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DEPARTMENT OF DEFENCEENVIRONMENT AND ENGINEERING BRANCH

DIRECTORATE OF CONTAMINATION ASSESSMENT, REMEDIATION ANDMANAGEMENT

Contamination Management Manual

Annex LGuidance on Data Management

July 2018, Amended August 2019

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© Commonwealth of Australia 2018This work is copyright. Apart from any use as permitted under the Copyright Act1968, no part may be reproduced by any process without prior written permissionfrom the Australian Government Department of Defence.Announcement statement—may be announced to the public.Secondary release—may be released to the Australian Government Department ofDefence, its contractors and their equivalents in United States of America, Canada,New Zealand and Great Britain.All Defence information, whether classified or not, is protected from unauthoriseddisclosure under the Crimes Act 1914. Defence information may only be released inaccordance with the Defence Security Manual as appropriate.First edition 2018

SponsorEnvironment and Engineering Branch

DeveloperDirectorate of Contamination Assessment, Remediation and Management

Issued byAlison Clifton with the authority of Assistant Secretary Environment and EngineeringBranch

Effective DateAugust 2018

AmendmentsNovember 2018 – minor amendments made to Sections 4 and 6.August 2019 – complete document review

Review DateAugust 2020 or when changes to processes require an update

Amendments to the document can be proposed as required. Proposals foramendment of this document are to be forwarded to:

Director of Contamination Assessment, Remediation and ManagementEmail: ncrp@defence.gov.au

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Why is this an issue for Defence?

Mandatory requirementsThe following data management requirements are mandatory when undertaking Defencecontamination investigation, assessment and remediation projects on the Defence estate:

The Garrison Estate Management System, Environmental Factor Management – ContaminatedSites Records (GEMS EFM – CSR) must be reviewed.

Data and reports generated from contamination investigation, assessment and remediationprojects are captured in the GEMS EFM – CSR. Contaminated Site Records must be updatedor created as necessary to reflect the contamination status of a property. Updates must besupported by technical reports, risk assessments and spatial data that is to be submitted forupload with the records.

All contaminated land data captured for the project is to be undertaken in accordance withAnnex L and the detailed guidance available on the GEMS Gateway and the Defence EstateQuality Management System (DEQMS) in particular:

– Spatial data is to be captured or created and submitted in accordance with the SpatialData Management Plan (SDMP) for update in Defence spatial systems.

– Field and analytical data (including but not limited to soil, water, sediment, and vapour) isto be captured in accordance with the Defence Environmental Data ManagementSoftware (ESdat) requirements.

– The Contamination Risk Assessment Tool (CRAT) must be applied in accordance withthe Defence Contamination Assessment Sequence and the guidance provided within thetool. Completed CRATs must be submitted, to support proposed changes, wheneverupdates are required to the risk rating for any CSR in GEMS. For Stage 2 Detailed SiteInvestigations (DSIs), this includes completing a risk workshop with appropriate Defencestakeholders.

Where to get help or more information Defence Contamination Management Manual

Contamination Risk Assessment Tool (CRAT)

National Spatial Information Management Systems (NSIMS) and the Spatial Data ManagementPlan (SDMP)

Commercial RiskDefence may be exposed tofinancial and reputationalrisk caused by incompleteor inaccurate contaminationdata and reporting.

Defence CapabilityProject data and reporting thatis not readily accessible or hasbeen incorrectly captured cancause project delays andassociated costs that impact onDefence’s capability.

HSE RiskDefence personnel, contractorsand site users may be exposedto work health and safety riskswhere contaminated site data isnot readily accessible to informsite work procedures.

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GEMS Gateway including the Guide to the CSR fields in GEMS, the Frequently AskedQuestions, GEMS Environmental Factor Management – Contamination Sites Records (GEMSEFM - CSR) and the supporting appendices to Annex L.

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AbbreviationsAbbreviation Meaning

ADES Assistant Director, Environmental and Sustainability

ASC NEPM National Environment Protection (Assessment of Site Contamination) Measure1999 (Cth) (amended 2013)

BONS Biosecurity and Overabundant Native Species

CFI Capital Facilities and Infrastructure

CoC Chemical of Concern

CRAT Contamination Risk Assessment Tool (an excel workbook)

CSR Contaminated Site Record (data relating to a specific contaminated area withina Property)

Defence Defence is the Department of Defence and the Australian Defence Force(ADF).

DCARM Directorate of Contamination Assessment, Remediation and Management

DCD Defence Contamination Directive

DCMM Defence Contamination Management Manual

Defence PM Defence Project Manager

DEPAC Directorate of Environmental Planning, Approvals and Compliance

DEQMS Defence Estate Quality Management System

DRN Defence Restricted Network

E&IG Estate and Infrastructure Group

EDMS Environmental Data Management System

EFR Environmental Factor Record

EFM Environmental Factor Management

EHSM Environmental Health and Safety Management for Hazards and Incidents

EIL Environmental investigation level

EMOS Estate Maintenance and Operations Services

EPA Environment Protection Authority or Agency

EPBC Act Environment Protection Biodiversity Conservation Act 1999 (Cth)

EScIS Earth Science Information Systems

ESM Environment and Sustainability Manager

GEMS Garrison Estate Management System

GEMS EFM – CSR Garrison Estate Management System Environmental Factor Management -Contaminated Site Record

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Abbreviation Meaning

GEO-Enablement National Spatial Information Management System to replace NSIMS in2019/2020 as part of the GEMS platform, not operational at the time ofamendment of this Annex in August 2019

GDL Bulk upload/download GEMS Data Load tool

LOCR Defence Legal Obligations and Compliance Register

mbTOC Metres below top of casing

NAPL Non-aqueous phase liquid

NEPC National Environment Protection Council

NEPM National Environment Protection Measure

NSIMS National Spatial Information Management System

PCA Pre-Construction Assessment

PDS Project Delivery Services

PEP Property Environmental Profile (is a summary of the key environmental issues,status and assessments conducted across the entire Property)

PFAS Per- and Poly-Fluoroalkyl Substances

PFASIMB PFAS Investigation and Management Branch

QA Quality Assurance

QC Quality Control

RAP Remediation Action Plan

SafetyMan Defence Safety Manual

SDMP Spatial Data Management Plan

Stage 1 PSI Stage 1 Preliminary Site Investigation

Stage 2 DSI Stage 2 Detailed Site Investigation

TA Technical Advisor

WHS Act Work Health and Safety Act 2011 (Cth)

