Overview - Department of Defence · Web viewThe GDL tool serves a number of purposes ranging from allowing single record entry for low data volumes, bulk data entry (users are prompted

Estate GEMS Data Load – JLL Session

Reference GuideJune 2018

Garrison and EstateManagement System

supporting business, enabling

UNCLASSIFIEDPublished March 2018 Ref 31221987 Bulk Data Maintenance - Estate

TABLE OF CONTENTS 1 Overview...............................................................................................................4

1.1 Schedule.........................................................................................................4

1.2 Introduction.....................................................................................................4

1.3 The GEMS Data Load (GDL) Tool..................................................................5

1.4 Roles..............................................................................................................6

2 Estate Business Identifiers....................................................................................7

3 Initial Data Assessments and Setup......................................................................8

3.1 Assess Existing Estate Data...........................................................................8

4 Create Estate Data Processes............................................................................10

4.1 Overview.......................................................................................................10

4.2 Leasing Specific Overview............................................................................10

4.3 Create WBS and publish indicative project list.............................................11

4.4 Request to Create New Estate Shell Records..............................................12

4.5 Create New Estate Business Identifier (EBI)................................................13

4.6 Review, Validate and Create Asset Shell Records.......................................14

4.7 Create Corresponding Folder in Objective....................................................14

5 Update Estate Data Processes...........................................................................15

5.1 Update Estate Records Overview.................................................................15

5.2 Request to Download Data...........................................................................16

5.3 Update Existing Records in GDL..................................................................17

5.4 EMOS receipt of GDL and validation of data................................................19

6 Estate Data Requirement....................................................................................20

6.1 Estate Class..................................................................................................20

6.2 Characteristics..............................................................................................22

7 Physical parent versus Functional Parent (group)...............................................22

8 Infrastructure System and Equipment Systems (Functional Parent/Group)........23

9 Estate GDL – User Information...........................................................................24

9.1 Summary tab................................................................................................24

9.2 Overview Tab................................................................................................28

9.3 Viewing Individual tabs.................................................................................30

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

9.5 Field List tab.................................................................................................32

UNCLASSIFIEDGarrison and Estate Management System Page 2 of 33


10 Further Information..........................................................................................33

LIST OF FIGURESFigure 1 – Assess Existing Estate Data process.........................................................8

Figure 2 – Create New Estate Records Overview.......................................................9

Figure 3 – Create New Estate Records Overview.....................................................10

Figure 4 – Update Estate Records Overview.............................................................15

Figure 5 – Yellow Form – Defence Estate Master Data Information Request............17

Figure 6 – Estate Class overview..............................................................................21

Figure 7 – Defence Estate Hierarchy.........................................................................22

Figure 8 – Estate master data maintenance form – Summary tab.............................24

Figure 9 – GEMS Estate Master Data Management Tool – Overview Tab...............28

Figure 10 – Estate Attribute Lengths.........................................................................31

Figure 11 – Estate GDL Field Description tab...........................................................32



1 Overview 1.1 ScheduleSchedule Topic

1 GDL Leasing specific process including:

1. Download of existing data2. Submitting data to GST3. Creation of properties (including Property ID form).

2 Estate Class Overview.

3 Estate GDL Spreadsheet Overview.

4 Demonstration of creation of Property, Building, Building Level and Building Space.

5 Q & A session.

1.2 IntroductionThe 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). Bulk Data Maintenance 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 SAP 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 within the Defence SAP landscape, data capture is provisioned across a number of GDL tools.

Estate Information Supply Instructions are being developed to complement the HOTO Guidelines. The instructions reinforce Defence requirements for the accurate, timely and completeness of Estate Information (data and documentation).

These Instructions outline the timing and the accountabilities, roles and responsibilities in the form of a RACI for Designers, Delivery Contractors, PMCAs, PDSs, DEPU, EMOS, Programme/ Project Directors (CFI and DEWPO) and Estate Zone Representatives in the provision of Estate Information throughout the live cycle of a project.

