Estate Investment Requirement (EIR) · summarising the key points related to the use of the Estate Investment Requirement (EIR) Smart-form. To locate this material, please refer to

Estate Investment

Requirement

(EIR)

GUIDANCE NOTES

FOR ESTATE WORKS PROGRAM

VERSION: MARCH 17

DOCUMENT ADMINISTRATION

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EIR Guidance Notes for the Estate Works Program Page 2 of 23

Copyright Notice

© Commonwealth of Australia 2016

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

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

ABOUT THESE GUIDANCE NOTES

These Guidance Notes have been developed to be used as a self-support tool, summarising the key points related to the use of the Estate Investment Requirement (EIR) Smart-form.

To locate this material, please refer to the information available from the DEQMS website which includes up to date information, policies, procedures and guidelines.

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

FEEDBACK

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

Version Date Revision Details/Status Author Approver

1.0 March 2017 N/A DEWPO DEWPO

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Table of Contents

Table of Contents................................................................................................................................. 3

Overview................................................................................................................................................ 4

Introduction........................................................................................................................................... 5

1. ............................................................................................................................ 6 Project Name

2. ............................................................................................................................ 6 Request Type

3. .............................................................................................................................. 7 Prepared By

4. ................................................................................................. 7 Cleared By and Approved By

5. ..................................................................................................................................... 8 Sponsor

6. ................................................................................................................................ 9 Beneficiary

7. .......................................................................................10 Requirement Description and Aim

8. .............................................................................................................................11 Justification

9. ...............................................................................................12 Sponsor Priority Assessment

10. .......................................................................................................12 Year Time of Completion

11. ......................................................................................................................................13 Budget

12. ......................................................................................................14 Stakeholder Consultation

13. ........................................................................................................................15 Hurt Statement

14. ....................................................................................19 Additional Issues for Consideration

15. .......................................................................................................................19 Validate the EIR

16. ...........................................................................................................20 Prepared By Signature

17. ............................................................................................20 E&IG Consultation and Review

18. .............................................................................................................21 Cleared By Signature

19. ..........................................................................................................21 Approved By Signature

20. ..............................................................................................................22 Approver Comments

21. ..................................................................................................................................22 Email EIR

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Overview

The aim of these Guidance Notes is to provide assistance on completing the Estate Investment Requirement (EIR) Form, specific to the Estate Works Program.

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

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

In order for smart-forms to be loaded into Defence SAP all sections within the form must be filled out. Upon completion of the form, the user can check to see if the form has been correctly filled in by pressing the ‘Validate’ button on the front page.

IMPORTANT NOTE:

This document provides guidance on completion of EIRs specific to the Estate Works Program only. For all guidance on completing an EIR form for the other request types in the drop-down list on the EIR form, refer to the DEQMS website.

Terminology Change

As a result of the Capability Life Cycle, a number of the fields in the EIR smart-form are out of date. Unfortunately, due to GEMS deployment requirements, these fields can not be updated until mid to late 2017.

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Introduction

The Estate Investment Requirement (EIR) smart form is to be used to capture business unit, Command or Headquarters requirements on the Defence estate.

EIR forms are used to request estate activities delivered through the Estate Works Program (EWP), such as:

Compliance and safety works Road grading and resurfacing

Sponsor funded works Infrastructure maintenance works

Minor Facilities Upgrades Works at fuel installations

Building refurbishments

The following guidance is applicable for the completion of EIR forms specific to Estate Works Program.

The Estate Works Program delivers:

Facilities maintenance projects over $10,000, that are aimed at restoring or sustaining capability, safety and compliance requirements of facilities and infrastructure on the Defence Estate.

Minor development of new capability (Minor New Works) up to $500,000

Sponsor Funded Works

1. Project Name

The required project naming convention to be applied is ‘Property ID / Structure ID – Project Name’ where an existing property ID exists.