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Table of contentsAbbreviations............................................................................................................................................v

1. Introduction.....................................................................................................................................1

1.1 Background..........................................................................................................................1

1.2 Purpose................................................................................................................................1

1.3 Defence Documentation ......................................................................................................1

2. Regulatory Overview......................................................................................................................3

2.1 Overview ..............................................................................................................................3

3. Garrison Estate Management System (GEMS) .............................................................................7

3.1 Overview of Contaminated Sites in GEMS..........................................................................7

3.2 Structure of Contaminated Sites Records in GEMS............................................................8

3.3 Use of the GEMS EFM – CSR...........................................................................................11

3.4 How to Create or Modify the CSR .....................................................................................13

3.5 GEMS EFM – CSR Fields .................................................................................................17

3.6 Further assistance .............................................................................................................20

4. Sample Naming Convention ........................................................................................................21

4.1 Purpose..............................................................................................................................21

4.2 Overview ............................................................................................................................21

4.3 Mandatory Requirements ..................................................................................................21

4.1 Further Assistance .............................................................................................................24

5. Environmental Data Management Software – ESdat ..................................................................25

5.1 Overview ............................................................................................................................25

5.2 When to use ESdat on a Project........................................................................................25

5.3 Overview of Guide for Consultants ....................................................................................26

5.4 Licensing for the Defence ESdat Database.......................................................................29

5.5 Training and Induction .......................................................................................................29

5.6 Project Establishment ........................................................................................................29

5.7 Data Upload .......................................................................................................................32

5.8 Project Audit.......................................................................................................................36

5.9 Web Site and Email Address .............................................................................................37

5.10 Further assistance .............................................................................................................37

6. Contamination Risk Assessment Tool (CRAT) ............................................................................39

6.1 Overview ............................................................................................................................39

6.2 Mandatory Requirements ..................................................................................................40

6.3 Completing the CRAT........................................................................................................42

6.4 Troubleshooting .................................................................................................................42

6.5 Further assistance .............................................................................................................42

7. National Spatial Information Management System (NSIMS).......................................................43

7.1 Overview ............................................................................................................................43

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7.2 Mandatory requirements....................................................................................................43

7.3 GEO-Enablement...............................................................................................................44

7.4 Further assistance .............................................................................................................44

Table indexTable 1 GEMS Business Functions & Processes.............................................................................7

Table 2 PEP Field Descriptions ......................................................................................................19

Table 3 Sample abbreviations ........................................................................................................22

Table 4 QA/QC sample naming convention ...................................................................................24

Table 7 Application of ESdat...........................................................................................................25

Table 6 Overview of Guide for Live ESdat Projects........................................................................27

Table 8 Naming Convention ...........................................................................................................30

Table 9 Comparative ESdat and Defence Terminology .................................................................31

Table 5 CRAT Requirements within the Defence Contamination Management Sequence ...........40

Figure indexFigure 1 Defence Environmental Documentation ..............................................................................2

Figure 2 Structure of Contaminated Site Records in GEMS..............................................................8

Figure 3 Property Environmental Profile in GEMS – example Blamey Barracks ..............................9

Figure 4 Property Environmental Profile in GEMS – Contaminated Sites – exampleBlamey Barracks................................................................................................................10

Figure 5 CSR Flow Diagram ............................................................................................................12

Figure 6 Contaminated Sites Records for Blamey Barracks ...........................................................17

Figure 7 Example of CSR/EFR for Blamey Barracks (Heavy Metals) .............................................18

Figure 8 Property Environmental Profile in GEMS – Contaminated Sites – exampleBlamey Barracks................................................................................................................19

AppendicesAppendix A ESdat Attachments

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1. Introduction1.1 Background

Contamination investigation, assessment and remediation projects generate environmental dataregarding the nature and extent of contamination on the Defence estate. Those data is used tosupport and to inform risk based decision making throughout the estate life cycle.

This document describes the requirements for Defence Project Managers (PMs) andcontractors for the creation, collection and submission of contaminated land data during thedelivery of contamination investigation, assessment and remediation projects across theDefence estate.

Appropriate management of data associated with contamination investigations will assistDefence to minimise risks to human health and the environment and to avoid impacts onDefence capability and reputation. Use of current, accurate and accessible contaminated landdata will support Defence to maximise the value from investment in the conduct ofcontamination investigations across the estate.

This Annex L should be read with reference to all other relevant material in the DefenceContamination Management Manual (DCMM) on Defence Estate Quality Management System(DEQMS).

1.2 Purpose

This guidance is to assist Defence personnel and contractors to collect and report analyticaldata (including but not limited to that of soil, water, sediment, vapour) in the correct formats andto comply with the Defence business processes for systems and tools including theContamination Risk Assessment Tool (CRAT), Defence ESdat (for field and analytical data) andthe Garrison Estate Management System (GEMS).

1.3 Defence Documentation

This guidance document is an Annex to the DCMM as illustrated and described in Figure 1Contamination Management Stages.

Defence uses a sequence of contamination investigation, assessment and remediation stagesto manage contamination risk, in general accordance with the National EnvironmentalProtection (Assessment of Site Contamination) Measure 1999 (ASC NEPM). Various types ofdata (e.g. spatial and chemical) are collected, interpreted, reported and submitted to Defence atthe completion of each stage of investigation in accordance with the project scope and theDCMM.

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Figure 1 Defence Environmental Documentation

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2. Regulatory Overview2.1 Overview

Defence and its contractors must operate to comply with all Commonwealth legislation.Reference can be made to the Defence Legal Obligations and Compliance Register (LOCR)found on DEQMS.

Defence may not be subject to State and Territory law in all situations. Whether or not Defenceis bound by State and Territory law is a complex issue and legal advice must be obtained toconfirm whether a particular State or Territory law is applicable to Defence. Defence contractorsmust comply with relevant State or Territory laws.

2.1.1 NEPM

The National Environment Protection (Assessment of Site Contamination) Measures 1999 (Cth)(the ASC NEPM) was made under the National Environment Protection Council Act 1994 (Cth)(NEPC). The ASC NEPM is the national guidance document for the assessment of sitecontamination in Australia. It is given effect by the National Environment Protection Measures(Implementation) Act 1998 (Cth) for the Commonwealth and individual legislation and guidelinesin each State and Territory.

The NEPC agreed to vary the NEPM by approving an amending instrument to the ASC NEPMin 2013.

All assessments of site contamination on the Defence Estate are to be undertaken inaccordance with the recommended process and guidance provided in the ASC NEPM.