1.3 The GEMS Data Load (GDL) ToolThe 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.

The Estate spreadsheet will create, update, deactivate and undo deactivation of the Estate master data object and its associated Measuring Points, Warranties, Characteristics and Classifications. The upload program will create all of the mandatory master data objects for an estate element as part of the single upload process. These will be created in a hierarchical order, eg the Estate object (AO) will


http://easrsn159.eas.mil.au/gm/workplace-1.54.1

http://drnet/dsrg/GEMS/InterfaceAssets/GEMSGateway.aspx


be created prior to any Measuring Points or Warranties. If one element fails, none of the subordinate objects will be created and an error message will display.

1.4 RolesThe following roles will be involved in Estate Bulk Data Maintenance within Defence SAP:

Business Area Role

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

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

Property Services Contractor

Estate Data Quality & Assurance – EMOS, Region EFS Staff

Estate Appraisal – EMOS.

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 (now known as Defence SAP).

GEMS Support Team (GST) GST: Responsible for data taxonomy, resolving data issues in Defence SAP, maintaining the GEMS Data Load Tool (GDL), validating, committing and downloading data into/from Defence SAP as well as providing support to data suppliers in



the use of the GDL tool.

Directorate of Data & Information Governance (DDIG) in SDD

Conformance and Assurance: Issues new Estate Business Identifiers undertakes data conformance and assurance checks and is responsible for Objective document management in Defence SAP.

Estate Maintenance Operation Services (EMOS)

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 download data for their region upon request and perform test uploads of data into Defence SAP (when all Defence SAP data processes and GDL use are bedded down). They are also required to maintain data into other Defence Estate Information Systems such as Objective and National Spatial Information Management System (NSIMS).

Directorate of Estate Planning and Upkeep in SDD

Approval of Data: Responsible for approving updates to estate information submitted by the EMOS in Defence SAP by exception (eg un-dispose estate records) originating from the data supplier 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 a manually issued identifier that complies with the Spatial Data Management Plan (SDMP). When a shell request is received, the GDT (GDT) will liaise with the Directorate of Data Information and Governance (DDIG) and the EMOS to input the EBI information.

Under the GEMS data process, you do not have to approach DDIG to obtain an EBI number. Instead, the number will be issued by DDIG for Buildings, Building Levels and Building Spaces and the GDT for everything else when the shell request is received.

Please note that for building spaces the SDMP requires references to the Wing and/ or the external space and/or a sub divided room wherever appropriate. These should be clearly stated in the description field in the GDL



The EBI will be entered in the GDL workbook during the shell creation process or the data update process by the GDT in conjunction with DDIG and with EMOS consultation. There is no requirement to issue an EBI for the following objects:

Regions Establishments Equipment Hazards Incidents EFRs (including Asbestos).

The EBI is not to be mistaken with the GEMS Object ID or Unique Estate Identifiers (UEI). 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. Please ignore the term Functional Location other than it is a GEMs system ID and has nothing to do with location. This number is the unique ID used to identify the estate or equipment record in GEMS for data upload/download purposes. The FLOC ID and EBI naming convention is available on DEQMS .

3 Initial Data Assessments and Setup3.1 Assess Existing Estate Data

Figure 1 – 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.

3.1.1 Step 1 – Consult with the relevant EMOSResponsibility: CFI Contractors, PMCAs, PDS or Project Directors.

When: During the design phase.


Step 1 – Consult with the relevant

EMOS

Step 2 – Request

Existing Estate Footprint

Step 3 – Develop an

Estate Information

Provision Plan

http://intranet.defence.gov.au/EstateManagement/lifecycle/EstateInformation/Default.asp


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.

3.1.2 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 Estate Data Download Request (yellow) Form (see below). Through this form the user will request the correct estate footprint as agreed upon at Step 1. The yellow form can be downloaded from DEQMS. Complete the yellow 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 yellow form to the EIG GEMS Master Data Mailbox.

Figure 2 – Create New Estate Records Overview

3.1.3 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.


mailto:[email protected]


4 Create Estate Data Processes4.1 OverviewAs GEMS is an integrated system with the Defence Financial System ROMAN, WBS’ need to be aligned to project shells. For planning purposes, a forward works program for projects should be published annually on DEQMS to inform the GDT data management and Project Support Services resourcing requirements.

This section outlines the activities for establishing new estate records in GEMS. All requests for estate record creation in GEMS are to be completed using the GEMS Data Load (GDL) Tool. There is no longer the requirement to complete the Blue/Green form. 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 Building shell must exist before any Building Levels or Building Spaces can be created. The completed GDL shell request should be sent to the EIG GEMS Master Data 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.

