Estate GEMS Data Load – Leasing and Property specific information

Garrison and EstateManagement System

supporting business, enabling

UNCLASSIFIEDObjective Ref BJ683614 Bulk Data Maintenance - Estate

August 2020Version 1.5

UNCLASSIFIEDGarrison and Estate Management System Page 2 of 34

TABLE OF CONTENTS Document Properties................................................................................................5

Revision History.......................................................................................................5

Reviews....................................................................................................................5

1 Overview...............................................................................................................6

1.1 GEMS Overview.............................................................................................6

1.2 The GEMS Data Load (GDL) Tool..................................................................6

1.3 Estate Data Maintenance Roles.....................................................................7

2 Estate Business Identifiers....................................................................................9

3 Create WBS........................................................................................................11

4 Initial Data Assessments and Setup....................................................................11

4.1 Assess Existing Estate Data.........................................................................11

5 Create Estate Data Processes............................................................................13

5.1 Overview.......................................................................................................14

5.2 Property, Land Parcel and Leasing Specific Overview.................................14

5.3 Request to Create New Estate Shell Records..............................................15

5.4 Create Corresponding Folder in Objective....................................................17

6 Update Estate Data Processes...........................................................................17

6.1 Update Estate Records Overview.................................................................17

6.2 Request to Download Data...........................................................................18

6.3 Update Existing Records in GDL..................................................................19

6.4 EMOS receipt of GDL and validation of data................................................20

7 Estate Data Requirements..................................................................................21

7.1 Data Fields....................................................................................................23

7.2 Physical parent versus Functional Parent (group)........................................23

7.3 Infrastructure System and Equipment Systems (Functional Parent/Group). 24

8 Estate GDL – User Information...........................................................................24

8.1 Summary tab................................................................................................25

8.2 Overview Tab................................................................................................28

8.3 Viewing Individual tabs.................................................................................30

8.4 Update Characteristics (Multi) tab................................................................32

8.5 Field List tab.................................................................................................33

9 Further Information..............................................................................................33

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LIST OF FIGURESFigure 1 – GEMS Unique ID and Estate Business Identifier Table Extract................10

Figure 2 – Assess Existing Estate Data process.......................................................11

Figure 3 - Request Estate Data Download Form – Defence Estate Master Data Information Request..................................................................................................12

Figure 4 – Estate Records – GDL, EBI and label Process Workflow.........................13

Figure 5 – Create New Estate Records Overview.....................................................14

Figure 6 – Update Estate Records Overview.............................................................17

Figure 7 – Request Estate Data Download Form – Defence Estate Master Data Information Request..................................................................................................19

Figure 8 – Estate Class overview..............................................................................22

Figure 9 – Defence Estate Hierarchy.........................................................................23

Figure 10 – Estate master data maintenance form – Summary tab...........................25

Figure 11 – GEMS Estate Master Data Management Tool – Overview Tab.............28

Figure 12 – Estate Attribute Lengths.........................................................................32

Figure 13 – Estate GDL Field Description tab...........................................................33

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Document Administration

Document PropertiesObjective Number BJ683614

Author GEMS Master Data

Document Version 1.5

Status Published

Classification Unclassified

Date of Issue 06 Aug 2020

Revision HistoryRevision Date

Author Version No. Description

02 Nov 18 L. Haque 1.1 Added document administration page to make version control visible. Updated table to contents and list of figures to reflect correct page numbers. Screenshots updated: Section 3 and 7.

10 Feb 20 V. Zauner 1.2 Updated Estate Business Identifiers, ERIM and DDIG to DIAS and removed content that was not applicable

29 Jun 20 V. Zauner 1.3 Updated handbook to be Property and Leasing info specific

01 Jul 20 V. Zauner 1.4 Updated email addresses for BRS PSS

06 Aug 20 V. Zauner 1.5 Updated email addresses for BGIS PSS

ReviewsName Title Signature Date

L. Wake Director, GEMS Business Support

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1 Overview 1.1 GEMS OverviewThe Garrison and Estate Management System (GEMS) is the Defence Estate Information Management system. GEMS is a part of the Defence SAP enterprise system, comprising of many functional modules which integrate with the Defence SAP financial system, ROMAN. The main functions used by GEMS are Real Estate, Estate Maintenance, Environmental Health and Safety Management (EHSM) for Hazards and Incidents, Environmental Factor Management (EFM), Environmental Performance, Case Management, Risk Management and Portfolio and Project Management.

Information contained in this handbook is accessible on the DEQMS website at:

With DRN access:http://intranet.defence.gov.au/estatemanagement/lifecycle/EstateDataInformation/Default.aspWith External access:

https://www.defence.gov.au/EstateManagement/lifecycle/EstateDataInformation/Default.asp

Enquiries regarding GEMS should be directed to the GEMS Master Data Team via the defenceeiggems.masterdata@defence.gov.au mailbox.

This handbook provides information to support Data Suppliers to deliver leasing and Property specific estate information to GEMS through the Estate Maintenance Operations Service providers (EMOS).

1.2 The GEMS Data Load (GDL) ToolThe GEMS Data Load Tool (GDL) is integral to the provision of a Bulk Data Maintenance (BDM) capability in Defence SAP within the Defence SAP system landscape. The GDL collects data that describes changes to the physical estate footprint and related data pertaining to the management of the estate (including Hazards and Environmental Factors such as Asbestos). The GDL also provides a capability for Estate Maintenance Operation Services (EMOS) contractors to update Maintenance Plans and Task Lists.

The GDL is an Excel based workbook with multiple tabs. It provides a user-facing front end spreadsheet which enables direct data entry for both individual record updates and mass data updates. The GDL front end data is mapped to several technical layout tabs in the workbook. These technical layouts are used to update GEMS through the SAP data validation and upload process.

The GDL user-facing front end contains data validation such as for default values or field lists. Unless users are fully conversant with the technical layouts, it is highly recommended that you do not enter data directly into these technical layout tabs (these are generally hidden in the workbook).