The purpose of the ASC NEPM is to establish a nationally consistent approach for theassessment of site contamination; to ensure sound environmental management practices by thecommunity, including regulators, site assessors, site contamination consultants, environmentalauditors, landowners, developers and industry parties.

The desired outcome of the ASC NEPM is to provide adequate protection of human health andthe environment, where contamination has occurred, through the development of an efficientand effective national approach to the assessment of site contamination.

The ASC NEPM and schedules are available for download through the NEPC website. TheASC NEPM Toolbox contains additional information including calculators, spreadsheets andother supporting documents to assist with application of the amended ASC NEPM.

2.1.2 Work Health and Safety Act 2011 (Cth)

The Work Health and Safety Act 2011 (Cth) (WHS Act) commenced in 2012 and is regulated byComcare, a Commonwealth Government agency that works in partnership with the Safety,Rehabilitation and Compensation Commission. The WHS Act provides for a nationallyconsistent framework to protect workers and other persons against harm to their health andsafety through the elimination or minimisation of the risks to the extent reasonably practicable.

Under the WHS Act, employers must take all reasonably practicable steps to ensure the healthand safety of its employees and those who are at or near a workplace under the employer'scontrol. This means that Defence and its contractors have obligations to protect the health andsafety of workers and others operating within the vicinity of contaminated land that is on or nearto a workplace under Defence control.

Model Codes of Practice administered by Safe Work Australia provide practical guides toachieve the standards of health, safety and welfare required under the WHS Act.

Any controls outlined in the Defence Safety Manual (SafetyMan) must be implemented whenmanaging contaminated materials.

Refer to DCMMfor details onthe applicationof assessmentstages asdescribed inthe NEPM fortheAssessment ofSiteContamination

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2.1.3 Environment Protection and Biodiversity Conservation Act 1999 (Cth)

The Environment Protection and Biodiversity Conservation Act 1999 (Cth) (EPBC Act) is theAustralian Government’s central piece of environmental legislation. It provides a legalframework to protect and manage matters of national environmental significance.

The EPBC Act protects:

The environment, where actions proposed are on, or will affect Commonwealth landand the environment; and

The environment, anywhere globally on land and water, where a Commonwealthagency – including the Department of Defence – are proposing to take an action.

The EBPC Act also protects nine matters of national environmental significance:

World heritage properties

National heritage places

Wetlands of international importance (Ramsar wetlands)

Listed threatened species and communities

Listed migratory species

Commonwealth marine areas

The Great Barrier Reef Marine Park

Nuclear actions (including uranium mining)

A water resource in relation to coal seam gas development and large coal miningdevelopment.

Defence uses a comprehensive environmental impact assessment and approval program tounderstand and manage the impacts of its activities on the environment and heritage, and toensure compliance with the EPBC Act.

Under the Defence Environment and Heritage Manual, the Director of Environmental Planning,Assessment and Compliance (DEPAC) is the Defence technical authority for determiningcompliance with the EPBC Act. All matters that may trigger the EPBC Act are to be referred toDEPAC.

DEPAC undertakes a self-assessment against the Significant Impact Guidelines 1.1 and 1.2published by the Department of the Environment and Energy to determine if a ‘significantimpact’ EPBC Act protected matter is likely. The self-assessment process considers the natureand extent of contamination and if the presence, disturbance, removal or remediation of existingcontamination is likely to have a significant impact on EPBC Act protected matters. Where asignificant impact to the environment is ‘likely’ the action must be referred to the Minister for theEnvironment and Energy to make a determination on whether a proposed action is a ‘controlledaction’.

For more information with regard to the EPBC Act refer to http://www.environment.gov.au/epbc/.

2.1.4 Defence Legal Obligations and Compliance Register

Defence and its contractors must operate to comply with all Commonwealth legislation,including the WHS Act, EPBC Act and the ASC NEPM. In addition, Defence and its contractorsshould be generally familiar with the legislative and other regulatory requirements associatedwith the site activities undertaken relevant to the State or Territory in which the site is located.Contractors must comply with State and Territory laws where applicable. Reference can bemade to the LOCR found on DEQMS.

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2.1.5 Contractual Obligations

Contamination investigations undertaken on the Defence Estate and Defence leased assets areto be undertaken in accordance with existing Defence business processes as outlined in theDCMM and available on DEQMS and the GEMS Gateway.

All contractors undertaking contamination investigations are responsible for complying withthese processes.

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3. Garrison Estate Management System(GEMS)3.1 Overview of Contaminated Sites in GEMS

3.1.1 GEMS Overview

The Garrison and Estate Management System (GEMS) is a single, integrated system tomanage the Defence estate and service delivery and support the Defence Estate Life Cycle.

As a part of the Defence SAP system, GEMS will provide a single source of information for allestate management activities. This includes a consistent and centralised set of processes,increased automation of estate management work.

The main functions used by GEMS are Real Estate, Estate Maintenance, Environmental Healthand Safety Management for Hazards and Incidents (EHSM), Environmental FactorManagement (EFM), Environmental Performance Compliance, Case Management, RiskManagement and Portfolio, and Project Management.

GEMS supports the following business functions and processes in Table 1.

Table 1 GEMS Business Functions & Processes

Business Functions Business ProcessesEstate planningEstate financial programmingAcquisitions, leasing and disposalsMajor capital facilities development anddeliveryPublic Private Partnership facilities projectsEstate operations including repairs andmaintenanceLand management servicesWaste managementEnvironmental management servicesHospitality and cateringEstate technical governance and compliance

Contract managementFinancial managementProgram planning and managementProject managementWorks processingNotifications and communicationsRisk managementPerformance managementReporting and analysis

3.1.2 GEMS EFM – Contaminated Site Records

The Contaminated Site Records (CSR) are maintained in the GEMS – Environment FactorManagement module (GEMS EFM – CSR). Defence maintains the GEMS EFM – CSR as amanagement tool to create and maintain records of potential and actual contamination andassociated risks on the Defence estate. The CSR data supports the prioritisation, assessmentand remediation of contaminated sites at all Defence properties and informs the annualcalculation of contamination liabilities and provisions for the Defence Financial Statements.

The CSR resides on the Defence Restricted Network (DRN) within GEMS and is accessible byall Defence personnel with DRN and GEMS – EFM access.

The GEMS EFM - CSR is administered within Defence by the DCARM. DCARM is responsiblefor the development of contamination management policy for Defence.

