Garrison and Estate Management System GEMS Environmental Factor

Garrison and Estate Management System (GEMS) Environmental Factor Management Deployment 1 Information Pack 23 February 2017

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

GEMS Overview

GEMS Overview 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. PPP facilities Projects Estate Planning Estate Financial Programming Recommendation 3: Fully implement an enterprise approach to the delivery of corporate and military enabling services to maximise their effectiveness and efficiency. Environment Management Hospitality & Catering Acquisitions, Leasing & Proposals Contract Management Project Management Notifications & Communication Financial Management GEMS Risk Management Major capital Facilities Development & Delivery Performance Management Reporting & Analysis Program Planning & Management Estate Operations Land Management Services Waste Management Estate technical Governance & Compliance 4

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

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

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

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

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

What will change for SDD Environmental Management Current State 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 Technology § Managing and monitoring environmental factors is performed using MS based tools and databases e. g. EPIT, Resource Data Management System (RDMS) 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 Consistent roles across: § Product Directors § ID – policy § Regional Environmental Officers § EMOS / PDS § 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

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

Environmental Factor Management Environmental Management System 13

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Environmental Factor Management

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: Ø Environmental Factor Records Ø Environmental Risk Management Ø Environmental Monitoring Ø Environmental Incident Management 19

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

Environmental Factor Management

Environmental Factor Management

Environmental Factor Management

Environmental Factor Management Environmental Risk 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. Ø Generic risk descriptors and responses “Risk of Defence-caused fire impacting civilian commercial asset” Fire Sensitive Asset: Byfield Pine Plantations (EFR) Response: Bushfire Prevention Plan RSO’s ETC 25

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 SDD Corporate Risk Authority Table Environment Risk Authority Table?

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Environmental Factor Management Environmental Performance - Monitoring Identify monitoring requirement Establish monitoring program Conduct monitoring Treat exceptions § 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. Review risk/ program 28

Environmental Factor Management Beecroft 2015 29