The GDL has been white listed on the Defence network. This means that excel files containing macros are able to be sent across intact to and from Defence email accounts. Due to interface requirements with different SAP modules in Defence SAP

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within the Defence SAP landscape, data capture is provisioned across a number of GDL tools.

This handbook provides guidance material on data maintenance for Estate and Equipment.

The GDL tool serves a number of purposes ranging from allowing single record entry for low data volumes, bulk data entry (users are prompted to determine how many lines of records to update upfront) and technical layouts used to upload to SAP. The technical layouts are hidden from users. In Defence SAP, objects are entered into separate GDLs used to upload data into different modules in SAP as follows:

Estate: used to enter single or bulk Estate data (Building, Level, Space, Land Space, Infrastructure, Infrastructure systems, Equipment systems) in Plant Maintenance and Real Estate modules in SAP

Equipment: used to enter single or bulk Equipment data in Plant Maintenance

Business Partners

Task Lists (EMOS only)

Maintenance Plans (EMOS only)

Hazards

Asbestos (Environmental Factor Records)

Environmental Factor Records (including Contaminated Sites, Bushfire, Heritage).

Reference Guides are available for each Business Object and can be accessed through the GEMS Gateway or the Defence SAP Help Portal.

1.3 Estate Data Maintenance RolesThe following roles will be involved in Property record and Leasing Information Data Maintenance within Defence SAP:

Business Area Role

Data Suppliers (include but not limited to):

Property Management – PM staff, Contracted Service Provider or consultants

Estate Works projects – Product Delivery Services (PDS) or contractor/sub-contractor

Capital Facilities & Infrastructure (CFI) projects - CFI staff, Project Management/Contract Administration (PMCA), Head

Data Supplier: The agency supplying the new data, whether for new records or updates to existing records. For the purposes of defining the processes used in managing estate information, the term ‘Supplier’ is used as a collective term to refer to the following parties who supply estate data updates for loading to Defence Estate Information Management Systems (including Defence SAP (GEMS)).

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Contract (HC), Managing Contractor Contract (MCC), Designer, Contractor or Sub-contractor

Operational Updates – EMOS and other Base Services providers

Estate Planning (EP) – EP staff or consultants

Engineering and Environment (EE) Policy - EE staff, Estate Facilities Services (EFS) staff, or consultants/contractors,

Estate Data Quality & Assurance – EMOS, Region EFS Staff

Estate Appraisal – EMOS or Specialist Service contractor/consultant.

GEMS Master Data Team (MDT) MDT: Responsible for data taxonomy, resolving data issues in Defence SAP, maintaining the GEMS Data Load Tool (GDL), processing, uploading and downloading data into/from GEMS as well as providing support to data suppliers in the use of the GDL tool.

Directorate of Information & Systems (DIAS) in SDD

Conformance and Assurance: Undertakes data conformance and assurance checks and is responsible for Objective document management for the Estate Management folder structure.

Estate Maintenance Operation Services (EMOS)

and the EMOS Project Support Services (PSS)

Validate and Test Upload: Under the Estate Information Management function in Management Integration & Coordination (MIC), the EMOS is required to maintain up to date estate data. This includes the assessment, validation and de-confliction of new and updated data. They are required to provide information and facilitate provision of data for their region upon request and perform test uploads of data into Defence SAP. They are also required to maintain data into other Defence Estate Information Systems such as Objective and National Spatial Information Management System

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(NSIMS).

Directorate of Estate Planning and Upkeep in SDD

Product Director responsible for Estate Information: Responsible for approving updates to estate information submitted by the EMOS in GEMS (originating from the data supplier) by exception and for the provision of guidance material on functional representation of the estate.

2 Estate Business IdentifiersThe Estate Business Identifier (EBI) is the number formerly known as the Unique Estate Identifier. The EBI is the common identifier or number familiar to local personnel and commonly displayed on signs or labels affixed to assets. The EBI is a manually issued identifier that complies with the Spatial Data Management Plan (SDMP) where applicable.

EBI’s are issued by either the MDT, Designer/Installer or EMOS as specified in the Table below.

The EBI will be entered in the GDL workbook in the ‘Sort field’ during the shell creation process (for EBI’s issued by other than GEMS) or the data update process by the MDT. There is no requirement to issue an EBI for the following objects:

Hazards Incidents EFRs (including Asbestos).

The EBI is not to be mistaken with the GEMS Object ID. Defence SAP assigns a unique system generated identifier for Functional Locations and Equipment records. This is generally referred to as the FLOC ID number or the Equipment ID number. This number is the unique ID used to identify the estate or equipment record in GEMS for data upload/download purposes.

The EBI is to be obtained early in the Project lifecycle to enable it to be referenced in Project documentation, drawings and other documentation.

Where an item requires a label or sign to be attached in accordance with the Defence Signage and Labelling Standard the sign or label is to reflect the EBI as issued.

The GEMS Unique ID and EBI numbering convention is available on DEQMS . An extract of this is shown below.

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Type # Convention Type # ConventionDefence Estate ADF 100 E ES 100 No NA Defence ONLYRegion REGN 100/RRR R RG 100/RRR No NA Defence ONLYBSA BSA 100/RRR/YYYY A BA 100/RRR/YYYY No ABCD Defence ONLYProperty PRP 20/XXXX P PR 20/XXXX Yes XXXX Asset Accounting, CFOLand Parcels (Titles) PAR 50/ZZZZ T LP 50/ZZZZ No TBALand Space LND 40/UUUU O LS 40/UUUU No XXXX/@/LSzzzz GEMS Master Data TeamBuilding BLD 30/AAAAA B BU 30/AAAAA Yes XXXX/@ZZZZ GEMS Master Data TeamBuilding Level LVL 30/AAAAA/VV L BL 30/AAAAA/VV Yes XXXX/@ZZZZ/LLL (LLL= lvl type) Designer/ProjectBuilding Space SPAC 30/AAAAA/VV/OOOO S BS 30/AAAAA/VV/OOOO Yes XXXX/@ZZZZ/LLL /FDDD (F = the wing & DDD = space number) Designer/ProjectInfrastructure (Networked) INFN 60/KKKK N IN 60/KKKK Yes XXXX/@/IIII/yyyy (IIII= Info Type & yyyy = 000#) GEMS Master Data TeamInfrastructure (Non-Networked) INFO 60/KKKK I IN 60/KKKK Yes XXXX/@/IIII/yyyy (IIII= Info Type & yyyy = 000#) GEMS Master Data TeamInfra. Systems (Installed in Prop) Y IS 20/XXXX/CCCC No XXXX/@/IIII/yyyy (IIII= Info Type & yyyy = 000#) GEMS Master Data TeamInfra. Systems (Installed in Bld) Y IS 30/AAAAA/CCCC No XXXX/@/IIII/yyyy (IIII= Info Type & yyyy = 000#) GEMS Master Data TeamEquip. Systems (Installed in Prop) Z EQ 20/XXXX/BBBB No XXXX/@/ES000# (for Property) GEMS Master Data TeamEquip. Systems (Installed in Bld) Z EQ 30/AAAAA/BBBB No XXXX/@ZZZZ/ES000# (for Building) GEMS Master Data TeamEquipment FFGGGGGGGG Yes^ R0000001 (R=Region) EMOS

