with which these task lists are used is controlled via a single cycle maintenance plan (covered in subsequent instructions).

How to Create a General Task List

1 Execute transaction IA05 – Create General Task List

2 Remove any entries that may appear in the Group field..

3 Ensure that the Group field is blank.

4 In the user defaults section, enter a value for the profile (ZPM) and press the enter button to proceed with Task List creation.

5 The Create General Task List: Header General View screen will display. A Group number will be automatically assigned by the system and the Group Counter will default to a value of one.

6 Enter a description for the Task List

7 Include any applicable long text by clicking the Long Text button and entering the text in the editor displayed.

8 Enter the Region, and product/service in the Work Centre field or use the look-up icon to search. (contractor relevant to region and service tower eg; QLD-AC for Queensland Access Control)

9

Enter the Usage and Planner Group values of the task list or use the look-up icon to search. In this example, the task list will be set up as a scheduled task.

10 Enter the Status of the task list or use the look-up icon to search.

11 Select the Operation option. The Create General Task List: Operation Overview screen displays.

12

Select the General Operation Overview 0001 row by clicking on the row selector (see below):

13 Set the Control Key to ZPM4

GEMS User Manual – Create General Task List December 2017


14

Enter an Operation Description.

15

Open the Operation menu and select Long Text to include a description of the operation. This is typically derived from column F (Service Activities) of the service definition table.

16 Enter the Long Text description of the operation. Click the Back button once all long text has been entered.

17

Enter a value of one (1) into the number field (No.) for each operation.

Enter a value of one (1) in this field.

18 Enter a cost element for the operation. Cost elements are required to ensure comprehensive reporting and detailed planning.

19 Enter the material group against which this operation will be assigned.

20 Enter a value of 015 in the Purchasing Group field.

21 Assign the relevant service masters (activities) to the operation by clicking on the SPack. button towards the bottom of the window.

22 The Service Specifications: Ext.Specs f. Task List Maintain screen will be displayed.

23

Enter the details of the service master into the Services section as shown here:

Repeat this step for each applicable service master to be added against this operation.

24 Click the Back button to return to the Create General Task List: Operation Overview screen.



25 Once all service masters have been added for the operation, save the task list by clicking the save button.

26 The Create General Task List: Initial Screen will be displayed.

27

Highlight (select) the next operation line item as previously demonstrated in step 12, then repeat steps 13 to 24 for each additional operation to be added to the task list. In this example, an EA desktop review requires four operations to be confirmed (system status CNF) in order for the desktop review to be completed successfully (system status TECO).

More task lists can be created within this task list group as follows:

28 Select the Task List button to add additional task lists to the task list group.

29 Select the New Entries button to begin creating a new task list.

30 The Create General Task List: Header General View screen will be displayed.

31 Repeat steps 6 to 28 for each additional task list required.

32

In this example, the end result is a set of 11 task lists that describe the operations required to complete a variety of appraisals, surveys, assessments and audits. These task lists will be scheduled against the relevant functional locations, according to the required frequency via a single cycle maintenance plan.

End of Instruction.



Estate Appraisal Task List Operations Annual desktop reviews are to be performed by EMOS MIC. These reviews are to focus on currency of criticality and target ratings and identified work orders.

Physical appraisals are to be planned and scheduled by EMOS MIC for all parts of the Estate. This includes buildings, structures, infrastructure, linear assets, and equipment, land and environment assets.



Where a general task list is used to define scheduled or performance-based maintenance activities, please refer to the following steps to comply with Defence preferences:

1 Execute transaction IA05

2 Remove any entries that may appear in the Group field.

3 Ensure that the Group field is blank.


5 The Create General Task List: Header General View screen will display. A Group number will be automatically assigned by the system and the Group Counter will default to a value of one.

6

Enter a description for the Task List that conforms with the naming conventions previously outlined. e.g Fire-Gas Supp (ES.Fi.GS-PBM) 7 Days

7

Include any applicable long text by clicking the Long Text button and entering the text in the editor displayed. Eg;

“Service Gaseous Fire Extinguishing Systems in accordance with AS 1851 - 2005 Section 11, Local Codes of Practice, OH&S Requirements and the following instructions. Including Tables: 11.4.1 Inspection & Records Schedule - Gaseous Fire Extinguishing Systems 11.4.2 Test & Records Schedule - Gaseous Fire Extinguishing Systems”

8 Enter the Region, and product/service in the Work Centre field or use the look-up icon to search. (contractor relevant to region and service tower eg; QLD-AC for Queensland Access Control)

9

Enter the Usage and Planner Group values of the task list or use the look-up icon to search. In this example, the task list will be set up for performance based (PB) maintenance.

10 Enter the Status of the task list or use the look-up icon to search.

11 Select the Operation option. The Create General Task List: Operation Overview screen displays.

12





14

Enter an Operation Description. Whilst there is no defined naming convention for operation descriptions, the short text field should make best use of the 40 characters available in such a way that clearly describes the operation/service activity. The long text field should contain a more detailed outline of the operation/service activity.

15


16 Enter the Long Text description of the operation. Eg; “Undertake a visual check as specified which is to be included in the inspection programme. Refer to AS ISO 14520.1 - 2009 - Section 9, Clause 3.”






22



23 Click the Back button to return to the Create General Task List: Operation Overview screen.

24 Once all service masters have been added for the operation, save the task list by clicking the save button.



25 The Create General Task List: Initial Screen will be displayed.

26

Highlight (select) the next operation line item as previously demonstrated in step 12, then repeat steps 13 to 24 for each additional operation to be added to the task list. In this example there are no further operations to be added. The 7 day maintenance task list has now been completed. Please refer to the final task list structure (next page) for an expanded view of the operations, and supporting service masters, for each task list. More task lists can be created within this task list group as follows:

27 Select the Task List button to add additional task lists to the task list group.


29 The Create General Task List: Header General View screen will be displayed.


31

In this example, the end result is a set of 6 task lists that describe the maintenance operations required to complete performance based maintenance of an equipment system (a fire suppression system using inert gas as the extinguishant).

An example of the final task list structure(including operations and service masters) is displayed on the following pages.

End of Instruction.



General Task List Operations (Performance-based maintenance example)



Detailed General Task List Structure – Performance-based Maintenance

Task List Operation Service Master(s) Service Master Long Text

Fire-Gas Supp (ES.Fi.GS-PBM) 7 Days Perform Weekly Visual Check EU03.006.262-Perf.Based Maint Compliance Requirement for Equipment System - Fire - Gas Suppression: Undertake a visual check as specified which is to be included in the inspection programme. Refer to AS ISO 14520.1 - 2009 - Section 9 Clause 3.

Fire-Gas Supp (ES.Fi.GS-PBM) 30 Days Operational Test – all systems EU03.006.250-Perf.Based Maint Compliance Requirement for Equipment System - Fire - Gas Suppression: Inspect and test all systems thoroughly at least annually or more frequently as required by the authority for proper operation by a competent person. Refer to AS ISO 14520.1 - 2009 - Section 9 Clause 2.

Check Container Contents (gaseous state) EU03.006.251-Perf.Based Maint Compliance Requirement for Equipment System - Fire - Gas Suppression: Check the container contents as specified for liquefied and non-liquefied gasses. . Refer to AS ISO 14520.1 - 2009 - Section 9 Clause 2.