Example Project names include:

0026/P003 - PMW Increased Storage

0224/A0107- Maintenance of Ammo Site

1004/R6(A) – Replacement of Sump Pump

1302/D0163 – Airwomen’s LIA Refurb

In the instances where there is no existing property ID, the Project Name should clearly identify the location and brief description of the requirement.

NOTE:

The Project Name is limited to 40 characters in Defence SAP (GEMS).

2. Request Type

Select applicable Request Types from the drop-down list provided:

As a result of the First Principles Review of Defence, a number of business changes have occurred. Below is a guide for determining which Request Type is applicable.

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IMPORTANT NOTE:

This document provides guidance on completion of EIRs specific to the Estate Works Program only. For all guidance on completing an EIR form for the other request types in the drop-down list on the EIR form, refer to the DEQMS website.

Request Type Description

General Estate Works Program:

This request type is to be used for the following types of unfunded works:

facilities maintenance projects over $10,000, that works to restore or sustain capability, safety and compliance requirements of facilities and infrastructure up to a maximum of $13.5M, on the Defence Estate

Minor development of new capability (Minor New Works) from $5,000 up to $500,000

Customer Centre Funded

Estate Works Program:

This request type is to be used for Sponsor Funded projects. All sponsor funded works projects are managed through the Estate Works Program.

3. Prepared By

Enter the details of the person who is preparing the EIR Form.

4. Cleared By and Approved By

Enter the contact details for the Estate Facilities & Services (EFS) representative who will be requested to clear the EIR. A list of EFS Representatives can be accessed here.


http://intranet.defence.gov.au/estatemanagement/lifecycle/EstateWorksProgramManagement/ProductDirector.asp

Enter the contact details for the Base Support Manager (BSM) who will be requested to approve the EIR. A list of Base Support Managers can be accessed here.

5. Sponsor

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

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

Post-First Principles Review Groups and Services

Select this Sponsor from the drop-down list

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

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http://drnet/dsrg/regions-bases/Pages/Home.aspx

6. Beneficiary

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

The project ‘Beneficiary’ is the Group or Service that the proposed project will deliver outcomes for. Generally, the project ‘Sponsor’ and ‘Beneficiary’ will be the same Group or Service.

As a result of the First Principles Review of Defence, a number of organisational changes have occurred. Below is a guide for users to assist in which drop-down to select from the ‘Beneficiary’ drop-down list:

Post-First Principles Review Groups and Services

Select this Beneficiary from the drop-down list

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

Note that while Beneficiary must be completed on the EIR form, it is not used in programming the Estate Works Program.

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7. Requirement Description and Aim

Describe “what” needs to be achieved, in the space provided on the EIR form.

This Requirement Description should describe in general terms the problem to be addressed and the actual or forecast effect of this problem.

The Requirement Aim should detail the outcome that will be achieved by addressing the problem, such as increased safety; capability is restored1, legislative compliance.

An example of a Requirement Description and Aim is as follows:

‘Require additional equipment storage at the Parachute Training School (PTS). The current facility has insufficient storage and parachute drying capacity, requiring the parachute maintenance wing to manage spatial shortfalls through dislocated arrangements.’

Any solution provided in this section will be viewed as what is required and will assist in scoping the proposal if it is approved for the Estate Works Program.

Any known risks or assumptions should also be stated.

NOTE: It is necessary to ensure that the specific location is detailed in this section, by including the Estate ID of the building, facility or Infrastructure.

1 For capability outcomes refer to Group or Service Capability doctrine.

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8. Justification

Outline the reason and rationale for the project in the space provided on the EIR form.

The ‘Justification’ section should address:

information about the extent of the problem;

implications if existing gap remains for the Service or Group

how it has impacted operations;

duration it has impacted operations; and

what workarounds have been employed to maintain capability

note the impact on the ADF of not meeting the requirement, or not achieving the proposed outcome in the requested funding year(s).

EIR forms that demonstrate alignment to Groups / Services strategic objectives are more likely to be supported. Reference any relevant policy documents/projects that support the requirement, including: Force Posture, First Principles Review, Jerricho etc.

