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supporting business, enabling reform Garrison and Estate Management System GEMS Data Management Handbook Estate and Equipment February 2020 Version 1.5
GEMS Data Management Handbook
Estate and Equipment
February 2020Version 1.5
Garrison and EstateManagement System
supporting business, enabling
TABLE OF CONTENTS
Document Properties................................................................................................7
Revision History.......................................................................................................7
Reviews....................................................................................................................7
1 Overview of Estate Data Management in GEMS..................................................8
1.1 GEMS Overview.............................................................................................8
1.2 The GEMS Data Load (GDL) Tool..................................................................8
1.3 Estate Data Maintenance Roles...................................................................10
2 Estate Business Identifiers..................................................................................12
3 Estate Register Information Model (ERIM)..........................................................14
4 Physical parent versus Functional Parent (group)...............................................16
5 Remediating Defence Estate Data......................................................................18
6 GDL Field Descriptions.......................................................................................19
7 GDL File Naming Conventions............................................................................20
8 Create WBS........................................................................................................21
9 Initial Data Assessments and Setup....................................................................21
9.1 Assess Existing Estate Data.........................................................................21
10 Create New Estate Records.............................................................................23
10.1 Create New Estate Records Overview......................................................23
10.2 Create new Estate Records.......................................................................24
10.3 Create Corresponding Folder in Objective................................................25
11 Update Estate Records....................................................................................26
11.1 Update Estate Records Overview.............................................................26
12 Dispose of Existing Records............................................................................29
12.1 Asset Disposal Process.............................................................................29
13 Estate GDL – User Information........................................................................30
13.1 Summary tab.............................................................................................30
13.2 Overview Tab............................................................................................34
13.3 Viewing Individual tabs..............................................................................36
13.4 Update Characteristics (Multi) tab.............................................................38
13.5 Field List tab..............................................................................................38
14 Equipment GDL – User Information.................................................................40
14.1 Summary tab.............................................................................................40
14.2 Overview tab.............................................................................................43
14.3 Viewing Individual Tabs.............................................................................45
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14.4 Update Characteristics (Multi) Tab............................................................47
14.5 Field List Tab.............................................................................................47
15 Data Extracts from GEMS................................................................................49
15.1 How To – Extract the Estate Hierarchy from GEMS..................................49
15.2 How To – Extract the Equipment Hierarchy from GEMS...........................51
16 Business Data Validation (BDV) Tool..............................................................53
16.1 Overview – Business Data Validation Tool................................................53
16.2 The Validator Tab......................................................................................54
16.3 The Tests tab............................................................................................55
17 Download Estate Data from GEMS..................................................................56
17.1 Step 1 – Navigate to Transaction..............................................................56
17.2 Step 2 – Select the Folder to download into..............................................57
17.3 Step 3 – Select the Functional Locations to Download.............................57
17.4 Step 4 – Select accompanying master data to download..........................57
17.5 Step 5 – Execute the Transaction and Download the File.........................57
17.6 Step 6 – Download the GDL......................................................................58
17.7 Step 7 – Populate the Downloaded Data into the GDL.............................58
18 Download Equipment Data from GEMS...........................................................60
18.1 Step 1 – Navigate to Transaction..............................................................60
18.2 Step 2 – Select the folder to download into...............................................60
18.3 Step 3 – Select accompanying master data to download..........................61
18.4 Step 4 – Select the Equipment to Download.............................................61
18.5 Step 5 – Execute the Transaction and Download the File.........................61
18.6 Step 6 – Download the GDL......................................................................62
18.7 Step 7 – Populate the Downloaded Data into the GDL.............................62
19 Upload Estate Data into GEMS (Background Processing)..............................64
19.1 Step 1 – Navigate to Transaction..............................................................64
19.2 Step 2 – Elect to run the transaction in the background and select the file to upload................................................................................................................64
19.3 Step 3 – Execute the Upload.....................................................................64
19.4 Step 4 – Find the Spool ID........................................................................65
19.5 Step 5 – Display the Upload Results.........................................................65
19.6 Step 6 – Extract the results to Excel and Check for errors (optional)........66
19.7 Step 7 – Send the Upload details to the GEMS Sustainment Team.........67
20 Upload Equipment Spreadsheet into Defence SAP (Background Processing)67
20.1 Step 1 – Navigate to Transaction..............................................................67
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20.2 Step 2 – Elect to run the transaction in the background and select the file to upload................................................................................................................68
20.3 Step 3 – Execute the Upload.....................................................................68
20.4 Step 4 – Find the Spool ID........................................................................68
20.5 Step 5 – Display the Upload Results.........................................................69
20.6 Step 6 – Extract the results to Excel and Check for errors (optional)........70
20.7 Step 7 – Send the Upload details to the GEMS Sustainment Team.........71
21 Contact Information..........................................................................................71
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LIST OF FIGURESFigure 1 – GEMS Unique ID and Estate Business Identifier Table Extract................13
Figure 2 – Defence Estate Hierarchy.........................................................................16
Figure 3 – Field Descriptions User Guide Extract......................................................19
Figure 4 – GDL File Naming Conventions.................................................................20
Figure 5 – Assess Existing Estate Data process.......................................................21
Figure 6 - Request Estate Data Download Form – Defence Estate Master Data Information Request..................................................................................................22
Figure 7 – GDL Form example – Parent EBI Site reference information...................23
Figure 8 – Request Estate Data Download Form – Defence Estate Master Data Information Request..................................................................................................27
Figure 9 – Estate master data maintenance form – Summary tab.............................30
Figure 10 – GEMS Estate Master Data Management Tool – Overview Tab.............34
Figure 11 – Estate Attribute Lengths.........................................................................37
Figure 12 – Estate GDL Field Description tab...........................................................38
Figure 13 – Equipment master data maintenance form – Summary tab....................40
Figure 14 – GEMS Equipment Master Data Management Tool Overview tab...........43
Figure 15 – Equipment Attribute Lengths..................................................................46
Figure 16 – Equipment GDL Field Description tab.....................................................48
Figure 17 – Display Functional Location: Functional Location Selection screen.......49
Figure 18 – Display Equipment: Equipment Selection screen...................................51
Figure 19 – Business Data Validation Tool – Validator Tab.......................................54
Figure 20 – Business Data Validation Tool – Tests Tab............................................55
Figure 21 – Business Data Validation Tool – Exception Report................................56
Figure 22 – Estate BDLA Download screen..............................................................56
Figure 23 – The Estate master data maintenance form.............................................59
Figure 24 – Equipment Download: Equipment Selection...........................................60
Figure 26 – Equipment master data maintenance form screen.................................63
Figure 27 – Estate Bulk Data Upload screen.............................................................64
Figure 28 – Job Overview screen..............................................................................65
Figure 29 – Graphical display of spool request 26772 in system RE2 successful results........................................................................................................................66
Figure 30 – Graphical display of spool request 26772 in system RT1 error results...66
Figure 31 – Equipment Bulk Data Upload..................................................................67
Figure 32 – Job Overview screen..............................................................................69
Figure 33 – Graphical display of spool request 26772 in system RE2.......................70
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Document Administration
Document PropertiesObjective Number R32692387
Author Lois Wake
Document Version 1.5
Status Published
Classification Unclassified
Date of Issue 13 Dec 2017
Revision HistoryRevision Date
Author Version No.
