pm.01 project initiation v3 - department of defence · pm.01 – project initiation v3.2 project...

DEVELOP: PROJECT INITIATION | - 1 - |

PM.01 – Project Initiation v3.2

Project Initiation is the process of NPS allocating projects to the PDS and obtaining Initiation Fee Proposal documentation. Project Initiation can only be arrived at if Program Development has been completed or if a New Project has been created in the Year 0 Program after the First Pass Approval.

Relevant GEMS phase: DEVELOP

PM.01.01 Release Project Brief to Delivery Agent

Following BPF approval of the Estate Works Program, DEWPO will seek endorsement of all relevant projects from the PWC.

Should this approval be provided, NPS will indicate which projects already have PWC notification approval (or are already in the process of gaining PWC approval) when assigning the project to a Delivery Agent. If PWC notification approval receipt is indicated, no further action is required, except if the project scope or value changes significantly.

NPS Regional Program Managers (RPMs) prepare Project Briefs for all projects in their region using the template provided. NPS will conduct an assessment of the information available to confirm whether it is sufficient to produce a project brief. Further detail will be collected if required. Information sources include but are not limited the following:

Estate Appraisal work orders

EIRs submitted by customers

Any other documentation provided by stakeholders in the Program Development Phase.

PDS saves the project brief in the PDS project folder. NPS start a workflow to PDS, attaching a.

The Project Brief is divided into four parts:

1. Project Outline and Project Objectives which identifies:

Timeframes

Locations

Project type (Construction, consultancy etc.)

Initial Budget Estimate (± 50%)

Key stakeholders and their role (including names and contact details)

Work to date (linkages to other projects/activities related to the project (including reports etc available for review in development of the project)

Project deliverables

Performance indicators

Special considerations (if applicable)

Risk profile of the project (how difficult the project will be to deliver)

PDS Proposal Evaluation Criteria (for competitive tender only)

2. Scope of PDS Services required


3. Special Conditions (as required)

4. Specific Insurance Requirements (as required)

PM.01.02 Accept project brief

PDS reviews the project brief and approves the workflow to indicate acceptance of the project.

Activity PM.01.03 applies if PDS requires additional information or a revision is required to the project brief.

Activities PM.01.04 if PDS accepts the project brief.

PM.01.03 Provide additional information as required

If the project brief is reviewed and additional information or revisions are required, PDS rejects the workflow, outlining what is required.

NPS updates the project brief as required and re-starts the workflow.

PM.01.04 Update project resources

The GEMS project template is pre-populated with the responsible roles for each project element.

When PDS receives the project from NPS, PDS must attach the relevant responsible resources (staff) to the relevant responsible role, for example, the PDS Project Manager.

PM.01.05 Complete Initiation Fee Proposal

PDS commences work on the Initiation Fee Proposal.

The Initiation Fee Proposal includes the following content:

Fee Proposal based on fee structure with breakdown of elements if possible

Conditions or assumptions

Value Adds

Competitive tenders may also include the following content:

Appreciation of the Project (validation that the PDS understands the brief)

Methodology to manage the Project

Ability to deliver including confirmation of ability to meet any key milestones or critical dates

Resourcing

The PDS provider is not required to liaise with stakeholders in the completion of the Proposal, although this collaboration is encouraged for competitive tenders.

PM.01.06 Submit Initiation Fee Proposal

PDS upload the Initiation Fee Proposal onto Objective in accordance with the agreed delivery schedule. No documentation is provided via email.

The documentation consists of:

Completed Initiation Fee Proposal


PDS starts an approval workflow to NPS, with the Objective link to the Initiation Fee Proposal attached to the workflow.

“Milestone 01: Project Initiation Submission” is the actual date for PDS to submit the project Initiation Fee Proposal.

PM.01.07 Review Initiation Fee Proposal

NPS reviews the PDS submission.

Activity PM.01.08 applies if NPS requires additional information or a revision is required to the submission.

If no additional information or revisions are required, NPS evaluates the PDS Initiation Fee Proposal.

For competitive tenders, NPS will also consider the Evaluation Criteria submitted with the proposal.

Activities PM.01.09 and PM.01.11 apply if NPS approves the Initiation Fee Proposal and the workflow status is set to complete.

“Milestone 02: Project Initiation Approval” is the actual date for DEWPO approval of the Initiation Fee Proposal is provided to PDS.

The milestone approval marks the end of the Project Initiation Phase, and the project proceeds to the Scope & Feasibility Phase.

PM.01.08 Provide additional information as required

If the Initiation Fee Proposal is reviewed and additional information or revisions are required, NPS rejects the workflow, outlining what is required.

PDS updates the proposal as required and re-starts the workflow.

PM.01.09 Change project status to SCOPE & FEASIBILITY

NPS changes the project status in the project Item to SCOPE & FEASIBILITY.

PM.01.10 Start workflow to create purchase order

NPS initiates a workflow to create a purchase order for PDS based on their Initiation Fee Proposal. NPS attaches the Objective link for the Initiation Fee Proposal to the workflow.

The workflow has four approval steps:

1. DEWPO Procurement (to create the AE643 form for delegate approval)

2. The relevant DEWPO delegate to sign the AE643 form

3. DEWPO Procurement (to confirm the AE643 has been sent to CAPC for processing)

4. DEWPO Procurement (to confirm the purchase order has been created, which also completes the workflow)

Process PO.01: Create Purchase Order Process is followed to create a purchase order for the PDS Initiation Fee Proposal

PO.01 Create Purchase Order Process

DEWPO Procurement creates a purchase order for PDS for Phase 1 Fees and Disbursements.


Refer to PO.01 Create Purchase Order Process for the associated activities.

PM.01.11 Commence reporting

PDS may commence project schedule and cost reporting at any time from now on.

Refer to PM.02: Scope & Feasibility Process

DEVELOP: SCOPE & FEASIBILITY | - 1 - |

PM.02 – Scope and Feasibility v3.2

Once the PDS is instructed to proceed to Phase 1, they begin scoping and reporting on the projects they have been allocated in the Year 0 Program. The purpose of the Scope and Feasibility Phase is to confirm and/or clarify the scope of each task in the Initiation Phase Project Brief provided by NPS.


Refer to PM.01: Project Initiation Process

The Initiation Phase must be completed before proceeding to Phase 1.

PM.02.01 Consultation with Stakeholders

Consultation with the SDD Zones and stakeholders is required in order to confirm and/or clarify the scope of all tasks contained within each project. The PDS Project Managers consult with the SDD Zones, NPS, EMOS and other stakeholders to obtain additional information and advice, including confirmation of site deconflictions.

If a change in scope, schedule or budget is identified during consultation with the SDD Zones and stakeholders, then these changes are agreed with DEWPO in Phase 1 and reflected in the standard Scope/Budget/Schedule change recommendations of the Scope & Feasibility Report.

PM.02.02 Download ERC reports

PDS need to discuss relevant site risks and hazards prior to commencement of works.

PDS can download a range of reports relating to the site:

PEP/EFR Operational Report

Asbestos report. .