Fire-Gas Supp (ES.Fi.GS-PBM) 182 Days Collect, Recycle, Dispose Extinguishant EU03.006.252-Perf.Based Maint Compliance Requirement for Equipment System - Fire - Gas Suppression: Collect and recycle or dispose all extinguishant removed from containers during service or maintenance procedures, in an environmentally sound manner and in accordance with existing laws and regulations. Refer to AS ISO 14520.1 - 2009 - Section 9 Clause 2.

Record inspection details on tag EU03.006.253-Perf.Based Maint Compliance Requirement for Equipment System - Fire - Gas Suppression: Record the date of inspection and name of the person performing the inspection on a tag attached to the container. Refer to AS ISO 14520.1- 2009 - Section 9 Clause 2.

Fire-Gas Supp (ES.Fi.GS-PBM) 365 Days Periodical Container Tests EU03.006.254-Perf.Based Maint Compliance Requirement for Equipment System - Fire - Gas Suppression: Undertake periodical tests on the containers as required by the relevant national standards. Refer to AS ISO 14520.1 - 2009 - Section 9 Clause 2.

Examine all system hoses EU03.006.255-Perf.Based Maint Compliance Requirement for Equipment System - Fire - Gas Suppression: Examine all system hoses for damage and if examination shows any defect, replace the hose. Refer to AS ISO 14520.1 - 2009 - Section 9 Clause 2.



Determine if Boundary Penetration EU03.006.256-Perf.Based Maint Compliance Requirement for Equipment System - Fire - Gas Suppression: Determine whether boundary penetration or other changes to the protected enclosure have occurred that could affect leakage and extinguishant performance. If this cannot visually examined, repeat the test for enclosure integrity in accordance with Annex E and carry out remedial actions as required. Refer to AS ISO 14520.1 - 2009 - Section 9 Clause 2, Annex E.

Establish changes to volume of enclosure EU03.006.257-Perf.Based Maint Compliance Requirement for Equipment System - Fire - Gas Suppression: Where it is established that the changes to the volume of the enclosure or the type of hazard within the enclosure or both have occurred, re-design the system to provide the original degree of protection. Refer to AS ISO 14520.1 - 2009 - Section 9 Clause 2, Annex E.

Check concentration of extinguishant EU03.006.258-Perf.Based Maint Compliance Requirement for Equipment System - Fire - Gas Suppression: Check the required concentration of extinguishant can be achieved and maintained in hazardous enclosures. Refer to AS ISO 14520.1 - 2009 -Section 9 Clause 2.

Carry out a program of inspection EU03.006.259-Perf.Based Maint Compliance Requirement for Equipment System - Fire - Gas Suppression: Carry out a programme of inspection, arrange a service schedule and keep records of the inspections and servicing. Refer to AS ISO 14520.1- 2009 - Section 9 Clause 3.

Fire-Gas Supp (ES.Fi.GS-PBM) 1825 Days Provide Inspection Record EU03.006.260-Perf.Based Maint Compliance Requirement for Equipment System - Fire - Gas Suppression: Provide a record in which inspection and service details can be entered. Refer to AS ISO 14520.1 - 2009 - Section 9 Clause 3.

Fire-Gas Supp (ES.Fi.GS-PBM) 3650 Days Provide Inspection Program EU03.006.261-Perf.Based Maint Compliance Requirement for Equipment System - Fire - Gas Suppression: Provide an inspection programme for the system and components which include instructions on the action to be taken in respect to faults. .Refer to AS ISO 14520.1 - 2009 - Section 9 Clause 3.

GEMS User Manual – Create Functional Location Task List December 2017


How to Create a Functional Location Task List The following steps outline how to create a Functional Location Task list in GEMS. In this example, a Functional Location task list is setup to cater for maintenance activities performed against a specific FLOC record.

1 Execute transaction IA11 – Create Functional Location Task List

2 Enter the functional location (if known) or use the look-up icon to search.


4 Press enter to continue with the next screen. Note: If a task list already exists for the functional location, a new task list will need to be created by selecting the New Entries icon.

5 The Create Functional Location Task List: Header General View screen will display. A Group number will be automatically assigned by the system and the Group Counter will default to a value of one.

6 Enter a description for the Task List that conforms with the Short Text Description previously outlined on page 2.

7

Include any applicable long text by clicking the Long Text button and entering the text in the editor displayed. Eg; “Dip, reorder, and manage refuelling of tanks. Fuel to be obtained from JFLA. Refuelling may be required during generator operation. Some transporting of fuel may be required. All applicable legislation for fuel transport and decanting is to be complied with.”

8

In the Assignments to Header section, ensure that the relevant values appear in the required fields as shown here.

Work Centre: the region and service tower against which the work order will be raised (when created by GEMS). Usage: In this example, performance based maintenance (Z02) has been selected. Planner Group: In this example, performance based maintenance (Z02) has been selected. Status: The state in which the work order will be created. In this example, the work order will be released upon creation by GEMS. Maintenance Strategy: apply any existing maintenance strategy as applicable.

9 Select the Operation option.

10 The Create Functional Location Task List: Operation Overview screen displays.

11





13

Enter an Operation Description. Whilst there is no defined naming convention for operation descriptions, the short text field should make best use of the 40 characters available in such a way that clearly describes the operation/service activity. The long text field should contain a more detailed outline of the operation/service activity.

14


15 Enter the Long Text description of the operation. Eg; “Compliance Requirement for Equipment System - Electrical – Generation. Carry out maintenance in accordance with manufacturer's requirements.”

16


Please ensure default value of 1 in this field

17

Enter the amount of time required to complete the maintenance activity. Please ensure that the correct unit of measure is selected. In this example, it is estimated that the maintenance activity will take one person, 2 days to complete.








23



24 Select the Back button.

25 Save the task list by clicking the save button. 26 The Create Functional Location Task List: Operation Overview will be displayed.

27

Highlight (select) the next operation line item as previously demonstrated in step 11, then repeat steps 12 to 24 for each additional operation to be added to the task list. In this example, one further operation will be added to the task list. The 30 Day maintenance task list will therefore have only two operations as shown here:

28

Click the grey selector box next to each and every operation. This will ensure that all operations are highlighted.

29 Click the MntPack button to assign a maintenance package to each operation.

30

Places a checkmark in the appropriate box(es) for each operation. In this example, the task list is for monthly (30 day) maintenance. Therefore, checkmarks will be placed in the 1M checkboxes for each operation.

31 Save the task list by clicking the save button. 32 The Create Functional Location Task List: Initial Screen will be displayed.

33 The 30 day maintenance task list has now been completed. Further task lists can be created (within the task list group) against the same functional location. This will allow other maintenance activities to be created in accordance with the manufacturer’s requirements.

34 To continue adding task lists to the task list group, select the Task List button.

35 The Create Functional Location Task List: TL Overview screen will be displayed.




37 The Create Functional Location Task List: Header General View screen will be displayed.


39

In this example, two further task lists have been created to manage the maintenance requirements against this functional location.

An example of the final task list structure (including operations and service masters) is displayed on the following pages.

End of Instruction.

GEMS User Manual - Create Functional Location Task List December 2017


Detailed Functional Location Task List Structure

Task List Operation Service Master(s) Service Master Long Text

Elec-Gen-Sys (ES.EL.G-PBM) 30 Days Manage Refuelling of Generators EU15.047-Electrical Operating Authority Operation of Equipment System - Electrical - Generation: Manage the refuelling of Generators as required.

Conduct Maintenance IAW Manuf. Req’s EU15.064-Electrical Operating Authority

Compliance Requirement for Equipment System - Electrical - Generation: Carry out maintenance in accordance with manufacturer’s requirements.

