Document Administration · Web viewIn Defence SAP, objects are entered into separate GDLs used to...
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supporting business, enabling reform Garrison and Estate Management System GEMS Data Management Process Handbook Asbestos February 2020
Document Administration · Web viewIn Defence SAP, objects are entered into separate GDLs used to upload data into different modules in SAP as follows: Estate: used to enter single
Asbestos
Published December 2017 Ref 6854596 GEMS Data Load Tool
Handbook
UNCLASSIFIED
TABLE OF CONTENTS
Document Administration 5 Document Properties 5 Revision History 5
Reviews 5 1 Overview of Estate Data Maintenance in GEMS 6 1.1
Introduction 6 1.2 The GEMS Data Load (GDL) Tool 6 1.3 Asbestos
Data High Level Process and Roles and Responsibilities 8 2 The
Defence Asbestos Register 11 2.1 Environmental Factor Management 11
2.2 GEMS Environmental Factor Record (EFR) ID 11 2.3 Estate
Business Identifier 11 3 Initial Data Assessments and Setup 12 3.1
Assess Existing Estate Data 12 4 Create Asbestos Data Processes 13
4.1 Create New Asbestos Records Process 14 5 Update Existing
Asbestos Records 16 5.1 Update Asbestos Records Overview 16 5.2
Update Asbestos Records Process 16 6 Asbestos GDL – User
Information 19 7 Asbestos GDL Field Descriptions User Guide 19 8
Contact Information and Useful Links 21
LIST OF FIGURES
Figure 3 – Asbestos GDL Process Flow 9
Figure 4 – Assess Existing Asbestos Data process 12
Figure 5 – Request Estate Data Download Form – Defence Estate
Master Data Information Request 13
Figure 6 – Create New Asbestos Record Process Flow 14
Figure 7 – Update Existing Asbestos Record Process Flow 16
Figure 8 – Yellow Form – Defence Estate Master Data Information
Request 17
Figure 9 – Field Descriptions User Guide Extract 20
Document Administration
Document Properties
Objective Number
1.2
Updated Estate Business Identifiers, ERIM and DDIG to DIAS, removed
content that was not applicable and aligned process to current
practice. Removed all detailed processes and referred to document
on GEMS Gateway
Reviews
Name
Title
Signature
Date
Introduction
The Garrison Estate Management System (GEMS) is the Defence Estate
Information Management system. GEMS is a part of the Defence SAP
enterprise system, comprising of many functional modules which
integrate with the Defence SAP financial system, ROMAN. This
handbook provides relevant information to support Estate
Maintenance and Operations Services (EMOS) Contractors to deliver
estate information to GEMS. Information contained in this handbook
is accessible on the DEQMS website at:
With DRN access
Figure 1 – GEMS Information Map
The GEMS Data Load (GDL) Tool
The 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). The GDL 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. These
technical layouts are used to update SAP through the SAP data
validation and upload process.
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.
This handbook provides guidance material on data maintenance for
Estate and Equipment.
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
· 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
.
Asbestos Data High Level Process and Roles and
Responsibilities
Asbestos data Environmental Factor Records
Comments
EMOS
Ultimate accountability
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Who sources the data and completes the appropriate GEMS data upload
tool?
Estate Data maintainers – for Asbestos data
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Delivers iaw Policy guidance,
Ability to update records, including offline tools, and provision
information
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This review is performed when loading the data into GEMS
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e.g. when technical issues occur with data loading
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Figure 2 – Asbestos RACI Diagram
Request for Asbestos GDL
Requestor
· Provides to EMOS
· Record updated in GEMS
Note: For all new asbestos records – the finding must first be
reported in accordance with Defence policy – the recording in GEMS
can occur following make safe activities.
Figure 3 – Asbestos GDL Process Flow
Asbestos Roles and Responsibilities Data Supply Management
Role and Function
GEMS Role - Asbestos Manager
This GEMS User role provides access to Create/Maintain/Display
Asbestos records. The role has the ability to download and upload
Asbestos records via the bulk upload tool.
This role is limited to EMOS Asbestos data managers only.
Data Supplier (Requestor)
For the purpose of this guide the requestor is any person needing
to create new asbestos records.
The term “supplier” is used as a collective term to refer to the
following parties who supply asbestos data for loading to Defence
Estate Information Systems.
Supplier – the agency supplying the new data, whether for new
records or updates to existing records.
The Supplier includes
· Capital Facilities & Infrastructure projects - CFI staff,
PMCA, HC, MC, Designer, Constructor or Sub-contractor;
· Operational Updates – EMOS and other Base Services
providers;
· Estate Planning – EP staff or consultants;
· Engineering and Environment Policy - EE staff , EFS staff, or
consultants;
· Property Services Contractor
· Estate Appraisal staff (conducted by EMOS)
Directorate Safety Policy and Assurance (DSPA)
The authority for E&IG asbestos policy, DSPA define the data
requirements as set out in Regulation 430 of the WHS
Regulations.