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9. Sponsor Priority Assessment

Outline the overall priority of the project in the space provided on the EIR form.

The ‘Sponsor Priority Assessment’ section is used to outline the level of importance of the overall requirement and if relevant, list the order of delivery for each component part of the requirement. Refer to Service or Group guidance as applicable.

In conjunction with the Sponsor Priority Assessment’ the Hurt Statement risk assessment will be used to assist in the prioritisation of Estate Works Program projects.

10. Year Time of Completion

Establish the timeline and key milestones for the project on the EIR form.

In this section, identify the approximate dates that the solution is required to be delivered.

If the project has identifiable timelines or phase completion dates, these should be included.

Note:

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The bid cycle for the Estate Works Program occurs in the financial year prior to a three year rolling program. The Start Date should be no earlier than the next financial year, unless the works are Customer Centre Funded (i.e. Sponsor Funded Works).

Identify any time criticality for implementing the solution and why – e.g. availability / seasonal constraints.

Provide anticipated milestones such as any required Department and Government approvals.

Where appropriate, provide separate timelines for individual component parts of the works.

11. Budget

Enter the funding source and overall project budget on the EIR form.

The ‘Sponsor Contribution’ field must be completed with a dollar value.

For General Request Types for unfunded works, enter the dollar value as “0”;

For Customer Centre Funded Request Types for Sponsor Funded Works, enter the sponsor funded dollar value.

The ‘Sponsor Contribution’ field must be populated with the indicative expenditure needed to deliver the requirement. Note all figures should be exclusive of GST.


The free text field in this section should include a short statement on how the cost estimate was determined (e.g. EMOS estimate or a similar recently completed project) and provide a breakdown of the cost by financial year and by element of works – e.g.

Management fees FY18-19 $0.00; FY19-20 $0.00; FY20-21 $0.00

Design Fees FY18-19 $0.00; FY19-20 $0.00; FY20-21 $0.00

Construction cost FY18-19 $0.00; FY19-20 $0.00; FY20-21 $0.00

Total ex GST $0.00

Cost estimate prepared by: ______________________________

12. Stakeholder Consultation

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

This section needs to include reference to parties who were engaged in the preparation of the EIR form – e.g. Commanding Officer; Head of Resident Unit; Groups / Services HQ infrastructure elements, EMOS contractors, National Program Services and E&IG (Estate & Facilities representative; Base Support Manager).

In addition, this section needs to summarise:

All consultation between interested parties to the requirement;

Outline consensus between the parties; and

Identify other projects/activities/estate issues which may impact on the delivery of the requirement.

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13. Hurt Statement

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

The Hurt Statement section is used to provide a statement of the consequences of not proceeding with the requirement against eight (8) Threat Types or impact categories.

Only one Hurt Statement can be entered for each of the Threat Type categories.

The consequence and likelihood ratings must be determined in accordance with the E&IG Risk Management Framework and E&IG Risk Management Process as it applies to the Estate Works Program.

Refer to Table 1: RMF Impact Categories

Refer to Table 2: Likelihood Ratings

Refer to Table 3: Consequence Table (as it applies to the Estate Works Program)

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Table 1: RMF Impact Categories

Threat Type / Impact Category

Description

Capability

Ability for mission essential tasks to be completed in accordance with CDF Preparedness Directive (CPD). Mission essential tasks are tasks that need to be completed by E&IG as 'Specified Tasks' to maintain levels of readiness required by the CPD.

Capacity of the facility to support the user unit / s in the delivery of its primary outputs.

Impact on the ability of the ADF to protect Australia and to fulfill its national security obligations.

Impact on the ADF's ability to train and equip for war and for the conduct of peacetime operations.

Impact on the ability of Defence to develop its capability as detailed in the Defence White Paper.

Impact on civil (non-Defence) capability as a consideration for shared facilities.