Elec-Gen-Sys (ES.EL.G-PBM) 182 Days LEG demand & CEP load report EU15.046-Electrical Operating Authority

Operation of Equipment System - Electrical - Generation: Provide a six monthly report on the maximum demands for each LEG and each CEPS including the standing load on the CEPS.

Elec-Gen-Sys (ES.EL.G-PBM) 365 Days Train/Authorise Defence members EU15.043-Electrical Operating Authority

Operation of Equipment System - Electrical - Generation: Train and as Electrical Operating Authority, authorise Defence members that occupy or operate a Facility with a LEG to operate this equipment

Provide operational services-power gen. EU15.044-Electrical Operating Authority Operation of Equipment System - Electrical - Generation: Provide operational services for power generation

Provide operational services-CEPS EU15.045-Electrical Operating Authority Operation of Equipment System - Electrical - Generation: Provide operational services for Central Emergency Power Stations (CEPS)

Provide redundancy during downtime EU15.048-Electrical Operating Authority Operation of Equipment System - Electrical - Generation: Provide redundancy during downtime of critical Generators.

Test/Calibrate components EU15.055-Electrical Operating Authority

Operation of Powerhouse and Over the Side Services: Conduct testing and calibration of all protection relays and associated equipment and systems at regular intervals to ensure safe and reliable operation at all times.

PBM of individual components EU15.059-Electrical Operating Authority Performance Based Maintenance of Equipment System - Electrical - Generation such that the individual components of the system operate to achieve the design intent.

Maintain up-to-date system docs EU15.060-Electrical Operating Authority

Compliance Requirement for Equipment System - Electrical - Generation: Maintain up to date documentation, operational drawings and the system configuration manual for the electrical system. Refer to ADF MIEE- Refer DEQMS - Section 4 Clause 3.

Maintenance of embedded generation EU15.062-Electrical Operating Authority Compliance Requirement for Equipment System - Electrical - Generation: Carry out maintenance within distribution networks as specified. Refer to ENA Doc 030 – 2011.

Maintain SF6-filled equipment EU15.063-Electrical Operating Authority Compliance Requirement for Equipment System - Electrical - Generation: Carry out maintenance of SF6 filled equipment as specified. Refer to ENA Doc022 – 2008.

GEMS User Manual – Create Equipment Task List December 2017


How to Create an Equipment Task List The following steps outline how to create an Equipment Task list in GEMS. In this example, an Equipment task list is setup to cater for maintenance activities performed against a specific Equipment record.

1 Execute transaction IA01 – Create Equipment Task List

2 Enter the equipment number (if known) or use the look-up icon to search.


4 Press enter to continue with the next screen. Note: If a task list already exists for the piece of equipment, a new task list will need to be created by selecting the New Entries icon.

5 The Create Equipment Task List: Header General View screen will display. A Group number will be automatically assigned by the system and the Group Counter will default to a value of one.

6

Enter an informative description for the task list as previously outlined.

7 Include any applicable long text by clicking the Long Text button and entering the text in the editor displayed.

8

In the Assignments to Header section, ensure that the relevant values appear in the required fields as shown here.

Work Centre: the region and service tower against which the work order will be raised (when created by GEMS). Usage: In this example, performance based maintenance (Z02) has been selected. Planner Group: In this example, performance based maintenance (Z02) has been selected. Status: The state in which the work order will be created. In this example, the work order will be released upon creation by GEMS. Maintenance Strategy: apply any existing maintenance strategy as applicable.

9 Select the Operation option.

10 The Create Equipment Task List: Operation Overview screen will be displayed.



11



13

Enter an Operation Description that accurately describes the operation being performed. Whilst there is no defined naming convention for operation descriptions, the short text field should make best use of the 40 characters available in such a way that clearly describes the operation/service activity. The long text field should contain a more detailed outline of the operation/service activity.

14

Open the Operation menu and select Long Text to include a description of the operation. This is typically derived from the service definition table.

15 Enter the Long Text description of the operation. Eg; “Carry out 'Operational Surveillance' of the equipment in both 'on-line' and 'off-line' operation. Refer to AS 3873 - 2001 - Section 3 Clause 3.”

16


Please ensure default value of 1 in this field

17

Enter the amount of time required to complete the maintenance activity. Please ensure that the correct unit of measure is selected. In this example, the maintenance activity will take one person, 3 hours to complete.








23



24 Select the Back button.

25 Save the task list by clicking the save button. 26 The Create Equipment Task List: Operation Overview will be displayed.

27

Highlight (select) the next operation line item as previously demonstrated in step 11, then repeat steps 12 to 24 for each additional operation to be added to the task list. In this example, five further operations will be added to the task list.

28

Click the grey selector box next to each and every operation. This will ensure that all operations are highlighted.

29 Click the MntPack button to assign a maintenance package to each operation.



30

Place a checkmark in the appropriate box(es) for each operation.

31 Save the task list by clicking the save button. 32 The Create Equipment Task List: Initial Screen will be displayed.

33 The equipment task list has now been completed. Further task lists can be created (within the task list group) against the same piece of equipment. This will allow other maintenance activities to be created in accordance with the manufacturer’s requirements.

34 To continue adding task lists to the task list group, select the Task List button.

35 The Create Equipment Task List: TL Overview screen will be displayed.


37 The Create Equipment Task List: Header General View screen will be displayed.


39

In this example, five further task lists have been created to manage the maintenance requirements against this piece of equipment.

End of Instruction.

An expanded example of task list operations (for the 365 day service) is provided on the next page.



Detailed Equipment Task List Structure – Performance-based Maintenance Task List Operation Service Master(s) Possible Long Text Entry

Chiller-HVAC-(E.HV-PBM)-365 Days Operational Surveillance EU03.010.051 Carry out 'Operational Surveillance' of the equipment in both 'on-line' and 'off-line' operation. Refer to AS 3873 - 2001 - Section 3 Clause 3.

Inspect pressure vessel welds EU03.010.057 Assess, and identify any imperfections in existing pressure vessel welds through non-destructive examinations and report required action. Refer to AS 4037 - 1999 - Section 8 Clause 1.

Inspect refrigeration and A/C vessels EU03.010.060 Undertake first yearly inspection of refrigeration and air-conditioning vessels (group A1 refrigerants - PV > 200 MPa.L). Refer to AS/NZS 3788 - 2006 - Section 4 Clause 4.4, Section 4 Table 4.1, Appendix K.

EU03.010.063 Undertake first yearly inspection of refrigeration and air-conditioning vessels (group A2, A3, B1 and B2). Refer to AS/NZS 3788 - 2006 - Section 4 Clause 4.4, Section 4 Table 4.1, Appendix K.

Inspect pressure relief devices EU03.010.066 Undertake first yearly inspection of pressure relief devices. Refer to AS/NZS 3788 - 2006 - Section 4 Clause 4.4, Section 4 Table 4.1, Appendix K.

Ext Insp of pressure relief devices EU03.010.067 Undertake an external inspection of pressure relief devices. Refer to AS/NZS 3788 - 2006 - Section 4 Clause 4.4, Section 4 Table 4.1, Appendix K.

Inspect auxiliary vessels EU03.010.070 Undertake first yearly inspection of auxiliary vessels containing corrosive, toxic or flammable contents. Refer to AS/NZS 3788 - 2006 - Section 4 Clause 4.4, Section 4 Table 4.1, Appendix K.