PM.02.03 Request Estate Data Extract from GEMS Sustainment

(Optional step)

Depending on the nature of the project, this step can be performed on a case by case basis, particularly if the timeframe is such that the data extract needs to be available for the design / delivery phases.

PM.02.04 Confirm scope is viable & feasible

Following a revision of scope and budget, with comments and priorities from stakeholders considered, PDS will recommend and agree final project scope and budget with NPS and DEWPO. This step is also to advise NPS of work requests recycled back into the program.

If a change in schedule, scope or budget is identified during the consultations with the SDD Zones and stakeholders, then these changes are agreed with DEWPO in Phase 1 and reflected in the standard Scope/Budget/Schedule change recommendations of the Scope & Feasibility Report.

PM.02.05 Advise stakeholders of final scope

The SDD Zones and other stakeholders are required to confirm that they were consulted during the Scope and Feasibility Phase.


This may be achieved by the PDS nominating the date and individuals that were consulted.

If the Phase 1 Report is reviewed and additional information or revisions are required, NPS rejects the workflow, outlining what is required.

PM.02.06 Submit Phase 1 Report

The Scope and Feasibility Report is a report detailing the information obtained during the consultations. The report is completed using the endorsed Scope and Feasibility Report template.

The report as a minimum shall include an analysis of:

1. Project Variation Requests

Budget

Scope

Schedule Baseline

2. Demonstrate stakeholder engagement

Register of stakeholders consulted

Register of site visits (if applicable)

Deconfliction of works with EFS, EMOS and other relevant stakeholders

3. Confirm the scope

Verify that all tasks are still required

Verify the task details

Confirm scope changes resulting from the RPV.01 process (if required)

Budget breakdown

Verify risk factors

Identify project complexity

Project schedule review

4.

5. Seek approval to progress to Phase 2

Phase fee proposal review

Procurement review

Identify scope and design services (including but not limited to):

o In-house / external / other

o Level of design detail (30% complete, 90% complete, D&C)

o Scope of design services to be provided

Identify the technical or specialist support and input required as part of the Phase 2 Design


If the PDS propose to vary the project baseline (scope, schedule, budget), then this is reflected in the standard Scope/Budget/Schedule change recommendations of the Scope & Feasibility Report.

PDS starts an approval workflow to NPS, then to DEWPO, with the Objective link to the Scope & Feasibility (Phase 1) Report attached to the workflow.

“Milestone 3: Phase 1 Report Submission” is the actual date PDS submitted the Scope & Feasibility (Phase 1) Report.

PM.02.07 Review Phase 1 Report

NPS reviews the PDS submission including requests to vary the project baseline (Scope, Budget, and Schedule).

Baseline variation requests will be measured against the Programs ability to absorb the change requested.

Activity PM.02.05 applies if NPS requires additional information or a revision is required to the report or the requested variation is not supported.

If no additional information or amendments are required, NPS completes and submits a recommendation to DEWPO for approval. The recommendation is submitted either as notes in the workflow, or as an additional Objective link.

Activity PM.02.08 applies if NPS endorses the Phase 1 Report.


DEWPO reviews the Phase 1 Submission and NPS recommendation.

Activity PM.02.05 applies if DEWPO requires additional information or a revision is required to the report.

Activities PM.02.09, PM.02.10, PM.02.11 and PM.02.14 apply if DEWPO approves the Phase 1 Report.

“Milestone 4: Phase 1 Report Decision” is the actual date of notification DEWPO decision to PDS on the Scope & Feasibility (Phase 1) Report.

The milestone approval marks the end of the Scope & Feasibility Phase, and the project proceeds to the Design Phase.

PM.02.09 Request NPS to apply approved adjustments

DEWPO issues a task to NPS, requesting that NPS makes the approved changes to budget, scope or schedule from the Phase 1 report..

PM.02.10 Apply approved adjustments

NPS applies approved adjustments to the Project Baseline as described in Request Project Variation Process RPV.01.07 onwards.

PM.02.11 Is it a Sponsor Funded Project > $50k?

Sponsor Funded Projects with a budget exceeding $50,000 are subject to the Sponsor Funded Works Process, and approval from the Deputy Secretary E&IG (DEPSEC) is required before proceeding further.

Process SFW.01: Sponsor Funded Works Process is followed for Sponsor Funded Projects with a budget exceeding $50,000.

Activity PM.02.13 applies for all other projects.


SFW.01 Sponsor Funded Works

Sponsor Funded Projects with a budget exceeding $50,000 are subject to the Sponsor Funded Works Process, and approval from the Deputy Secretary E&IG (DEPSEC) is required before proceeding further.

Refer to SFW.01: Sponsor Funded Works Process for the associated activities.

PM.02.12 Hold until DEPSEC approval received

This activity represents a hold point, whereby further work cannot commence until approval by DEPSEC is received.

PM.02.13 PWC approval required?

PDS checks alignment with the Public Works Committee (PWC) requirements and Defence Guidance on PWC to determine if approval from PWC will be required.

Public Works Committee notification is required for all projects that undertake 'works' as defined in the PWC Procedure Manual of a certain value. For the Estate Works Program purposes this is all projects with a complete project value (value of all Commonwealth monies expended on project design, development and delivery) of between $2m and $15m (GST Exclusive).

If the project falls within this value range, and does not already have PWC notification approval (advised by NPS), the Delivery Agent is required to complete a PWC notification proposal.

If PWC notification approval has previously been granted, PDS is to check if the current project approved scope and value is still in alignment with the original notification. If there are significant changes there a project update to PWC is required.

Note: The Point of Contact (POC) for all PWC notification submissions is the Assistant Director Estate Works Contract Governance (Alexander Rolfe) via the group mailbox E&IG Service Delivery ESD DEWPO: [email protected].

Process PWC.01: Submit PWC Notification applies if PWC approval to proceed is required.

Activity PM.02.15 applies if PWC approval to proceed is not required.

PWC.01 Submit PWC Notification

PWC requirements and Defence Guidance on PWC indicate that approval from the PWC is required before proceeding to the Delivery phase.

Note: The Design phase may be completed prior to obtaining PWC approval.

Refer to PWC.01: Submit PWC Notification Process for the associated activities.

PM.02.14 Change project status to DESIGN / CONTRACTING / PROJECT CLOSE

DEWPO changes the project status in the Project Item to one of:

DESIGN, if the project requires a Design phase

CONTRACTING, if there is no Design phase required, but the project proceeds directly to the Delivery phase

CLOSE, if for various reasons, the project is to be closed.


PM.02.15 PO Variation Required?

If the project is to proceed to either Design (Phase 2) or Delivery (Phase 3), a variation to the Purchase Order created in the Initiation Phase will be required.

Note: It is incumbent on PDS to ensure that if there are changes to the project scope, schedule or budget, that the requirements in RPV.01: Request Project Variation Process or requirements of the Scope & Feasibility Report have been met, prior to requesting a variation in the Purchase Order.

Activity PM.02.16: Start workflow to change purchase order applies if a Purchase Order variation is required.

Activity PM.02.17 applies if a Purchase Order variation is not required.

