Upon appointing the PMCA updates to Defence SAP will be based on ongoing and ad hoc reporting by the PMCA. For updates to GEMS SAP - PPM the Project Information Exchange (PIX) tool should be used as follows:

• Project Officer exports the current schedule and cost plan and provides them to the PMCA.
• PMCA  provides the Project Officer with updates
• Project Officer reviews updates
• Project Officer imports updates into Defence SAP – PPM
• Project Officer adds Objective links to Checklist Item as required

For this process the following Tasks should be updated:

• DBC draft Complete
• DBC Complete
• Clearence of DBC
• Document Drop for Gate Reviews
• Gate Review
• Investment Committee
• Government Consideration
• Government Approval
• Medium Works Notification
• PWC Agree Medium Work
• MINSUB, SOE, CCE for PWC Referral drafted
• Fact Sheet Preperation
• MINSUB Approved
• PWC Pack and Referral Motion Compiled by DOFD
• PWC Referral
• Public Comment Period
• Whiteboard session
• Review 1
• Community Consultation night
• Review 2
• Rehearsal 2
• Risk Register Update letter to PWC
• Consultation Outcome Letter to PWC
• Review 3
• Rehearsal 3
• PWC Hearing
• Expediency Motion prepared by DOFD
• Parliamentary Approval

For updates to project risks, the Project Officer will document/update key budget, schedule, scope, and other risks that require visibility within the Branch into Defence SAP - GRC.

Risk & Compliance elements WHS Engineering Environment Security ICT Training Areas Data Finance / Procurement

Prepare the draft DBC using the Detailed Business Case (DBC) Template

• Template - Detailed Business Case (DBC)

Risk & Compliance elements WHS Engineering Environment Security ICT Training Areas Data Finance / Procurement

Undertake a generic risk review to confirm the risks identified at the previous stage are relevant. Also identify any new risks relevant to this procurement activity.

• Risk assessment to be conducted, using the Risk Assessment Tool (RAT) located on DEQMS.
  • This is to include Risk Treatments etc. The Risk Assessment is to involve all key Stakeholders.

Assess delivery options and time frames for the development of the DBC.

• The complexity of the project and the risks and issues identified to date.
• Options to be assessed for their advantages/disadvantages and taking into account:
  • Panel Arrangements;
  • Funding; and
  • Staff Resources.
• Assess the timeframes identified in the IBC/PDBC and detail any slippages that may have occured.
• Ensure Contracting Strategy identified in PDDP is still appropriate.
• Amend PDDP if required

• Incorporate feedback from reviews. Finalise scope and detail to P80 Cost Confidence and scope confidence in accordance with DOF Memorandum 2015/51.
• DBC is finalised using the information identified above

• The DBC undertakes final review by CFI Directors and Sponsor, prior to final approval by DGCFI.
  • Refer Executive Review and Approval ERA requirements

• DGCFI or delegate undertakes review with external agencies.

Activity - DGCFI and /or Gate Review Endorsement

Seek DBC approval

• Projects < $4.5m (excl GST) submit to DGCFI for initial approval and then Sponsor approval. Gate Review approval not required.
• Projects > $4.5m and ≤ $7m (excl GST) submit to DGCFI then FASI and then the Sponsor for approval to go to Gate Review.

Projects which have been identified as High Risk or have been requested by the stakeholder for individual DEC consideration will require the same approval process.

• Projects > $7m (excl GST) submit to Sponsor for approval, DGCFI then FASI.

Note: After endorsement is gained for the DBC assess if there are any changes as a result of the Gate Review deliberations. If there are changes a minute must be prepared outlining the changes to notify sponsors and to seek their signature acknowledging the change.

Projects < $15m (excl GST)

• Government and Departmental Approval process. Ensure Parliamentary Notification has occurred.
• Prepare draft MINSUB/CABSUB using the template if required

OR

Approvals - Projects > $15m (inc GST)

• PWC Referral Process.
• Prepare draft PWC statement of evidence and referral if required
• Parliamentary Clearance (Expediency) Granted

• Develop FMA Regulation 9 Approval for Delivery Phase.

• The appropriate financial delegate provides approval.

Risk & Compliance elements Data (Objective)

• PMCA conducts a "Planning" Lessons Learnt Workshop using the Lessons Learnt Register as the baseline.
• PMCA provides a copy to DPA via email E&IGInfrastructureCFIDPASupport@defence.gov.au.

Note: Lessons Learnt and Knowledge Management