GEMS User Manual – Create Single Cycle Maintenance Plan December 2017


Step 2: Create the Maintenance Plan

How to Create a Single Cycle Maintenance Plan

1 Execute transaction IP41 – Create Maintenance Plan

2

Select the Maint. plan cat. drop-down box, then select the required delivery method from the list (Scheduled Tasks (Non-Costed)).

3 Select the Enter icon.

4 The Create Maintenance Plan Single cycle plan screen displays.

5 Enter a description for the Maintenance Plan as previously outlined.

6 Include any applicable long text by clicking the Long Text button and entering the text in the editor displayed. Typically, long text in this field would describe the nature of the maintenance plan.

7

Specify the value and associated unit of measure for the single cycle. In this example, the maintenance plan will contain only those buildings subject to estate appraisal desktop reviews every 12 months (falling due in January). Therefore, the Cycle/Unit values are set to 12 MON.

8 Enter a description for the cycle in the Cycle text field.

9

Enter a description for the Maintenance Item.

10

Enter the functional location in the Reference object section.

11

In the Planning Data section, ensure that the relevant values appear in the required fields as shown in the example below:



12

In the Task List section, enter the details of the task list required for this functional location. In this example, Task list Group 122 contains eleven task lists. An example of the task list group is displayed below for clarification:

Task List Group 122

13 Select the Maintenance plan scheduling parameters tab.

14

Configure the fields available to meet the scheduling requirements. In this example, the requirements have been configured as shown:

15 Select the Maintenance plan additional data tab.

16 Open the Sort field drop down menu and select the relevant service line/tower from the list displayed.



17

Additional maintenance items can now be added to the maintenance plan. To add more maintenance items, return to the Item tab and click on the Create More Items button as shown here:

18

Repeat steps 7 through 10 for each building requiring an Estate Appraisal that falls due in January of each year.

19 Once all functional locations have been added to the maintenance plan, click the save button.

The single cycle maintenance plan has now been created and assigned a plan number. End of Instruction.

GEMS User Manual – Create Strategy-based Maintenance Plan December 2017


How to Create a Strategy Controlled Maintenance Plan

1 Execute transaction IP01 – Create Maintenance Plan (strategy based)

2

Select the Maint. plan cat. drop-down box, then select the required delivery method from the list (Scheduled Tasks (Non-Costed)).

3 Select a strategy for the maintenance plan.

4 Select the Enter icon.

5 The Create Maintenance Plan Strategy plan screen displays.

6 Enter a description for the Maintenance Plan in accordance with the naming conventions previously outlined.

7 Include any applicable long text by clicking the Long Text button and entering the text in the editor displayed. Typically, long text in this field would describe the nature of the maintenance plan.

8

Enter a description for the Maintenance Item in accordance with the naming convention previously outlined.

9

Enter the functional location in the Reference object section.



10

In the Planning Data section, ensure fields are populated as shown below:

11

In the Task List section, enter the details of the task list required for this functional location.

12 Select the Maintenance plan scheduling parameters tab.

13

Configure the fields available to meet the scheduling requirements. In this example, the requirements have been configured as shown:

14 Select the Maintenance plan additional data tab.

15 Open the Sort field drop down menu and select the relevant service line/tower from the list displayed.

16

Additional maintenance items can now be added to the maintenance plan. To add more maintenance items, return to the Item tab and click on the Create More Items button as shown PEUhere:



17

Repeat steps 7 through 10 for each maintenance item to be added. In this example, a total of two maintenance items have been added to the maintenance plan. Note that each maintenance item refers to a unique task list created for that specific functional location.

18 Once all maintenance items have been added to the maintenance plan, click the save button.

The strategy based maintenance plan has now been created and assigned a plan number. End of Instruction.

GEMS User Manual – Schedule a Maintenance Plan December 2017


Step 3: Schedule a Maintenance Plan Once a maintenance plan has been created, it must be scheduled to initiate the generation of WOs to the contractor. Transaction code IP10 is used for initial scheduling of the maintenance plan and may also be used for adjusting and manually scheduling WOs for individual maintenance plans on an as required basis.

1 Execute transaction IP10 – Schedule Maintenance Plan

2 Enter the Maintenance Plan number into the Maintenance Plan field.

3 Select the Enter Icon 4 The Schedule Maintenance Plan screen will be displayed.

5 Select the Start option from the toolbar.

6

Click in the Start of Cycle field and enter the required start date for the maintenance plan.

7 Click the Continue button.

8

GEMS will create a line item to be “called” or started. The initial status will default to HOLD.

9

Highlight the first line by clicking on the small grey line selector button to the left side of the number one:

10 Click the Release call button in the lower left hand corner of the window.

11

The call date will be removed and the status will change to “Save to call”.

12 Click the Save icon. This will “call” the work order.

13 A system message will confirm that the maintenance plan has been scheduled.

End of Instruction.

GEMS User Manual – Schedule a Maintenance Plan December 2017


Work Order Suppression Suppression of a task is maintained via the Task List strategy during creation and should be applied where there is no value for money in creating additional administration associated with extra (redundant) work orders. Example 1:

• Split A/C service potentially may only have a filter clean once every 4 months. However, the 1 year service may contain; replace the filter, inspect casing for damage, check pump pressures, etc.

• In this example the 4 monthly filter clean needs to be ‘suppressed’ as the yearly service includes the requirement of the 4 monthly service.

Example 2: • Aircraft Earthing Point – SDT dictates frequencies, being 6M and 2Y, however again the 6M task is

incorporated in the 2Y task. • Aircraft Earthing Point, SOW EU04.011.007 (2Y) would be used against the lower frequency SOW

EU04.011.008 (6M)

GEMS User Manual – Estate Appraisal Inspections December 2017


Estate Appraisal Key Concepts

The EA process uses the concept of asset criticality and allocation of target performance standards for all elements on the estate. The rules for determining target performance are managed centrally. Initial determination of target performance standards is based on a combination of existing contribution factor and newly defined estate class as documented in the Estate Register Information Model. Nationally consistent target standards are defined by required condition and required functionality rules.

The appraisal process assesses the actual performance that then facilitates identification of actions to resolve the gap between target and actual performance. Management responses for addressing deficiencies are also to be identified in this process. The prioritisation of identified actions uses a scoring system derived from the difference between the target and assessed performance ratings.

Setting up Scheduled Estate Appraisals in GEMS

Defence preference is to configure the scheduled Estate Appraisal Activities in GEMS using the following method:

1. Setup a general task list in which a variety of inspections, surveys, assessments and audits can be defined. Within this general task list, the EA inspections should be defined independently so that each type of inspection is clearly defined. ie;

a. A task list for Desktop Reviews b. A task list for Physical Appraisals

2. Setup a Single Cycle maintenance plan (for the appropriate frequency) which links each applicable functional location with the appropriate general task list. A sample matrix below outlines how this may be configured:

Maintenance Plan Description Cycle Task List Group #

Group Ctr

Maintenance Item Description

Maintenance Item

QLD_BRBN_Desktop Rev_04/01/17_01Yr 12 Mon 122 1 EA Desktop Review PR 20/0001 PR 20/0096 PR 20/0123 PR 20/0124 PR 20/0126 QLD_EA-Physical_ PR 20/0129_3YR_JAN 36 Mon 122 2 EA Physical Appraisal BU 30/186 BU 30/24568 BU 30/24836 BU 30/25596 BU 30/26035 QLD_BRBN_Desktop Rev_04/02/17_01Yr 12 Mon 122 1 EA Desktop Review PR 20/0129 PR 20/0131 PR 20/0133 PR 20/0134 QLD_EA-Physical_ PR 20/0129_3YR_FEB 36 Mon 122 2 EA Physical Appraisal BU 30/7296 BU 30/7422 BU 30/7787 BU 30/8376

Estate Appraisals

GEMS User Manual – Estate Appraisal Inspections December 2017


How Physical Estate Appraisals are Initiated The following diagram outlines possible points of origin for Physical Estate Appraisals.