Only for leased infrastructureWhere FF represents the equipment type, eg A = 1^ only for estate class E.HV.03.02

Issued ByArchitectural Object Functional Location Children

Equip?Estate Business Identifier Format

Figure 1 – GEMS Unique ID and Estate Business Identifier Table Extract

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3 Create WBSAs GEMS is an integrated system with the Defence Financial System ROMAN, WBSs need to be aligned to project shells.

3.1.1 Step 1 - Request creation of WBS and AUC at the same time from CFOGResponsibility: CFI, DEWPO or other Defence project directors.

When: 1. CFI projects - At around 30% design phase.

2. DEWPO projects - in early January each year, in accordance with the bulk creation of Estate Works Program.

3. Other projects – as required

Actions: The requester completes the Change Request Form available on the CFOG FinD website and emails the request to the CFOG Sys Team. The WBS name and number are used to support data download and reconciliation in ROMAN. This information must be provided at the time of estate data creation and included in the new request estate data download form for any subsequent data requests.

4 Initial Data Assessments and Setup4.1 Assess Existing Estate Data

Figure 2 – Assess Existing Estate Data process

The first step in the GDL process is to review existing estate data. This is done in order to provide the user with an overview of the existing estate data and to prevent duplication of objects (such as Equipment Systems). This happens regardless of whether the user is creating or updating data and occurs during the project design and planning phase and/or at project commencement. The Contractor/PMCA/PDS must consult with the relevant EMOS on the existing estate footprint to analyse existing data. The Contractors will develop an estate information provision plan in consultation with the EMOS including correction and completion of existing data gaps.

4.1.1 Step 1 – Consult with the relevant EMOSResponsibility: CFI Contractors, PMCAs, PDS or Project Directors.When: During the design phase.

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Step 1 – Consult with the relevant

EMOS

Step 2 – Request

Existing Estate Footprint

Step 3 – Develop an

Estate Information

Provision Plan

Actions: Consult with the relevant EMOS and seek their advice on the correct estate footprint to request for download. In particular, seek agreement on the physical parent, the functional parent and the Estate Class ID.

4.1.2 Step 2 – Request Existing Estate FootprintResponsibility: CFI Contractors, PMCAs, PDS or Project Directors.When: At the end of the design phase or commencement of the delivery phase.Actions: Complete the “Request Estate Data Download” Form (see below). Through this form the user will request the correct estate footprint as agreed upon at Step 1. The request estate data download form can be downloaded from DEQMS. Complete the request estate data download form including providing a reasonable required by date, noting that large data requests could take up to one week to download. Once complete, send the request estate data download form to the EIG GEMS Master Data Mailbox.

Figure 3 - Request Estate Data Download Form – Defence Estate Master Data Information Request

4.1.3 Step 3 – Develop an Estate Information Provision PlanResponsibility: CFI Contractors, PMCAs, PDS or Project Directors.When: During the design phase.Actions: Review the downloaded data. Liaise with the EMOS to assess data change requirements including missing or incorrect data on the existing footprint. Develop a data provision plan in consultation with the EMOS for rectification and change of the estate information. Prepare the data to create shell records for any new objects using the GDL Tool.

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5 Create Estate Data Processes

Figure 4 – Estate Records – GDL, EBI and label Process Workflow

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5.1 OverviewThis section outlines the activities for establishing new estate records in GEMS, specifically new Property and Land Parcel records. All requests for estate record creation in GEMS are to be completed using the GEMS Data Load (GDL) Tool. When requesting to create estate records for the first time, contractors should download the blank GDL Tool template from DEQMS or request a copy from the EMOS or through the EIG master data inbox.

A shell record is a record created in GEMS based on the minimum data attributes required to create that record. Once it is created as a shell, it can be used in a transaction (eg a project), and can have characteristics added to it. A shell record must be created if the object is the parent of other objects in the estate hierarchy, eg a Property shell must exist before any Land Parcels can be created. The completed GDL shell request should be sent to the relevant EMOS group mailbox.

Attributes and Characteristics cannot be entered into GEMS without first creating the shell record. This is because the Estate Class created as a part of the shell record will determine which classes and characteristics can be assigned to that object. Once the shell has been created, additional Attributes and Characteristics can be entered for that estate record and additional child records can be created as part of that hierarchy. Attributes and Characteristics are fields that describe the estate record, eg street address, serial number, commissioning date, warranty. Refer to the Estate Information - Updating Estate Records section if you have already created a shell record and wish to create child records or update an existing record.

5.2 Property, Land Parcel and Leasing Specific Overview

Figure 5 – Create New Estate Records Overview

When creating objects via the Estate GDL, there are few important things to note:

If you need to create a Building or Building Space in an area that does not have an existing Defence SAP Property, you will need to create the Property level object along with the Building. For example to create a new building space you will need to create the following objects and will have four lines in the GDL:

o Propertyo Buildingo Building Levelo Building Space.