PM.02.16 Start workflow to change purchase order

DEWPO initiates a workflow to change the purchase order for PDS created for their Initiation Fee Proposal. DEWPO attaches the Objective link for the Phase 1 report to the workflow.


1. DEWPO Procurement (to create the AE643 form based on the original purchase order, for delegate approval)



4. DEWPO Procurement (to confirm the changed purchase order has been created, which also completes the workflow)

Process PO.02: Change Purchase Order Process is followed to change the purchase order.

PO.02 Change Purchase Order Process

If required, DEWPO Procurement issues an amended Purchase Order to PDS for

Phase Fees, Disbursements, Consultancy Fees and/or Internal Design Fees.

PM.02.17 Is Design Required?

The project might not have a design requirement.

Process PM.03: Design Process applies if a Design Phase is required.

Activity PM.02.18 applies if a Design Phase is not required.

PM.02.18 Is Delivery Required?

The project might not have a delivery requirement.

Process PM.04: Delivery Process applies if a Delivery Phase is required.

Process PM.06: Project Close Process applies if a Delivery Phase is not required.

The project is closed if NPS confirms that:

All tasks within a project are unfeasible, no longer required, or have already been completed through other means


All tasks within a project can be bundled into other projects more efficiently and the project number is no longer required.

If Design is not required, DEWPO Procurement issues an amended Purchase Order to PDS for Phase Fees and Disbursements

Refer to PO.02: Change Purchase Order Process for the associated activities.

DEVELOP: DESIGN | - 1 - |

PM.03 – Design v3.2

Once the PDS are instructed to proceed to Phase 2, they undertake the design of the project.

PDS may choose to complete the design in-house, or they may choose to procure the services of a Design Consultant, engaged directly to the PDS contractor.



Phase 1 must be completed before proceeding to Phase 2. Phase 1 includes key scope definition documentation which forms the basis of the Phase 2 design.

Refer to PM.03.01 for the required output to facilitate Phase 2 design commencement.

PM.03.01 Prepare scope & deliverables for Design

Regardless of whether an external Consultant is procured or the PDS undertake In-house Design, the PDS completes the design of the project. The information provided by the NPS and the additional information sourced by the PDS during Phase 1 form the basis of the Phase 2 Design brief

PM.03.02 Request Estate Data Extract from GEMS Sustainment

(Optional step)

Depending on the nature of the project, this step can be performed on a case by case basis if required, particularly if the timeframe is such that the data extract needs to be available for the delivery phase.

PM.03.03 Is an external Consultant required?

The PDS will either procure a Design Consultant or undertake In-House Design.

If procuring a Design Consultant, the PDS will either conduct a tender process or engage a Design Consultant from an existing Defence Industry Panel, or Defence Environmental & Heritage Panel (DEHP)

Submit PFAS-PTP to DEWPO if Design is being procured utilising an external consultant.

If the PDS undertake In-house Design, a tender process is not required. The original purchase order for the Design Phase will be amended to include design fees.

Process PM.03.04: Procure Consultant Process is followed if an external Consultant is required.

Process PM.03.05: Complete Design applies if an external Consultant is not required.

PM.03.04 Procure Consultant

PDS decide to procure the services of an external Consultant to assist in developing the project design.

Refer to PM.03.04: Procure Consultant Process for the associated activities.


PM.03.05 Complete Design

Regardless of whether the services of an external Consultant were procured, PDS are responsible for the delivery of the design documentation. The PDS Project Manager compiles the Design and technical documentation for the project, including but not limited to:

Concept Design Report

Detailed Design Report

Design documentation

Technical specifications

Tender Schedules

Refer to PM.03.05: Complete Design Process for the associated activities.

PM.03.06 Develop / Review Cost Plan

The Design Process refines the project details and enables the PDS, with assistance from EMOS and the Design Consultant, to provide a more accurate Cost Plan to DEWPO.

Phase 2 involves the development of a Pre-Tender Cost Estimate (PTE) which is prepared to validate the project capital cost commensurate with the 90% design documentation.

The PDS is responsible for either procuring a Sub-Consultant Quantity Surveyor or engaging an internal resource to prepare the PTE.

Note: A short form Basis of Estimate (BoE) is prepared for all cost estimates detailing, costing breakdown, estimate built up method, exclusions, assumptions, accuracy etc.

The PTE is used to benchmark tender bids obtained during the Phase 3 Procurement Phase.

The Phase 2 PTE has a “cost estimate accuracy” of ±10%.

Update and submit the PFAS-PTP to DEWPO (if required) denoting delivery procurement method and estimated cost.

If a change in scope, schedule or budget is identified during the development of the cost plan, the Phase 2 Report or the Request Project Variation (RPV.01) process can be used to obtain approval for the variation.

PM.03.07 Submit Phase 2 Report including Design documentation

The PDS Project Manager collates the following documents for the Second Pass Approval Submission:

1. Project Variation Requests

Budget

Schedule Baseline

Scope

2. Design

Demonstrate the Design is complete, including Design Certificate


Cost Plan including PTE

Demonstrate that the design is endorsed or not rejected by the stakeholders

Design/technical advice documentation suitable for Tender Purposes

Safe Design Risk Register

Smart Infrastructure Report

3. Amended Fee Proposal

Phase 3 fees

Procurement strategy

4. Project delivery risks

PDS starts an approval workflow to NPS, then to DEWPO, with the Objective link to the Phase 2 Report and Design Documentation attached to the workflow.

“Milestone 11: Phase 2 Report Submission” is the actual date PDS submitted the Phase 2 Report and Design Documentation.


NPS reviews the Phase 2 Report and Design Documentation including requests to vary the project baseline (Scope, Budget, and Schedule).

Baseline variation requests will be measured against the Programs ability to absorb the change requested.

Activity PM.03.09 applies if NPS requires additional information, revision is required to the report or the requested variation is not supported.

If no additional information or amendments are required, NPS completes and submits a recommendation to DEWPO for approval. The recommendation is submitted as either as notes in the workflow, or as an additional Objective link.

Activity PM.03.10 applies if NPS approves the Phase 2 Report and Design Documentation.

PM.03.09 Facilitate required changes

If the Phase 2 Report / Design Documentation is reviewed and additional information or revisions are required, NPS / DEWPO rejects the workflow, outlining what is required.


DEWPO reviews the Phase 2 Report and Design Documentation and NPS recommendation.

Activity PM.03.09 applies if DEWPO requires additional information or a revision is required to the report.

If no additional information or amendments are required, DEWPO approves the submission.

Activities PM.03.11 and PM.03.13 apply if DEWPO approves the Phase 2 Report and Design Documentation.


“Milestone 12: Phase 2 Report Approval” is the actual date of notification DEWPO Approval to PDS on the Phase 2 Report and Design Documentation.

The milestone approval marks the end of the Design Phase, and the project proceeds to the Delivery Phase.

PM.03.11 Request NPS to apply approved adjustments

DEWPO issues a task to NPS, requesting that NPS makes the approved changes to budget, scope or schedule from the Phase 1 report.

PM.03.12 Apply approved adjustments

NPS applies approved adjustments to the Project Baseline as described in Request Project Variation Process RPV.01.07 onwards.