GEMS User Manual - Alternative Proposals December 2017


Overview In accordance with the estate Upkeep Contract there are prescribed Circumstances for Reimbursement of costs associated with the correction of defects on Estate items maintained under Scheduled and Performance Based Maintenance. With the introduction of Defence SAP (GEMS) Estate Upkeep Reimbursable and Alternative Proposals are recorded in GEMS as Alternative Proposals (APRO).

Extension of Time Alternative proposal work orders are no longer used where an extension of time is required. This is now a contractor-regulated exercise.

Unable to Correct If it is not possible to correct the Defect or damage the Contractor is to notify the CA in writing and provide the following details;

a. Details of the Estate Element effected;

b. The nature and cause of Defect or damage;

c. Reason for inability to correct Defect or damage;

d. Impact if Estate Element is not replaced including downtime effect on customer, cost of providing redundancy; and

e. Options for replacement including cost.

Greater Value for Money If there is an alternative to correcting the Defect or damage which offers the Commonwealth greater value for money than correcting the Defect or damage, the Contractor shall notify the CA in writing and provide the following detail;

a. Details of the Estate Element effected;

b. The Nature and cause of Defect or damage; and

c. Options for consideration including the anticipated benefit, any additional costs (NPOC) and the pay-back period

Reimbursement of Performance Based Maintenance and Scheduled Maintenance Costs Circumstances for Reimbursement. Reimbursing the Contractor for corrective work is separate to the contract fee and is therefore not eligible for any performance margin in accordance with the Performance Management Framework.

Reimbursement for Responsive Maintenance. The contractor will only be entitled to submit a claim for reimbursement where;

a. the Responsive Maintenance was estimated to exceed $10,000 and was approved to proceed in accordance with Alternative Proposal process;

Reimbursement for Performance, Based Maintenance and Scheduled Maintenance. The contractor will only be entitled to submit a claim for reimbursement where for Estate Elements maintained through the Performance Based Maintenance or Scheduled Maintenance Services the Contractor has determined by applying the tests shown in the flow chart below and described in the following paragraphs that an entitlement exists.

For Defect or damage correction relevant to paragraph 2.12.3 above there are three types of reimbursable events that may give rise to a claim;

a. Risk Event – Natural;

b. Risk Event – Defence; or

c. Defect Correction Liability Work.

Alternative Proposals

GEMS User Manual - Alternative Proposals December 2017


Eligibility to claim is determined by following the process and tests described in the flow chart and following notes.

Timescale

ProgrammedDate

Tolerance

Scenario 3

Timescale

ProgrammedDate

Tolerance

Scenario 2

Timescale

ProgrammedDate

Tolerance

Scenario 1

Action completed within tolerance

Defect occurs

Action completed outside tolerance

Defect occurs

Defect occurs

Action not completed

GEMS User Manual – Alternative Proposals December 2017


Alternative Proposal Work Order (APRO) Process APRO work orders will be created by the EMOS with reference to either a Responsive (ZM01) or Scheduled/Performance-based Maintenance (ZM02) work order. The original work order is expected to be confirmed and technically completed before the APRO work order is raised.

An example of the confirmation data for the original work order is presented below. In this example, the original work order is a Responsive (ZM01) work order.



Once the original Responsive work order is confirmed and technically completed by the EMOS contractor, the system status will be updated to TECO and CNF as shown below. Please note that the control key for operations on the original work order is set to ZPM4 (non-costed). The follow-on or APRO work order (containing costed operations) can now be raised by the EMOS contractor.



APRO work orders can only be of type ZM01. The operations will contain a ZPM3 control key, indicating that a service entry sheet (claim for payment) will be forthcoming (for that operation) once the APRO work order has been approved and the (costed) operations have been confirmed.



The User Status values should be set to APRO (Alternative Proposal) and APAR (Alternative Proposal Approval Requested) by the EMOS contractor. Note also that the relevant pricing line ID has been appended to the short text description. In this case – PEU05.01



Once submitted for approval by the EMOS contractor, the APRO work order will be assessed by a DEPU approver. Criteria including (but not limited to) Cause Type, Pricing Line ID, User Status values and details behind the operation(s) will be considered before a decision is made by the approver. An approved APRO work order will have the User Status value changed to APAC when approved, REJC when rejected or APRJ if a requote is requested. The APRO user status will remain unchanged (and present) at all times.

GEMS User Manual – Approving/Rejecting APRO Work Orders December 2017


Approving APRO Work Orders

1 Execute transaction IW38 – Change PM Work Order

2

Open the Goto menu and select the Variants option from the list displayed.

3

Select Get from the submenu displayed.

4

Remove any entries that may be displayed in the Find Variant dialogue box. All fields should be blank.

5 Click the execute button to display all available variants.

6

Select the required variant from the list displayed.

7 Click the green checkmark to continue.

8 Adjust the date range as required. In this example the commencing period value will be removed completely.

9 Click the execute button to continue.

10 The Display PM orders: List of Orders window will be displayed.



11 Perform required sorting, analysis and investigation as required in order to determine which work orders will be rejected. Record these work order numbers in another application (eg; notepad, excel) These work order numbers will be required in step 16.

12 Return to the Universal Work List (UWL) by selecting the My Tasks tab.

13 Open the Universal Work List (UWL) by clicking on the In Box link.

14 Work orders pending approval will be displayed in the “New and in Progress Tasks” list display.

15

Sort the New and in Progress Tasks list by clicking on the Subject sort button (circled in red).

16

Select a work order (from the list created in step 11) by clicking on the small grey box just to the left hand side of the work order.

17

When a work order line is selected (as outlined in step four above), a preview (of the selected work order) will be displayed at the bottom of the list.

Click this link to display the work order.



18 If the preview is not displayed, click the Show Preview link in the top right hand corner of the window.

19

To review the work order in greater detail, click on the work order link under the attachments heading.

20 Open the Additional Details tab.

21

Verify customer cost centre codes and/or WBS number if applicable. These items can be found in the Customer Cost Objects section.

22

Click on the Operations tab and select a line item with a ZPM3 control key. Only ZPM3 line items will contain pricing information (dollar values).

23 Click the External button located beneath the operational line items. (It may be necessary to scroll down the screen).

24

The external tab will be displayed. Note: FW Order = Purchase Order.

25

Open the Services tab and review the pricing information available.



26 Once the pricing information has been reviewed, close the window by clicking the red cross (exit) button in the lower right hand corner.

27 Click the exit button on the toolbar to return to the UWL.

28

Ensure that the required work order has been selected.

29 Click on the Approve button. This is located in the preview section towards the bottom of the screen.

30 A confirmation message will be displayed at the top of the screen just beneath the Universal Work List heading. The work order will also be removed from the “New and in Progress Tasks” list.

31

The Work Order has now been approved!

Note: a reason for an approval may be required when the approval does not follow agreed business rules. For example; in those instances where E&IG have agreed to pay for a service which would normally be covered under a customer pays agreement (transportation of VIP’s from airport to base).