Delivery of Services

Impact on the delivery of services provided to customer units / facilities / training areas.

Impact on Defence’s ability to deliver an affordable and sustainable estate and reducing the overall estate liability in the long-term.

Impact on achieving reductions in capability support costs.

Environment

Inability of ESD to deliver agreed products and services in accordance with environmental compliance requirements, that impacts on the following areas;

o the environment, including contamination, damage to flora and fauna, fire, noise, soil damage and erosion, greenhouse gas emission, bio-diversity, feral animals and water quality, environmental management in the strategic context of Defence business.

o heritage includes impacts on sites listed on the National Heritage List, Commonwealth Heritage List, Register of the National Estate and sites that are thought to have heritage significance but have not been formally assessed. Sites can have historic, indigenous and natural heritage values.

Financial

An assessment of the potential for increased costs that would be incurred if the works or services were not performed during the specified period. This includes costs effectively directly related to the works itself and any flow that may result if the works are not performed.

Short-term cost of prevention vs long-term cost of recovery. This would also cover reductions in costs and return on investment i.e. shorter payback period if work performed now, costs now for long term savings.

Legislative Compliance

Compliance with regulatory requirements and the impact of failing to comply (including but not limited to federal, state, territory, local, foreign treaty, indigenous land use agreements, Defence instructions or contracts). Matters for consideration include whether or not the site:

o is currently breaching one or more laws, agreements etc;

o in the absence of some remedial work will shortly be contravening a legislative or other obligation; or

o needs work to be completed within or by some specified time to ensure that it remains compliant with all obligations.

Reputation

Impact on Defence's reputation in provision of ESD services, political and media attention to ESD service delivery matters, community concerns or actions over activities.

Impact on compliance with government commitments as opposed to specific government policy / legislation.

Impact on Service/Group reputation

Safety

Impact on the physical and psychological well being of ADF and APS employees, contractors, visitors, communities in Defence regions and the public in general, that results from the inability of ESD to deliver agreed products and services and meet its obligations under the WHS Act 2011.

Security

Impact on the physical security of Defence facilities and bases, that results from the inability of ESD to effectively maintain or implement the mandated security controls articulated in the Defence Security Manual.

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Table 2: Likelihood Ratings

The following definitions for Likelihood are to be used.

Likelihood Rating Descriptors

Almost Certain Expected to occur in most circumstances. Guide: Is expected to occur multiple times within a year or incident is clearly imminent. For Safety Risks: There is significant exposure to the hazard and, therefore, it is almost certain that the risk event will occur or incident is clearly imminent.

Likely Probably occur in most circumstances. Guide: Is expected to occur approximately once per year. For Safety Risks: There is regular exposure to the hazard and, therefore, it is likely that the risk event will occur.

Possible Could occur at sometime. Guide: Likely to occur approximately once every 5 years. For Safety Risks: There is periodic exposure to the hazard and, therefore, it is possible that the risk event will occur.

Unlikely Not expected to occur. Guide: Likely to occur approximately once every 5-10 years. For Safety Risks: There is sporadic exposure to the hazard and, therefore, it is unlikely that the risk event will occur.

Rare Exceptional circumstances only. Guide: Likely to occur with less frequency than once every 10 years. For Safety Risks: There is little to no exposure to the hazard and, therefore, it is rare that the risk event will occur.

Table 3: Consequence Table (as it applies to the Estate Works Program)

Consequence Capability Delivery of Services Environment Financial Efficiency for Estate Works Program

Legislative Compliance

Reputation Safety Security

Severe The consequences would prevent E&IG from providing essential services to Defence that may stop Defence from carrying out essential Government requirements. Event or circumstance that will prevent Defence from achieving the objective, can result in extreme loss in capability and/or reputation. Extensive additional effort is required to contain consequences.

A strategically important operational capability is functionally unfit for its intended purpose (i.e. unable to perform core mission or essential tasks) due to estate or E&IG service failure(s); or All critical capabilities cease and Defence is either unable to conduct core missions or training activities or there is a major unacceptable delay in delivery of capability due to estate or E&IG service failure(s).