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Step 1 - Request

creation of Property

ID (if required)

Step 2 - Complete

GDL & Property ID & send to EMOS

Step 3 - EMOS

validate GDL

Step 4 - EMOS

Forward GDL to MDT

Step 5 -MDT

provides EBI's as

required

Step 6 - MDT loads

GDL into SAP

This also applies if you need to create an Equipment record. For example, if you need to create a record for a Hot Water System located inside a Building, you will need to ensure the Building Space record already exists (Physical Parent).

The process for creating these objects is as follows:

1. Consult with EMOS to identify existing records. If new Property is required the Project must obtain the Property ID (EBI) issued by General Asset Accounting:

a. Email “Request for a Property Number” form to DSG.BSM@defence.gov.au (escalations need to be emailed to this same address).

b. Once the Property number is issued, send the form along with a completed Estate Gems Data Load Tool (GDL) to EMOS.

c. The Project need to fill out the Summary Section of the Estate Gems Data Load Tool (GDL).

2. For all other required objects, the Data Supplier needs to fill out the relevant GDL tool (Estate or Equipment) and provide details using either the Create Item Shell or Process Multi Object buttons.

3. They will then send the completed GDL to the EMOS for review.4. The EMOS reviews the GDL and liaises with the requestor to remediate any

issues with the records requested. This process may uncover duplicates. The EMOS may send back records that don’t pass. You do not have to reject the entire file if one record is wrong/not required. If a record is rejected and removed from the file to be resubmitted in a subsequent file it must retain the EBI that has been issued (if applicable).

5. The EMOS submits validated GDLs to the GEMS Master Data Team for action.

6. The Master Data Team issues Estate EBI’s (if required).7. The Master Data Team loads the file into GEMS and notifies the requestor

and the EMOS.

5.3 Request to Create New Estate Shell Records 5.3.1 Step 1 – Obtain GDL templateResponsibility: Estate Data Suppliers including projects, consultants, contractors, EMOS.

When: At 90% design phase.

Actions: The requestor obtains the required GDL template (eg Estate for Buildings, Equipment GDL for Equipment) from the DEQMS website. Separate GDLs must be used for Estate, Equipment, Asbestos and Hazards for separate Regions in line with the EMOS footprint. If requesters are unable to obtain the GDL from DEQMS, they can obtain the GDL by sending an email to the EIG master data mailbox.

5.3.2 Step 2 - Enter data in the GDL tool for shell request Responsibility: Estate Data Suppliers.

When: At 90% design phase.

Actions: Ensure that the physical parent record exists and is correctly identified to obtain the Defence SAP ID. You cannot request to create a new estate record if the parent record does not exist. Buildings, building levels and spaces can be created in

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separate GDLs as shell records or all at the same time in the same GDL provided that the Property exists in GEMS. Enquiries concerning physical parent locations should be directed to the relevant EMOS. For Equipment, the physical parent should be where the Equipment is located, for example a Hot Water System installed internal to a building should have a physical parent representing the Building Space where it is located.

Requestors must complete the Summary tab of the GDL. The WBS number must be entered in the summary tab if it is a project related request. Use either the single creation tab or the mass provision tab to provide data for the asset shell. All required data fields (as indicated) must be completed in the GDL tool. Where appropriate, drop down lists are available for data selection. Detailed instructions on how to use the GDL tool are contained in the GDL User Guide – Estate section.

5.3.3 Step 3 - Save the GDL tool Responsibility: Estate Data Suppliers.

When: At 90% design phase.

Actions: The GDL tool must be saved in accordance with the GDL file naming convention (see the Naming Convention section below).

5.3.4 Step 4 - Send the completed GDL tool to the relevant EMOS MailboxResponsibility: Estate Data Suppliers.

When: At 90% design phase.

Actions: Data Suppliers will email the completed GDL Tool to the relevant EMOS.

EMOS Central & West Region

o PSSNTART@broadspectrum.com for Northern Territory

o PSSWAART@broadspectrum.com for Western Australia

o PSSSAART@broadspectrum.com for South Australia

EMOS Queensland Region

EMOS Northern New South Wales Region

EMOS Southern New South Wales Region

EMOS Victoria & Tasmania Region .

5.3.5 Step 5 - EMOS receipt of GDL and validation of dataResponsibility: EMOS

When: Upon submission of a completed data spreadsheet

Actions: Upon receipt, EMOS will update their register, review the GDL and conduct validation. If there are any errors resulting from the validation, they will liaise with data suppliers to correct the errors in the spreadsheet. Once the EMOS have validated the data spreadsheet they will send it to the MDT. EMOS may also upload the data into their systems during the above process.

5.3.6 Step 6 - Create New Estate Shell Records Data in GEMS SAPResponsibility: MDT

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When: Upon receipt of the shell creation request validated by the EMOS.

Actions: Allocate an EBI (where applicable) and upload the shell data into GEMS Defence SAP. Once complete, the MDT will download the created records into a spreadsheet and send them to the requestor to advise them of successful creation and inform them of the allocated EBI. The EMOS will be copied into the email to the requestor and will also be notified of the newly created shell records via the CIX process each night.

5.4 Create Corresponding Folder in ObjectiveResponsibility: MDT/DIAS

When: Weekly.

Actions: The MDT will provide a listing of all new Property and Building records (Australian only) to DIAS on a weekly basis. DIAS will create a folder in the Objective Estate Management Workgroup folders that correspond to the newly created estate items and advise the MDT of the Objective folder number. MDT will create the link to this folder against the records in GEMS. This will enable future documents relating to the item to be loaded to Objective and linked to the corresponding GEMS Estate Register record.

6 Update Estate Data Processes6.1 Update Estate Records OverviewThis section outlines processes for:

creating additional assets following the creation of shell records in Defence SAP

updating (changing/disposing) existing estate records in Defence SAP (including correcting attributes or updating missing attributes),

finalisation of estate records during the project delivery phase, prior to Handover Takeover (HOTO) or prior to the end of Defect Liability Period

decommissioning of estate records (changing status).