If a reason for the approval is required, complete steps 32 to 42 below, otherwise proceed to step 43.:

32 To locate the approved work order, switch the Show menu from “New and in Progress Tasks” to “Completed Tasks”

33 Select and open the work order as previously outlined in steps four and five of this instruction.

34

Record the Notification number associated with the work order being reviewed. This number will be required when entering the approval reason. The Notification number can be located in the upper right hand section of the work order, just below the “Maintenance object address” button on the toolbar.


36 Select transaction code IW22 from the Notification folder, located in the menu on the left side of the screen.

37 Enter the Notification number recorded earlier.

38 Select the Green Tick to Continue

39 Select the “Job Details” tab.



40

Click the “Create Text” icon located just to the right hand side of the long text field.

41 This will open up the long text editor with Time Stamp details.

42 Enter a detailed reason for the approval of the work order.

43 Select Save Icon

44 Return to the UWL and repeat these steps for each work order to be approved.

End of Instruction

Rejecting APRO Work Orders

1 Execute transaction IW38 – Change PM Work Order

2

Open the Goto menu and select the Variants option from the list displayed.

3

Select Get from the submenu displayed.

4

Remove any entries that may be displayed in the Find Variant dialogue box. All fields should be blank.

5 Click the execute button to display all available variants.



6

Select the required variant from the list displayed.

7 Click the green checkmark to continue.

8 Adjust the date range as required. In this example the commencing period value will be removed completely.

9 Click the execute button to continue.

10 The Display PM orders: List of Orders window will be displayed.

11 Perform required sorting, analysis and investigation as required in order to determine which work orders will be rejected. Record these work order numbers in another application (eg; notepad, excel) These work order numbers will be required in step 16.

12 Return to the Universal Work List (UWL) by selecting the My Tasks tab.

13 Open the Universal Work List (UWL) by clicking on the In Box link.

14 Work orders pending approval will be displayed in the “New and in Progress Tasks” list display.

15

Sort the New and in Progress Tasks list by clicking on the Subject sort button (circled in red).

16

Select a work order (from the list created in step 11) by clicking on the small grey box just to the left hand side of the work order.



17

When a work order line is selected (as outlined in step four above), a preview (of the selected work order) will be displayed at the bottom of the list.

18 If the preview is not displayed, click the Show Preview link in the top right hand corner of the window.

19

To review the work order in greater detail, click on the work order link under the attachments heading. Note: steps 20 through 28 can be skipped if analysis has already been done in step 11.

20 Open the Additional Details tab.

21

Verify customer cost centre codes and/or WBS number if applicable. These items can be found in the Customer Cost Objects section.

22

Click on the Operations tab and select a line item with a ZPM3 control key. Only ZPM3 line items will contain pricing information (dollar values).

23 Click the External button located beneath the operational line items. (It may be necessary to scroll down the screen).

Click this link to display the work order.



24

The external tab will be displayed. Note: FW Order = Purchase Order.

25

Open the Services tab and review the pricing information available.

26 Once the pricing information has been reviewed, close the window by clicking the red cross (exit) button in the lower right hand corner.


28

Ensure that the required work order has been selected.

29

Click on the “Reject and request requote” button to reject the work order. Selecting this option will allow the contractor to modify the work order and then resubmit [it] for approval again. Selecting this option changes the user status value from APAR to APRJ.

OR

29

Click on the “Reject and close work order” button to permanently reject the work order. (No requotes possible on this work order) Selecting this option will change the user status value from APAR to REJC. This option should only be selected where the decision is final, as no further claims can be submitted against the work order.

30 A dialogue box will appear on screen. Enter a detailed reason for the rejection.

31 A confirmation message will be displayed at the top of the screen just beneath the Universal Work List heading. The work order will also be removed from the “New and in Progress Tasks” list.

32 Return to the UWL and repeat these steps for each work order to be rejected (as per the list created in step 11).

End of Instruction

GEMS User Manual – Work Order Confirmations December 2017


Key Points When raising alternative proposal work orders, the following points should be adhered to:

• ZM01 work orders with APRO user status should never contain operations with a ZPM4 control key • ZM01 work orders with INIT user status should never contain operations with a ZPM3 control key

Scenario #1 – Responsive Maintenance: The example below describes best practice when seeking reimbursement arising from a ZM01 Responsive break-fix request, typically raised through the BSSC by a customer. Initial break-fix request

• The initial ZM01 work order (1000010559) is sent to the contractor. • The contractor responds to the service request and determines that the situation requires further work to be done

that is not covered under the fixed fee. The site is therefore made safe and secure. • Contractor confirms half an hour of “effort” to complete these initial activities. As this initial work order is covered

under the fixed fee, the operation is non-costed (has a ZPM4 control key and will not appear on a service entry sheet).

• Contractor technically completes the initial work order. Reimbursement request

• A follow-on (alternative proposal) work order is then raised by the contractor (1000010899). The alternative proposal work order will contain operations pertaining only to those activities for which the contractor is eligible to be reimbursed. Therefore, the costed operation will contain a ZPM3 control key and can be included in a service entry sheet for payment. The total rate of effort for the alternative proposal work order (shown below) is 3.5 hours.

Confirmations are to be recorded in GEMS within 7 calendar days of when the work order operation was physically completed.

Example confirmations for both of these work orders can be found on the next page.

Work Order Confirmations

Original make safe and secure work order

Alternative proposal work order



Original make safe and secure work order confirmation Alternative proposal work order confirmation

In the Confirmation Data section:

• Enter the time taken to complete the maintenance task in the Actual Work field. • The Actual Duration field will be calculated by GEMS as Personnel no. X Actual Work. • Include long text whenever possible to help inform what activity is being confirmed. • Where no further work is required against the operation being confirmed, place a checkmark in the Final

Confirmtn field and the No Remain. Work field. • The Posting date field will contain the date on which the confirmation is entered into GEMS. In the example

above, the contractor responded to the service request on the same day that it was raised and made the site safe and secure. The confirmation of this activity was then entered into GEMS the next day.

• Follow-on work (electrical repairs) were also completed on the same day (16.08.2017). However, the confirmation for this activity was raised in GEMS seven days later (23.08.2017).

Values in the Total Confirmation Data section will be derived by GEMS from the data provided in the Confirmation Data section.

Maintenance Work Order Type Matrix

Request Type Responsive Maintenance

Opportunity based

Maintenance

Minor Workplace Adjustment

Responsive Maintenance

Scheduled Maintenance


Cost Type Covered Under

Fixed Fee (Non-priced)

Covered Under Fixed Fee

(Non-priced)

Covered Under Fixed Fee

(Non-priced)

Alternate Proposal


Performance Based

Notes

Regular maintenance

requests under threshold

Opportunity based

maintenance under threshold

Low value new work (not

maintenance) under threshold

Maintenance requests over

threshold

Maintenance Strategies:

PEU04

Maintenance Strategies:

PEU03 PEU015 PEU016

Notification Notification Type Z1 Z1 Z1 Z1 Z2 Z2 Cost Object Required

Coding 0010 0020 0030 0010 Customer Paid 0040

Work Order Order Type ZM01 ZM01 ZM01 ZM01 ZM02 ZM02 PMAct Type Z01 Z02 Z03 Z21 Z11

Defence Paid Z01 Customer Paid Z04

Control Key ZPM4 ZPM4 ZPM4 ZPM3 ZPM4 ZPM4 Purchase Order / Agreement

Work Order Confirmation

Service Category ZROE ZACT ZLRS

ZROE ZACT ZLRS

ZROE ZACT ZLRS

ZROE ZACT ZLRS

ZACT ZACT

Service Entry Service Entry Sheet Required



Scenario #2 – Scheduled Maintenance: The example below describes best practice when seeking reimbursement for defect correction arising from a ZM02 Scheduled maintenance work order. Scheduled maintenance work order (PEU04)

• The scheduled maintenance work order is automatically generated by GEMS as per the maintenance plan and sent to the contractor.