Description
21 Mar 18 S Kiemann
1.1 Updated to reflect additional processes identified during Training
03 Jul 18 L. Haque 1.2 Updated to reflect changes to GDL spreadsheet.
02 Nov 18 L. Haque 1.3 Updated document administration page to reflect correct document version number. Updated table to contents and list of figures to reflect correct page numbers. Screenshot updated Section 6 for data download form
17 Dec 19 L. Haque 1.4 Update Broadspectrum EMOS email address from Defence EU Asset Register [email protected] to relevant regional PSS teams. (Section 12.1.5)
25 Feb 20 V.Zauner 1.5 Updated Estate Business Identifiers section 3, ERIM/EDR references and changes DDIG to DIAS
ReviewsName Title Signature Date
Lois Wake Director - GEMS Business Support
02/09/2019
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1 Overview of Estate Data Management in GEMS1.1 GEMS OverviewThe Garrison and 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. The main functions used by GEMS are Real Estate, Estate Maintenance, Environmental Health and Safety Management (EHSM) for Hazards and Incidents, Environmental Factor Management (EFM), Environmental Performance, Case Management, Risk Management and Portfolio and Project Management.
This handbook provides information to support Data Suppliers to deliver estate information to GEMS through the Estate Maintenance Operations Service providers (EMOS).
Information contained in this handbook is accessible on the DEQMS website at:
With DRN access:http://intranet.defence.gov.au/EstateManagement/lifecycle/EstateInformation/Default.aspWith External access:http://www.defence.gov.au/estatemanagement/lifecycle/estateinformation/default.asp
Enquiries regarding GEMS should be directed to the GEMS Master Data Team via the [email protected] mailbox.
1.2 The GEMS Data Load (GDL) ToolThe 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 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 GEMS 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 intact to and from Defence email accounts. Due to interface requirements with different SAP modules within the Defence SAP landscape, data capture is provisioned across a number of GDL tools.
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This handbook provides guidance material on data maintenance for Estate and Equipment.
The 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)
Other 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.
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1.3 Estate Data Maintenance RolesRoles involved within the estate and equipment data management process include:
Business Area Role
Data Suppliers (include but not limited to):
Estate Works projects – Project 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 staff or consultants/contractors,
Engineering and Environment Policy - EE staff, Estate Facilities Services (EFS) staff, or consultants/contractors,
Property Management – PM staff, Contracted Service Provider or consultants,
Estate Data Quality & Assurance – EMOS, Region EFS Staff
Estate Appraisal – EMOS or Specialist Service contractor/consultant
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 (including Defence SAP (GEMS)).
GEMS Data Team (GDT) GDT: Responsible for data taxonomy, resolving data issues in Defence SAP, maintaining the GEMS Data Load Tool (GDL), processing, uploading and downloading data into/from GEMS as well as providing support to data suppliers in the use of the GDL tool.
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Directorate of Information & Systems (DIAS) in SDD
Conformance and Assurance: Undertakes data conformance and assurance checks and is responsible for Objective document management for the Estate Management folder structure.
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 existing data. They are required to provide information and facilitate provision of data for their region upon request and perform test uploads of data into GEMS. 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
Product Director responsible for Estate Information: Responsible for approving updates to estate information submitted by the EMOS in GEMS (originating from the data supplier) by exception and for the provision of guidance material on functional representation of the estate.
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2 Estate Business IdentifiersThe 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 issued by either the GDT, Designer/Installer or EMOS as specified in the Table below.
The EBI will be entered in the GDL workbook in the ‘Sort field’ during the shell creation process (for EBI’s issued by other than GEMS) or the data update process by the GDT. There is no requirement to issue an EBI for the following objects:
Hazards Incidents EFRs (including Asbestos).
The EBI is not to be mistaken with the GEMS Object ID. 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. This number is the unique ID used to identify the estate or equipment record in GEMS for data upload/download purposes.
The EBI is to be obtained early in the Project lifecycle to enable it to be referenced in Project documentation, drawings and other documentation.
Where an item requires a label or sign to be attached in accordance with the Defence Signage and Labelling Standard the sign or label is to reflect the EBI as issued.
The GEMS Unique ID and EBI numbering convention is available on DEQMS . An extract of this is shown below.
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Type # Convention Type # ConventionDefence Estate ADF 100 E ES 100 No NA Defence ONLYRegion REGN 100/RRR R RG 100/RRR No NA Defence ONLYBSA BSA 100/RRR/YYYY A BA 100/RRR/YYYY No ABCD Defence ONLYProperty PRP 20/XXXX P PR 20/XXXX Yes XXXX Asset Accounting, CFOLand Parcels (Titles) PAR 50/ZZZZ T LP 50/ZZZZ No TBALand Space LND 40/UUUU O LS 40/UUUU No XXXX/@/LSzzzz GEMS Master Data TeamBuilding BLD 30/AAAAA B BU 30/AAAAA Yes XXXX/@ZZZZ GEMS Master Data TeamBuilding Level LVL 30/AAAAA/VV L BL 30/AAAAA/VV Yes XXXX/@ZZZZ/LLL (LLL= lvl type) Designer/ProjectBuilding Space SPAC 30/AAAAA/VV/OOOO S BS 30/AAAAA/VV/OOOO Yes XXXX/@ZZZZ/LLL /FDDD (F = the wing & DDD = space number) Designer/ProjectInfrastructure (Networked) INFN 60/KKKK N IN 60/KKKK Yes XXXX/@/IIII/yyyy (IIII= Info Type & yyyy = 000#) GEMS Master Data TeamInfrastructure (Non-Networked) INFO 60/KKKK I IN 60/KKKK Yes XXXX/@/IIII/yyyy (IIII= Info Type & yyyy = 000#) GEMS Master Data TeamInfra. Systems (Installed in Prop) Y IS 20/XXXX/CCCC No XXXX/@/IIII/yyyy (IIII= Info Type & yyyy = 000#) GEMS Master Data TeamInfra. Systems (Installed in Bld) Y IS 30/AAAAA/CCCC No XXXX/@/IIII/yyyy (IIII= Info Type & yyyy = 000#) GEMS Master Data TeamEquip. Systems (Installed in Prop) Z EQ 20/XXXX/BBBB No XXXX/@/ES000# (for Property) GEMS Master Data TeamEquip. Systems (Installed in Bld) Z EQ 30/AAAAA/BBBB No XXXX/@ZZZZ/ES000# (for Building) GEMS Master Data TeamEquipment FFGGGGGGGG Yes^ R0000001 (R=Region) EMOS
Only for leased infrastructureWhere FF represents the equipment type, eg A = 1^ only for estate class E.HV.03.02
Issued ByArchitectural Object Functional Location Children
Equip?Estate Business Identifier Format
Figure 1 – GEMS Unique ID and Estate Business Identifier Table Extract
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3 Estate Register Information Model (ERIM)The ERIM is a description of how Estate and Infrastructure Group (E&IG) captures and records the Defence estate in the Defence Estate Information System (DEIS). A core element is Estate Class (EC), which is a four level classification system, to which every item to be managed on the Defence estate is mapped (see Figure 1). Estate data exchanged between the DEIS and other information systems, including data provider systems, must comply with the ERIM.
The four levels of Estate Classes combine to form a unique identifier known as the Estate Class ID. Further explanation of the ERIM and how it applies to estate records is available on DEQMS.
The ERIM requirements align with the GDL Field Descriptions, which defines the data type, the length of each field and what estate objects the fields relate to.
E&IG reviews the ERIM requirements on an ongoing basis in consultation with key stakeholders both within and outside Defence to ensure data requirement collection is cost effective and practical. E&IG welcomes ongoing feedback, which can be directed to the EIG GEMS Master Data as a central point of contact.