There are two areas that will regularly need to update Estate records: Projects (including Lease fit out projects) and Estate Upkeep. Frequent update of estate data during the project delivery phase will minimise the bottleneck for data provision at HOTO and during the Defect Liability Period. This is necessary to allow time for the EMOS to develop the estate maintenance plans, task lists and Contract Change Proposals for Defence. The data updates are to be recorded in the GEMS Data Load (GDL) Tool and sent to the relevant EMOS Project Support Services representative (via the Project Management and Contract Administrators as appropriate) for further review and validation prior to loading into Defence SAP.

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1. Request data download

3. Update GDL

4. Forward GDL & approval to EMOS

5. Test Run Upload in SAP

6. MDT Uploads GDL

2. Get appropriate approval

Figure 6 – Update Estate Records Overview

The update of records for the Defence Estate items is a five step process:

1. Data Suppliers request download of existing data. Data is downloaded by MDT or EMOS and the populated GDL is sent to the data requestor.

2. Data Supplier proposed changes may require approval. Data Suppliers must obtain approval from the relevant authority.

3. Data Suppliers update Existing Records in the GDL.

4. Data Suppliers send the approval records and the updated GDL to the EMOS.

5. Data Review and Validation – EMOS reviews and validates the data submitted for update (using the Business Data Validation Tool) and liaises with the Data Supplier to correct any errors.

6. The GEMS Master Data Team (MDT) will review the validation and perform the live run upload to update the records in Defence SAP. Upon completion of the upload the MDT will advise the EMOS and Data Suppliers that data has been uploaded in Defence SAP. The uploaded data file will be saved in Objective.

6.2 Request to Download DataOnce the Estate shell records have been created, they can be downloaded from GEMS in order to be updated. Contractors should update the estate records attributes in accordance with the Estate Information Provision plan agreed with the EMOS.

6.2.1 Step 1 - Request to Download Estate DataWho: Estate Data Suppliers are responsible for this step.

When: This step happens as per data provision plan or before or no later than 90% construction or 28 day notice of completion.

Actions: Estate data can be amended in GEMS by downloading data into the GDL for update. Requests for download should be submitted by completing the yellow form (screenshot in figure 6 below) and submitting it to the EIG GEMS Master Data mailbox. For all projects the download requests must include the project WBS number. Instructions for data download requests are contained in the request estate data download form. To minimise confusion, there will be one GDL per download request for a building, its subsidiary records and separate equipment GDL for that building.

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Figure 7 – Request Estate Data Download Form – Defence Estate Master Data Information Request

For download requests involving multiple properties and the child records, contact EIG MDT.

6.2.2 Step 2 - Download data from Defence SAP and send downloaded data to the Requestor

Who: The MDT is responsible for this step.

When: This step happens as per data provision plan or before or no later than 90% construction or 28 day notice of completion.

Actions: Estate data can be downloaded by reference to the WBS number, the EBI and/or the original shell data request. Refer to the Download data into GDL document on how to download data onto a GDL. The MDT will send the downloaded file to the requestor. The file name for downloaded data must conform to GDL file naming convention (ProjectID_Estate_PropertyID_Date_U)

6.3 Update Existing Records in GDL6.3.1 Step 3 - Update data in the GDL tool Who: Estate Data Suppliers are responsible for this step.

When: This step happens as per data provision plan or before or no later than 90% construction or 28 day notice of completion.

Actions: Requestors must complete the Summary tab. The WBS number must be entered on the summary tab if it is a project related update. When updating estate records in the GDL, requestors can also add additional new records to the shell records created. You can do this by simply adding new records one at a time or by adding new rows in the mass provisioning tab in the GDL. All applicable data attributes must be completed in the GDL tool. When new records are added, care must be taken to select the correct physical parent of the estate record. Enquiries on parent functional locations should be directed to the relevant EMOS.

Where appropriate, defaults or drop down lists are available for data selection. Detailed instruction on how to use the GDL tool is contained in the GDL User Guide - Estate and GDL User Guide – Equipment sections. The GDL field descriptions user guide and the Estate data requirement by Estate Class and Functional Group Guides are available to inform GDL data requirements.

Please note that GEMS does not have a reference to the ERIM attribute number. ERIM attributes are stored in GEMS either as standard SAP master data fields,

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additional characteristics, measuring points, maintenance plans, asbestos, other hazards or Environmental factors modules in SAP. The Estate data requirement by Estate Class (available on DEQMS) provides a simple representation of which ERIM attributes are required by each Estate Class ID.

The Defence Project Manager and EMOS must be advised when the Contractor is unable to supply all the required data.

6.3.2 Step 4 - Save the GDL tool Who: Estate Data Suppliers are responsible for this step.

When: This step happens as per data provision plan or before or no later than 90% construction or 28 day notice of completion.

Actions: The GDL tool must be saved in accordance with the GDL file naming convention (ProjectID_Estate_PropertyID_Date_U).

6.3.3 Step 5 - Send the completed GDL tool to the EMOSWho: Estate Data Suppliers are responsible for this step.

When: This step happens as per data provision plan or before or no later than 90% construction or 28 day notice of completion.

Actions: Email the completed GDL Tool to the relevant EMOS:

EMOS Central & West Region: Western Australia - PSSWAART@broadspectrum.com

Northern Territory - PSSNTART@broadspectrum.com

South Australia – PSSSAART@broadspectrum.com

EMOS Victoria & Tasmania Region - PSSVTART@broadspectrum.com

EMOS Queensland Region - EMOSProjectSupport@spotless.com.au

EMOS Southern NSW Region - EMOSProjectSupport@spotless.com.au

EMOS Northern NSW Region - EMOSProjectSupport@apac.bgis.com

6.4 EMOS receipt of GDL and validation of data6.4.1 Step 6 – EMOS receipt of GDL and valuate dataWho: The EMOS is responsible for this step.

When: Upon submission of an updated data spreadsheet.

Actions: Upon receipt, EMOS will review the updates and conduct validation as required to meet the EMOS contract requirements. If there are any errors resulting from the validation, they will liaise with data suppliers to correct the errors in the spreadsheet. On completion, they will conduct a test upload into GEMS. If there are any SAP related errors, they must be rectified or the spreadsheet will not be able to be uploaded. The EMOS will liaise with the data supplier in the case of errors. Once the EMOS have a successful test upload, they will record the Spool ID, and send this and the updated data spreadsheet to the MDT. EMOS may also upload the data into their systems during the above process.