PM.03.13 Change project status to CONTRACTING / HANDOVER TAKEOVER & DLP

DEWPO changes the project status in the Project Item to one of:

CONTRACTING, if the project proceeds directly to the Delivery phase

HANDOVER TAKEOVER & DLP, if the project is does not require a Delivery phase.

PM.03.14 Is a PO Variation Required?

If the project is to proceed to Delivery (Phase 3), a variation to the Purchase Order created in the Initiation Phase will be required.

Note: It is incumbent on PDS to ensure that if there are changes to the project scope, schedule or budget, that the requirements in RPV.01: Request Project Variation Process have been met, prior to requesting a variation in the Purchase Order. If schedule changes are required then this is reflected in the standard Scope/Budget/Schedule change appendix of the Design Report.

Activity PM.03.15 applies if a Purchase Order variation is required.

Activity PM.03.16 applies if a Purchase Order variation is not required.

PM.03.15 Start workflow to change purchase order

DEWPO initiates a workflow to change the purchase order for PDS created for their Initiation Fee Proposal. DEWPO attaches the Objective link for the Phase 2 report to the workflow.


1. DEWPO Procurement (to create the AE643 form based on the original purchase order, for delegate approval)



4. DEWPO Procurement (to confirm the changed purchase order has been created, which also completes the workflow)

Process PO.02: Change Purchase Order Process is followed to change the purchase order.


PO.02 Change Purchase Order Process

DEWPO Procurement issues an amended Purchase Order to PDS for Phase Fees

and Disbursements.

Refer to PO.02: Change Purchase Order Process for the associated activities.

PM.03.16 Is Delivery Required?

The project might not have a delivery requirement.

Activity PM.03.17 applies if a Delivery Phase is required.

Process PM.05: Hand Over / Take Over Process applies if a Delivery Phase is not required.

PM.03.17 Receive PWC Approval

This activity is relevant only if PWC approval was required prior to commencement of the Delivery Phase. PDS checks with DEWPO if PWC approval has been granted.

Note: The Point of Contact (POC) for all PWC notification submissions is the Assistant Director Estate Works Contract Governance (Alexander Rolfe) via the group mailbox E&IG Service Delivery ESD DEWPO: [email protected].

Process PM.04: Delivery Process applies if a Delivery Phase is required.

DEVELOP: PROCURE CONSULTANT | - 1 - |

PM.03.04 – Procure Design Consultant v3.2

As part of the Design process, PDS has chosen to procure the services of a Design Consultant.

PDS will either conduct an AusTender tender process or engage a Design Consultant from an existing Defence panel (i.e. DEHP or DIP).


Refer to PM.03: Design Process

PDS requires the services of an external Design Consultant.

PM.03.04.01 Prepare tender documentation for Consultant in accordance with

approved PFAS‐PTP

PDS compiles the Tender Documentation for the procurement of the Design Consultant. The following documentation is included:

Approach to Market document

AusTender Templates

Tender Documentation

Tender Evaluation Plan.

PM.03.04.02 Is IPP applicable?

PDS confirm if the works are in a remote area as defined by the Indigenous Procurement Policy (IPP) and within the specified project value to be eligible for mandatory set aside.

Activity PM.03.04.03 applies if IPP is not applicable.

Activity PM.03.04.04 applies if IPP is applicable.

PM.03.04.03 Does an Open AusTender Process apply?

PDS have made an assessment on the procurement approach in previous phases and submitted a PFAS-PTP for approval. The Open Austender process applies where it has been defined in an approved PFAS-PTP.

Note: Open tender is the default procurement approach when IPP does not apply. If an alternate procurement methodology is required an approved PFAS/PTP justifying the alternate approach is required prior to commencing the tender process.

Activity PM.03.04.05 applies if an Open AusTender Process is not required.

Activity PM.03.04.07 applies if an Open AusTender Process is required.

PM.03.04.04 Select limited tender from IPP compliant consultants

Based on the scope of works the PDS assesses IPP compliant Design Consultants for suitability to determine a shortlist of consultants for tendering. The shortlist may be a single Design Consultant.

Note: Supply Nation is the default authority on compliant IPP Design Consultants.

PM.03.04.05 Is DIP/DEHP/Limited Tender Process required?

Activity PM.03.04.07 applies if a Limited Tender Process is not required.


Activity PM.03.04.06 applies if a Limited Tender Process is required.

PM.03.04.06 Release tender documentation to DIP/DEHP/Limited consultants

Tender documentation is released to DIP/DEHP/Limited Design Consultants (or to the sole source Design Consultant, if only one).

PM.03.04.07 Submit tender documentation to NMPB for AusTender Load

The tender documentation is submitted to Non-Materiel Procurement Board (NMPB) via email for final verification and load on to AusTender.

Note: If a confidentiality agreement is being used for the tender documents the PDS sends the tender documents to tenderers that have completed and returned a signed confidentiality agreement.

PM.03.04.08 Design Tender Commencement

PDS commences administering the tender period.

PM.03.04.09 Administer Tender

PDS administers the tender period including providing documentation to tenders when using a Confidentiality Agreement, conducting any industry briefs as applicable, responding to tenderer questions and issuing information documents or addenda.

PM.03.04.10 Design Tender Close

At the completion of the tender period NMPB will save all tenders received onto Objective for the PDS to access.

PM.03.04.11 Undertake Design Tender Evaluation

PDS arranges for the tender evaluation be the tender evaluation board members.

PM.03.04.12 Submit Design TEBR

PDS completes a Tender Evaluation Board Report (or a recommendation if the external Design Consultant is procured from a Panel) and uploads the document to Objective.

PDS is to ensure the TEBR is in accordance with Commonwealth Procurement Rules (CPRs) and the approved PFAS.

PDS starts an approval workflow to NPS, then to DEWPO, with the Objective link to the Design TEBR / recommendation attached to the workflow.

Note: It is incumbent on PDS to ensure that if there are changes to the project scope, schedule or budget, that the requirements in RPV.01: Request Project Variation Process have been met, prior to submitting the TEBR for NPS / DEWPO

approval.

“Milestone 05: Design TEBR Submission” is the actual date PDS submitted the Design TEBR for approval.

PM.03.04.13 Review Design TEBR

NPS reviews the Design TEBR for the schedules, scope and budget against the agreed baseline

Activity PM.03.04.14 applies if NPS requires additional information or a revision is required to the report or adjustment to agreed baseline is required



Activities PM.03.04.15 and PM.03.04.16 apply if NPS endorses the Design TEBR and the NPS recommendation is sent to DEWPO for review.

PM.03.04.14 Provide information as required

PDS updates the Design TEBR / recommendation to provide information as requested by NPS / DEWPO.

PM.03.04.15 Review Design TEBR

DEWPO reviews the Design TEBR and NPS recommendation

Activity PM.03.04.14 applies if DEWPO requires additional information or a revision is required to the report.


Activity PM.03.04.16 applies if DEWPO approves the Design TEBR and a purchase order is required.

Activity PM.03.04.17 applies if DEWPO approves the Design TEBR and a contract is required for the Design Consultant.

