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Garrison and Estate Management System (GEMS)

Garrison and Estate Management System (GEMS). Environmental Factor Management Deployment 1 Information Pack 23 February 2017. Environmental Facto r Management. CONTENTS. GEMS Overview Overview of Environmental Factor Management Business Processes Business Process detail:

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Garrison and Estate Management System (GEMS)

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  1. GarrisonandEstate Management System (GEMS) Environmental Factor Management Deployment 1 Information Pack 23 February 2017

  2. Environmental Factor Management CONTENTS • GEMS Overview • Overview of Environmental Factor Management Business Processes • Business Process detail: • Environmental Factor Management • Monitoring and Reporting (EP-ILT) • Environmental Risk Management • Bushfire Management • Processes • Bushfire Management Annual Checklist • Environmental Incident Management • Wrap up and follow-up dates 2

  3. GEMSOverview

  4. What is GEMS? The GEMS solution is part of the wider Defence SAP enterprise system which aligns with key Recommendation 3 of the First Principles Review and supports the following functions and processes. GEMS Overview PPP facilitiesProjects EnvironmentManagement Hospitality& Catering Contract Management EstatePlanning EstateOperations Project Management Financial Management EstateFinancial Programming Notifications& Communication Performance Management LandManagementServices GEMS Recommendation 3: Fully implement an enterprise approach to the delivery of corporate and military enabling services to maximise their effectiveness and efficiency. RiskManagement Reporting &Analysis WasteManagement Acquisitions,Leasing & Proposals ProgramPlanning & Management Major capital Facilities Development & Delivery Estate technicalGovernance & Compliance 4 4

  5. Garrison & Estate Management System Key Business Drivers for GEMS Poor Data Quality Move Away Increasing Costs Limited Ability Existing Estate Limited Visibility and integrity of previous system led to duplicated effort through re-keying of financial information due to inefficient system dependent business processes of previous systems to receive data supplied by external contractors from manual intervention in the transfer of electronic information of a complete picture of the Defence Estate information management environment could not be extended or supported

  6. GEMS Overview 6 6

  7. What are the benefits for system users? GEMS Overview Minimises duplication of work effort Supports informed decision making Facilitates comprehensive analysis and planning Simplifies contract management Strengthens governance and compliance 7 7

  8. GEMS Overview How is GEMS integrated into Defence systems architecture? • The GEMS solution, including Base Services, Estate and Infrastructure information, is managed via the Defence SAP Enterprise system. • GEMS will see Defence evolve its finance centric SAP system (ROMAN and BORIS) into a mixed Enterprise Resource Planning system. Defence SAP Environment ROMAN, or Resource & Output Management & Accounting Network, is Defence's core Financial transaction system BORIS, or Budget Output Reporting Information System, is Defence’s corporate budget Development and reporting tool 8

  9. GEMS Overview Deployment 1 Scope - Environment, Risk and Compliance Incidents Risk (Governance, Risk and Compliance – GRC) Environmental Capability/Infrastructure failures Fires Estate Only SDD Corporate Risk (Very High & High) Environmental Risk Brisbane BSA

  10. Environmental Factor Management Environmental Factor Types There are nine Environmental Factor Types in Defence SAP: • Biodiversity: Deployment 1 – Property Level Data • BONS: Deployment 1 – Property Level Data • Bushfire: Deployment 1 – No Data • Resource Management: Deployment 1 – No Data • Soil: Deployment 1 – No Data • Waste: Deployment 1 – No Data • Contaminated Sites: Deployment 2 • Heritage: Deployment 2 • Asbestos: Deployment 2 10

  11. What will change for SDD Environmental Management Current State Future State (GEMS) • Streamlined processes for environmental management across the Estate • Ability to link environmental factors to related Risk, hazards and incidents • System generated reports Process • Environmental Factors are managed inconsistently across regions • Significant effort is used to maintain and reconcile environmental factor information as well as monitoring records People • Regional variations in roles • ID – Policy lead • Some PD involvement • Consistent roles across: • Product Directors • ID – policy • Regional Environmental Officers • EMOS / PDS Technology • Environmental Factor Records (EFR’s) • will be maintained & managed through • the GEMS Environment Factor • Management (EFM) module • Environmental Factors will be monitored in the GEMS Environmental Performance (EP) module • Managing and monitoring environmental factors is performed using MS based tools and databases e.g. EPIT, Resource Data Management System (RDMS)

  12. What will change for SDD? Incident Management Future State (GEMS) Current State • Single source for E&IG related incidents • Deployment 1 to capture: • Environmental incidents • Incidents affecting critical capability • Fires • Estate Incidents Process • No single E&IG incident management system • Adhoc processes across regions People • Whole of Defence incident reporting capacity • Product Directors • RESOs • BSMs • EMOS Technology • Utilises current systems: • Sentinel • Environment Incident Report • Defence Policing & Security Mgt • Training Area Incidents • Online incident form for Estate Incidents • End to end processing of incidents – • audit trail and governance • Current mandated systems remain as source of truth

  13. Environmental Factor Management Environmental Management System

  14. Environmental Factor Management 14

  15. Environmental Factor Management

  16. Environmental Factor Management • Learning Pathways for Defence SAP • To gain access to the Defence SAP Environmental Factors module, the • following e-Learning courses on Campus will need to be completed. • These courses form part of the prerequisite training required for you to attend this knowledge • transfer workshop. • GEMS Overview • Environmental, Risk and Compliance (ERC) Overview • Environmental Factor Management in Defence SAP The following two additional courses will assist with reporting and managing the risk process: • Business Intelligence (BI) Reporting Overview • Facilities and Services Management (FMS) Overview

  17. Environmental Factor Management Environment Factor Management Business Process Case Study

  18. Environmental Factor Management • Outcomes • At the end of this session participants will understand: • How GEMS (Defence SAP) will be used to support Environmental Management of the Estate and improve current business practices. • Defence Environmental Management System (EMS) including: • Environmental Factor Records • Environmental Risk Management • Environmental Monitoring • Environmental Incident Management 19

  19. Environmental Factor Management CASE STUDY • Managing the interaction between a critically endangered community and threatening process. • Native temperate grassland and overpopulated kangaroos 20

  20. Environmental Factor Management

  21. Environmental Factor Management

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  23. Environmental Factor Management Environmental Risk 24

  24. Environmental Factor Management • Environmental Risks – Operational • Risk framework for environmental risk interacts with E&IG Risk Framework (ID and SDD) e.g. escalation of environmental risk where the key impact is against WHS, Reputation, Finance. • Generic risk descriptors and responses “Risk of Defence-caused fire impacting civilian commercial asset” Response: Bushfire Prevention Plan RSO’s ETC Fire Sensitive Asset: Byfield Pine Plantations (EFR) 25

  25. Environment Risk Authority Table? SDD Corporate Risk Authority Table Environmental Factor Management • Ownership of Environmental Risk proposed to be at a lower organisational level (TBC). • For risks where high/very IMPACT rating is solely against Environment

  26. Environmental Factor Management

  27. Environmental Factor Management Environmental Performance - Monitoring Treat exceptions Identify monitoring requirement Review risk/ program Conduct monitoring Establish monitoring program • EP - ILT Training covered the SAP processes • The Case Study provided the monitoring context such as a response actions, setting thresholds, and monitoring required as part of a risk treatment.

  28. Environmental Factor Management Beecroft 2015

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