4.2 Leasing Specific Overview

Figure 3 – Create New Estate Records Overview


Step 1 - Request creation

of Property

ID

Step 2 - Complete

GDL & Property ID & send

to MDT

Step 3 - MDT

obtain or

create EBIs

Step 4 - MDT

Forward GDL to EMOS

Step 5 -EMOS

Reviews GDL

Step 6 - MDT loads

GDL into SAP




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 exist within 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.

The process for creating these objects is as follows:

1. Office Leasing & ACT Region must obtain the Property ID issued by General Asset Account:

a. Email “Request for a Property Number” form to [email protected] (escalations need to be emailed to this same address).

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

a. The Office Leasing & ACT Region need to fill out the Summary Section of the Estate Gems Data Load Tool (GDL).

b. The Office Leasing & ACT Region need to fill out the Estate record create details using either the Create Estate Item Shell or Process Multi Estate Object buttons.

c. They will then send the completed Create Estate Item Shell GDL to the Master Data Mailbox for review.

3. The Master Data Team will liaise with DDIG to obtain any missing EBI’s for assets if required or issues EBI’s if required.

4. The Master Data Team then forwards the GDL to the relevant EMOS group inbox for EMOS review (if required).

5. 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 sends back records that pass the review to be created in GEMS. 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 in step two.

6. The Master Data Team loads the file into GEMS and notifies the requestor.

4.3 Create WBS and publish indicative project list4.3.1 Step 1 - Request creation of WBS and AUC at the same time from CFOGResponsibility: CFI and DEWPO 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.

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 yellow form for any subsequent data requests.

4.3.2 Step 2 – Publish in flight Projects on DEQMSResponsibility: GDT

When: In January each year for the following financial year.

Actions: In January each year, the GDT will obtain an indicative list of projects from the CFI Branch and DEWPO. This list will be published on DEQMS to inform EMOS of upcoming facilities development for planning purpose.

4.4 Request to Create New Estate Shell Records 4.4.1 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 from Objective or by sending an email to the EIG master data mailbox.

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


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 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 the closest area eg Building Space where the Equipment is located.

Requesters 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




https://objective/id:AB23850115


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.

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


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

4.4.4 Step 4 - Send the completed GDL tool to the EIG Master Data MailboxResponsibility: Estate Data Suppliers.


Actions: Data Suppliers will email the completed GDL Tool to the EIG Master Data Mailbox.

4.5 Create New Estate Business Identifier (EBI)EBIs (formerly known as UEIs) are required for all estate records: Buildings, Building Levels, Building Spaces, Land Spaces, Infrastructure, Infrastructure Systems and Equipment Systems. EBIs are not required for Equipment, Hazards, Asbestos and other Environmental Factor Records.

There is no requirement to separately request the creation of new Estate Business Identifiers. EBIs will be provided by DDIG or the GDT once the shell request GDL is received. The EBI will be entered into GEMS and provided back to requestors by the GDT via a downloaded GDL spreadsheet containing information about the created objects. Refer to the Estate Business Identifier section for more information.

4.5.1 Step 1 - Create New Estate Business IdentifiersResponsibility: When the requestor submits a shell record creation request, the following areas will issue a unique Estate Business Identifier (EBI) dependent upon the type of object:

The DDIG will issue the EBI for Buildings, Building Levels and Building Spaces in accordance with the Spatial Data Management Plan (SDMP) conventions.

The GDT will issue all other EBIs.

No EBIs will be issued for Equipment, Hazard, Asbestos or Environmental Factor Record creation requests.

When: Upon receipt of requests to create new shell record.




https://drms-russell:443/id:R31580672



Actions: Issue the EBI and enter into SAP upon shell GDL upload.

4.6 Review, Validate and Create Asset Shell Records4.6.1 Step 1 – Update Shell register in ObjectiveResponsibility: GDT

When: Upon receipt of the shell record requests.

Actions: Record the request in the Shell Register in Objective, including name of the requestor, company, file name, email subject line, date received, issued to EMOS, data processed.

4.6.2 Step 2 – Check systems mandatory fieldsResponsibility: GDT

When: Upon receipt of the Shell Record request.