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6.4.2 Step 7 – MDT perform the final uploadResponsibility: MDT

When: upon submission of the Spool ID and the updated data spreadsheet.

Actions: Upon receipt of the Spool ID and the spreadsheet, the GDT will review the validation and test upload. They will then perform the upload into GEMS that will update the data. The CIX will send the delta data to the EMOS system.

The GDT will notify EMOS that the data file has been successfully uploaded and saved in Objective.

7 Estate Data RequirementsEstate data requirements are detailed in the ERIM. The ERIM information requirement for GEMS recording of estate and equipment items (as defined by GEMS processes) has been provided in series of pivot table reports on the GEMS DEQMS pages as the Estate Data Requirement (EDR) workbooks. The EDR workbooks provide a shortened view of the ERIM information to present the requirements for each ECID. Where there is a conflict between information in the ERIM and the EDR, the ERIM takes precedence. The EDR workbook contains the following tabs:

a. EDR Reporting Overview;

b. ECID Usage Guide;

c. EDR by ECID;

d. Field Value Lists;

e. Physical Parent Guide;

f. Functional Group Guide;

g. EMOS Price ID & Maintenance Strategy;

h. Infrastructure (Systems) type; and

i. Estate Data Business Owner.

An important part of the Estate Data Requirements is the Estate Class and the Estate Class ID. The four levels of Estate Classes combine to form a unique identifier known as the. Estate Class ID, This is the primary key to understanding the Estate Data Requirement. You are only required to record an asset in GEMS if it belongs to an Estate Class, ie you do not need to record fire system sprinkler heads because there is no estate class for this type of asset. If you believe there is a requirement to create additional Estate Classes or additional values for the estate data characteristics for the purpose of maintenance or asset live cycle management please contact the EIG GEMS Master Data mailbox.

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Figure 8 – Estate Class overview

Estate class classifications have been applied to Defence Estate data, covering the following key estate classifications (Estate Class 1).

Property Land Space Building Levels Spaces Infrastructure System Infrastructure Equipment System Equipment Hazard Precinct Land Parcel

The Estate Class 2 classification covers over 190 classes including “Airfield”, “Electrical” and “Hydraulic”. Estate Class 3 typically classifies Estate Elements that are general in nature, for example “Emergency and Exit Lighting” or “Sentry Post”. Estate Class 4 classification is the lowest, most detailed level of classification, typically describing very specific items, for example “Alarm Panel”, or “Portable Fire Extinguisher”. In total there are over 1000 Estate Classes, each with a unique Estate Class Identifier (Estate Class ID) that typically comprises four parts that mimic the four level Estate Class hierarchy.

Whilst these form a logical hierarchy, the Estate Classes serve as a method of classification only. It is not intended that maintenance strategy, data fields or other details are to be inferred across Estate Elements by virtue of sharing common (higher) Estate Classes. For example, it is not expected that a Medical Gas Isolation Panel will be maintained and recorded in the same way as a Medical Utility Panel

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simply because they share the same Estate Class 3 (Equipment / Medical / Panels and Pendants).

7.1 Data FieldsThe data fields applicable to an EC describe specific information to be recorded for each estate element within that EC. For example the data field “Height” (ERIM Attribute 2025) applies to all building-related EC and some infrastructure items such as flagpoles and masts. The ERIM defines applicable data fields for each EC. In many cases, the data entries are controlled by value lists that determine the range of valid entries in to the information system. Data rules are provided in support of the ERIM.

7.2 Physical parent versus Functional Parent (group)In GEMS, the Estate is represented by a physical hierarchy as shown in Figure 3 below.

Figure 9 – Defence Estate Hierarchy

All estate elements have a physical parent which is a record of where the element is physically found. Estate elements are considered to fall in a hierarchical structure that has the Australian Defence Organisation at its top. For example, a piece of equipment in a plant room will have a physical parent of a building space which in turn has a physical parent of building level, then building, then property and then base support area (BSA). This allows key data (such as address) to be inherited to all estate elements.

Assets are grouped into Estate Objects (Property, Building, Level, Space, Infrastructure, Infrastructure Systems, Equipment Systems, Land Parcels) which are allocated a FLOC ID (GEMS System ID) or Equipment Objects (Equipment) which are allocated an Equipment ID (GEMS System ID).

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The naming convention for a FLOC ID includes a pre-fix that denotes the type of FLOC and therefore where it sits in the Estate hierarchy as follows:

RG – Region BA – Base Support Area PR – Property BU – Building BL – Building Level BS – Building Space LS – Land Space IN 60 – Infrastructure Networked and Non-networked; format IN 60/XXXX

where XXXX is a sequential number from 0001 IS – Infrastructure System: format IS [Property AO ID]/XXXX where XXXX is a

sequential number from 0001 (ie IS 20/0129/0001 is an Infrastructure System in Enoggera PR 20/0129)

EQ – Equipment System; EQ [Property AO ID]/XXXX where XXXX is a sequential number from 0001 (ie EQ 20/0129/0001 is an Equipment System in Enoggera PR 20/0129).

7.3 Infrastructure System and Equipment Systems (Functional Parent/Group)

Some Estate Classes are described as Function Grouping or Systems. Systems aggregate a number of elements linked to provide a single purpose or function. These elements may be Equipment or Infrastructure and also include items which are too small to warrant specific records, but are otherwise essential parts of the system. For example a fire sprinkler system is a nominated Equipment System (ES.Fi.WS.03) which has child elements such as pumps and tanks. This system will also have valves, pipes, sprinkler heads and other components which make it functional. These ancillary items may not require specific records in the estate data.

A list of Estate Class and their functional parent group can be found in the ERIM and the EDR (Functional Group) Tab.

If the asset is part of a Functional Group then the Functional Location will also need to be recorded. The Functional location field can be found in the Characteristics tab in the GDL. The value will be the applicable GEMS asset ID (FLOC ID) of the parent system.