EMOS
EMOS – under the Estate Information Management function in
Management Integration & Coordination, the EMOS is required to
maintain up to date estate data. This includes the assessment,
validation and de-conflicting of new and updated data, undertake
download and upload of data into GEMS and upload of data into other
Defence Estate Information Systems (eg Objective and NSIMS);
GEMS Data Team (GDT)
Responsible for data taxonomy, maintaining the Asbestos GEMS Data
Load Tool
The Defence Asbestos Register
Environmental Factor Management
Asbestos data is part of the Environmental Factor management
function within the Risk Compliance and Environmental Management
functional area of Defence SAP. Within Environmental Factor
Management there are nine Environmental Factors:
1) Asbestos
2) Heritage
3) Biodiversity
4) Bushfire
6) Soil
GEMS Environmental Factor Record (EFR) ID
The Defence asbestos register contains a link to associated
asbestos documentation, such as work permits, clearance
certificates, air monitoring results, survey reports and photos
held in Objective. Previously, the Objective folder was labelled
with the AHIR ID (legacy identifier), the Objective folder for new
records should now be labelled using the Environmental Factor
Record (EFR) ID from GEMS. Only records held within the GEMS
solution are deemed accepted by Defence as part of the E&IG
Asbestos register.
Estate Business Identifier
The Estate Business Identifier (EBI) is the number formerly known
as the Unique Estate Identifier. The EBI is the common identifier
or number familiar to local personnel and commonly displayed on
signs or labels affixed to assets. The EBI is a manually issued
identifier that complies with the Spatial Data Management Plan
(SDMP) where applicable.
EBI’s are not applicable for the following objects:
· Hazards
· Incidents
Assess Existing Estate Data
Figure 4 – Assess Existing Asbestos Data process
The first step in the GDL process is to review existing Asbestos
data. This is done in order to provide the user with an overview of
the existing data and to prevent duplication of objects. 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 asbestos 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.
Step 1 – Consult with the relevant EMOS
Responsibility: CFI Contractors, PMCAs, PDS or Project
Directors.
When: During the design phase.
Actions: Consult with the relevant EMOS and seek their advice on
the correct asbestos footprint to request for download.
Step 2 – Request Existing Asbestos Footprint
Responsibility: CFI Contractors, PMCAs, PDS or Project
Directors.
When: At the end of the design phase or commencement of the
delivery phase.
Actions: Complete the “ Request Estate Data Download ” Form (see
below). Through this form the user will request the correct
asbestos footprint as agreed upon at Step 1. The request estate
data download form can be downloaded from DEQMS. Complete the
request estate data download 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 request estate data
download form to the relevant EMOS Mailbox.
Figure 5 – Request Estate Data Download Form – Defence Estate
Master Data Information Request
Step 3 – Develop an Asbestos Information Provision Plan
Responsibility: 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 asbestos
information. Prepare the data to create shell records for any new
objects using the GDL Tool.
Create Asbestos Data Processes
The Asbestos GDL tool is used to create new records.
The creation of new asbestos records for Defence Estate items is a
two-step process.
1. Request to create asbestos records – When requesting to create
asbestos records for the first time, contractors should download
the Asbestos GDL Tool blank template from DEQMS. The asbestos data
must be recorded in accordance with requirements outlined in the
E&IG Asbestos Management Plan (AMP) . The completed GDL should
be sent directly to the relevant EMOS.
2. The EMOS will review and validate data to ensure it conforms
with the standards set by Defence. Once reviewed the data is
uploaded to GEMS and an Asbestos EFR is created.
Create New Asbestos Records Process
Figure 6 – Create New Asbestos Record Process Flow
Step 1 - Obtain GDL template from DEQMS
Responsibility: Data Supplier (Requestor).
When: As required
Actions: Requester can obtain a GDL template from the DEQMS
website. Separate GDLs must be used for separate Regions consistent
with the EMOS footprint.
Step 2 - Enter data in the GDL tool in accordance with the
instructions provided for each attribute
Responsibility: Data Supplier (Requestor).
When: HRU and/or non-EMOS contractors undertaking asbestos works on
the Defence estate must supply the EMOS contractor with all
relevant documentation for uploading to the Defence asbestos
register as soon as reasonably possible after obtaining the
documents and in all circumstances within 14 days.
Actions: Populate template in accordance with the instructions
included in the template or advice given in the Asbestos Management
Plan.
Step 3 - Save the GDL tool
Responsibility: Data Supplier (Requestor).
When: HRU and/or non-EMOS contractors undertaking asbestos works on
the Defence estate must supply the EMOS contractor with all
relevant documentation for uploading to the Defence asbestos
register as soon as reasonably possible after obtaining the
documents and in all circumstances within 14 days.
Actions: The GDL tool must be saved in accordance with the GDL file
naming convention (Project ID_Asbestos_PropertyID_Date_S).
Step 4 - Forward GDL to the correct EMOS
Responsibility: Data Supplier (Requestor).