The ERIM information requirement for recording of estate and equipment items (as defined by GEMS processes) has been provided in series of pivot table reports on the GEMS DEQMS pages as the Estate Data Requirement (EDR) workbooks. The EDR workbooks provide a shortened view of the ERIM information to present the requirements for each ECID. Where there is a conflict between information in the ERIM and the EDR, the ERIM takes precedence. The EDR workbook contains the following tabs and each is described in the following sections:
a. EDR Reporting Overview - The purpose of this tab is to describe the use of each reporting tab in the EDR workbook structure.
b. EC ID Usage guide - The purpose of this tab is to describe all EC to which all estate elements are assigned. Establishing the ECID of an estate element is the first step to be undertaken when creating a new record. This tab lists the ECID and corresponding EC 1 to 4 for all classifications. Usage guidance provides information on the elements that fall within each EC. The recording granularity indicates whether items are recorded individually or as a group with quantity recorded. This tab informs which ECID to apply when creating a new asset and creating a single record for all like assets at a location or individual asset records.
c. EDR by ECID - This tab provides a list of data fields including a description of what the data field is capturing relevant to an ECID. This report also shows the data format and the field length, field business rules (where applicable), who is responsible for providing the information and at what stage of a project Defence would expect to have the information. The tab informs what information (data fields or characteristics) are to be provided for each estate element once the applicable ECID has been established. The data fields by ECID are the only fields that are required to be filled in on the GDL tool relevant to the ECID selected.
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d. Field Value Lists - This tab shows the relevant values for data fields where the data format required is ‘Value List’. These values are provided for selection in the GDL tool.
e. Physical parent guide - This tab provides a guide on the expected EC of the physical parent of an estate element.
f. Functional Group Guide – The purpose of this tab is to present the parent-child relationships of estate elements. This list shows the relationship between infrastructure and equipment systems and the child estate elements that may comprise these systems. Note that child elements of infrastructure system can include infrastructure, equipment system and equipment elements. Filter by ECID (column C) to display all systems that an estate element can belong to. For example E.HV.02.16 (Equipment/HVAC/Distribution/Non-Ducted Air Handling Unit) can belong to either ES.HV.AD (Equipment System/HVAC/Air Distribution) or ES.HV.Sp (Equipment System/HVAC/Split Air Conditioning). There are instances where a functional group will have no child items listed. In this case do not record all of the child items that apply to a system. For example ES.El.LP (Equipment System/Electrical/Lightning Protection) has no child elements listed.
g. EMOS -Price ID and maintenance Strategy - The purpose of this tab is to show the default maintenance strategy (with applicable EMOS EU Pricing Id) and maintenance responsibility applicable to each ECID. If an ECID is showing a default maintenance strategy or responsibility that is different from what is required for a particular item eg. ECID indicates maintenance strategy is responsive maintenance but the manufacturer’s recommendation is for a scheduled service every six months then the EMOS should contact Directorate of Estate Planning & Upkeep (DEPU) for advice and instruction. If the maintenance responsibility applicable to a particular item is other than EU eg. CASG or CIOG then the Handover/Takeover (HOTO) process identifies the responsible party for these items. If there is a dispute about maintenance responsibility, the EMOS should contact DEPU for advice and instruction. EU Pricing Id is an internal code for EMOS EU and DEPU reference.
h. Infrastructure (systems) type - This tab provides direction on the four character convention to describe the different types of infrastructure and infrastructure systems which are used in the EBI and referenced in the SDMP labelling string.
i. Estate Data Business Owner - The purpose of this tab is to align each EC data field to E&IG accountable officers.
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4 Physical parent versus Functional Parent (group)
Physical parentIn GEMS, the Estate is represented by a physical hierarchy as shown in the Figure below.
Figure 2 – 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) or an Equipment ID (EQID). The FLOC and EQID is the GEMS asset ID which is system 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 (usually FLOC ID) of that item.
The numbering 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:
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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).
Functional Parent 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 ERIM.
If an asset is part of a Functional Group (refer to Functional Group tab of ERIM) 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 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 the FLOC ID of the system (equipment or infrastructure) to which the Booster Pump belongs. Please refer to the Functional Group Guide for further information.
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5 Remediating Defence Estate DataImproving the quality of Estate data in GEMS is a priority. A number of activities are in progress to remediate data (managed by GEMS) and improve the quality of data (managed by SDD and ID).
Where estate data in GEMS has been identified as missing or incorrect during project delivery, estate works contractors and construction contractors (Contractors) must advise Defence and the EMOS of the missing or incorrect data by completing the GDL to create the missing record or update existing record errors.
The Contractors are not expected to provide additional estate data required for that record if this is outside of the scope of their project. The EMOS will consult with Defence to determine responsibility for remediating missing or incorrect estate data.
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6 GDL Field Descriptions The GDL Field Descriptions maps the SAP fields to each object, detailing in both the Equipment and Estate GDLs which fields are required for creating and updating data. Below is an extract of the guide.
Figure 3 – Field Descriptions User Guide Extract
The full GDL field descriptions can be accessed directly on DEQMS at:
Field Descriptions - Estate & Equipment Field Descriptions - Asbestos
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7 GDL File Naming ConventionsThe GDL file naming conventions are detailed below for both project and Estate Upkeep related data requests.
GDL update actvity Projects Estate Upkeep Performed byRequest to Create Shell Records (S) PPP_XXXXX_yyyymmdd_S_V EU_EMOS name_XXXXX_yyyymmdd_S_V ContractorsDownloaded Records (D) PPP_XXXXX_yyyymmdd_hhmmss_new_V EU_EMOS name_XXXXX_yyyymmdd_hhmmss_New_V EMOS/GSTRequest to Update Records (U)* PPP_XXXXX_yyyymmdd_hhmmss_U_V EU_EMOS name_XXXXX_yyyymmdd_hhmmss_U_V ContractorsValidated and Tested (T) PPP_XXXXX_yyyymmdd_hhmmss_T_V EU_EMOS name_XXXXX_yyyymmdd_hhmmss_T_V EMOSProcessed in GEMS (P) PPP_XXXXX_yyyymmdd_hhmmss_P_V EU_EMOS name_XXXXX_yyyymmdd_hhmmss_P_V GSTBDV Validation Report PPP_XXXXX_yyyymmdd_hhmmss_BDV_V EU_EMOS name_XXXXX_yyyymmdd_action officer initials_BDV_V EU_EMOS name_XXXXX_yyyymmdd_hhmmss_BDVEMOS
yyyymmdd denotes the date of request for shell creationPPP denotes the Project or/and building IDyyyymmdd_hhmmss denotes the system date of the downloaded file. This will change each time the data is donwloaded for updatexxxxx= Estate or EquipmentV= version number
* when a request to update GEMS is required, the data will be downloaded to you from GEMS using the PPP_XXXXX_yyyymmdd_hhmmss conventionwhen you send the file back, you must use the same convention for the file name and append the U chaacter for update and the version number
GEMS Bulk Provisioning Data Load Tool Naming Convention
To inform the various stages (event) of data updates in GEMS, the following file naming convention must be applied to the GDLs for:a) requests to create new record shells, b) downloaded existing records, c) request to update existing records or create additional records within the shell, d) tested upload in GEMS and e) processed data in GEMS.
Figure 4 – GDL File Naming Conventions
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8 Create WBSAs GEMS is an integrated system with the Defence Financial System ROMAN, WBSs need to be aligned to project shells.
8.1.1 Step 1 - Request creation of WBS and AUC at the same time from CFOGResponsibility: CFI and DEWPO project directors
When: CFI projects - At around 30% design phase. DEWPO projects - in early January each year 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 request estate data download form for subsequent data requests.
9 Initial Data Assessments and Setup9.1 Assess Existing Estate Data
Figure 5 – 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.
9.1.1 Step 1 – Consult with the relevant EMOSResponsibility: 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 estate footprint to request for download. In particular, seek agreement on the physical parent, the functional parent and the Estate Class ID.
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Step 1 – Consult with the relevant
EMOS
Step 2 – Request
Existing Estate Footprint
Step 3 – Develop an
Estate Information
Provision Plan
9.1.2 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 “Request Estate Data Download” Form (see below). Through this form the user will request the correct estate 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 EIG GEMS Master Data Mailbox.