Actions: Check all system mandatory fields are filled. If not, contact the Data Supplier. The GDT may remediate the error if it is appropriate to do so. If the system mandatory fields are complete, the GDT will forward the Shell Record request to the EMOS for review and validation.

4.6.3 Step 3 – Review and Validate Shell Record requestResponsibility: EMOS and/or Data Supplier

When: Upon registering the Shell Record request.

Action: The EMOS must confirm that the shell data provided is correct in accordance with the Estate footprint and Estate Classifications. The EMOS must liaise with the Data Supplier and make any necessary corrections (either through the Data Supplier or the EMOS) before sending the GDL back to the GDT for processing. If the Data Supplier makes the corrections, these must be sent back to the EMOS for revalidation- not the GDT.

4.6.4 Step 4 – Create New Estate Shell Records Data in GEMS SAPResponsibility: GDT

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

Actions: Upload the shell data into Defence SAP. Once complete, the GDT will download the created records into a spreadsheet and send them to the requestor to advise them of successful creation. The EMOS will be notified of the newly created shell records and the new records will be transferred to the EMOS’ system via the CIX each night.

4.7 Create Corresponding Folder in ObjectiveResponsibility: DDIG



When: At time of shell record creation.

Actions: DDIG will have access to the Shell register. DDIG will create a folder in the Objective Estate Management Workgroup folders that correspond to the newly created estate items. This will enable future documents relating to the item to be loaded to Objective and linked to the corresponding IBIS Estate Register record. The downloaded records will be placed in the required Objective folder.

5 Update Estate Data Processes5.1 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 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 (via the Project Management and Contract Administrators as appropriate) for further review and validation prior to loading into Defence SAP.

Figure 4 – Update Estate Records Overview

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

1. Data Suppliers request download of data. Data is downloaded by GST 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.


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


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

5.2 Request to Download DataOnce the Estate shell records have been created (at 90% design stage), 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. If such plan does not exist periodically at the 25%, 50%, 75% and prior to project completion where the project delivery life cycle is expected to exceed 6 months.

5.2.1 Step 1 - Request to Download Estate Data

Who: Estate Data Suppliers are responsible for this step.

When: This step happens as per data provision plan, if not at 25%, 50%,75% and at 90% project delivery, minimum for projects lasting more than six months.

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 5 below) and submitting it to the EIG GEMS Master Data mailbox. EMOS and PCMA’s will also be able to undertake data download over time. For all projects the download requests must include the project WBS number. Instructions for data download requests are contained in the yellow 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.




Figure 5 – Yellow Form – Defence Estate Master Data Information Request

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

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

Who: The GDT is responsible for this step.

When: This step happens as per data provision plan, if not at 25%, 50%,75% and 90% project delivery, for projects lasting more than six months.

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. GEMS systems access is required to undertake data download into the GDL. Downloaded GDL will be stored in Objective. The GDT will send the downloaded file to the requestor from that Objective folder. The file name for downloaded data must conform to GDL file naming convention .

5.3 Update Existing Records in GDL5.3.1 Step 3 - Update data in the GDL tool



https://drms-russell/id:R31580672

https://drms-russell/id:R31580672




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 under GEMS, you will no longer be able to refer to an ERIM attribute number. ERIM attributes are stored in GEMS either as standard SAP master data fields, additional characteristics, measuring points, maintenance plans, asbestos, other hazards or Environmental factors modules in SAP. The Estate data requirement by Estate Class Guide outlines which ERIM attributes are required by each Estate Class ID. A review of the ERIM is currently being undertaken in consultation with EMOS and relevant stakeholders.

The Defence Project Manager, EMOS and GDT must be advised when the Contractor is unable to supply all the required data, outlining the reasons by reference to the Estate data requirement by Estate Class Guide.

5.3.2 Step 4 - Save the GDL tool



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

5.3.3 Step 5 - Send the completed GDL tool to the EMOS






When: This step happens as required: at minimum this occurs at 50 percent project delivery, one month prior to HOTO and one month prior to DLP at the minimum for projects lasting more than six months.

Actions: Email the completed GDL Tool together with attributes not provided to the relevant EMOS:

EMOS Central & West Region

EMOS Queensland Region

EMOS Northern New South Wales Region

EMOS Southern New South Wales Region

EMOS Victoria & Tasmania Region .