When: HRU and/or non-EMOS contractors undertaking asbestos works on
the Defence estate must supply the EMOS contractor with all
relevant documentation for uploading to the Defence asbestos
register as soon as reasonably possible after obtaining the
documents and in all circumstances within 14 days.
Actions: Email the completed GDL Tool to the relevant EMOS.
Step 5 – Review, Validate and Load Data
Responsibility: EMOS
When: Upon submission of an asbestos creation request.
Actions: The EMOS will conduct a SAP and business validation of the
record. The GDL is then loaded into GEMS to create the Asbestos
record. Once complete, the EMOS will download the created records
into a GDL spreadsheet and send them to the requestor to advise
them of successful creation.
Step 6 - Corresponding Objective Folder Is Created
Responsibility: EMOS
When: At time of Asbestos record creation.
Actions: EMOS creates a folder in the Objective Estate Management
Workgroup that corresponds 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 GEMS Estate Register
record. EMOS add the Objective folder link to the relevant record
in GEMS.
Step 7 - EMOS Update Objective
Responsibility: EMOS
Actions: EMOS upload Asbestos supporting documentation into the
newly created Objective folder and advise the Requestor and HCO of
the newly created record.
Update Existing Asbestos Records
Update Asbestos Records Overview
The Asbestos GDL tool is also used to update existing
records.
The update of existing Asbestos data for the Defence Estate is
triggered by the completion of a ‘Request for Estate Data’ form
available on DEQMS .
Update Asbestos Records Process
Responsibility: Data Requestor
When: As required
Actions: Requestor completes the Request Estate Data form (yellow
form) from DEQMS as per instructions. Asbestos records can be
amended or updated 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
relevant EMOS mailbox.
Figure 8 – Yellow Form – Defence Estate Master Data Information
Request
Step 2 – Download data from GEMS and send downloaded data to the
Requestor (PDF or GDL)
Responsibility: EMOS
When: Upon receipt of completed yellow form for Asbestos.
Actions: Asbestos record data can be downloaded and provided to
Data Requestor in the appropriate format with instructions for
completion and return.
Step 3 - Enter data in the GDL tool in accordance with the
instructions provided for each attribute
Responsibility: Asbestos data Supplier including projects,
consultant, contractor, EMOS or other supplier of data on new
items.
When: HRU and/or non-EMOS contractors undertaking asbestos works on
the Defence estate must supply the EMOS contractor with all
relevant documentation for uploading to the Defence asbestos
register as soon as reasonably possible after obtaining the
documents and in all circumstances within 14 days.
Actions: Populated template is amended with changes
identified.
Step 4 - Save the GDL tool
Responsibility: Asbestos data Supplier including projects,
consultant, contractor, EMOS or other supplier of data on new
items.
When: HRU and/or non-EMOS contractors undertaking asbestos works on
the Defence estate must supply the EMOS contractor with all
relevant documentation for uploading to the Defence asbestos
register as soon as reasonably possible after obtaining the
documents and in all circumstances within 14 days.
Actions: The GDL tool must be saved in accordance with the GDL file
naming convention (Project ID_Asbestos_Property ID_Date_U).
Step 5 - Send the completed GDL tool and required documentation to
the correct EMOS.
Responsibility: Estate Data Suppliers
When: : HRU and/or non-EMOS contractors undertaking asbestos works
on the Defence estate must supply the EMOS contractor with all
relevant documentation for uploading to the Defence asbestos
register as soon as reasonably possible after obtaining the
documents and in all circumstances within 14 days.
Actions: Email the completed GDL Tool and documents to the relevant
EMOS.
Step 6 – Review, Validate and Load Data
Responsibility: EMOS
When: Upon submission of the asbestos update request.
Actions: The EMOS will conduct a SAP and business validation of the
record. The GDL is then loaded into GEMS to update the record. Once
complete, the EMOS will download the amended records into a GDL
spreadsheet and send them to the requestor to advise them of
successful creation.
Step 7 - EMOS Update Objective
Responsibility: EMOS
When: If required as part of the update
Actions: EMOS upload Asbestos supporting documentation into the
Objective folder pertaining to the asbestos instance being updated
and advise the Requestor and HCO of the update completion
Asbestos GDL – User Information
The Asbestos GDL is used to update Asbestos data. Detailed
information on how to conduct bulk data maintenance (including
create, update and delete) for Asbestos Environmental Factor Record
(EFR) data is provided in the Asbestos EFR Bulk Data Maintenance
document available on DEQMS.
Asbestos GDL Field Descriptions User Guide
The Field Descriptions User Guide maps the GEMS fields to each
object detailed in the Asbestos GDL which required for creating and
updating data. Below is an extract of the guide.
Figure 9 – Field Descriptions User Guide Extract
Contact Information and Useful Links
You can access further information from the following links:
· Directorate of Safety Policy and Assurance (DSPA):
EMOS Contacts:
· EMOS Victoria & Tasmania Region
Step 2 – Request Existing Asbestos Footprint
Step 3 – Develop an Estate Information Provision Plan