Log in to GEMSvia GEMSGateway to viewexistingContaminatedSites Records

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3.1.3 Accessing the CSR in GEMS

CSR information for a specific Property and/or for individual CSR locations Sites, can beexported from the GEMS EFM - CSR as a Fact Sheet or in a bulk upload/download GEMS DataLoad tool (GDL) in excel format and supplied to contractors/ consultants or other externalparties to inform their scopes of work for the delivery of business cases, design services andestate works.

The following sections provide an overview of GEMS functionality. ‘A Guide to ContaminatedSite Records (CSR) Fields in GEMS’ and ‘Frequently Asked Questions GEMS EnvironmentalFactor Management – Contaminated Site Records’ provide detailed guidance to ensure thatcontamination site data is accurately maintained in GEMS and these are available at the GEMSGateway.

For further assistance please see the GEMS Gateway or contact the CSR administrator atncrp@defence.gov.au.

3.2 Structure of Contaminated Sites Records in GEMS

The GEMS EFM – CSR documents the current status of contaminated sites for each propertyand should be reviewed by Defence PM, contractors and consultants during planning stage ofsite investigations or pre-construction contamination assessments to determine wherecontaminated sites are recorded and data for the site exists that can inform scope delivery. Thestructure GEMS EFM – CSR is presented in Figure 2.

Figure 2 Structure of Contaminated Site Records in GEMS

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3.2.1 What is a Property Environmental Profile (PEP)

The Property Environmental Profile (PEP) provides a summary of all the Environmental Factorsassociated with the property. Within EFM there are nine Environmental Factors, listed below:

1. Asbestos

2. Heritage

3. Biodiversity

4. Bushfire

5. Biosecurity and Overabundant Native Species (BONS)

6. Soil

7. Contaminated Sites

8. Waste

9. Resource Management.

The PEP provides a summary of each key environmental factor, status and assessmentsconducted across the property (Figure 3).

Figure 3 Property Environmental Profile in GEMS – example BlameyBarracks

The PEP provides a summary of the key issues related to the nine environmental factorsassociated with the property. The Contaminated Sites, CSR Summary provides a broadoverview of a properties contamination risks and identifies assessments and remediation thatmay have been undertaken. Each PEP provides the Key Environmental Issues andEnvironmental Factor Record (EFR) Risk Level Summary.

Key Environmental Issues include the following information at a property level:

Threatened Species and Communities;

Biosecurity Management Zones;

Key Threatening Processes;

Bushfire Prone;

Contaminated Sites;

Highest Assessed Heritage Status;

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Erosion;

Acid Sulphate Soils;

Energy Constrains;

Renewable Energy Opportunities;

Portable Water Constraints;

Climate Change Risk Assessed; and

EFR Risk Level Summary (at the time of publication the EFR Risk is not linked toContaminated Site Record Risk – CSR Risk).

The current PEP and GEMS EFM – CSR for individual properties should be exported as afactsheet or Excel workbook directly by Defence personnel.

The example for a PEP Contaminated Sites Summary is shown in Figure 4.

Figure 4 Property Environmental Profile in GEMS – Contaminated Sites –example Blamey Barracks

The user is able to access a summary of the site, property environmental profile and a list ofreports/documents (including historical contamination investigation reports) that relate to eachproperty that has a CSR. The reports are linked through Objective (DRN specific database) andare only accessible through the DRN.

3.2.2 What is an Environmental Factor Record – CSR

The CSR is one of the Environmental Factors held in the EFM module. The CSR is the primarymanagement tool used by Defence to record and track the contamination status of a site. TheCSR is commonly referred to throughout Annex L as the GEMS EFM – CSR. The informationheld within the GEMS EFM – CSR holds the EFR for each CSR record including contaminationsources, risk, location description, potential and actual pathways, recommendations,remediation options and documents (e.g. reports).

Specifically the GEMS EFM – CSR provides a source of site-specific contamination information,including:

A copy of the site CSR map in PDF that identifies the known location of a CSR.

Information on the types of known and potential contamination sources and contaminantsthat exist at a site.

Projects or Work Orders related to the site.

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Incidents.

The CRAT risk ranking for each CSR.

Required or recommended management or remediation.

Reports, notices, licences and other relevant information.

Following completion of any new contamination investigation or works on the Defence estate,any newly identified CSR will need to be created and existing records updated in the GEMSEFM – CSR. In most cases, the creation or update of a CSR should be supported by completionof a contamination risk assessment using the CRAT (Section 6). The final contaminationreports and associated appendices, including the CRAT, and plans/maps must be submittedand linked to relevant CSRs at the completion of any works.

3.3 Use of the GEMS EFM – CSR

3.3.1 When should the GEMS EFM – CSR be accessed and updated?

Defence Project Managers: Must review the GEMS EFM – CSR when preparing any requestsfor proposals/tenders to deliver contamination assessments and/or remediation at a Defenceproperty and/or Site. The responsibilities of the Defence PM for any estate works includes theidentification and communication of site environmental risks to support compliance with thelegislation and Defence policy and to ensuring all relevant contamination investigation reports,records and data are submitted and uploaded to GEMS EFM – CSR. The Defence PM isresponsible for obtaining and/or supplying the consultant with relevant current GEMS EFM –CSR reports and copies of any relevant previous reports/documents related to the Property. TheDefence PM is also responsible for validating and reviewing the PEPs and GEMS EFM – CSRupdates provided by the consultant and submission of the approved updates to the CSRAdministrator for upload.

Contractors/Consultants: The responsibilities of contractors/consultants include scoping andimplementation of the relevant management measures identified in the DCMM and Annexes,the identification of resources; incorporation of environmental considerations, includingcontamination management into planned work, the identification and communication of any newenvironmental risks as works progress, post-remediation actions and ensuring records are keptand maintained, including submitting updates for the GEMS EFM – CSR.

Contractors/Consultants should request a current version of the PEP and CSR from theirrelevant Defence Project Manager at the commencement of a project to inform theirunderstanding of the current contamination status of a Property and/or Site(s) and whichdocuments and reports they need to review. Prior to modifying the PEP or CSR, theContractor/Consultant should request a download of the current bulk upload/download GEMSData Load (GDL) tool from the Defence PM, particularly where the contamination assessmentoccurs over a period greater than 12 month and the status of a contaminated site may havechanged.

Where other Defence groups/services projects (eg PFASIMB, CFI and EMOS/PDS) are beingcompleted at a property simultaneously, early advice should be sought from the project’sDefence PM to determine the most efficient process for updating the GEMS EFM – CSR. Theapproach taken should be collaborative and ensure that the final records are accurate andreflect the findings of both projects.