Figure 6 - Request Estate Data Download Form – Defence Estate Master Data Information Request
9.1.3 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.
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10 Create New Estate Records10.1 Create New Estate Records OverviewThis 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 Tool (GDL). When requesting to create estate records for the first time, contractors should download the blank GDL Tool template from DEQMS. It is important to download a new tool each time you undertake this activity as the tool is updated (new version) on a regular basis to remain compatible with GEMS and ERIM.
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 (e.g. 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, e.g. 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.
To allow the GDT to allocate a correct EBI requestors need to provide information on the relevant site reference of the property where the assets will be created. If all objects on the GDL are located at a single site the requestor should include the site reference on the Summary Sheet of the GDL. For multiple site references the requestor should enter the information in the Parent EBI column as per the example below.
Figure 7 – GDL Form example – Parent EBI Site reference information
Information on applicable site references for a Property should be obtained from the EMOS.
Once the shell has been created by the GDT an EBI will be allocated to the item (if EBI allocation is responsibility of GEMS), additional attributes and characteristics can then be entered for that estate record and additional child records can be created as part of that hierarchy. Attributes and characteristics are data fields that describe the estate record, e.g. street address, serial number, commissioning date, warranty. Most Attributes and Characteristics cannot be entered into GEMS without first creating the shell record as the Estate Class entered in the shell record will determine the classes and characteristics for that object which can then be populated
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once the shell is created. Refer to the Estate Information - Updating Estate Records section for process to update an existing record (or complete a shell record).
If users are required to create a new Property object, they must first complete the Property Number Request Form. Upon completion of the form, they must forward the form to the General Asset Accounting team. The GDT cannot create the Property object without an approved copy of this form.
10.2 Create new Estate Records10.2.1 Step 1 - Obtain GDL template from DEQMSResponsibility: Estate Data Suppliers including projects, consultants, contractors, EMOS.
When: At 90% design phase or for Equipment at delivery or installation.
Actions: The requestor obtains the required GDL template (e.g. Estate for buildings, Equipment GDL for equipment) from the DEQMS website. Separate GDLs must be used for Estate, Equipment, Asbestos and Hazards with separate GDLs again for each Region in line with the EMOS footprint. If you are unable to obtain the GDL from DEQMS, requestors can obtain the GDL from the EMOS or by sending an email to the EIG master data email address.
10.2.2 Step 2 - Enter data in the GDL tool for shell request Responsibility: Estate Data Suppliers
When: At 90% design phase or for Equipment at delivery or installation.
Actions: Ensure that the physical parent record exists and obtain the GEMS systems 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.
Where an items EBI is provided by other than the GEMS Data Team a valid, unique EBI must be entered into the GDL for each item.
Users 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 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 is contained in the GDL User Guide- Estate and GDL User Guide – Equipment sections.
10.2.3 Step 3 - Save the GDL tool Responsibility: Estate Data Suppliers
When: At 90% design phase or for Equipment at delivery or installation.
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Actions: The GDL tool must be saved in accordance with the GDL file naming convention (see the Naming Convention section below).
10.2.4 Step 4 - Send the completed GDL tool to the EIG Master Data MailboxResponsibility: Estate Data Suppliers
When: At 90% design phase or for Equipment at delivery or installation.
Actions: Email the completed GDL Tool to the EIG Master Data Mailbox.
10.2.5 Step 5 – Update GDL register in ObjectiveResponsibility: GDT
When: Upon receipt of the Shell Record requests.
Actions: Record the shell request in the GDL register, including name of the requestor, company, file name, email subject line, date received.
10.2.6 Step 6 – Check systems mandatory fieldsResponsibility: GDT
When: Upon receipt of the Shell Record requests
Actions: Check all systems mandatory fields are complete. If not contact the data supplier. The GDT may remediate the error if it is appropriate to do so. If the systems mandatory fields are complete, the GDT will forward the Shell Record request to the EMOS for review and validation.
10.2.7 Step 7 - Review and Validate Shell Record requestResponsibility: EMOS
When: Upon registering the Shell Record requests.
Action: the EMOS must confirm that the shell data provided are correct in accordance with the Estate footprint and Estate Classification. .The EMOS must liaise with the Data Supplier and make necessary corrections (either by the Data Supplier or the EMOS) before sending the GDL back to the GDT for processing.
10.2.8 Step 8 - Create New Estate Shell Records Data in GEMS SAPResponsibility: GDT
When: Upon receipt of the shell creation request validated by the EMOS.
Actions: Allocate an EBI (where applicable) and upload the shell data into GEMS 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 and inform them of the allocated EBI. The EMOS will be notified of the newly created shell records via the CIX process each night.
10.3Create Corresponding Folder in ObjectiveResponsibility: Defence/EMOS
When: At time of shell record creation.
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Actions: A folder will be created in Objective Estate Management Workgroup that corresponds to the newly created estate items via internal Defence processes. Other items will have the folder created as necessary by the EMOS. This will enable future documents relating to the item to be loaded to Objective and linked to the corresponding Estate Register record.
11 Update Estate Records11.1 Update Estate Records OverviewRequirement to update Estate records can be identified during a number of activities including;
Estate Works or CFI Projects
Property Management activities (Acquisitions, Disposals, Leasing)
EMOS activities (service delivery, estate appraisal, etc)
Assurance activities (conducted by EMOS, Defence or third party contractors)
Audit or Inspection activities (conducted by EMOS, Defence or third party contractors)
This section outlines processes for:
updating assets following the creation of shell records in GEMS,
updating (changing/disposing) existing estate records in GEMS (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, and
decommissioning of estate records (changing status).
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 will also allow the EMOS to develop the estate maintenance plans, task lists and Contract Change Proposals for Defence prior to the HOTO or end of the Defect Liability Period.
Data updates are to be recorded in the GEMS Data Load (GDL) Tool and sent to the relevant EMOS (via the PMCAs and PDSs as appropriate) for further review and validation prior to loading into GEMS.
The update of records for the Defence Estate items is a five step process:
1. Data Suppliers request download of data. GDT or EMOS download the data, populate into a GDL send it to the data requestor for update.
2. Data Suppliers update Existing Records in the GDL and send the updated GDL to the EMOS.
3. Data Review and Validation – EMOS reviews and validates the data submitted for update and undertakes the test upload into GEMS. Once there are no errors, they send the file and Spool ID to the GDT.
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4. Update records in GEMS - The GDT will conduct SAP data validation. Once successful, they will load the new records and/or update attributes in GEMS.
5. Upon completion of the upload the GDT will advise the EMOS and Contractors that data has been uploaded in GEMS. The uploaded data file will be saved in Objective.
11.1.1 Step 1 - Request to Download Estate DataResponsibility: Estate Data Suppliers
When: As per data provision plan or when an update need is identified.
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 “Request Estate Data Download” Form (screenshot in figure 6 below) and submitting it to the EIG GEMS Master Data mailbox. For all projects the download requests must include the project WBS number. Instructions for data download requests are contained in the request estate data download form.
Figure 8 – Request Estate Data Download Form – Defence Estate Master Data Information Request
For download requests involving multiple properties and the child records, submit a separate request for each Property.
11.1.2 Step 2 - Download data from GEMS and send downloaded data to the Requestor
Responsibility: GDT
When: as requested.
Actions: GDT undertakes the download process and sends the downloaded file and instructions to the requestor. The file name for downloaded data must conform to GDL file naming convention .
11.1.3 Step 3 - Update data in the GDL tool Responsibility: Estate Data Suppliers
When: as per data provision plan or on receipt of the GDL
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
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records in the GDL, requestors can also add additional new records (shell creates) on the same GDL. 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 ERIM or EDR are available to inform GDL data requirements.
The Defence Project Manager and EMOS must be advised if the Contractor is unable to supply all the required data.