Would have a severe impact on the ability of E&IG to provide services to our customers. Greater than 20% of essential national tasks will not be achieved.

Heritage Listed Assets or Areas: Irreversible and extensive damage is caused to a World Heritage Listed Area, a Commonwealth Heritage Listed Site, a National Heritage Listed Site, a Register of the National Estate Site or a Defence Heritage Listed area or asset; or Significant Environmental Assets: Irreversible and extensive damage is caused to a Matter of National Environmental Significance under the EPBC Act (e.g. endangered species, AMSAR wetland, marine environment).

> 200% increase in project cost in the following year, i.e. next year it will cost more than 3 times as much. OR For cost savings, potential payback period of 1 year is not realised. OR Flow on costs that are greater than 200% of the cost of the project.

Multiple breaches of legislation that have the potential for prosecution or civil class actions.

Sustained detrimental international or national media reports with lasting impact on public confidence or reputation of E&IG and Defence; or Government and or Ministers express extreme dissatisfaction with and loss of confidence in E&IG.

Multiple fatalities OR 10 or more injuries / illnesses categorised as ‘critical’.

Would cause exceptionally grave security incident with national and international attention that has a significant impact on the reputation of E&IG and Defence; or Destruction or damage to physical assets or infrastructure sufficient to prevent delivery of a Defence outcome for a protracted period.

Major The consequences would threaten the ability of E&IG to provide significant services to Defence reducing its ability to carry out essential Government requirements. Event or circumstance that will stop E&IG achieving its objectives and/or result in a critical loss in capability and/or reputation. Consequences require significant additional effort is required to contain consequences.

A strategically important capability is partially functional due to estate failure(s) - i.e. is not fit for purpose and requires significant workarounds that limits the performance of some key missions or essential tasks, or Some critical capabilities are curtailed and Defence is either required to relocate particular functions or training activities, or would continue to be conducted but in a significantly degraded state.

Would have a major impact on the ability of E&IG to provide services to our customers. 10% - 20% of national essential tasks will not be Achieved.

Heritage Assets or Areas (not listed): Irreversible and extensive damage is caused to a non-Heritage listed area or asset which has heritage values; or Environmental Assets or Areas: Irreversible and extensive damage is caused to a non-environmentally significant (as per the EPBC Act) area or asset; or Heritage Listed Assets or Areas: Significant damage is caused to a Heritage Listed area or asset that involves either extensive remediation or will take more than 10 years to recover; or Significant Environmental Assets or Areas: Significant damage is caused to an environmentally significant (as per the EPBC Act) area or asset from which it will take more than 10 years to recover.

> 100 % increase in project cost in the following year, i.e. more than double the cost. OR For cost savings, potential payback period of 2 years is not realised. OR Flow on costs that are > 100% of the project cost.

Breach of legislation that has potential for prosecution and/or civil action.

Detrimental national or state media reports impacting on public confidence or reputation of E&IG and Defence; or Government and or Ministers express dissatisfaction with and loss of confidence in E&IG; or Sustained negative community attention.

Single fatality and / or permanent total disability OR 10 or more injuries or illnesses categorised as ‘major.

Would cause serious security incident with long term ongoing national attention that has a major impact on the reputation of E&IG and Defence; or Destruction or damage to physical assets or infrastructure causing significant impact on delivery of Defence's outcomes.

Moderate The consequences would threaten the ability of E&IG to provide major services to the Defence reducing the ability of the Defence to carry out some Government requirements and subject E&IG to an internal review of some of its current operations. Event or circumstance that will substantially impede the achievement of the objective. Can result in significant loss in capability and/or reputation. Some aspects of consequences can be managed through normal management action, but not all.

A strategically important operational capability requires enduring workarounds due to estate failure(s), which impacts the performance of some key missions or essential tasks; or Some capabilities are curtailed. Missions or training activities can be conducted however in a sub standard or limited state. One or more of the significant requirements of the mission or training would not be met.