• The contractor performs the scheduled maintenance activities within the required timeframe and identifies defect correction works required outside of the normal EUMS scope.

• The required repairs (defect correction) are performed by the contractor during the scheduled maintenance activity (or shortly thereafter).

• Upon completion of the scheduled maintenance, the ZM02 work order operations are confirmed by the contractor. • At the time of confirmation, an objective link to the service docket(s) is included in the work order long text field. • Contractor claims reimbursement (costs associated with defect correction) in a follow-on work order.

Note: As the scheduled maintenance work order is covered under the fixed fee, operations on this work order are non-costed (have a ZPM4 control key and will not appear on a service entry sheet). Reimbursement request A ZM01 (alternative proposal) work order is then raised by the contractor. The alternative proposal work order will reference the ZM02 scheduled maintenance work order and contain operations pertaining only to those activities for which the contractor is eligible to be reimbursed. Therefore, the costed operation(s) will contain a ZPM3 control key and can be included in a service entry sheet for payment. Examples of both work orders are displayed below:

Confirmations for these work orders should follow the conventions outlined previously.

Original scheduled maintenance work order

Alternative Proposal (reimbursable) work order



Scenario #3 – Performance-Based Maintenance: The example below describes best practice when seeking reimbursement for defect correction arising from a ZM02 Performance-based maintenance work order. Performance-based maintenance work order (PEU03.018)

• The performance-based maintenance work order is automatically generated by GEMS as per the maintenance plan and sent to the contractor.

• The contractor performs the performance-based maintenance activities within the required timeframe and identifies defect correction works required outside of the normal EUMS scope.

• The required repairs (defect correction) are performed by the contractor during the performance-based maintenance activity (or shortly thereafter).

• Upon completion of the performance-based maintenance, the ZM02 work order operations are confirmed by the contractor.

• At the time of confirmation, an objective link to the service docket(s) is included in the work order long text field. • Contractor claims reimbursement (costs associated with defect correction) in a follow-on work order.

Note: As the performance-based maintenance work order is covered under the fixed fee, operations on this work order are non-costed (have a ZPM4 control key and will not appear on a service entry sheet). Reimbursement request A ZM01 (alternative proposal) work order is then raised by the contractor. The alternative proposal work order will reference the ZM02 scheduled maintenance work order and contain operations pertaining only to those activities for which the contractor is eligible to be reimbursed. Therefore, the costed operation(s) will contain a ZPM3 control key and can be included in a service entry sheet for payment. Note: The defect correction liability amount will be subtracted from the total cost of the alternative proposal work order prior to submission for approval (unless there is a valid reason to waive the DCL). Examples of both work orders are displayed below:

Confirmations for these work orders should follow the conventions outlined previously.

Original performance-based maintenance work order

Alternative Proposal (reimbursable) work order

GEMS User Manual – Tips and Tricks December 2017


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GEMS User Manual – Tips and Tricks December 2017


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GEMS User Manual – Glossary December 2017


This glossary provides definitions for many of the new terms and concepts introduced with GEMS SAP.

Glossary of Terms

Term Definition ABC Indicator Used to identify dollar thresholds for cost control approval

process.

Alternative Proposal A type of work order submitted by the contractor in response to an initial service request that could not be completed due to one of the following reasons;

a. the estimate of the Responsive Maintenance works is greater than $10,000 excluding GST;

b. the correction of defects or damage on those elements of estate being maintained under the scheduled maintenance or performance maintenance methodology results in a reimbursement claim by the contractor;

c. costs over the Defect Correction cost cap; d. it is possible to correct the Defect or damage,

but not within the Response Time within which it would be required to be corrected;

e. it is not possible to correct the Defect or damage; or

f. there is an alternative to correcting the Defect or damage which offers the Commonwealth greater value for money than correcting the Defect

g. Agreement A GEMS SAP term used to refer to a contract. APRO – Alternative Proposal User status used to indicate that the work order being

created is an alternative proposal. Work order of this type are usually linked back to originating work order. Refer to ‘Reference Notification’ and ‘Reference Work Order’ for further details.

Assembly In general, an assembly is a group of parts that, together, form another larger part. This also describes a BOM and so a BOM and an assembly, in essence, are the same things. For further information click here.

Asset A physical entity within the Defence ‘Estate Hierarchy’.

Base Support Area Represents a sub-level of the graphical location defined as a Region.

B.O.M. - Bill of Materials A bill of materials is a list of the raw materials, sub-assemblies, intermediate assemblies, sub-components, parts and the quantities of each needed to manufacture an end product.

Building A functional location within the Estate Hierarchy designated by the two letter prefix ‘BU’. For example; BU 30/1111

Building Level A functional location within the Estate Hierarchy designated by the two letter prefix ‘BL’. For example; BL 30/1111/2.

Cause Text This field provides an opportunity to provide additional details about the nature of the issue or problem being addressed in

http://www.gotothings.com/pm/difference-between-bom-and-assembly.htm



the work order. Limit of 40 characters. Cause Code The Cause Codes identify predefined causes of failure or

degradation for Cause analysis. C.I.X . CIX is a business-to-business interface that allows

contractors to manage their service delivery in their own systems while providing Defence with the information it requires to fulfil management and reporting obligations.

Coding A system value used to identify a service or maintenance type.

Code Value A numeric value associated with a coding selection. Company Code The company code for Defence is 1000. This is a system

value and does not change. Contract Control Key A system value used to indicate if a work order will attract a

fee over and above the standard fixed fee arrangement. Relevant values are; ZPM3 – Cost Relevant Base Services ZPM4 – Non-Cost Relevant Base Services

Customer D.C.L .Defect Correction Limit An agreed upon dollar value threshold beyond which the

contractor will be reimbursed. For example, if the DCL is $5000 and the cost to repair is $7000 then the contractor may claim reimbursement for $2000.

Document Flow (icon) Used to display all documents relating to a particular service request. This icon is located on the task bar toward the top of the screen (just below the title bar).

Equipment Equipment is either an individual segment in an equipment system or are manageable items of equipment on their own. Note: Equipment can be associated with any level of the estate hierarchy below property.

Escalation The escalation task provides a mechanism for the customer to follow up on a service request that has not been completed, or for the Base Services contractor to seek approval from the PSM to agree to change (delay) service delivery or maintenance outside standard delivery requirements. The escalation task will trigger an internal workflow to notify the Base Services contractor and PSM that follow up action is required.

Estate Hierarchy All Defence Estate assets are organised into a hierarchical structure within Defence SAP and is known as Estate Hierarchy. Each item in the hierarchy has unique identifiers. These identifiers include Functional Locations (FLoc) and Equipment (EQUIP) numbers, which are Geo-enabled (GEO.e).

Framework Order A GEMS SAP term used to refer to a purchase order. Functional Location Functional Locations are typically immovable estate items,

eg land buildings and infrastructure. They are further broken down by estate classification (Functional Location Category) to identify where they are positioned within the hierarchy. For example, Region, Property, Building, Building Level and Building Space.

Infrastructure Infrastructure is either an individual segment in an infrastructure system network such as a road or length of pipe, or are manageable items on their own, such as a sporting or training facility. Infrastructure may be associated with Infrastructure Systems to show the relationship with



other elements on the estate. Note: Services and Sub-services can be directly linked to Infrastructure.