11.1.4 Step 4 - Save the GDL tool Responsibility: Estate Data Suppliers
When: as per data provision plan.
Actions: The GDL tool must be saved in accordance with the GDL file naming convention .
11.1.5 Step 5 - Send the completed GDL tool to the EMOSResponsibility: Estate Data Suppliers
When: as per data provision plan or as required.
Actions: Email the completed GDL Tool together with attributes not provided to the relevant EMOS:
EMOS Central & West Region
o [email protected] for Northern Territory
o [email protected] for Western Australia
o [email protected] for South Australia
EMOS Queensland Region
EMOS Northern New South Wales Region
EMOS Southern New South Wales Region
EMOS Victoria & Tasmania Region
11.1.6 Step 6 – EMOS receipt of GDL and validation of dataResponsibility: EMOS
When: upon submission of an updated data spreadsheet
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Actions: Upon receipt, EMOS will update their register, review the updates and conduct validation. 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.
11.1.7 Step 7 – GDT perform final uploadResponsibility: 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 EMOS will receive the delta data file via the CiX to load into their system as per their own processes.
For Estate Upkeep works, the GDT will notify EMOS 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.
12 Dispose of Existing Records12.1 Asset Disposal ProcessFor asset disposals, the following steps are required:
1. Complete the Notification of Demolition or Disposal Form.2. Send the excel and signed PDF version to the General Asset Accounting
team.3. Add the ROMAN asset numbers and the Current Net Value for each asset
shell. (To obtain these numbers email the General Asset Accounting team).4. Get the correct delegation to sign the completed form.5. Email completed signed form back to General Asset Accounting and cc
Master Data inbox. The Master data team will provide a GDL download for the assets to be disposed to the requestor.
6. Update the GDL and send it to the relevant EMOS.
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13 Estate GDL – User InformationThe Estate GDL is used to update estate data such as Architectural Objects, Functional Locations, Warranties, Class and Characteristics, Measuring Points.
13.1 Summary tab
Figure 9 – 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.
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13.1.1 Requestor DetailsThe person requesting the data creation/change 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
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13.1.2 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 GEMS information into the Estate GDL. 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 GEMS test upload
13.1.3 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 GEMS once EMOS or GST loads a test file into GEMS. 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
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13.1.4 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 i.e.1500
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.
13.1.5 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
Example: C11358_Estate_20180305_105006_S or EU_BGIS_ Estate _20180305_105006_S
Update For Projects
XXXXX_yyyymmdd_hhmmss_U
Example: Estate_20180305_105006_U
Update For Estate Upkeep Works
EU_EMOS name_XXXXX_yyyymmdd_hhmmss_U
Example: EU_BGIS_ Estate_20180305_105006_U
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13.1.6 Process DetailsThe GDT will fill in the following fields:
Processed by – Name of GDT contact person processing the file Processed on – Date the file is processed on
13.2 Overview Tab
Figure 10 – 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.
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.
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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
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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
13.3 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, i.e. the Data Supplier
Data in orange fields are to be entered by EMOS or GDT
Data is prepopulated or not required and/or for information only
Once 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 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 GEMS
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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.
Use this button to navigate back to the Overview page
Use this button to delete any unused “create” rows you may have added but no longer require to prevent errors.
1. To delete an unused row, highlight the individual line and click on the “Delete selected row” (Creates only) button.
2. Once the unused row is deleted, it is completely removed from the Multi-sheet, including all the data in that line. There is no UNDO. If you deleted a row in error, just use the “Add a new Line” button to add a new row and re-enter all the data.
Single characteristic tabs contain a traffic light system. This visual allows the user to check that the data entered meets the requirements for the particular field.
Figure 11 – 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).
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If the traffic light is green, data entered meets all the requirements.
Actual length – The number of characters entered in the corresponding field (including spaces). Any extra characters will get truncated when data is loaded into GEMS.
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 i.e. 8 characters when entering Valid from date – YYYYMMDD, e.g. 20170101, 2 characters when entering Month of Construction month MM, e.g. 04.
13.4 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.
13.5 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 12 – Estate GDL Field Description tab
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)
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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.
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14 Equipment GDL – User InformationThe Equipment GDL is used to update Equipment data such as Warranties, Class and Characteristics, Measuring Points.
14.1 Summary tabThe Summary tab is where the requestor, Estate Maintenance Operation Services (EMOS) and GEMS Support Team (GST) enter general information about the data request.
Figure 13 – Equipment master data maintenance form – Summary tab
14.1.1 Requestor DetailsThe person requesting the data creation/change 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
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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
Related Estate GDL (if applicable)
Include the file names/s of any related Estate 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
14.1.2 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 GEMS information into the Equipment GDL. 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 GEMS test upload
14.1.3 Upload InformationThe person performing the 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
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allocated to the specific test upload instance by GEMS once EMOS or GST loads a test file into GEMS. 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
14.1.4 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 i.e.1500
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: Equipment objects that have been disposed in the system can no longer have data maintained against them. To make changes to disposed items a request to reinstate an item must be forwarded to the EIG GEMS Master Data Team providing the item ID and the reason for the change.
14.1.5 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’.
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File Type File Naming Convention
Shell Create 1. Projects: XXXXXX_yyyymmdd_S, or 2. EMOS: EU_(EMOS name)_XXXX_yyyymmdd_S
Example: C11358_Equipment_20180305_105006_S or EU_BGIS_ Equipment_20180305_105006_S
Update For Projects
XXXXX_yyyymmdd_hhmmss_U
Example: Equipment_20180305_105006_U
Update For Estate Upkeep Works
EU_EMOS name_XXXXX_yyyymmdd_hhmmss_U
Example: EU_BGIS_ Equipment_20180305_105006_U
14.1.6 Process DetailsThe GDT team member will fill in the following fields:
Processed by – Name of GDT contact person processing the file Processed on – Date the file is processed on.
14.2 Overview tab
Figure 14 – GEMS Equipment 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
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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.
Button Description
The Create new unique identifiers button takes you to a worksheet which allows you to create single equipment records. You can also use this button to create multiple records by creating one record at a time and input the data into the spreadsheet as you go
The Modify equipment location button takes you to a worksheet which allows you to modify single equipment records. You can use this button to modify multiple records by modifying one record at a time
The Assign or update warranty button takes you to a worksheet which allows you to add or update warranty details for single equipment records. You can use this button to modify multiple records by modifying one record at a time
The Commissioning of equipment (HOTO) button takes you to a worksheet which allows you to update all the required information except characteristics in one tab such as manufacture details, location, text description, warranty. You can use this button to modify multiple records by modifying one record at a time
The Uninstall and dismantle equipment button takes you to a worksheet which allows you to select an Equipment record to dispose. You can use this button to dispose multiple records by modifying one record at a time
The Process bulk changes to equipment button take you to a worksheet which allows you to create and update 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) manufactures details, location, text description, warranty. Note:
Record limits : Equipment files are limited to 3000 records Timing: To populate 3000 Equipment records in the Bulk
entry sheet (Updates or Creates) on the Equipment GDL can take up to 3 mins
Processing 3000 records (Updates or Creates) from the Bulk entry sheet to the technical load sheets can take up to 3 mins
Building Class/Characteristic Grid (Updates) for 3000 records can take up to 3 min
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The Assign Multiple Characteristics button takes you to a worksheet which allows you to update/modify characteristics of multiple records within a single worksheet. Things to note:
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 3000 records per file
Populating the Equipment GDL with characteristics for 3000 records can take up to 3 minutes
The Process using bulk GDL tool button transports the data into the GEMS Equipment load sheets. The data entered is written back into those worksheets to be loaded into GEMS. Users are not required to use this button
14.3 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
Data in orange fields are to be entered by EMOS or GST
Data is prepopulated, not required and/or for information only
Once data entry has been completed, action needs to occur to update the document. The individual tabs may contain one or more of the below buttons.
