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BRIG Noel Beutel Director General Capital Facilities and Infrastructure

Defence Infrastructure Panel (DIP) 2017 Project Management and Contract Administration Training (PMCA) 10 February 2017. BRIG Noel Beutel Director General Capital Facilities and Infrastructure.

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BRIG Noel Beutel Director General Capital Facilities and Infrastructure

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  1. Defence Infrastructure Panel (DIP) 2017Project Management and Contract Administration Training (PMCA)10 February 2017 BRIG Noel Beutel Director General Capital Facilities and Infrastructure

  2. Defence Infrastructure Panel (DIP) 2017Project Management and Contract Administration Training (PMCA)10 February 2017 Mr Craig Patterson Director Program Performance

  3. Defence Infrastructure Panel 2017 - PMCA Capital Facilities and Infrastructure Suite of Contracts Overview of Today’s Presentation • Overview of the roles within CFI Branch – Client Side Project Manager • CFI Organisational Chart / Resourcing Levels • Overview of the Defence Capability Lifecycle and approvals process • Summary of a Project lifecycle, focussing on the PMCA’s key services • Freedom of Information Act – relevance to PMCA’s services • Garrison and Estate Maintenance System – what it means for PMCAs • Open forum for Q&A

  4. Defence Infrastructure Panel 2017 - PMCA INFRASTRUCTURE DIVISION FASI Chris Birrer ASPM Lauren Gray ASEE Alison Clifton ASEP Brett Cox DGCFI Noel Beutel ASPFASIM Luke McCloud

  5. Defence Infrastructure Panel 2017 - PMCA CFI BRANCH DGCFI BRIG Noel Beutel Director Program Performance Craig Patterson Director Program Assurance Bob Baird Branch Executive Jackie Bestek Director National GPCAPT Paul Harte Director Mediums Kevin Fogarty Director South East Taj Pabla Director North COL Matt Galton Director West Gino Martiniello Director North East Ese Rainey

  6. Defence Infrastructure Panel 2017 - PMCA Typical Project Team Structure - MCC SUPPLIERS CFI PMCA MC SUBCONTRACTORS

  7. Defence Infrastructure Panel 2017 - PMCA Six Projects

  8. Defence Infrastructure Panel 2017 - PMCA • Client Side Project Management Responsibilities • Risk Assessment • Procurement • Stakeholder Consultation – Capability Manager • Committee Business / Approvals • Capability Manager Gate Review (CMGR) • Estate & Infrastructure Gate Review (EIGR) • Investment Committee (IC) • Government Approval • Parliamentary Approval

  9. Defence Infrastructure Panel 2017 - PMCA • Client Side Project Management Responsibilities (cont’d) • Government Business • Electorate Reporting • Senate Estimates • Budget Process • Questions on Notice • Supporting Ministers • Stakeholder Management – Capability Managers • Reporting • Financial • Annual Plan

  10. Defence Infrastructure Panel 2017 - PMCA • Key Background Information / Changes Within Defence : • First Principles Review 2016 • White Paper 2016 • Interim Capability Lifecycle Manual • Smart Buyer Framework

  11. Defence Infrastructure Panel 2017 - PMCA

  12. Defence Infrastructure Panel 2017 - PMCA ONE DEFENCE BUSINESS MODEL

  13. Defence Infrastructure Panel 2017 - PMCA ONE DEFENCE BUSINESS MODEL

  14. Defence Infrastructure Panel 2017 - PMCA DEFENCE INVESTMENT White Paper 2016

  15. Defence Infrastructure Panel 2017 - PMCA DEFENCE INVESTMENT White Paper 2016

  16. Defence Infrastructure Panel 2017 - PMCA APPROVALS PROCESS

  17. Defence Infrastructure Panel 2017 - PMCA Relationship between Government and Defence

  18. Defence Infrastructure Panel 2017 - PMCA CAPABILITY LIFECYCLE Risk Mitigation & Requirements Setting In-Service & Disposal Strategy & Concepts Acquisition Gate 0 Gate 1 Gate 2 Not Shown: Parliamentary Approvals

  19. Defence Infrastructure Panel 2017 - PMCA

  20. Defence Infrastructure Panel 2017 - PMCA Smart Buyer Framework Approvals Strategy Requirements Technology Schedule Commercial Project Integration Defence Integration Financial Strategic Project Mgt Strategy Acquisition Strategy Sustainment Strategy

  21. Defence Infrastructure Panel 2017 - PMCA • Approvals Process • Estimates Memorandum 2015/51 • Distinguishes between estate and capability projects • Provides for preliminary business cases and lower cost certainty supporting Government Approvals • Department of Finance RMG 502 provides guidance on probabilistic cost modelling

  22. Defence Infrastructure Panel 2017 - PMCA APPROVAL PROCESS - ESTATE PROJECTS Gate 1 Gate 2 Parliamentary Approval Estate & Infrastructure Requirement (EIR) IBC (P50) DBC (P80) PWC Referral and Hearing ($15m<) PWC Notification ($15m>)

  23. Defence Infrastructure Panel 2017 - PMCA APPROVAL PROCESS – CAPABILITY PROJECTS Gate 1 Gate 2 Parliamentary Approval Estate & Infrastructure Requirement (EIR) IBC (P50) PDBC (P70) DBC (P80) PWC Referral and Hearing ($15m<) PWC Notification ($15m>)