For example, the Booster Pump for a fire sprinkler system will have a Physical Parent FLOC ID that corresponds to the FLOC ID of the Building/Level/Space where the Pump is located. The Functional Parent will be FLOC ID of the systems (equipment or infrastructure) to which the Booster Pump belongs. Please refer to the Functional Group Guide for further information.

8 Estate GDL – User InformationThe Estate GDL is used to update estate data such as Architectural Objects, Functional Locations, Warranties, Class and Characteristics, Measuring Points. The following section explains the different tabs and how to fill in the spreadsheet using the buttons on the Overview tab.

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8.1 Summary tab

Figure 10 – Estate master data maintenance form – Summary tab

The Summary tab is where the requestor, Estate Maintenance Operation Services (EMOS) and GEMS Master Data Team (MDT) enter general information about the data request.

8.1.1 Requestor DetailsThe requestor will fill in the following fields:

Field Data

Submitted by Requestor’s full name

Company Requestor’s Company

Contact number Requestor’s contact number

Contact email Requestor’s contact email

Site Reference Enter the property site reference/precincts

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Example: 0126/A ; 1098/T; 1200/F

Defence Project Number (if applicable)

Enter Defence project number.

Is this lease related? This is a drop-down list. Select from one of the following:

Domestic International Not lease related

Have EBI's already been issued?

This is a drop-down list. Select from one of the following:

Yes- EBI's have been issued No - EBI's have not yet been issued

The Estate Business identifier (EBI) is the number formerly known as the Unique Estate Identifier (UEI). If an EBI has already been provided you must populate that into the Business Identifier field within the GDL

Related Equip. GDL (if applicable)

Include the file names/s of any related Equipment GDLs

Brief description/Reason for Change/Scope of Works

Enter a Brief Description/Reason for Change/Scope of Works i.e. estate upkeep, new leasing arrangement, disposal of estate objects etc. or for projects briefly explain the scope of work

8.1.2 Function ButtonsThe following buttons will only be selected as required:

Button Description

The Populate GDL button is used by the GST and EMOS to populate downloaded Defence SAP information into the Estate GDL.

Note: Data Suppliers are not required to use this button.

The Run validation check button has inbuilt GDL validation and can be run by the data requestor after all data has been entered to validate SAP data field compliance.

The Create load file button is only to be used by the EMOS once they have reviewed and validated all the data to prep the file for Defence SAP test upload.

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8.1.3 Upload InformationThe person performing the test upload will complete the following fields after the test upload has been completed:

Field Data

Spool number The Spool number is a randomly generated job number for the test upload transaction. It is allocated to the specific test upload instance by Defence SAP once EMOS or MDT loads a test file into Defence SAP. This field is to be populated by the EMOS/MDT only.

SAP User ID The user performing the test upload must include their SAP User ID to enable MDT to search for the Spool number.

EMOS Contact name EMOS master data contact person

EMOS Contact number EMOS contact person phone number

8.1.4 File InformationThe File Information fields are auto populated based on the data entered. Do not enter data in the cells. The table below describes the information that is populated:

Field Data

Number of records in the file Total number of records in the file ie1500.

Which is made up of The fields below provide a breakdown of total count (creation, update, disposals) against the record types.

Creation of new records This field counts the number of new records being created in this file.

Updates to existing records This field counts the number of existing records being updated in this file.

Disposals This field counts the number of disposed records in the file and any records processed via the Uninstall and dismantle of estate button.

Note: Estate objects that have been disposed in the system can no longer have data maintained against them. To make changes to disposed items forward a request to reinstate an item to the EIG GEMS Master Data group inbox providing the item ID and the reason for the change.

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8.1.5 File Naming ConventionsTo ensure consistency, files must be saved using a standard naming convention. An example of naming conventions is contained in the below table.

File Type File Naming Convention

Shell Create 1. Projects: XXXXXX_Estate/Equipment_PropertyID_yyyymmdd_S, or

2. EMOS: EU_(EMOS name)_XXXX_yyyymmdd_S

Update For Projects

XXXXX_yyyymmdd_hhmmss_U

Update For Estate Upkeep Works

EU_EMOS name_XXXXX_yyyymmdd_hhmmss_U

8.1.6 Process DetailsThe MDT will fill in the following fields:

Processed by – Name of MDT contact person processing the file Processed on – Date the file is processed on.

8.2 Overview Tab

Figure 11 – GEMS Estate Master Data Management Tool – Overview Tab

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The Overview tab contains the function buttons for creating, updating or disposing of data. Users must ensure that when navigating between buttons that they select the Return to overview button. If users do not select the Return to Overview button, the data will not input correctly into the spreadsheet. This means that users can create and update within the same spreadsheet, however they must ensure that they select the Return to Overview button before inputting the next set of data. Leasing will need to add details to the spreadsheet using either the Create Estate Item Shell or Process Multi Estate Object buttons. Otherwise, there will be no data to upload into GEMS.

Button Description

The Create Estate Item Shell button takes you to a worksheet which allows you to create a shell for single Estate records. You can use this button to create multiple records by creating one record at a time.

Assign or update Warranty button will take you to a worksheet which allows you to add or update warranty details for single estate records. You can use this button to modify multiple records by modifying one record at a time.

The Assign/update Bld Access button takes you to a worksheet which allows you to create or update building access types and timings. This information can only be updated via this button.

The Assign/update Bld protective treatments button takes you to a worksheet which allows you to create or update protective treatment information. This information can only be updated via this button.

The Commissioning of Estate Items button takes you to a worksheet which allows you to update all the required information except characteristics in one tab, such as estate information, manufacture information, location information, measurements, warranty etc. You can use this button to modify multiple records by modifying one record at a time.

The Dispose of Estate Items button takes you to a worksheet which allows you to select estate items to dispose. You can use this button to dispose multiple records by modifying one record at a time.