DCARM, Assistant Director, Environmental and Sustainability (ADES) or Environmentand Sustainability Manager (ESM): Are responsible for ensuring that the reports forcontamination projects they manage are uploaded in the GEMS EFM – CSR. This includesensuring reports, records and data are submitted and uploaded to GEMS EFM – CSR, and that

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where required the sampling results are added to Defence ESdat (Section 5), and spatial datais updated in the National Spatial Information Management System (NSIMS)/GEO-Enablement(Section 7). They are also responsible for auditing and validating that the PEPs and CSRupdates are current, accurate and relevant.

CSR Administrator: Is responsible for maintaining and managing the GEMS EFM – CSRincluding quality control, validation and inputting the data supplied by the Defence ProjectManager and/or directly from Contractors/Consultants into the GEMS EFM – CSR. The CSRSystem Administrator can be contacted at NCRP@defence.gov.au.

The following data flow diagram (Figure 5) illustrates how Defence business areas shouldaccess and update the Contaminated Site Records.

Figure 5 CSR Flow Diagram

3.3.2 Who is Responsible for Updating the CSR?

Contractors/consultants are responsible for submitting an updated and completed GDL tool(refer to Appendix A) to the Defence PM or the Defence CSR Administrator(ncrp@defence.gov.au). The GDL tool must be populated to accurately reflect the results andfindings of the investigation for all mandatory and relevant fields. With the completed GDL tool,the contractor/consultant must also provide the following:

The supporting contamination report(s) e.g. contamination investigation/soil validation.

ESdat files (refer Section 5), as required.

The excel CRAT (refer Section 6), where relevant.

New or updated spatial data in accordance with the Spatial Data Management Plan(SDMP) for upload into NSIMS/GEO-Enablement1 (refer Section 7).

3.3.3 GEMS Key Roles, Functions and Responsibilities

GEMS users must follow the Campus Training pathways to complete the necessary trainingcourses to access the required roles relevant to their functional business role as set out below.

1 GEO-Enablement is the planned spatial functionality in GEMS. At publication this system is not yet available for use and NSIMS must be used.

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Contractors/Consultants, ADES, ESM, Defence PM or Representative – GEMS EFMReporter with download abilities

This Role Provides:

Access to display all contaminated sites and all other environmental factors.

Access to reports for Environmental Factor Management – Contaminated Sites.

GDL tool for Contaminated Sites.

GDL Download.

EFR Operational Report Download.

This role cannot accept/approve Contaminated Sites records.

Training:

Training for GEMS is located in Campus. Users that want to view Contaminated Sites will needto complete the following eLearning (will include viewing and downloading records):

GEMS Overview.

GEMS Environmental Risk and Compliance (ERC) Overview.

GEMS Environmental Factor Management.

GEMS Business Intelligence Reporting in Defence SAP.

Please contact GEMS Training for any questions about or assistance with GEMS Training, orsee the GEMS Gateway for directions on how to apply for roles.

Roles:

Users will need to apply for the EFM Reporter role. This includes the following IDM roles:

Role Name IDM Unique IDBI Reporting - Env Factors mgt - non Sen ZB_BI_DEF_0091

ZB_ECC_DEF_0347

EFM - Gen Display (Excluding sen CSR & HER) ZB_ECC_DEF_0210

General Utility Display ZB_ECC_DEF_0347

EF D/Upload all EFR (Inc sen CSR Exc sen HER ASB) ZB_ECC_DEF_0215

CSR Administrator (DCARM admin) – GEMS Contamination Program Manager

This Role Provides:

Access to approve the proposed CSR as Accepted or Not Accepted.

Access to reports for Environmental Factor Management – Contaminated Sites.

Access to display and change Contamination Site Records.

Access to create/maintain/display all contaminated sites, but not other environmentalfactors.

Access to EFM – Download Upload Status change for Contamination Site Records.

GDL tool for Contaminated Sites.

Please contact the NCRP@defence.gov.au if you require Administrator access.

3.4 How to Create or Modify the CSR

This section outlines the process to modify or create the CSRs. Detailed step by step guidanceis presented in the GEMS EFM – CSR, Guide to CSR Fields in GEMS available at the GEMSGateway.

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3.4.1 When should a new CSR be created?

A new CSR should be created for a property, if no CSR already exists, when:

An investigation has been conducted and contamination has been detected; and/or

An incident has occurred which has caused contamination to the surroundingenvironment (e.g. pollution prevention measures failed or were inadequate); and/or

Evidence suggests that contamination is suspected due to previous land use or Defenceactivities.

Contaminated sites may be recorded for instances of potential contamination that has not beeninvestigated and confirmed to exist at that location. These records assist when planninginvestigations and to inform intrusive excavation on a property. Where contamination isidentified through an investigation, and a demonstrated complete contamination pathway(source, pathway and receptor) exists, this contamination may not present a risk that warrantsimmediate or short term remediation. In this case the record exists to inform Defence PMs thatminor contamination is present and that this risk should be considered when managing, andcosting future works on the site (e.g. redevelopment works).

If there is a potential for contamination to have occurred, however it has not been investigatedor confirmed to exist at a location (for example after a Stage 1 Preliminary Site Investigation butbefore a Stage 2 Detailed Site Investigation), a CSR should not be created. In reporting,consultants may refer to a Potential CSR (PCSR), which should follow the nomenclature below:

PCSR_PPPP_000 (where PPPP is the 4 digit Defence Property ID, and 000 is a sequentialnumber starting from 001)

Where a contamination investigation confirms that there is negligible contamination risk orrealistic complete pathway from source to receptor, it is not necessary to create a CSR inGEMS.

All completed contamination investigation reports should be uploaded to the Documents tab inthe CSR. The PEP may need to be updated (Section 3.4.3).

3.4.2 How to create New CSRs

To create a new CSR record during the preparation of a contamination investigation or projectactivity, the contractor will need to email NCRP@defence.gov.au providing the following, inaccordance with the Guide to the CSR fields in GEMS.

Property Name/Property ID.

CSR Title.

Descriptive location of new CSR (eg. Near building 155 or in NW of property nearboundary) and the physical location of new CSR (lat/long coordinates).

CSR Description.

This information will be used to generate a unique CSR with a unique number that can bereferenced in the contamination investigation report. (eg. CSR_VIC_000001).