“Milestone 06: Design TEBR Approval” is the actual date of notification of DEWPO Design TEBR Approval to PDS.

PM.03.04.17 Start workflow to create purchase order

DEWPO initiates a workflow to create a purchase order based on their Design TEBR. DEWPO attaches the Objective link for the Design TEBR to the workflow.






Process PO.01: Create Purchase Order Process is followed to create a purchase order for the PDS Design TEBR


DEWPO issues a Purchase Order to PDS for procurement of the external Design Consultant.

Refer to PO.01: Create Purchase Order Process for the associated activities.

PM.03.04.17 Prepare contract for execution

PDS is responsible for:

Advising the successful tenderer that the PO has been issued by Defence

Issuing a Letter of Acceptance (if applicable)


Obtaining DEWPO execution of contract once the external Design Consultant has executed

PDS prepares the contract for the hiring of the external Design Consultant and forwards the contract to the external Design Consultant for signing.

PM.03.04.18 Execute Contract

The external Design Consultant signs and dates the contract where required and returns the contract to PDS, retaining a copy for their records.

PM.03.04.19 Forward Contract & TEBR to DEWPO

PDS extracts the cover page plus pages which require signatures from the contract. PDS forwards these pages, plus the signature page from the TEBR, to DEWPO for execution.

PDS starts a workflow to DEWPO for execution of the contract, attaching the Objective links for the required documentation.

PM.03.04.20 Consultant Contract Awarded

DEWPO signs and dates the relevant contract pages and returns them to PDS for upload to Objective.

“Milestone 7: Consultant Contract Awarded” is the actual date of PDS complete the contract execution process (that is, the date the contract is signed by DEWPO).

PM.03.04.22 Upload executed contract to Objective

PDS uploads a copy of the executed contract to Objective, and issues a copy to the contractor.


All activities in the procurement of an external Design Consultant have been completed, and the remaining activities in PM.03 are followed.

DEVELOP: COMPLETE DESIGN | - 1 - |

PM.03.05 – Complete Design v3.2

During Phase 1, PDS has chosen whether to procure the services of a Design Consultant, or to complete the design in-house.



Consultant / PDS (the PDS Design Team) now complete the Design documents through to the Detailed Design, and in turn, Tender / Construction documentation.

PM.03.05.01 Commence Design

The PDS PM conducts a start-up meeting with the design team to commence the design process. The PDS PM introduces the Design Team to the Defence Stakeholders and conducts site visits as required.

Documentation prepared during Phase 1 is to be confirmed as non-rejected and to form the input basis for Phase 2 documentation

PM.03.05.02 Site Selection Process Approval

PDS manages the process in consultation with the stakeholders, with technical input from the Design Team

For further information, refer to: http://intranet.defence.gov.au/estatemanagement/Lifecycle/SiteSelection/Default.asp

“Milestone 08: Site Selection Board Approval” is the actual date PDS obtain approval of the Site Selection Board (if required).

PM.03.05.03 Concept Design Review

The PDS PM circulates the Concept Design documentation to the Defence Stakeholders for review.

“Milestone 09: Concept Design Review” is the actual date PDS complete the Concept Design Review.

PM.03.05.04 Provide comments on Concept Design

The Defence Stakeholders provide comments / endorsement of the Concept Design.

PM.03.05.05 Complete Detailed Design

Incorporating and comments received the design team complete the detail design documentation.

PM.03.05.06 Detailed Design Review

The PDS PM circulates the Detailed Design documentation to the Defence Stakeholders for review.

“Milestone 10: Detailed Design Review” is the actual date PDS complete the Detailed Design Review.

PM.03.05.07 Provide comments on Detailed Design

The Defence Stakeholders provide comments / endorsement of the Concept Design.

DEVELOP: COMPLETE DESIGN | - 2 - |

PM.03.05.08 Liaise with Design Team to make required changes

The PDS PM manages the Design Team to complete the design based on any comments received.

PM.03.05.09 Finalise Design documentation

The PDS Design Team finalises the design documentation in preparation for tender, including the issue of IFT documents and PTE.


All activities in finalising the design documents have been completed, and the remaining activities in PM.03 are followed.

DELIVER: DELIVERY | - 1 - |

PM.04 – Delivery v3.2

Once the PDS are instructed to proceed to Phase 3, they procure the Works Contractor and begin the Delivery Phase of the project

Relevant GEMS phase: DELIVER


If no Design Phase is required for the project, Phase 1 must be completed before proceeding to Phase 3.


If a Design Phase is required for the project, Phase 2 must be completed before proceeding to Phase 3.

PM.04.01 Procure Works Contractor

Process PM.04.01: Procure Works Contractor Process is followed to procure a Works Contractor.

PM.04.02 Obtain Securities

PDS obtains the required securities from the Works Contractor. The securities are delivered to DEWPO, and later returned in one or two installments.

BG.01 Submission of Securities

Process BG.01 is followed to submit the Works Contractor securities to DEWPO.

PM.04.03 Complete conditions precedent to site access

The Works Contractor is required to complete all conditions precedent to site access in accordance with contract including but not limited to:

Induction

Security Clearances / Passes

Permits

Environmental Clearance Certificates (ECC) as applicable

Insurances

Management plans

PM.04.04 Download ERC reports

PDS need to discuss relevant site risks and hazards prior to commencement of works.

PDS can download a range of reports relating to the site, including:

PEP/EFR Operational Report

Asbestos report.

PM.04.05 Obtain ECC REO signoff

PDS coordinates liaison between the Works Contractor and the Regional Environmental Officer (REO).


REO reviews Project Scope and Works Contractor’s Environmental Management Plan for conformance to any applicable Defence legislation, Standing Operating Procedures, Environmental Management Plans or any other policy.

The Works Contractor cannot commence works prior to REO approval of Environmental Management Plan. For works which are not regulated by any existing policy then the REO is to agree the construction methodology with the Works Contractor and provide an approved ECC. In these instances, the Works Contractor cannot commence works until an approved ECC is provided.

To minimize delays, PDS to guide and liaise with the Works Contractor to obtain REO signature

“Milestone 19: Obtain ECC REO signoff” is the actual date that ECC REO signoff is obtained.

PM.04.06 Facilitate & attend Startup Meeting

The PDS schedules a startup meeting with the Works Contractor and the stakeholder / EMOS Project Support. The meeting includes but is not limited to:

The stakeholder / EMOS acknowledges the work start date

Issuing of the site to the Works Contractor. The Works Contractor cordons-off the site and controls access to it

Environmental Clearance Certificates

Security

Turning On / Off Utilities

Induction

Procedures for reporting contaminants such as lead, fuel, asbestos, heritage factors

Recording of responsible roles and resources in the HOTO checklist

PM.04.07 Attend Startup Meeting

EMOS Project Support attends the startup meeting facilitated by PDS.

2.0 Estate Record ‐ Extract

EMOS Project Support / DEPU extracts the Estate Data relevant to the works, and provides it to PDS / Contractor.

Follow the steps in the Estate Record - Extract process to extract the Estate Data relevant to the works.

Note: this process was developed by the Estate Data Process Team.