The Process Multi Estate Objects button takes you to a worksheet which allows you to create and update/modify multiple records within a single worksheet. All the required information except characteristics can be created or updated in this worksheet, such as estate class (for create only), long text, manufacturing details, location information, text description, measurement information, warranty details etc. Things to note:

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Record limits : Estate files are limited to 1000 records Timing: To populate 1000 Estate records in the Bulk entry

sheet (Updates or Creates) on the Estate GDL can take up to 2 mins

Processing 1000 records (Updates or Creates) from the Bulk entry sheet to the technical load sheets can take up to 6 mins

Building Class/Characteristic Grid (Updates) for 1000 records can take up to 2 min

The Assign Multi Characteristics button takes you to a worksheet which allows you to update/modify characteristics of multiple records within a single worksheet:

Records must already exist in GEMS to use this button to maintain characteristics and cannot be done at the create stage. The Estate ID informs the classes and characteristics that are required for an object and this is determined after creation of the initial record

It is recommended to update no more than characteristics of 1000 records per file

Populating the Estate GDL with characteristics for 1000 records can take up to 2 minutes

The Processing using bulk GDL tool button populates the data entered into the GEMS Estate load sheets. Data suppliers are not required to use this button; it will be used by those performing the test upload

8.3 Viewing Individual tabsEach of the individual buttons on the Overview page opens a separate tab. The exception to this is the Process using bulk GDL tool button. This will override the current view, creating a multi-tab file. Each individual tab provides specific steps and instructions on fields that require populating and how to process the GDL once data has been entered. Information/data fields are colour coded to highlight who is responsible for data entry as per the table below.

Colour Coding

Data entry responsibility

Data in blue fields are to be entered by the requestor, ie the Data Supplier.

Data in orange fields are to be entered by EMOS or GST.

Data is prepopulated or not required and/or for information only.

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1

.

2

3

2

8.3.1 Function Buttons in Individual TabsOnce data entry has been completed, some tabs require actions to update the document. The individual tabs may contain one or more of the below buttons.

Button Description

From the drop down list at the top of the tab, select the required object. This drop-down list will contain all estate objects downloaded and populated into the GDL. Once the object is selected, the Populate Data button populates the data for the selected object into the tab.

Use this button once you have entered all your data to input the changes to Estate load sheets to be loaded back into Defence SAP.

Use this button to navigate back to the Overview page.

Use this button to delete any unused “create” rows you may have added but no longer require to prevent errors.

1. To delete an unused row, highlight the individual line and click on the “Delete selected row” (Creates only) button.

Once the unused row is deleted, it is completely removed from the Multi-sheet, including all the data in that line. There is no UNDO. If you deleted a row in error, just use the “Add a new Line” button to add a new row and re-enter all the data.

After updating all records you must press the Process changes to template button and then Return to Overview button.

When you request a GDL back you receive the full file and to view the GEMS ID you will need to click the buttons above. Instead of a GDL we can also provide an information sheet attached with this email which gives all the basic information to your team but is not editable or up-loadable into GEMS. Please let us know if this information sheet will suffice in future.

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If the traffic light is red, confirm that the attribute length meets the data requirements. If there is a ‘Y’ against the row, check to make sure the data entered matches the figure in the Attribute column.

8.3.2 Attribute LengthsSingle characteristic tabs contain a traffic light system. This visual allows the user to quickly check that the data entered meets the requirements for the particular field.

Figure 12 – Estate Attribute Lengths

Each entry is checked against three requirements as set out below:

Attribute length – The maximum number of characters allowed in the field due to Defence SAP requirements (including spaces).

Actual length – The number of characters entered in the corresponding field (including spaces). Any extra characters will get truncated when data is loaded into Defence SAP.

Must be full length – If a field is marked with a Y in the Must be full length column, it means that when data is entered in the corresponding fields it must meet the full attribute length, ie eight characters when entering Valid from date – YYYYMMDD, eg 20170101, two characters when entering Month of Construction month MM, eg 04.

8.4 Update Characteristics (Multi) tabIn the Update Characteristics (Multi) tab, the Process change in template and Populate Data buttons do not exist. This is because any changes that are made to records on this sheet will automatically populate the action code field in the GEMS load sheets in column B with a U (for update) and will automatically populate all changes into the relevant tabs.

In this tab the characteristic attributes are shown as single or multi. The single characteristic fields will either be a drop down field with allowable entries or free text. The multi characteristics fields allow users to double-click them which will open a user form with either drop down field with allowable entries or free text. When a characteristic field is not required it will be clearly marked as ‘Not Applicable.’ Progress information is displayed at the bottom of the worksheet during the processing of bulk records.

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If the traffic light is green, data entered meets all the requirements.

8.5 Field List tabThe Field List tab is an important resource for users because it contains detailed information on how to fill in each of the fields.

Figure 13 – Estate GDL Field Description tab

Users can select from the drop-down lists within the columns to find and filter detailed information about each field within the AO and FLoc. It also assists with cross-referencing information with the document formerly known as ERIM. The columns in the spreadsheet represent:

Estate GDL fields – map to the upload spreadsheet GDL Sheet, Column – the object in Defence SAP (AO or Floc) ERIM ID – identifies the relevant ERIM ID Description – description of what information that attribute should contain Input Type – the input type including: value list (where users can select from a

defined list), number, free text, date, time, objective link, automated (the GDL will auto-populate the field) or SAP Object.

Create, Update Warranty, Assign Characteristics, Assign/update Building Access, Assign/Update Building Access, Assign/Update Building protective treatment, Commissioning, Dispose, Bulk changes – which fields are required:

o Y for yes (and who is responsible in specific cases such as EMOS/Defence),

o N for not requiredo N (automated) not required because the field is auto-populated.

9 Further InformationYou can access further information from:

The GEMS Gateway as the single access point for all GEMS support and information.(http://drnet.defence.gov.au/dsrg/GEMS/InterfaceAssets/GEMSGateway.aspx)

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the online library (http://easrsn159.eas.mil.au/gm/cabinet-1.25.501)the DEQMS website for up-to-date policies, procedures and guidelines

(http://intranet.defence.gov.au/estatemanagement/)

You can also access further information from the following email addresses:

EIG GEMS Support Team: defenceeiggems.sustainment@defence.gov.au EIG GEMS Master Data: defenceeiggems.masterdata@defence.gov.au

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