3.4.3 When should the CSR and PEP be updated?

An existing CSR must be updated when any new information is obtained about the natureand/or extent of contamination at that location on the Defence estate. This information may be aresult of works conducted/contracted by Defence or contractors/consultants involved inmanaging the Defence Estate.

The CSR may need to be updated for a number of reasons including:

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When investigations and/or remediation occurs that changes the status of fields for aCSR;

When there is a change of land use at or in the vicinity of the location;

The risk of contamination on a site changes; and

When an incident causing contamination of the environment cannot be rectified withimmediate corrective measures (eg spill kit).

All Defence personnel are required to ensure that information relating to contaminated sites,within their area of responsibility, is updated and maintained within the GEMS EFM – CSR.

The PEP should be updated to reflect new information regarding the nature and/or extent ofcontamination for the property. The PEP will be updated by the CSR Administrator based on theinformation provided by the Contractor/Consultant.

The PEP may need to be updated if:

New contamination is identified on a property.

Updated information is available for currently listed PEPs e.g. assessments, remediation,change in land use.

An incident causing contamination of the environment occurs.

Reports, notices, licences and other relevant information needs to be added to a PEP.

3.4.4 How to Update the CSR

The update of records for the CSR is a four step process:

Step 1 – Contractors, Consultants or Defence Project Managers request download of PEP andCSR information from GEMS for a specific Property and/or Sites to provide information on thestatus of contamination. Data in the GDL is downloaded by the CSR Administrator or DefencePM. The data files will be named to include the 4 digit property ID that they relate to.

Step 2 – Contractors, Consultants or Defence Project Managers update/complete GDL toolprovided as part of Step 1. Submit the updated/completed GDL to the Defence Project Managerincluding the supporting documentations (refer Section 3.4.5).

Step 3 – Defence Project Managers validate the information provided byContractors/Consultants and submit to the CSR Administrator.

Step 4 – The CSR Administrator reviews and validates the data submitted for an update. Oncethere are no errors, load the new records and supporting documents and/or update attributesinto GEMS. If errors are present, the data supplier will be notified to amend the CSRinformation. The supporting documents will be saved in Objective and the link will be added toGEMS EFM – CSR. When all information and appropriate support documentation is provided inthe first instant, it will ensure that updates to the CSR are finished in an efficient and timelymanner. Upon completion of the upload, the CSR Administrator will advise the Contractors andDefence Project Managers that the data has been uploaded and provide an updated copy of theGDL for review.

3.4.5 When should CSRs be merged?

The CSR may need to be merged for a number of reasons including:

Duplicated CSRs exist (i.e. two CSRs referencing the same contamination issue at thesame location).

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Two or more CSRs for the same source areas require individual CSRs to be linked bycommon location/source.

The Consultant proposing to merge CSRs must offer sufficient justification to the DefenceProject Manager with a supporting investigation report. The Consultant should alsonominate which existing CSR is to be maintained.

When two or more records are to be merged, the record which is most pertinent to the source ofcontamination should be retained and updated to reflect the new data. This may be necessary,for example, when two plumes are thought to have been separate, but the investigation showsthey are from a single source.

The merged CSR IDs will become the Legacy CSR IDs associated with the new or retainedrecord.

3.4.6 When should a CSR be archived?

The CSR may need to be archived (never deleted) for a number of reasons including:

Remediation has been completed and “No Action Required” in line with theContamination Management Sequence.

A documented contamination investigation report has proven contamination is notpresent.

The property is disposed out of Commonwealth ownership (or part of the propertycontaining the CSR is disposed).

After merging CSRs when the old CSRs must be archived.

By exception when there are no valid lines of evidence to indicate potential or actualcontamination exists i.e. CSR does not contain meaningful/useful information.

The recommendation to archive a CSR must be documented in the reports and validated byDefence PMs.

The process for requesting to archive a CSR in the GDL update is detailed in the ‘Guide to CSRFields’ document.

Archived CSRs become inactive and will not be accessible, except upon request to DCARM.CSRs will not be deleted as they provide a record and audit trail that the contamination issuehas been considered/investigated/remediated at that location.

3.4.7 How do I modify or create a new CSR polygon?

CSR boundaries should be checked to ensure they accurately encompass the area where theprimary and secondary sources of contamination are present. The CSR boundary should notnecessarily include the entire area of contamination, or the receptors which potentially will beaffected. An example is that if an underground tank is leaking, the tank itself (the primarysource) and the impacted soil (the secondary source) should be within the CSR boundary,however the CSR boundary does not need to encompass the extent of any associatedgroundwater plume. Professional judgement should be exercised in determining the area of theCSR boundary.

If CSR boundaries are determined to be different or incorrect based on further investigation,updated/corrected boundaries should be submitted as part of the GDL update/upload.

All mapping (GIS spatial) data must be submitted to Defence in accordance with the SpatialData Management Plan.

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3.4.8 What data and documentation needs to be provided?

When providing new or updated information for input into GEMS EFM – CSR the following mustbe must be saved to Objective in folder fAF6903534 with an email supplied to the CSRAdministrator (ncrp@defence.gov.au):

A completed GDL tool (excel) needs to be provided with all the completed mandatoryfields. The GDL file should be exported from GEMS directly (DRN access) or requestedfrom the Defence PM or CSR Administrator. This will need to be updated and submittedthrough the Defence PM or to the CSR Administrator for upload. Guide to the CSR Fieldsin GEMS is available at GEMS Gateway.

Where required, ESdat project specific data must be reconciled and audited inaccordance with the Section 5.

A completed CRAT in Microsoft Excel format that identifies the contamination riskassociated with each Site investigated. The CRAT will generate a risk ranking for eachCSR. Refer Section 6 for details on the CRAT.

A map or figure identifying the location and shape of the CSR in relation to the entireproperty. The spatial information should be provided in accordance with the NSIMS -SDMP outlined in Section 7.

A copy of any relevant Contamination Investigation reports (e.g. Stage 2 Detailed SiteInvestigation), Site Audit Statements (or relevant reviews), incident reports, validationreports or other relevant reports describing the investigation or management ofcontamination, maps, photographs or other documents which may be of relevance to thePEP and/or CSRs.

3.5 GEMS EFM – CSR Fields

Descriptions of the CSR fields used in GEMS EFM – CSR are provided below to assist withunderstanding the details required to update the CSR.

3.5.1 GEMS Contaminated Sites Module

The example of CSR for Blamey Barracks is shown in Figure 6. Descriptions of fields areprovided in the order in which they appear within GEMS.