5.4 EMOS receipt of GDL and validation of data5.4.1 Step 6 – EMOS receipt of GDL and valuate data

Who: 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 using the Business Data Validation Tool. 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 GDT. EMOS may also upload the data into their systems during the above process. For more information, please refer to the Business Data Validation Guide.

5.4.2 Step 7 – GDT perform the final upload

Responsibility: GDT

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.

For Estate Upkeep works, the GDT will notify EMOS and DEPU that the data file has been successfully uploaded and saved in Objective. For Projects, the GDT will notify EMOS and Data Supplier that the data file has been successfully uploaded and saved in Objective. For more information, please refer to the Business Data Validation Guide.

6 Estate Data RequirementsThe Estate Data Requirement workbook provides detailed guidance on the Estate Classes and data requirements such as the estate class characteristics (attributes) and their values, pricing ID, criticality, maintenance responsibilities and maintenance strategies. It also provides guidance on the granularity rules and at what phase of the project the data should be provided and by whom. It is intended to be a simpler way to present the ERIM.

6.1 Estate ClassAn 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.




Figure 6 – 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.

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, characteristics 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



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

6.2 CharacteristicsThe Characteristics of an Estate Class describe specific information to be recorded for each Estate Element within that Estate Class. For example the characteristic “Height” (former ERIM Attribute 2025) applies to all building-related Estate Classes and some infrastructure items such as flagpoles and masts. The EDR defines applicable characteristics for each Estate Class. 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 EDR.

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

Figure 7 – Defence Estate Hierarchy

Assets are grouped into Estate Objects (Property, Building, Level, Space, Infrastructure, Infrastructure Systems, Equipment Systems, Land Parcels) in GEMS which are structured based on their physical hierarchy ie the physical location of where the asset is situated. Assets in GEMS are represented by a Functional



Location ID (FLOC ID). The Functional Location (FLOC) is the asset ID which is systems generated.

All assets will have a Physical Parent record to show where the item is physically located. The Physical Parent will be the applicable GEMS asset ID (FLOC ID) of that item.

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).

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

Some Estate Classes are described as Function Grouping or Systems. Systems collect together a number of elements linked to provide a single purpose or function. These elements may be Equipment or Infrastructure.

For example a fire sprinkler system is a nominated Equipment System (ES.Fi.WS.03) which has child elements such as pumps and tanks. A list of Estate Class and their functional parent group can be found in the Estate Data Requirement workbook- the Functional Group Tab.

If the asset is part of a Functional Group (refer to Functional Group tab of Estate Data Requirement workbook) then the Functional Location will also need to be recorded. This is recorded in the Functional location field. 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.



7 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.

7.1 Summary tab

Figure 8 – Estate master data maintenance form – Summary tab

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

7.1.1 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

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 (UEI) was already issued by DDIG you can 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

7.1.2 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.

7.1.3 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 GST loads a test file into Defence SAP. This field is to be populated by the EMOS/GST only.

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

EMOS Contact name EMOS master data contact person

EMOS Contact number EMOS contact person phone number

7.1.4 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.

7.1.5 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. For a detailed list on naming conventions refer to DEQMS ‘GDL file naming convention’.

File Type File Naming Convention

Shell Create 1. Projects: XXXXXX_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

7.1.6 Process DetailsThe GST will fill in the following fields:

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





7.2 Overview Tab

Figure 9 – GEMS Estate Master Data Management Tool – Overview Tab

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:

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

7.3 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.

7.3.1 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


1

.

2

3

2

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.


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.

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.

7.3.2 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 10 – 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


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


– YYYYMMDD, eg 20170101, two characters when entering Month of Construction month MM, eg 04.

7.4 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.

7.5 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 11 – 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.

8 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)

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: [email protected] EIG GEMS Master Data: [email protected] EIG GEMS Leasing: [email protected]





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

http://easrsn159.eas.mil.au/gm/cabinet-1.25.501

http://drnet.defence.gov.au/dsrg/GEMS/InterfaceAssets/GEMSGateway.aspx

http://drnet.defence.gov.au/dsrg/GEMS/InterfaceAssets/GEMSGateway.aspx

Documents

Overview - Department of Defence · Web viewThe GDL tool serves a number of purposes ranging from allowing single record entry for low data volumes, bulk data entry (users are prompted