PM.04.08 Coordinate required EMOS / MSP CCP for ongoing Estate Management

At the startup meeting, EMOS Project Support will determine whether the works will require a Contract Change Proposal. If required, EMOS Project Support will notify the various EMOS / MSP stakeholders of the change to enable them to develop their CCP.

1.0 Estate Record ‐ Create and Update

The works may require the creation of a new functional location in the Estate Representation. If so, the CCP needs to reference the functional location.


Follow the steps in the Estate Record - Create and Update process to create a new functional location.


PM.04.09 Attend Startup Meeting

The Works Contractor / stakeholder attend the startup meeting facilitated by PDS.

“Milestone 20: Startup Meeting” is the actual date that the startup meeting occurred.

PM.04.10 Commence Site Works

The PDS Project Manager instructs the Works Contractor to commence works in accordance to the signed contract.

While site works are in progress, the Works Contractor will report on hazards and incidents detected during the works.

“Milestone 21: Commence Site Works” is the actual date site works commenced.

PM.04.11 Complete Commissioning

The Works Contractor completes the works and commissioning in accordance

with the signed contract.

PM.04.12 Administer Works Contract

The activity is conducted by PDS throughout Phase 3 on behalf of Defence to administer all aspects of the works contract, including variations to schedule, scope and budget.

Refer to RPV.01: Request Project Variation for approval for variations to schedule, scope and budget.

Refer to PM.04: Page 2

The Delivery process continues on Page 2.


The external Design Consultant is to provide documentation in relation to the design process, if applicable.

Refer to PM.04: Page 1

The process continues from Page 1.

The Works Contractor is to provide documentation in relation to the delivery process.

PM.04.13 Submit consultancy deliverables for inclusion in Estate Data

Consultancy types include the following:

Fire Safety Surveys

Bushfire Management Plans

Registerable Plant Compliance Audits

Hazardous Area Verification Dossiers

The consultancy deliverables include:


The consultant’s report

Recommendations for action in the required format

A populated Estate Data Tool

“Milestone 22: Estate Data Submission” is the actual date that Estate Data is submitted to PDS.

PM.04.14 Finalise & submit Estate Data Update, O&Ms & Drawings

The Works Contractor updates the Estate Data to include all new UEIDs for any new asset installed, and updates any existing UEID if applicable where such UEID exists.

The Works Contractor provides PDS with the completed asset rollout form, if required.

“Milestone 22: Estate Data Submission” is the actual date that Estate Data, manuals and as-builts is submitted to PDS.

PM.04.15 Review and validate

PDS review the data submitted by the Design Consultant / Works Contractor, including:

Consultancy deliverables

Estate Data, Drawings & Operational Manuals

Any other project documentation

Activity PM.04.14 applies if PDS requires revision to the deliverables.

If the deliverables are acceptable, PDS forwards the consultancy deliverables and Estate Data, Drawings & Operational Manuals to EMOS Project Support.

Note: The method for file transfer is currently by CD/DVD. This delivery may need to be altered if new Defence PCs do not accept CDs. Defence USB devices may be required.

Activity PM.04.16 applies if PDS accepts the consultancy deliverables and Estate Data, Drawings & Operational Manuals for review by EMOS Project Support.

Activity PM.04.19 applies if PDS accepts the consultancy deliverables and Estate Data, Drawings & Operational Manuals.

PM.04.16 Review and validate

EMOS Project Support reviews the consultancy deliverables and Estate Data, Drawings & Operational Manuals.

Activity PM.04.14applies if EMOS Project Support requires revision to the deliverables.

If the data is acceptable, refer to:

Activity PM.04.17 to upload documentation to NSIMS

Activity PM.04.186 to create EA work orders required from the consultancy report

Process 2.0 Estate Record – Create and Update to update estate data


Note: This and the 3 following activities performed by EMOS Project Support are not conditions precedent to completion, and the Delivery process will continue at Activity PM.04.19.

PM.04.17 Upload documentation to NSIMS & Objective

EMOS Project Support loads the following documents onto NSIMS:

O&M Manuals

As-built drawings

Certifications and warranties

EMOS Project Support arranges the upload of relevant documentation to Objective.

EMOS Project Support is responsible for completing the Documentation Update spreadsheet, and for ensuring NSIMS is updated with the project information.

PM.04.18 Create Work Orders from Consultancy Report

EMOS Project Support creates work orders recommended by the consultancy report, including:

Responsive work orders

Scheduled work orders

Estate Appraisal (EA) work orders

2.0 Estate Record ‐ Create and Update

The works may have resulted in changes to the Estate Data. The changes may include new assets / equipment, serial numbers and warranties.

Follow the steps in the Estate Record - Create and Update process to update the Estate Data.


PM.04.19 Upload any relevant project documentation to Objective

PDS uploads any other project documentation to Objective:

PM.04.20 Facilitate & attend Hand Over Meeting

PDS facilitates and attends the Hand Over meeting with:

The Stakeholder

Works Contractor / Design Team

EMOS Project Support

PM.04.21 Attend Hand Over Meeting

EMOS Project Support attends the Hand Over Meeting.


The Works Contractor / Design Team / Consultant attends the Hand Over Meeting.



The Stakeholder attends the Hand Over Meeting.

PM.04.24 Provide training for Stakeholder / EMOS

The Works Contractor / Design Team provide required training relating to the delivered works to the Stakeholder and EMOS Project Support.

PM.04.25 Attend Training

EMOS Project Support attends the training session/s.

PM.04.26 Attend Training

The Stakeholder attends the training session/s.

PM.04.27 Confirm conditions precedent to completion met

PDS is to determine if the Works Contractor has provided all required deliverables of the contract. These include, but are not limited to:

Fit for Purpose and commissioned product as defined by the Scope of Works

Product with minimal defects, which are to be completed as soon as is feasible and as agreed with PDS

Provision of the completed Asset Rollout Form, if required

All requirements of Annexure 1 of the Contract, including, but not limited to:

o Estate Data

o Operation & Maintenance Manuals

o As-Built Documentation as per Spatial Data Management Plan

o Warranties

o Training.

PM.04.28 Issue Certificate of Completion

PDS confirms that all aspects of the works contract have been fulfilled and issues a Certificate of Completion.

“Milestone 23: Certificate of Completion” is the actual date that the Certificate of Completion was signed.

This activity marks the end of Phase 3

PM.04.29 Commence DLP Management

EMOS Project Support coordinates and facilitates the attendance of the required contractor during the Defects Liability Period. DLP is generally active for 12 months.

PM.04.30 Request NPS to change project status to HANDOVER TAKEOVER & DLP

PDS issues a task to NPS, requesting that NPS changes the project status in the Project Item to HANDOVER TAKEOVER & DLP.

PM.04.31 Change project status to HANDOVER TAKEOVER & DLP

NPS then changes the project status in the Project Item to HANDOVER TAKEOVER & DLP.


Refer to PM.05: Hand Over / Take Over Process

Process PM.05: Hand Over / Take Over Process applies to enable EMOS / DEPU to take over ongoing maintenance of the estate on completion of the DLP period.