Would have a moderate impact on the ability of E&IG to provide services to our customers. 5% - 10% of essential regional tasks will not be achieved.

Moderate damage to the environment or a heritage listed asset or area, which is repairable. The resource or asset will take up to 10 years to recover.

Between 60%-100% increase in the project cost in the following year. OR For cost savings, potential payback period of 5 years is not realised. OR Flow on costs that are 60-100% of the cost of the project.

Breach of legislation with potential for sanction, but no potential for prosecution; and/or Non-compliance with Departmental Policy.

Limited detrimental national or state media reports; or Government and or Ministers express some dissatisfaction with E&IG; or Organised community concerns and complaints; or Will have a major impact on the reputation of E&IG within its stakeholder community and may reduce confidence for an extended period of time.

Serious injury or illness requiring immediate admission to hospital as an inpatient and/or permanent partial disability OR 10 or more injuries/illnesses categorised as ‘moderate’.

Would cause security incident with short term national attention that has a moderate impact on the reputation of E&IG and Defence; or Damage to physical assets or infrastructure impacting on delivery of Defence's outcomes.

Minor The consequences would threaten the ability of E&IG to provide some non-critical services to Defence, partially reducing the ability of the Defence to carry out some Government requirements and potentially subject E&IG to an internal review of some of its current procedures. Event or circumstance that will impede the achievement of the objective. Can result in a medium level capability and/or reputation loss. Consequences can be managed through moderate to extensive normal management action.

A strategically important capability is supported by the estate for all desired missions or tasks, but there would be some qualification to the level it would perform non-critical elements of the mission or task; or Minimal capabilities are curtailed. Missions, training or activities can be conducted with minor degradation to several mission or training requirements; and Minor delays or minor performance degradation.

Would have a minor impact on the ability of E&IG to provide services to our customers. Less than 5% of essential tasks will not be achieved.

Minor damage to the environment or heritage asset or area that is immediately contained on-site. It will take less than 2 years for the resource or asset to fully recover or it will only require minor repair; or Disturbance to scarce or sensitive environmental or heritage resources.

Between 20%-60% increase in project cost in the following year. OR For cost savings, potential payback period of 10 years is not realised. OR Flow on costs that are less than 60% of the cost of the project.

Technical breach of legislation without potential for sanction or prosecution.

Detrimental local media reports; or Subject of local government complaints; or Random substantiated complaints from the community; or Will have a moderate impact on the reputation of E&IG within its stakeholder community and may reduce confidence for a short period.

Injury or illness causing no permanent disability, which requires nonemergency medical attention by a registered health practitioner OR 10 or more injuries or illnesses categorised as ‘minor’.

Would cause minor security incident with short term local attention that has a minor impact on the reputation of E&IG and Defence; or Damage to physical assets or infrastructure resulting in manageable delays in achieving organisational objectives.

Insignificant The consequences do not threaten the ability of E&IG to provide services to Defence. Event or circumstance that will have a small negative impact on the achievement of the objective. Consequences can absorbed, but may require normal management action to minimise the impact.

Minimal activities curtailed with negligible performance impact. Missions, training or activities can be conducted from the estate with minor degradation to one mission or training requirement.

Would have an insignificant impact on the ability of E&IG to provide services to our customers. Some non-essential tasks will not be able to be achieved

Negligible damage that is contained on-site; and The damage is fully recoverable with no permanent effect on the environment or the asset. It will take less than 6 months for the resource to fully recover.

Less than 20% increase in project cost in the following year. OR For cost savings, there is little or no payback realised. OR No or minimal flow on costs.

Low profile detrimental local media reports; or Trivial substantiated complaints from the community; or Stakeholder relationships generally stable

Minor injury or illness that is treatable in the workplace (first aid) or by a registered health practitioner, with no follow up treatment required.

