GEMS Business Rule 01/2018

Garrison and Estate Management System (GEMS)

Estate Data Supply

With effect from 1 February 2018, GEMS replaced IBIS as the Defence Estate Information Management System (DEIMS). This Estate Data Supply business rule supports the Objectives outlined in the Defence Estate GEMS Policy published in March 2018.

Changes to Estate Data Provision Tools

  1. All Estate data must now be maintained in GEMS. The IBIS system will be archived and become read only. The Estate Data Tool (EDT) has been replaced by the GEMS Data Load (GDL) Tool. This change has significant impact to how data can be uploaded and downloaded for Project teams and contractors.

Creating new estate records or shell records in GEMS

  1. New (shell) records must be created in GEMS via the GDL. New (shell) records requested through the EDT must be sent to the contractors for Estate Management Operations Services (EMOS) for conversion into the GDL format.
  2. Shell records are to be prepared by Estate Data suppliers (Project/ estate works planners, designers,delivery contractors or EMOS)for creation in GEMS. The GEMS Data Teamwill process the shell records after review and validation by the EMOS. The Shell records are place holders for subsequent estate data updates eg warranties, barcodes during the life of the project.
  3. The GEMS Data Team will endeavour to create Estate Shell records within 14days of request. Urgent requests should be the exception rather than the norm.

Downloading Data

Estate Data downloads

  1. GEMS cannot download data into the Estate Data Tool (EDT) as IBIS and GEMS are fundamentally different systems. The downloading of data can only be provided in the GDL format.
  2. Estate Data downloads are requested by completing the Estate Data Download form.

Requests for Data download

  1. The Request for Estate Data Download form has been updated and is available on DEQMS. All data extract requests must be completed using this new form. Requests will be prioritised having regard to the urgency and a realistic required-by-date. Requests should be sent to the EIG GEMS Master Data mailbox.
  2. Only one property should be included on each Request for Estate Data Download Form.
  3. Requests to extract data involving a national footprint should be directed to the EIG GEMS Master Data inbox before completing the Request for Estate Data Form.
  4. Requests for data download to update Estate records in GEMS will be provided in the GDL format.
  5. Requests for data for information will be provided in a simple Excel format.

Uploading Estate Data

  1. All Estate Works and CFI Projects (or project stage)commencing with feasibility and design or early in the delivery stage must use the GDL for data provision via the data download(refer paragraph 10) and subsequent upload process.
  2. Estate Works projects that are in flight prior to the final deployment of GEMS should largely be completed by December 2018. These projects may continue to use the EDT for data upload. The EDTs will be converted to GDLs by the EMOS. In flight estate works that require data download from GEMS will need to provide the data using the GDL. (Refer paragraph 5).
  3. In flight CFI Projects (or project stage)that are near completion may continue to use the EDT for data upload. The EDTs will be converted to GDLs by the EMOS. CFI Projects (or project stage) with a long delivery lead time (more than 1 year) are required to provide estate data on a periodic basis and not at final project (stage) completion. Once the estate data has been loaded to GEMS and subsequent data download is required, these projects will be required to use the GDL for data supply for reasons outlined in paragraph 5.
  4. The Unique Estate Identifiers (UEIs) for inflight projects will still be issued. UEI requests should now be directed to theEIG GEMS Master Data inbox.

Asset demolition or disposal

  1. All demolitions and disposals must be processed through the GEMS GDL tool by requesting a download of the relevant estate records and marking those records for disposal in the GDL tool.

Estate Data Supply process improvement

  1. Estate Data Suppliers are responsible for the accurate, complete and timely supply of estate data to Defence. The EMOS is responsible for reviewing and validating Estate Data supplied.
  2. The estate data supply process under GEMS emphasises early engagement between Estate Data Suppliers, the creation of asset shell records at the design phase and the progressive delivery of estate data through the project life cycle.
  3. Contractors are to comply with the data supply provision milestones outlined on the Defence Estate Quality Management System (DEQMS), otherwise develop a formal Estate Data Provision Plan in consultation with the EMOS. Project Directors are to ensure that the Estate Data Supply is linked to Project payment milestones.
  4. Estate Data Suppliers should familiarise themselves with the GEMS Data Supply processes at the start of the Project life cycle by referring to estate information supply instructions and the estate data management handbooks on DEQMS.

Estate Data Remediation

  1. Estate data remediation is a long term programme to be conducted on a rolling or “fix as you go” basis ahead of estate works or project delivery.
  2. Where estate data has been identified as missing or incorrect in GEMS during project delivery, Estate Data Suppliers must advise Defence of the missing or incorrect data through the shell record creation process.
  3. The Contractors are not required to provide any other additional estate data required for that record. EMOS will continue to be responsible for remediating missing or incorrect estate data as part of the estate appraisal process on a rolling programme basis.

Estate Data Change Management

  1. Other than the EMOS, requests to change Estate Data in GEMS must be approved at the Director level (COL/EL2) accompanied with a business justification.

Training

  1. PMCAs and PDS are must familiarise themselves with the GEMS Data Management Handbook(available on DEQMS) when using the GDL tool for the first time.
  2. Face to face training requirement on GEMS and the GDL tool will be assessed on a case by case basis. These should be requested through the Defence Project Director, the PMCAs or the PDS. Training priorities will be assigned having regard to the requirement to commence using the GDL Tool for the first time.

Steve Grzeskowiak

Deputy Secretary Estate & Infrastructure

April 2018

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