DELIVER: PROCURE WORKS CONTRACTOR | - 1 - |

PM.04.01 – Procure Works Contractor v3.2

The first step in the Delivery Phase is to procure the services of a Works Contractor.

PDS will either conduct an AusTender process or engage a compliant IPP Works Contractor.

Relevant GEMS phase: DELIVER

Refer to PM.04: Delivery Process

PDS requires the services of a Works Contractor.

PM.04.01.01 Prepare tender documentation for Contractor in accordance with

approved PFAS‐PTP/ETP

PDS compiles the Tender Documentation for the procurement of the Works Contractor. The following documentation is included at a minimum:

Endorsement to Proceed (ETP) if required. ETP is required:

o for projects with value > $200k, which do not already have an approved ETP

o limited tenders

Approach to Market document

AusTender Templates

Drawings and specifications

Asset rollout form (where applicable)

Contract

Other required Tender Documentation

Tender Evaluation Plan.

PM.04.01.02 Is IPP applicable?

PDS confirm if the works are in a remote area as defined by the Indigenous Procurement Policy (IPP) and within the specified project value to be eligible for mandatory set aside.

Activity PM.04.01.03 applies if IPP is not applicable.

Activity PM.04.01.04 applies if IPP is applicable.

PM.04.01.03 Does an Open AusTender Process apply?

PDS have made an assessment on the procurement approach in previous phases and submitted a PFAS-PTP for approval. The Open AusTender process applies where it has been defined in an approved PFAS-PTP.

Note: Open tender is the default procurement approach when IPP does not apply. If an alternate procurement methodology is required an approved PFAS/PTP justifying the alternate approach is required prior to commencing the tender process.

Activity PM.04.01.05 applies if an Open AusTender Process is not required.

Activity PM.04.01.07 applies if an Open AusTender Process is required.


PM.04.01.04 Select limited tender from IPP compliant contractors

Based on the scope of works PDS assesses IPP compliant Works Contractors for suitability to determine a shortlist for tendering. The shortlist may be a single Works Contractor.

Note: Supply Nation is the default authority on compliant IPP Works Contractors.

PM.04.01.05 Is a DIP/DEHP/Limited Tender process required?

Activity PM.04.01.07 applies if a Limited Tender Process is not required.

Activity PM.04.01.06 applies if a Limited Tender Process is required.

PM.04.01.06 Release tender documentation to DIP/DEHP/Limited contractors

Tender documentation is released to DIP/DEHP/Limited Works Contractors (or the sole source Works Contractor, if only one).

“Milestone 13: Works Contractor Tender Submitted” is the actual date PDS submitted the Tender Documentation.

PM.04.01.07 Submit tender documentation to NMPB for AusTender Load

The tender documentation is submitted to Non-Materiel Procurement Board (NMPB) via email for final verification and load on to AusTender.

Note: if a confidentiality agreement is being used for the tender documents the PDS PM sends the tender documents to tenderers that have completed and returned a signed confidentiality agreement.

“Milestone 13: Works Contractor Tender Submitted” is the actual date PDS submitted the Tender Documentation.

PM.04.01.08 Works Contractor Tender Commencement

PDS commences administering the tender period.

“Milestone 14: Works Contractor Tender Commencement” is the actual Tender period commencement date.

PM.04.01.09 Administer Tender

PDS administers the tender period including providing documentation to tenders when using a Confidentiality Agreement, conducting any industry briefs as applicable, responding to tenderer questions and issuing information documents or addenda.

PM.04.01.10 Works Contractor Tender Close

At the completion of the tender period NMPB will save all tenders received onto Objective for the PDS to access.

“Milestone 15: Works Contractor Tender Close” is the actual date of the close of the Tender.

PM.04.01.11 Undertake Tender Evaluation

PDS arranges for the tender evaluation by the tender evaluation board members.

PM.04.01.12 Submit Works Contractor TEBR

PDS completes a Tender Evaluation Board Report (or a recommendation if the Works Contractor is procured from a Panel) and uploads the documentation to Objective.


PDS is to ensure the TEBR is in accordance with Commonwealth Procurement Rules (CPRs) and the approved PFAS / PTP.

PDS starts an approval workflow to NPS, and then to DEWPO, with the Objective link to the Works Contractor TEBR / recommendation attached to the workflow.

Note: It is incumbent on PDS to ensure that if there are changes to the project scope, schedule or budget, that the requirements in RPV.01: Request Project Variation Process have been met, prior to submitting the TEBR for NPS / DEWPO approval.

“Milestone 16: Works Contractor TEBR Submission” is the actual date PDS submitted the TEBR / recommendation for approval.

PM.04.01.13 Review Works Contractor TEBR

NPS reviews the Works Contractor TEBR / recommendation for the schedules, scope and budget against the agreed baseline.

Activity PM.04.01.14 applies if NPS requires additional information or a revision is required to the report or adjustment to agreed baseline is required.


Activity PM.04.01.15 applies if NPS endorses the Works Contractor TEBR and the

NPS recommendation is sent to DEWPO for review.

PM.04.01.14 Provide information as required

PDS updates the Works Contractor TEBR / recommendation to provide information as requested by NPS / DEWPO.

PM.04.01.15 Review Works Contractor TEBR

DEWPO reviews the Works Contractor TEBR and NPS recommendation

Activity PM.04.01.14 applies if DEWPO requires additional information or a revision is required to the report.


Activity PM.04.01.16 applies if DEWPO approves the Works Contractor TEBR.

“Milestone 17: Works Contractor TEBR Approval” is the actual date of notification of DEWPO Works Contractor TEBR Approval to PDS.

PM.04.01.16 Change project status to CONSTRUCTION

DEWPO changes the project status in the Project Item to CONSTRUCTION..

PM.04.01.17 Start workflow to create purchase order

DEWPO initiates a workflow to create a purchase order for the Works Contractor. DEWPO attaches the Objective link for the Works Contractor TEBR to the workflow.







Process PO.01: Create Purchase Order Process is followed to create a purchase order for the Works Contractor


DEWPO creates a Purchase Order for procurement of the Works Contractor.

Refer to PO.01: Purchase Order Process for the associated activities

PM.04.01.18 Prepare contract for execution

PDS are responsible for:

Entering into negotiation with contractor if stipulated in TEBR

Advising the successful tenderer that the PO has been issued by Defence

Obtaining DEWPO execution of contracts once the Works Contractor has executed

PDS prepares the contract for the engagement of the Works Contractor and forwards the contract to the Works Contractor for signing.

PM.04.01.19 Execute Contract

The Works Contractor signs and dates the contract and returns the contract to PDS, retaining a copy for their records.

PM.04.01.20 Forward Contract & TEBR to DEWPO

PDS extracts the cover page plus pages which require signatures from the contract. PDS forwards these pages, plus the signature page from the TEBR, to DEWPO for execution.

PDS starts a workflow to DEWPO for execution of the contract, attaching the Objective links for the required documentation.

PM.04.01.21 Works Contractor Contract Awarded

DEWPO signs and dates the relevant contract pages and returns them to PDS for upload to Objective.

“Milestone 18: Works Contractor Contract Awarded” is the actual date of PDS complete the contract execution process (that is, the date the contract is signed by DEWPO).