Figure 6 Contaminated Sites Records for Blamey Barracks

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Definitions for the tabs (CSR General, Assessment, Source Details, and Contaminant Detailsetc.) are provided in the Guide to CSR Fields in GEMS, available from the GEMS Gateway.

3.5.2 Contaminated Site Records or Environmental Factor Records

The example of an Environmental Factor Record for contamination or a CSR_NSW_000386Class Range – Heavy Metals is shown in Figure 7 for Blamey Barracks.

Figure 7 Example of CSR/EFR for Blamey Barracks (Heavy Metals)

EFR ID (GEMS unique identifier) is a reference that is used by the system to link relatedinformation across all tabs for the Contaminated Sites EFR. This field will be automaticallypopulated upon creation of the CSR.

Functional Location – Property Name as defined by Defence. Field is pre-populated (ifunknown please contact the Defence Project Manager).

Functional Location ID – Property identification number. The naming convention is in aspecific format: Prefix with 20/[Property ID] (e.g. PR 20/0315). A PEP for that property mustexist before a CSR can be created.

The Functional Location field will be used to link the CSR to the Property and PEP. A CSR canonly belong to one PEP.

Status – Property status – Active/Inactive.

3.5.3 GEMS Property Environmental Profile (PEP) – Contaminated Sites

The example for PEP in GEMS is shown in Figure 8 below for the Contaminated Sites tab. Thecurrent PEP Fact Sheet for individual properties can be downloaded as a PDF.

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Figure 8 Property Environmental Profile in GEMS – Contaminated Sites –example Blamey Barracks

The information in the PEP is prefilled and will be updated by the CSR Administrator based onthe provided GEMS EFM – CSR data. The field descriptions for a PEP are provided in Table 2,in the order in which they appear within the exported PEP Factsheet.

Table 2 PEP Field Descriptions

Field Description

PEP Summary

Functional Location Property Name. Field is pre-populated.

Functional Location ID Property identification number. Field is pre-populated.Prefix with 20/ (and then the property ID) (e.g. PR 20/0315).

Status Active/Inactive.

Street Property Address. Field is pre-populated.

City Town/City. Field is pre-populated.

State The state or territory within which the Property/Site is located. Fieldis pre-populated.

Country Country. Field is pre-populated.

Region The Defence region within which the Property/Site is located. Fieldis pre-populated.

Tenure Property Type Options Description

Owned Property is owned and operated by Defence(including where part of the Property is leased andoperated by a third party).

Leased Property owned by Defence but leased andoperated by a third party.

Non-Defence Property not owned by Defence but Defence areundertaking operational activities at the Property.

Disposed Property formerly owned and occupied byDefence which has been disposed of by Defencein accordance with the Commonwealth DisposalPolicy.

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Field Description

Key Environmental Issues A brief description of the key environmental issues at the Property.The description should provide a broad overview of the currentcontamination status at the property, biodiversity, heritage, bushfirerisks and others.

EFR Risk Level Summary Very High High Medium Low

Other Field not relevant toContaminated Sites Module

Asbestos, Biodiversity, BONS, Bushfire, Heritage, ResourceManagement, Soil and Waste.

3.6 Further assistance

For further guidance refer to the GEMS Gateway or contact the CSR administrator atncrp@defence.gov.au.

You can access further information from the following links:

EIG GEMS Support Team: defenceeiggems.sustainment@defence.gov.au;

Estate Information Management Knowledge Centre for Contractors.

You can access further information from the following documents from the GEMS Gateway:

Guide to the CSR Fields in GEMS;

Frequently Asked Questions GEMS Environmental Factor Management – ContaminatedSite Records.

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4. Sample Naming Convention4.1 Purpose

The Defence Naming Convention specifies a standardised naming convention for allenvironmental sampling undertaken for Defence. It is in line with industry nomenclature andensures consistency across all contamination investigations undertaken on the Defence estate.The standardisation of sample types and location naming ensures that environmental datauploaded to the Defence ESdat is consistent between projects and across the estate.

4.2 Overview

Defence project managers and contractors managing contamination investigations andmonitoring programs on the Defence estate are required to ensure that all sampling informationrelating to contaminated sites is consistent with the Defence Sample Naming Convention.

All sample locations must be issued with a unique identification prior to sampling that willsupport accurate monitoring, data collection and cross-referencing of sample information overtime.

4.3 Mandatory Requirements

All new sample locations at a property must be assigned a unique identification prior tosampling.

All samples collected from each location must be assigned a unique identification. The specificrequirements for the sample identifications are outlined below with examples.

Location ID Sample ID

Convention XX000 PPPP_XX000_ZZZ_YYMMDD

Examples BH001

MW001

0902_BH001_1.2_190207 for soil sample taken 1.2m deep at bore hole 001 on RAAF Base Richmond

0066_MW001_D_190207 for a groundwater sampletaken from monitoring well 001 on HMAS Cerberus

Where:

PPPP – 4 digit Defence Property ID, available in GEMS

XX – type of sample recovery (see Table 3 below)

000 – location identifying number starting from 001 and continuing sequentially. Toidentify existing locations refer to the ESdat details for the property (Section 5). Numberseries are to continue from those available in ESdat. Where there are no previouslocations in ESdat, the consultant is to check the available GEMS records to determinethe previous number series. If previous numbering is not consistent, then a new seriesmay be used eg. 101 or 201. Decommissioned well numbers are not re-issued andbecome archived.

ZZZ – is to indicate the depth that the sample has been collected in metres belowground level (bgl) for borehole samples (Section Error! Reference source not found.).For clustered or nested monitoring wells identify the monitoring unit (Section 4.3.3)

YYMMDD – date of sample collection

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4.3.1 Type of Sample

Table 3 Sample abbreviationsAbbreviation Meaning Matrix Examples of Methods of

SamplingExample Sample Name /Comments

Common sample abbreviations

BH Borehole Soil Mechanical drilling rig,push tube sampling, non-destructive drilling and/orhand augering

0902_BH001_3.2_180630

Borehole sample at 3.2 mbgl

MW MonitoringWell

Water orSoil

Low flow groundwatersampling, hydrasleeves,bailer

Soil samples may also becollected from monitoringwell locations duringinstallation.

0902_MW104_180630

For nested or grouped wells,identify the groundwatermonitoring unit (Section4.3.3) e.g.