Land Space Land refers to the base environs associated with a Property. Land is typically constrained to the boundaries of a Property; however, there are a number of non-geographically-continuous Properties, where there will be multiple Land Spaces associated with the one Property. There may also be multiple Land Spaces on a property where the land use or service delivery requirement is significantly different (e.g. a separate definition of the urban area and the training area of a property, where the use and support requirements are different).

Layout A selection of data elements to be included in search results. Typically assigned as columns, layouts can be saved for future/repeated use for commonly used searches.

Long Description An open text field in which a more detailed explanation of the service request can be entered.

LRS/TRS – Labour Rate / Task Rate Schedule

Match Code Button Used to search for data within the selected field.

Material Group Used to group together services with the same attributes into a common group. For example, 72100000 = Estate Upkeep Services

Main Work Centre A value used to identify the Base Service Contractor by service/region.

Measurement Document The mechanism by which measuring point data is captured and entered into the GEMS SAP system.

Measuring Point A measuring point is created against a functional location or equipment in the estate hierarchy to define target functionality or provide a mechanism to collect measurement information required under the contract. The Base Services contractor subsequently provides measurement documents to capture the actual functionality or measurement against the measuring point.

Message Address Details of the contact person whom the contractor should contact in relation to completing the work order. Message address details are populated by clicking the message address button when the notification is created.

M.W.P.A. Minor Workplace Adjustment Low value new work (not maintenance) up to the value of $5,000 (excluding GST) including but not limited to:

• moving items (e.g. partitions, workstations, power points, whiteboards),

• installing additional items (e.g. power points, mounting picture rails and whiteboards) and

• replacing locks with those with a specified function. Notification The first of two documents created in response to a service

request. The notification contains details on who is raising the request, where the request is needed, priority and specific details/description. A work order is the follow-on document from a notification.

Notification Type A preconfigured value used to define different types of notifications. Values are: Z1: Responsive Maintenance Z2: Scheduled Maintenance Z4: Requested Service

Notification Status A system generated code, up to four letters long, used to indicate the status of the notification. Common values include



(but are not limited to): OSNO: Notification has not yet been started ORAS: Notification attached to a work order NOPR: Notification is in process.

Object Address The Object Address is derived from the address details assigned to the functional location or equipment referenced in the Notification.

Operation An action, usually defined by a service, listed in the work order operations tab during work order creation. When the work order is received by the contractor, these operations may be adjusted to better meet the requirements of the service request.

Opportunity-Based Maintenance Pro-active maintenance that applies to any part of the estate (other than estate elements covered by performance based maintenance).

Order Type A term used to refer to a work order category. Refer to ‘Work Order Type’ for further details.

Partner A person, organisation, group of persons, or group of organisations in which Defence has a business interest.

Partner Function A definition of the rights and responsibilities of a business partner in a business process. The standard SAP partner functions (sold-to party, bill-to party, or payer, for example) can be supplemented with further user-defined partner functions (eg; recipient of duplicate invoice) Find out more here.

Planner Group A value used to identify the contractor trade type. PMActType A unique value indicating the maintenance activity type for

the work order. These values will vary according to the type of work order being raised.

Portal (SAP and/or Customer) Priority Indicates the importance of the processing of the

Notification. Response time parameters are preconfigured. Property Property is used to define a location in a Base Support Area

related to a common occupancy or stewardship arrangement where Defence has rights over the land. A Property may encompass an entire occupied ‘locality’ such as a Defence base with multiple buildings and infrastructure, a training area, individual buildings and any combination thereof. Properties also relate to leased and other areas where Defence has an interest.

Purchasing Group Reference Notification An existing notification used as a reference document.

Details such as functional location, main work centre, planner group and more are copied from the reference notification into the new notification being created. This saves time and effort and also ensures that the new notification has all of the correct reference details.

Reference Work Order An existing work order used as a reference document. Details such as functional location, operations required, scheduling details, costing details and more are copied from the reference work order into the new work order. This also ensures that the two (or more) work orders are linked within the document flow. All related (linked) work orders can then be reported on in an accurate manner.

Region Reflective of the five graphical locations of Australia as defined by Defence (i.e. NNSW, SNSW, etc.)

REL - Released A GEMS SAP system status applied to a work order that has been successfully released to the contractor for further

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action. Release (Work Order) An action performed by the GEMS SAP system (may also be

a manual action) in which the work order is sent to the external contractor system for action. A successful release will result in the work order system status being set to REL.

Reported By A free text field in which the PMKEYS or ODS identifier can be entered. PMKEYS identifiers can be searched via the match code button in this field.

Requested Service Requested services includes the following: o customer requested services covered under a

fixed fee or volumetric contract arrangement o customer paid service requests o survey and quote services.

Requestor The person submitting the initial service request via any one of the allowable submission pathways.

Responsive Maintenance Responsive maintenance covers unplanned, reactive or corrective maintenance required to rectify defects or repair damage to Defence estate property. It also includes opportunity based maintenance, which is pro-active maintenance that applies to any part of the estate (other than estate elements covered by performance based maintenance).

Revision Revisions are used to track the operational and resource activities associated with an event. Revisions are unique identifiers which enable the grouping of related maintenance and service activities. Revisions are commonly associated with composite requested services work orders to track and schedule the operational and resource activities associated with an event.

R.O.E. – Rate of Effort A unit of measurement that defines number of tasks (or other quantum) taken to complete a work order operation. For example, the number of uniforms dry cleaned, the number of drinks served at the mess.

Scheduled Services Scheduled services are predetermined service activities to be conducted on the Defence estate. Scheduled services are planned for delivery on a regular basis.

Service Master An element of master data used to define a service. Service Request The initial request submitted by the requestor for either a

break-fix or service. Service requests may be submitted via phone, fax, email, AE547 form or directly online via the GEMS SAP portal.

Service Tower

Short Description Text used to describe an element or function. Short descriptions are typically restricted to 40 characters in length.

Sort Field A free text field used to optimise search results when searching for functional locations. This field holds old (legacy) building numbers.

Survey & Quote System Status A code (up to four letters long) applied by the GEMS SAP

system to indicate changes in the status of a work order. TECO – Technically Closed A system status applied to a work order once the contractor

has confirmed completion of the work order requirements. Transaction (Code) A GEMS SAP mechanism for carrying out a particular

function or activity. Transaction codes are typically (but not always) designated by letters followed by numbers. An example of a transaction code is IW21 – Create Notification.



User Status A status (up to four letters long) set by the user during the creation of a notification or work order. For example, a user status of SVNQ can be set on the work order when a Survey & Quote is required. User status values are manually updated.

Wild Card An asterisk included in a search term, used to designate any allowable value or string of values. For example, searching *Barracks* in a description field will return a list of all descriptions which include the word “Barracks” with a capital B (anywhere within the description).

Workflow A GEMS SAP mechanism for routing system information between modules and/or stakeholders. For example, when a work order status is set to ‘technically completed’, a workflow is activated to send a system message to the requestor informing him/her of work order completion.

Work Order The second of two initial documents created in response to a service request. The Work Order contains details of operations required, any applicable costing, rate of effort and more specific scheduling details. The work order is the formal instruction to the contractor to commence action.

Work Order Type A GEMS SAP system value used to identify the type of work order being created. Allowed values are: ZM01 – Responsive Works ZM02 – Scheduled Maintenance ZM03 – Estate Appraisal ZM04 – Requested Works/Services ZM05 – Scheduled Services

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