Version Control
Version v1.0
V1.1
Date
17 Nov 2014
18 Dec 2014
Comment
Initial prototype
Author
Estate Upkeep PSM
Record Status and Local Identifier columns added to all templates in support of IBIS upload process.
Estate Upkeep PSM
The Estate Data Tools (Tokyo spreadsheets) are provided by Defence to facilitate the supply of updates to Defence estate data from various sources including Capital Works projects, Estate Works projects and consultancies.
There are 9 Estate Data Tool spreadsheets, each for support the supply of data for a specific Estate
Class 1 in accordance with the estate classification hierarchy in the Estate Register Information
Model:

Properties

Land Spaces

Buildings

Levels & Spaces

Equipment Systems

Equipment

Infrastructure Systems

Infrastructure

Hazards
The structure for each spreadsheet is the same. Each row represents an estate item with a given estate class. The columns represent the attributes that describe the estate item, applicable to the estate class (row). The attributes (columns) are ordered according to the required milestone for when they are needed to support the transitioning into service, as follows:
Creation Attribute required for initial creation of a new record.
Inservice Planning Attribute required for determining inservice support requirements.
EMOS CCP Attribute required an input to the EMOS Contract Change Proposal
Commissioning process for introduction of items into service.
Attribute required for transition into service.
Where Applicable Attributes that are populated when applicable to do so.
Some attributes are pre-populated, such as those that are defined in the ERIM against the estate class. Some attributes are not applicable (indicated as n/a) to the estate class. Attributes to be populated are indicated as a blank, coloured cell in the spreadsheet.

Each spreadsheet template starts off with all estate classes. Only those estate classes applicable to the particular instance of supplied data need to be retained. Many items of the same estate class can be included by inserting rows for the particular estate class. All other rows representing estate classes not being used for this particular file should be removed, prior to submission.
New estate items
The estate data tool spreadsheets can be used for creating records of estate items.
The Record status column is to be set to “New”. As a minimum, the attributes identified as
“Creation” are also to be populated, however all available information should be included where possible.
A local identifier can be used to provide a trace back to information systems in use by the supplier of the data, eg the architects room number or the EMOS’s barcode on an equipment. The local identifier can also be used to show the parent child relationship between new estate items such as equipment systems and equipments, by recording the local identifer for the equipment system in the parent id column for the equipment.
Updates to Existing Estate Items
The estate data tool spreadsheets can be used for updating and modifying records of estate items.
The Record status column is to be set to “Modify” for changes to records, updates or to record an items as disposed (Status = Disposed). The GEMS Identifier field must be populated for all Modify rows.
Value Lists
Where an attribute is controlled via a Value List, a set of allowable states from a list in accordance with the ERIM, then that cell is constrained by the list.
Multiple Attributes
Where an estate items needs to be defined with multiple instances of the same attribute – ERIM indicates this potential as Single/Multiple for the attribute, additional rows for the same estate item
(Estate Id) are to be provided. See scenario 3 for an example.
Document Links
Where the applicable attribute is a document link, the document itself needs to loaded to Objective beforehand and placed into the appropriate location based folder corresponding to the associated estate item. This may necessitate use of Objective Aliases where a document relates to multiple estate items. The associated objective file reference is to be provided in the estate data tool spreadsheet. This will allow IBIS to include a link to the document in Objective.
Multiple rows
Each estate data tool template contain two rows for each estate class. This is to show where the first and second instances of estate items of the same estate class would be recorded. Third and

subsequent items should be recorded by inserting rows for the applicable estate class, ensuring that the data validation controls and populated cells are included in the additional rows.
All surplus rows in the template, those rows not used for the particular instances of the data file can be removed, prior to submission.
Glossary
Estate Item
Creation
Inservice Planning
EMOS CCP
Commissioning
Value List
Single
Multiple an item on the estate including Property, building, land, equipment, infrastructure. It has an estate class and applicable attributes in accordance with the ERIM.
The attribute is to be populated for creating a new record.
The attribute is to be populated to enable commencement of arrangements for inservice support to the item. Project teams will be expected to provide this information.
The attribute is to be populated to enable an EMOS Contract Change
Proposal to be initiated. Most of the attributes in this category relate to the
EMOS contract and should be populated by the relevant DSO PSM.
The attribute is to be populated before the new item is commissioned. Most of these attributes relate to points of contact for the items and detailed of
Defect Liability Period arrangements.
The list of allowable values for an attribute
The attribute populated only once for the relevant estate item.
The attribute populated may be populated more than once for the relevant estate item. This is documented using multiple rows in the estate data tool spreadsheet for the same item, each row describing each state for the multiple attribute.