Would cause minor security incident with short term local attention that has a minor impact on the reputation of E&IG and Defence; or Damage to physical assets or infrastructure resulting in manageable delays in achieving organisational objectives.

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14. Additional Issues for Consideration

Provide any additional comments and issues that may be relevant.

15. Validate the EIR

Once all sections in the EIR form have been completed, including the contact details for the Prepared By, Cleared By and Approved By parties, the form needs to be validated by clicking the box on the front page of the EIR form

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16. Prepared By Signature

Following validation above, the Prepared by party needs to digitally sign the EIR in the box provided and a version is saved.

17. E&IG Consultation and Review

E&IG are to be engaged in finalising the EIR form to ensure information is complete for consideration for the Estate Works Program. The Estate & Facilities Services (EFS) Representative signs the Cleared By section on the form, followed by the Base Support Manager (BSM) signing the Approved By section.

Pre-submission consultation with E&IG achieves the following:

Confirm the delivery method. Some works may be delivered under other programs including Estate Upkeep, Land Management, Office Accommodation or Facilities & Infrastructure Program.

Confirm the works are not already in the program. Estate Upkeep, Estate Appraisal and the Facilities and Infrastructure Program programs are already identifying estate maintenance requirements on a facility by facility basis. The requirement may already be in the system.

Alignment of the requirements with the Base Plan for the site

Validity of the risk assessment in accordance with the E&IG Risk Management Framework; and

Validity of the cost estimate.

These reviews are undertaken by the E&IG Base Support Manager and the Estate & Facilities team, supported by the National Program Services provider.

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18. Cleared By Signature

The Cleared By party needs to digitally sign the EIR in the box provided and a version is saved.

This ‘Sign’ box needs to be digitally signed by the EFS representative who is endorsing the EIR form.

EFS Representative Review

At a minimum the EFS representative should review the EIR form to ensure:

The Project Name is in accordance with the naming convention

The Budget is a reasonable estimate for the cost of the works including management and design fees

The Hurt Statement is reflective of the estate risk to be addressed by the EIR and has been completed in accordance with the E&IG Risk Management Framework and additional instructions in section 1.11 above.

Works are consistent with E&IG estate planning requirements for the Base.

19. Approved By Signature

The Approved By party needs to digitally sign the EIR in the box provided and the final version of the EIR form is saved.

This ‘Sign’ box needs to be digitally signed by the BSM who is endorsing the EIR form.

BSM Review

At a minimum the BSM should review the EIR form to ensure:

The specific location is included in the ‘Requirement Description and Aim’ section

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A Budget is provided in the ‘Sponsor Contribution’ field – noting this is a cost estimate applicable for unfunded works and for Sponsor Funded Works

Completion of a valid Hurt Statement in accordance with the E&IG Risk Management Framework and additional instructions in section 1.11.

Sponsor acknowledgement of the requirement included in the ‘Stakeholder Consultation’ section

20. Approver Comments

This section is used to summarise the E&IG (BSM/EFS) review, including changes resulting from the review.

21. Email EIR

The sponsor submits the completed, validated and digitally signed EIR form to the E&IG EIR mailbox.

This is the final step for the Sponsor in the development of an EIR.

Email the completed EIR form to the E&IG EIR Mailbox at [email protected].

NOTE:

When sending the email to the EIR Mailbox, ensure the ‘subject line’ in the email follows the following naming convention ‘Type of Request – Project Name’. Examples of the types of requests for the Estate Works Program are below:

General Request - 0026/P003 - PMW Increased Storage

Customer Centre Funded - 1302/D0163 – Airwomen’s LIA Refurb

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mailto:[email protected]

An example email header is below for reference:

Refer to the DEQMS website for details on the steps that are undertaken following receipt of the EIR to the E&IG EIR Administration Team.

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Documents

Estate Investment Requirement (EIR) · summarising the key points related to the use of the Estate Investment Requirement (EIR) Smart-form. To locate this material, please refer to