  24. Defence Infrastructure Panel 2017 - PMCA • Parliamentary Approval • PWC Act 1969 • Manual of Procedures • Cost Agreement (if not at 2nd Pass) • Key documents • Statement of Evidence • Confidential Cost Estimate

  25. Defence Infrastructure Panel 2017 - PMCA • Rehearsals • Whiteboard Activity • Rehearsal #1 • Rehearsal #2 • Rehearsal #3 (Final) • Public Hearing • In-Camera Hearing

  26. Defence Infrastructure Panel 2017 - PMCA KEY PMCA SERVICES

  27. Defence Infrastructure Panel 2017 - PMCA PLANNING PHASE GENERAL PROCUREMENT DESIGN APPROVALS • Project Management • Contract Administration • Master Program • Master Cost Plan • Lessons • Reporting • Tender Documents / Brief • Tender Administrator • Evaluation Board • Evaluation Board Report • Negotiations • Contract • Tender Documents / Brief • Tender Administrator • Evaluation Board • Evaluation Board Report • Contract • Stakeholder Engagement • Design Review • Certification • VM / RM / PSWG • Site Selection • PDBC • DBC • PWC Documents

  28. Defence Infrastructure Panel 2017 - PMCA DELIVERY PHASE GENERAL PROCUREMENT CONSTRUCTION DLP • Project Management • Contract Administration • Master Program • Master Cost Plan • Lessons • Reporting • Tender Documents / Brief Update • Tender Administrator • Evaluation Board • Evaluation Board Report • Negotiations • Contract • PPA • Payment • Manage RFI • Variations • Scope Management • Cost Management • Commissioning / Handover • Asset Roll-out • Defect Register • PWC Post Implementation Review • Post Occupancy Evaluation

  29. Defence Infrastructure Panel 2017 - PMCA FREEDOM OF INFORMATION ACT

  30. Defence Infrastructure Panel 2017 - PMCA BACKGROUND • Object clause: to give the Australian community access to information held by the Government by: • Requiring agencies to publish the information; and • Providing for a right of access to documents. • Intention: greater public participation, better decision making, increased scrutiny, information a national resource

  31. Defence Infrastructure Panel 2017 - PMCA • Who can apply? • Right of access is not restricted by territorial or citizenship limitations • Right of access does not require demonstration of need to know • What is a document? • papers, notebooks, diaries, minutes, briefs, reports, file notes, post it notes, audio/visual material, photos, IM (lync) logs • Why do you need to know about this?

  32. Defence Infrastructure Panel 2017 - PMCA • What constitutes a valid request under the FOI Act? • Must be in writing • State it is a request under the FOI Act • Give an address or the service of notices – email address is sufficient • Give enough information to identify the relevant documents

  33. Defence Infrastructure Panel 2017 - PMCA FOI Directorate receives and processes request 1

  34. Defence Infrastructure Panel 2017 - PMCA FOI Directorate receives and processes request 1 FOI Request is tasked to Defence line areas for information gathering 2

  35. Defence Infrastructure Panel 2017 - PMCA FOI Directorate receives and processes request 1 FOI Request is tasked to Defence line areas for information gathering 2 FOI Directorate sends collected information to FOI Decision Maker 3

  36. Defence Infrastructure Panel 2017 - PMCA FOI Directorate receives and processes request 1 FOI Request is tasked to Defence line areas for information gathering 2 FOI Directorate sends collected information to FOI Decision Maker 3 FOI Decision Maker reviews every document and identifies exemptions and third party consultation 4

  37. Defence Infrastructure Panel 2017 - PMCA FOI Directorate receives and processes request 1 FOI Request is tasked to Defence line areas for information gathering 2 FOI Directorate sends collected information to FOI Decision Maker 3 FOI Decision Maker reviews every document and identifies exemptions and third party consultation 4 Draft Statement of Reasons, exemptions applied (redacted or refused) sent to FOI Directorate for review 5

  38. Defence Infrastructure Panel 2017 - PMCA FOI Directorate receives and processes request 1 FOI Request is tasked to Defence line areas for information gathering 2 FOI Directorate sends collected information to FOI Decision Maker 3 FOI Decision Maker reviews every document and identifies exemptions and third party consultation 4 Draft Statement of Reasons, exemptions applied (redacted or refused) sent to FOI Directorate for review 5 Statement of Reasons signed. SOR and requested material provided to applicant and published on FOI Disclosure Log 6

  39. Defence Infrastructure Panel 2017 - PMCA Garrison and Estate Management System • FY 2016-17 Rollout for CFI Branch • Will require standardising format of monthly report data • Cash flow • Risk • Others TBA

  40. Defence Infrastructure Panel 2017 - PMCA QUESTION TIME

  41. DIP PMCA Training Quality Expectations • Commitment to the quality promises made at Panel establishment and engagement time • Deliverables free from the absence of quality

  42. DIP PMCA Training Just in Time Training • Defence’s investment in the success of the project • PMCA is to prepare for, attend and participate in any ‘Just in Time’ training provided by the Commonwealth and its advisers • Ensure Consultant's Representatives and all other Consultant personnel directly engaged in the services, administration or management of the Project Contracts attends such training

  43. DIP PMCA Training SMART Infrastructure

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