Button Description
Select the equipment ID from the drop down list, then select this button to populate the data to modify
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1
.2
3
2
If the traffic light is red, confirm the attribute length meets the data requirements. If there is a “Y” check to make sure the data entered is full length.
Use this button once you have entered all your data to save the changes to Equipment load sheets to be loaded into GEMS
Use this button to navigate back to the Overview page
Use this button to delete any unused “create” rows you may have added but no longer require to prevent errors.
1. To delete unused row, highlight individual line and click on “Delete selected row (Creates only) button.
2. Once
the unused row is deleted, it is
completely removed from the Multi sheet, including all there (there is no UNDO). If you deleted a row in error, just use the “Add a new Line” button to add a new row and re-enter all the data
Single 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 15 – Equipment Attribute Lengths
Each entry is checked against three requirements as set out in the table below.
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If the traffic light is green, data entered meets all the requirements
Column Description
Attribute length
Maximum number of characters allowed in the field as per GEMS requirements (including spaces)
Actual length Number of characters entered in the corresponding field (including spaces). Any extra characters will get truncated when data is loaded into GEMS
Must be full length
If a field is marked with Y against Must be full length, it means when data is entered in the corresponding fields it must meet the full attribute length i.e. 8 characters when entering Valid from date – YYYYMMDD 20170101, 2 characters when entering Month of Construction month MM 04
14.4 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 made to records on this sheet auto populate the action code column B with a U for update and automatically all changes are written back to the GEMS Equipment load sheets.
In this tab the characteristic attributes are shown as single or multi. Single characteristic fields will either be a drop down field with allowable entries or free text. Double clicking a multi characteristics field 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.
14.5 Field List TabThe Field List tab is an important resource for users because it contains detailed information on how to fill in the fields.
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Figure 16 – Equipment GDL Field Description tab
The columns in the spreadsheet represent:
Equipment GDL fields – field map for the upload spreadsheet GDL Sheet, Column – map to the technical layout load sheet tabs ERIM ID – identifies the relevant ERIM ID where applicable 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, change description, create or update Warranty, Update Characteristics, Update Location, Commissioning, Decommissioning/Uninstall, Bulk changes – detail 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.
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15 Data Extracts from GEMS15.1 How To – Extract the Estate Hierarchy from GEMS
Menu Path: Procurement and Maintenance Processing > Estate Maintenance > Estate > Display Functional Location > IH06 (List Display Functional Location)
Figure 17 – Display Functional Location: Functional Location Selection screen
Tip Users can follow the menu path above to navigate through the menu to find the transaction or enter the transaction code IH06 into the command field.
1. Select the Functional Location field, then enter the required Functional Location ID.
Tip To enter multiple Functional Location IDs, select the multiple selection icon . The Multiple Selection for Functional Location window will display. Users can enter single IDs and can paste into the list using the Upload from clipboard button . Users can also
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enter ranges of FLoc IDs and exclude single values or ranges of FLoc.
2. Select the Execute icon .
The Functional Location: Structure List window displays.
TipUsers can select the Change Layout icon to add or remove displayed columns. To display a hidden column, select the column heading from the Column Set pane then select the Add icon. To remove a column from display, select the column from the Displayed columns pane, then select the remove button.
3. To select an Estate object, select the required row button, then select the Details icon, or double-click the FLoc ID.
4. To view the hierarchy of the FLoc, select the Structure List icon .
The Structural Display window displays.
Tip The following buttons can be selected: - The Expand whole button displays the entire
FLoc structure
- The Estate icon will display only Equipment that are assigned to the parent FLoc.
- The FunctLocation icon will display only Functional Locations assigned to the parent FLoc (eg Building Levels and Spaces)
- The All objects button displays all objects assigned to the FLoc.
5. Select the Save as Local File icon to extract the hierarchy to an Excel spreadsheet.
The Save list in file… window displays.
6. Select the Spreadsheet radio button, then select the Continue button .
The Display Estate: Structure List window displays.
7. Select the Directory look-up icon.
The Save As window displays.8.
Select the folder in which to save the file.
9.Select the File name field, then enter the file name.
10.Select the Save button.
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11. Select the Generate button.
The Hierarchy is saved as an Excel spreadsheet document
15.2 How To – Extract the Equipment Hierarchy from GEMSMenu Path: Procurement and Maintenance Processing > Estate Maintenance > Equipment > IH08 (List Display Equipment)
Figure 18 – Display Equipment: Equipment Selection screen
Tip Users can follow the menu path above to navigate through the menu to find the transaction or enter the transaction code IH08 into the command field.
1. Select the Equipment field, then enter the GEMS Equipment ID.
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Tip To enter multiple Equipment IDs, select the multiple selection icon . The Multiple Selection for Equipment window will display.
Users can enter single IDs and can paste into the list using the Upload from clipboard button . Users can also enter ranges of Equipment and exclude single values or ranges of Equipment.
2. In the General Data pane, select the Equipment Category field, and enter the required Equipment Category.
Tip This is a mandatory field. If users do not wish to specify an Equipment Category, they can enter “1” in the Equipment Category field and “Z” in the to field.
3. Select the Execute icon .
The search results will display.
TipUsers can select the Change Layout icon to add or remove displayed columns. To display a hidden column, select the column heading from the Column Set pane then select the Add icon. To remove a column from display, select the column from the Displayed columns pane, then select the remove button.
4. To select an Equipment object, select the required row button, then select the Details icon, or double-click the Equipment ID.
5. To view the hierarchy of the Equipment, select the Structure List icon .
The Structural Display window displays.
Tip Equipment will never be a parent object to another Equipment record. They will have Functional Locations as their parent objects. The system will ask to expand the structure upwards as there are no objects below it.
6. Select the Yes button.
The Display Equipment: Structure List window displays.
Tip The following buttons can be selected: - The Expand whole button displays the entire
FLoc structure
- The Equipment icon will display only Equipment that are assigned to the parent FLoc.
- The FunctLocation icon will display only Functional Locations assigned to the parent FLoc (eg Building Levels and Spaces)
- The All objects button displays all objects assigned to
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the FLoc.
7. Select the Save as Local File icon to extract the hierarchy to an Excel spreadsheet.
The Save list in file… window displays.
8. Select the Spreadsheet radio button, then select the Continue button .
The Display Equipment: Structure List window displays.
9. Select the Directory look-up icon.
The Save As window displays.10.
Select the folder in which to save the file.
11.Select the File name field, then enter the file name.
12. Select the Save button.
13. Select the Generate button.The Hierarchy is saved as an Excel spreadsheet document.
16 Business Data Validation (BDV) Tool16.1 Overview – Business Data Validation ToolThe most recent version of the Business Data Validation (BDV) Tool is available via Objective. Users must save a copy of the BDV Tool on their desktop. This means that EMOS personnel who use the Excel Validator Tool will need to have access to the Defence Restricted Network (DRN) and the correct objective folder. If you do not have access or have any questions about this process, please email the GDT group mailbox for further information.
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16.2 The Validator TabThe Validator tab provides information about the tests that the BDV will perform and the buttons to run the validator tool.
Figure 19 – Business Data Validation Tool – Validator Tab
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Tab where test controls are maintained
Run Validation button
Instructions
List of test performed to validate compliance with business requirements
Overview and description
16.3 The Tests tabOverview of the ‘Tests’ tab within the Excel Validator Tool:
Figure 20 – Business Data Validation Tool – Tests Tab
After the test controls have been configured as required, select the Run Validations button on the ‘Validator’ tab, select the location of the GDL Template(s) to validate, then select the Open button. If all validation checks have passed, then the “All tests passed” message box will display with the text: Workbook check complete. No errors found.
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List of Test IDs and corresponding Descriptions.