PM.04.01.22 Upload executed contract to Objective

PDS uploads a copy of the executed contract to Objective, and issues a copy to the contractor.

Refer to PM.04: Delivery Process

All activities in the procurement of a Works Contractor have been completed, and the remaining activities in PM.04 are followed.

TRANSITION: HAND OVER TAKE OVER | - 1 - |

PM.05 – Hand Over / Take Over 3.2

The works have been commissioned, and PDS commences hand over of the works to Defence Stakeholders.

Relevant GEMS phase: TRANSITION

PM.05 01 Request NPS to close EA Work Orders

As all project works have been completed, PDS issues a task to NPS, requesting that NPS close all the EA work orders bundled within the project.

PM.05.01 Close EA Work Orders

NPS close all the EA work orders bundled within the project.

PM.04.03 Request DEWPO to release first securities

If relevant, PDS issues a task to DEWPO, requesting that DEWPO release the first securities to the Works Contractor.

BG.02 Release First Securities

Process BG.02 is followed to release the first of the securities to the Works Contractor.

This process is not applicable for Minor Works projects.

PM.05.04 Provide required information for Hand Over Acceptance

The Works Contractor is to provide any further outstanding documentation as required by the HOTO checklist, including the asset rollout form.

PM.05.05 Recommend Hand Over Acceptance?

The Works Contractor, EMOS, PDS and relevant Defence Stakeholders review the HOTO checklist as defined by DEQMS and confirmed that all required information has been provided by the PDS and Contractor.

Activity PM.05.04 applies if EMOS Project Support requires additional information.

If no additional information is required, EMOS Project Support signs the HOTO checklist and forwards to the Stakeholder for confirmation.

Activity PM.05.06 applies if EMOS Project Support recommends Hand Over Acceptance.

“Milestone 24: Hand Over Acceptance” is the actual date that Hand Over Process was recommended by EMOS Project Support

The milestone marks the end of the Hand Over / Take Over Phase, and the project proceeds to the Project Close Phase.

PM.05.06 Accept Hand Over Completion?

The Stakeholder confirms that all required conditions for Hand Over have been met.

Activity PM.05.04 applies if the Stakeholder requires additional information.

Activity PM.05.07 applies if the Stakeholder accepts Hand Over completion.

TRANSITION: HAND OVER TAKE OVER | - 2 - |

PM.05.07 Upload HOTO documentation to Objective

PDS uploads the signed HOTO produced in the Hand Over / Take Over process to Objective.

PM.05.08 Request NPS to change project status to PROJECT CLOSE

PDS issues a task to NPS to change the project status in the Project Item to PROJECT CLOSE.

PM.05.09 Change project status to PROJECT CLOSE

NPS changes the project status in the Project Item to PROJECT CLOSE.

Refer to PM.06: Project Close Process

All activities in the Hand Over / Take Over process have been completed, and the remaining activities in PM.06 are followed.

PROJECT CLOSE: CLOSE | - 1 - |

PM.06 – Project Close v3.2

A project can be closed during any phase within the EWP processes. Depending in which phase the project is closed will determine the requirements for project closure.

Relevant GEMS phase: CLOSE

Refer to PM.05: Hand Over / Take Over

Hand Over / Take Over has been completed, and the project closure process commences.

PM.06.01 Approve final invoices and confirm payment

The PDS ensures all final invoices from the Design Consultant / Works Contractor have been received and approved.

PM.06.02 Request all Purchase Orders & Project Budget to be reduced to Final

Cash Value

PDS issues a task to DEWPO Procurement to request that all Purchase Orders are amended so that any surplus amounts are matched to the actuals to remove any outstanding commitments, and the Purchase Orders closed.

PDS may need to request a negative PO variation to reduce the remaining PO value to zero.

Note: Retention will not be used in future contracts. Security is provided in the form of bank guarantees.

“Milestone 25: Financial Close” is the actual date that PDS provided final cost reconciliation.

PM.06.03 Reduce PO if required, close PO

DEWPO Procurement reduces purchase orders to their cash value, and close the purchase orders to remove any outstanding commitment on the project.

PM.06.04 Request journals based on accounting treatment

PDS issues a task to CFO to request that journals be performed based on the pre-determined accounting treatment (refer Scope & Feasibility process).

PDS provides CFO with the Works Contractor’s completed Asset Rollout form as an Objective link on the task.

PM.06.05 Journal based on accounting treatment

CFO completes all the activities required to attribute actual costs based on the pre-determined accounting treatment:

journal the project costs from OPEX to CAPEX where required

journal the project costs to applicable FLOC where required

review the Asset Rollout form and issue to Asset Accounting

Notes

Where a project crosses FYs, actual costs are reviewed and if required:

asset shell is created and remains open until project completion


OPEX is journaled to CAPEX (AUC)

PM.06.06 Manage rectification of defects throughout the Defects Liability Period

The DLP lasts for 12 months from the date of issue of Certificate of Completion, unless otherwise stated in the contract. EMOS is required to manage the DLP.

EMOS are to monitor the start and end dates and liaise with the Works Contractor if any DLP issues arise and with PDS if mediation is required or if securities are to be used for rectification.

PM.06.07 Request confirmation at the completion of the Defects Liability Period

PDS requests confirmation from EMOS Project Support that all defects have been rectified during DLP.

PM.06.08 Confirm defects have been rectified

In the lead-up to the end of the DLP, EMOS confirm that all defects reported during the previous 12 months have been rectified by the Works Contractor.

Activity PM.06.09 applies if EMOS confirm that all defects have not been rectified.

If all defects have been rectified, then Activity PM.06.10 applies to accept DLP completion.

PM.06.09 Address any outstanding defects.

The Works Contractor is required to address any DLP issues that are reported by EMOS

PM.06.10 Accept DLP Completion and notify PDS

After confirming that all defects have been rectified, EMOS notifies PDS.

PM.06.11 Request release of Final Securities

PDS issues a task to request the release of the final bank guarantee to the Works Contractor.

BG.02 Release Final Securities

Process BG.02 is followed to release the final securities to the Works Contractor.

This process is applicable to both Minor and Medium Works.

PM.06.12 Change project owner to NPS

PDS has now completed all work on the project.

PDS changes the project owner to NPS in the Project Definition.

PM.06.13 Request NPS to close project

PDS issues a task to NPS that the project is completed, and to complete the project close steps.

Refer to PM.02: Scope & Feasibility

NPS advised PDS that the project will not proceed beyond this phase, and the project must be closed.


PM.06.14 Review Objective & NSIMS Project Folders & move to “Projects

Completed”

All O&Ms and drawings should have been stored in NSIMS by EMOS Project Support

All other project documents relevant to PDS’ delivery of the project should have been uploaded to project folders in Objective.

NPS reviews the documents to ensure the documentation is complete, and moves the PDS documents to the relevant Projects Completed folder.

PM.06.15 Change project status to CLOSED

NPS closes the project.

Project Completed

The project and all activities are now completed.

pm.01 project initiation v3 - department of defence · pm.01 – project initiation v3.2 project...

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