Drop-down list options of: Test, Skip or N/A determine which tests are turned on and off.
If any errors have been identified an exception report will be created in an Excel workbook. Review the comments and amend the spreadsheet as appropriate. Ensure that you save a copy of this exception report.
Figure 21 – Business Data Validation Tool – Exception Report
17 Download Estate Data from GEMS17.1 Step 1 – Navigate to TransactionMenu Path for Estate Download: Procurement and Maintenance Processing > Estate Maintenance > Bulk Data Maintenance > Estate Bulk Maintenance > BDLA Download – Estate
Tip - Users can follow the menu path above or enter the following transaction Estate Download code ZIPMU009 into the command field.
Figure 22 – Estate BDLA Download screen
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17.2 Step 2 – Select the Folder to download intoSelect the File Path field, then select the look-up icon. The Browse For Folder
window displays.
Select the applicable folder to save the file into, and then select the OK button.
17.3 Step 3 – Select the Functional Locations to Download
Select the Functional Location field, then enter the Functional Location.
Select the Multiple Selection button if required. The Multiple Selection for Functional
Location window displays.
Enter required additional Functional Locations, then select the Copy button.
Tip - Download searches can be performed in a variety of ways. Users can search by
Architectural Object ID, Function (eg by Building or Property), Validity date, Person
Responsible, Functional Location ID, Functional Location Category or Class Type.
Tip - Users can search for a range of Functional Locations, or for a selection of
individual Functional Locations. This is accomplished using the Multiple Selection
button. Using this window, users can enter numerous Functional Locations to
download, including copying and pasting a list of Functional Location IDs using the
Upload from Clipboard button.
17.4 Step 4 – Select accompanying master data to download
Select all four checkboxes as required (Measuring Points, Warranty, Functional
Location and Bill of Materials).
17.5 Step 5 – Execute the Transaction and Download the File
Select the Execute button.
The Estate BDLA Download On [today’s date] screen displays.
Select the Download File button.
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Tip - Once the file has downloaded, a message will display at the bottom of the
screen saying that the Download is complete. The file will now appear in the
designated folder.
Tip - If you have Microsoft 2003 you will need to change the file extension from .xlsx
to .xls, then select the Yes button.
17.6 Step 6 – Download the GDLDownload the GDL – Estate Template from Defence Estate Quality Management System (DEQMS) webpage.
Tip - The Estate Generator file is still available for use by EMOS or other download
users if required. Once the Generator file has been saved, open the file then select
the View tab. Select the Macros button, the macro window displays. Select the
Thisworkbook.Generate option, then select the Run button. Select the downloaded
file, then select the Open button. The generator will run through the data, then create
a new file in the same folder that the downloaded file is saved. The new file will have
_new at the end of the file name.
17.7 Step 7 – Populate the Downloaded Data into the GDL
Double-click the required GDL – Estate Template file to open it.
The Estate master data maintenance form screen displays.
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Figure 23 – The Estate master data maintenance form
Select the Populate GDL button. The Please select the data file to be loaded window
displays.
Select the downloaded file from the applicable folder, then select the Open button.
The Finished window displays.
Select the OK button.
Tip - Once the Open button is selected, you will see the downloaded data from the
spreadsheet appear briefly as it is converted into the template. Depending on your
profile’s security you may need to save the spreadsheet as a macro enabled
spreadsheet.
Tip - A new file will appear in the folder with the same file name as the downloaded
file with _new added to the end of it. This file can be renamed as required. Users can
now perform the data updates as required.
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18 Download Equipment Data from GEMS 18.1 Step 1 – Navigate to TransactionMenu Path: Home Page > Procurement and Maintenance Processing > Estate Maintenance > Bulk Data Maintenance > Equipment Bulk Maintenance > ZIPMU006 (Equipment Download)
Tip - Users can follow the menu path above or enter the following transaction
Equipment Download code ZIPMU006 into the command field.
Figure 24 – Equipment Download: Equipment Selection
18.2 Step 2 – Select the folder to download intoSelect the File Path field, then click the look-up icon. The Browse for Folder window
displays. Select the folder to download the Equipment file into, then select the OK button.
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18.3 Step 3 – Select accompanying master data to download
Select all three checkboxes if required (Measurement Points, Warranty, Bill of Materials).
18.4 Step 4 – Select the Equipment to DownloadSelect the Equipment Category field, then select the look-up icon. The Equipment
Category window displays. Select the required Equipment Category, then select the
Copy button. Select the Equipment Category to field, and enter the required
Equipment Category if required.
Select the Equipment field, then enter the Equipment ID. Select the Multiple Selection button if required. Select the Single value field, then enter the Equipment ID Number(s). Select the Copy button.
Tip - It is possible to search for only one Equipment Category or to search for a
range. The Equipment Category field is mandatory and must be filled prior to
executing the transaction. If users do not want to limit the search by Equipment
Category, they can enter a 1 (the first Equipment Category) in the left field and a Z
(the last Equipment Category) in the right field. This will search all Equipment
Categories.
Users can search for a range of Equipment or for a selection of individual Equipment
records. This is accomplished using the Multiple Selection button. Using this window,
users can enter numerous Functional Locations to download, including copying and
pasting a list of Equipment IDs using the Upload from Clipboard button . If users
do not require the use of the Multiple Selection button, proceed to step 15.
The Equipment data to be downloaded can be selected in various ways including by
Equipment header data, Classification, General Data, Location Data or Maintenance
Data.
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18.5 Step 5 – Execute the Transaction and Download the File
Select the Execute icon. The Equipment Download: Equipment List screen displays.
Select the Select All icon. Select the Download File option.
Tip - Users can also select individual rows using the Shift key on the keyboard to
select a range of rows or the Control key to select individual rows.
The file will now download to the specified folder. There will be a message at the
bottom of the screen displaying the file name. This will download a Microsoft Excel
2010 file to the specified location. The name of the file should be noted to assist in
locating it.
Tip - Defence SAP downloads the file as a Microsoft Excel 2010 file. If you have this
version you do not need to rename the file. If you are working with the Microsoft
Excel 2003 version, you will need to rename the file from .xlsx to .xls then select the
Yes button.
18.6 Step 6 – Download the GDLDownload the GDL – Equipment Template from the applicable Defence Estate Quality Management System (DEQMS) webpage.
Tip - The Estate Generator file is still available for use by EMOS or other download
users if required. Once the Generator file has been saved, open the file then select
the View tab. Select the Macros button, the macro window displays. Select the
Thisworkbook.Generate option, then select the Run button. Select the downloaded
file, then select the Open button. The generator will run through the data, then create
a new file in the same folder that the downloaded file is saved. The new file will have
_new at the end of the file name.
18.7 Step 7 – Populate the Downloaded Data into the GDL
Open the GDL – Equipment Template Microsoft Excel file. The Equipment master
data maintenance form window displays. Select the Populate GDL button.
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The Please select the data file to be loaded window displays. Select the
downloaded file from the applicable folder. Select the Open button. The Finished
window displays. Select the OK button.
Tip - The Macro will now run through all the data in order to organise it into the
template. A File conversion in process window will display with the option to cancel.
If you are using Excel 2010 you may get an information window asking you to save
the file as a Macro-free spreadsheet. If you do not get this window, proceed to step
28.
Tip - A new file will appear in the folder with the same file name as the downloaded
file with _new added to the end of it. This file can be renamed as required. Users can
now perform the data updates as required.
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Figure 26 – Equipment master data maintenance form screen
19 Upload Estate Data into GEMS (Background Processing)
19.1 Step 1 – Navigate to TransactionMenu Path: Home Page > Procurement and Maintenance Processing > Estate Maintenance > Bulk Data Maintenance > Estate Bulk Maintenance > ZIPMU011 (Estate Bulk Upload)
Tip - Users can follow the menu path or enter the Estate Upload transaction ZIPMU011 into the command field.
Figure 27 – Estate Bulk Data Upload screen
19.2 Step 2 – Elect to run the transaction in the background and select the file to upload
Select the Run in background checkbox.
Select the Estate Upload File field, then select the look-up icon. The Open window displays.
Select the spreadsheet file to upload, then select the Open button.
Tip - This will be the file that you have just updated. It will be labelled _new unless you have renamed it as an upload spreadsheet.
Ensure that you do not have Microsoft Excel open.
19.3 Step 3 – Execute the UploadSelect the Execute icon. The Security Warning window displays.
Tip - Upon execution the spreadsheet will upload in the background. If there are warnings, users should check the reason for the indicator but can proceed with the steps.
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19.4 Step 4 – Find the Spool IDSelect the Command field, then enter the transaction code /nSM37. Select the Enter icon. The Simple Job Selection screen displays.
Select the Execute icon. Record the applicable spool number.
Tip - The SM37 transaction is used to view jobs that the user has launched. The User name field will default to the user’s name and the date will default to today’s date. If you need to find a spool ID from earlier, change the dates accordingly. From this transaction the user can record the spool job number and check the results of the background upload.
Tip - The spool number can be found in the Job column. Ensure that users identify the correct row. The spool number will be a 32 digit combination of numbers and characters, eg 0AA7FF2A14031EE7A79CF7E83F0CC7D8.
Figure 28 – Job Overview screen
19.5 Step 5 – Display the Upload ResultsDouble-click the Spool scroll icon. The Output controller: List of Spool Requests screen displays.
Select the ABAP list icon. The Graphical display of spool request (number) in system RT2 screen displays.
Check the results for successful status.
Tip - The results of the test run will display in table format and can be viewed within the transaction (for small uploads) or can be extracted for viewing in excel (for large uploads). The results will include:
the worksheet (or tab) name the Business Object: ie which row the alert refers to Tran.No: which transaction is being referred to. the Row number: (ie which object the alert refers to) the Column number: (note the template numbers are not included in the count) Field: the field name that is being referred to the Column Value: ie the value that caused the alert the Message: ie the text describing the alert
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the Message ID: the message class the Message the Message Type: E for error, I for warnings and S for successful
Status: whether this alert is an error (a red circle), a warning (a yellow triangle) or a successful alert (a green square).
Tip - If the user has more than 10 lines of results they can expand the number of results on the screen. Select the Settings… option. The Settings for Spool Request Display window displays.
In the Display area pane, users can amend the number of pages that are displayed by entering the last page number in the To Page field, then selecting the Save Settings button.
Figure 29 – Graphical display of spool request 26772 in system RE2 successful results
Figure 30 – Graphical display of spool request 26772 in system RT1 error results
19.6 Step 6 – Extract the results to Excel and Check for errors (optional)
Select the Save to local file… icon. The Save list in file window displays.
Select the Spreadsheet radio button, then select the Continue button. The Grpahical display of spool request 26772 in system RE2 window displays.
Select the Directory look-up icon then select the Folder in which to save the file.
Select the File Name field, then enter a file name.
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Select the Save button, then select the Generate button.
Navigate to the folder in which the file was saved, then double-click the file to open it. Correct any errors as required, then return to step 1 to redo the upload steps.
Tip - If the results are all successful (green) users can proceed to step 7. If there are errors, the user can scroll through the results or extract the results into an Excel spreadsheet.
19.7 Step 7 – Send the Upload details to the GEMS Sustainment Team
Once there are no errors, send the spool ID and the upload spreadsheet to the sustainment team via email. Save the upload spreadsheet into the relevant file in Objective.
Tip - Refer to the file naming conventions spreadsheet for file names for the Objective files.
20 Upload Equipment Spreadsheet into Defence SAP (Background Processing)
20.1 Step 1 – Navigate to TransactionMenu Path: Home Page > Procurement and Maintenance Processing > Estate Maintenance > Bulk Data Maintenance > Equipment Bulk Maintenance > ZIPMU010 (Equipment Bulk Upload)
Tip - Users can follow the menu path or enter the Equipment Upload transaction ZIPMU010 into the command field.
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Figure 31 – Equipment Bulk Data Upload
20.2 Step 2 – Elect to run the transaction in the background and select the file to upload
Select the Run in background checkbox.
Select the Equipment Upload File field, then select the look-up icon . The Open window displays.
Select the spreadsheet file to upload, then select the Open button.
Tip - This will be the file that you have just updated. It will be labelled _new unless you have renamed it as an upload spreadsheet.
Ensure that you do not have Microsoft Excel open.
20.3 Step 3 – Execute the UploadSelect the Execute icon.
Tip - Upon execution the spreadsheet will upload in the background. If there are warnings, users should check the reason for the indicator but can proceed.
20.4 Step 4 – Find the Spool IDSelect the Command field, then enter the transaction code /nSM37. Select the Enter icon. The Simple Job Selection screen displays.
Select the Execute icon. Record the applicable spool number.
Tip - The SM37 transaction is used to view jobs that the user has launched. The User name field will default to the user’s name and the date will default to today’s date. If you need to find a spool ID from earlier, change the dates accordingly. From this transaction the user can record the spool job number and check the results of the background upload.
Tip - The spool number can be found in the Job column. Ensure that users identify the correct row. The spool number will be a 32 digit combination of numbers and characters, eg 0AA7FF2A14031EE7A79CF7E83F0CC7D8.
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Figure 32 – Job Overview screen
20.5 Step 5 – Display the Upload ResultsDouble-click the Spool scroll icon. The Output controller: List of Spool Requests screen displays.
Select the ABAP list icon. The Graphical display of spool request (number) in system RT2 screen displays. Check the results for successful status. Users can check the results in this page if there are errors or extract the results to Excel (see the next step).
Tip - The results of the test run will display in table format. The results will include:
the worksheet (or tab) name the Business Object: ie which row the alert refers to Tran.No: which transaction is being referred to. the Row number: (ie which object the alert refers to) the Column number: (note the template numbers are not included in the count) Field: the field name that is being referred to the Column Value: ie the value that caused the alert the Message: ie the text describing the alert the Message ID: the message class the Message the Message Type: E for error, I for warnings and S for successful
Status: whether this alert is an error (a red circle), a warning (a yellow triangle) or a successful alert (a green square).
Tip - If the user has more than 10 lines of results they can expand the number of results on the screen.
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Select the Settings… option. The Settings for Spool Request Display window displays.
In the Display area pane, users can amend the number of pages that are displayed by entering the last page number in the To Page field, then selecting the Save Settings button.
Tip If the results are all successful (green) users can proceed to step 23. If there are errors, the user can scroll through the results or follow steps 13-22 to extract the results into an Excel spreadsheet.
Figure 33 – Graphical display of spool request 26772 in system RE2
20.6 Step 6 – Extract the results to Excel and Check for errors (optional)
Select the Save to local file… icon. Select the Spreadsheet radio button, then select the Continue button. The Grpahical display of spool request 26772 in system RE2 window displays.
Select the Directory look-up icon then select the Folder in which to save the file.
Enter the file name, then select the Save button.
Select the Generate button.
Navigate to the folder in which the file was saved, then double-click the file to open it. Correct any errors as required, then return to step 1 to redo the upload steps.
Tip - If the results are all successful (green) users can proceed to step 7. If there are errors, the user can scroll through the results or extract the results into an Excel spreadsheet.
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20.7 Step 7 – Send the Upload details to the GEMS Sustainment Team
Once there are no errors, send the spool ID and the upload spreadsheet to the sustainment team via email. Save the upload spreadsheet into the relevant file in Objective.
Tip - Refer to the file naming conventions spreadsheet for file names for the Objective files.
21 Contact InformationYou can 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]
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