Aquifer details can also beadded following the locationID if required (P – perched, S– shallow, I – intermediate, D–deep). e.g.0902_MW104_S_180630

SW SurfaceWater

Water Boom sampler, Kemmerersampler

0902_SW002_180630

SD Sediment Sediment Van Veen sampler,sediment probe, handexcavations

0902_SD027_180630

Depth of sediment sample(where not surface) shouldbe included similar to surfacesamples.

TP Test Pit Soil Backhoe, excavator orhand excavations

0902_TP032_3.2_180630

Test pit sample at 3.2 mbgl

SS SurfaceSample

Soil Surface sample (withintop 20 cm), collected witha hand trowel or similar

0902_SS208_180630

Other sample abbreviations

SP Stockpile Soil Backhoe, excavator orhand excavations

0902_SP100_180630

PW Pore Water Water Pore water collected froma sediment or soil sample

0902_PW100_3.2_180630

POT PotableWater

Water Taps, tanks, bores 0902_POT100_190630

SV SoilVapour

Gas orSoil

Summa can, Tedlar bags

Soil samples may also becollected from soil vapourlocations duringinstallation.

0902_SV005_180630

Depth of vapour sample canbe added similar to soilsamples.

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Abbreviation Meaning Matrix Examples of Methods ofSampling

Example Sample Name /Comments

BIOTFL Biota –TerrestrialFlora

Biota_S Terrestrial Flora

E.g. fruit, vegetables,grasses, and other plants

0902_BIOTFL001_180630

BIOTFA Biota –TerrestrialFauna

Biota_S

Biota_L

Terrestrial Fauna

E.g. Chickens, grazinglivestock and theirproducts eggs, milk, blood

Solid biota (S) coversmost biota types includingwhole or part organisms,eggs, etc

Liquid biota (L) includesserum and blood

0902_BIOTFA001_180630

BIOAFL Biota –AquaticFlora

Biota_S Aquatic Flora

E.g. Sea grasses

0902_BIOAFL001_180630

BIOAFA Biota –AquaticFauna

Biota_S Aquatic Fauna

E.g. Fish, crustaceans,invertebrates and theirproducts such as roe

0902_BIOAFA001_180630

Note that not all sample types are available in the Defence ESdat (Section 5) and where newsample types are required based on the project being delivered, a request for a new sampletype are to be made to the ESdat Administrator at NCRP@defence.gov.au.

4.3.2 Location Specific Identification

Location Codes must be checked on ESdat prior to sampling. If the locations are new orhave not been included in ESdat they should be established according to Section 4.3.

New Location Codes should use the next number available if the locations at a site havebeen named in a consistent sequence (i.e. the last well installed was MW012, the nextshould be MW013).

If the Location Codes previously used at the site have not been consistent, then a newseries of well identifications is to be adopted, for example a 100 series or 200 series ofwells (i.e. the next well installed should be MW101 and then MW102 etc.).

Decommissioned well numbers are not re-issued and become archived.

4.3.3 Nested and grouped wells

Where nested or grouped wells are installed, to sample groundwater from multiple depths at thesame location, a depth indicator must be included at the end of the location identification.

For example, a group of 3 nested wells intersecting shallow, intermediate, and deep aquiferswould be identified as MW001S, MW001I, and MW001D respectively.

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The standard monitoring units are:

• P – Perched

• S – Shallow

• I – Intermediate

• D – Deep

Grouped wells should be identified in the same manner as nested wells. Wells in a group withthe same location identification must be intersecting different groundwater depths, be clusteredtogether, and be constructed in a similar manner. Bore of different nature (production vsmonitoring) are not to be grouped or nested.

4.3.4 Depth of Sample Collection

For soil samples (and sediments recovered from depth) the top of the interval is recorded,e.g. a sample collected at 1.2 to 1.4 m depth would have 1.2 as the ZZZ value.

For soil vapour sampling an indication of the soil gas sample depth is recorded as theZZZ value.

4.3.5 QA/QC Samples

The naming convention for quality assurance / quality control samples are outlined in Table 4.

Table 4 QA/QC sample naming convention

QA/QC Sample Type Naming Convention (where XX is a sequentialnumber independent of sample or matrix type)

Quality control duplicate samples

Blind duplicate (duplicate) PPPP_QC1XX_YYMMDD

Split duplicate (triplicate) PPPP_QC2XX_YYMMDD

Quality assurance samples

Rinsate PPPP_QC3XX_YYMMDD

Field blank PPPP_QC4XX_YYMMDD

Trip blank PPPP_QC5XX_YYMMDD

4.1 Further Assistance

For further assistance please refer to the DCMM, discuss with your Defence Project Manager,ADES/ESM or contact DCARM at ncrp@defence.gov.au.

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5. Environmental Data ManagementSoftware – ESdat5.1 Overview

The Defence ESdat is a specialist web based Environmental Data Management softwaresystem that is used to validate, import, analyse and report a broad spectrum of environmental,physical, locational and meta- data. Data collected for contamination investigations, monitoring,and management is uploaded, and stored, in ESdat from where it can be organised.

The Defence, web based version of ESdat, has been introduced by DCARM to provide acentralised location to host the laboratory data created for contamination investigations andmonitoring on the Defence Estate. The database is hosted by Earth Science InformationSystems (EScIS) and managed by DCARM and PFASIMB. There is capability to acceptrelevant soil and water chemical data from other Defence business areas as required.Uploading relevant soil and water data from investigations to the Defence ESdat will supportDefence’s capability to provision consultants and contractors with the most accurate data toinform projects and can inform future contamination programs. ESdat offers an industryestablished platform for Contractors/Consultants to be able to access, and update Defence datato inform ongoing contamination management decisions.

Defence Contractors/Consultants with an ESdat license will have the ability to access theDefence ESdat database to review, request, upload and edit data associated with their projects,as required.

Defence will not provide general advice on the proficient application of the program. Thisis the responsibility of the consultants engaged by Defence and Defence ESdat will onlybe made accessible to licenced and proficient users.

This section of Annex L defines the particular requirements for the Defence ESdat and does notreplace the training required to achieve proficiency in the use of the software.

5.2 When to use ESdat on a Project

Upload of all data to the Defence ESdat is not mandatory for all contamination investigation andmonitoring projects. Error! Reference source not found. below outlines the stages ofinvestigation and when it is appropriate to consider the use of the Defence ESdat to storechemical data collected as part of a project.

If the Defence Project Manager identifies a need to upload data to the Defence ESdat, they willissue the ESdat Initiation Email to outline the project requirements (Attachment 1, Appendix A).

Table 5 Application of ESdat

Stage ofInvestigation

ESdatMandatory

Decision Points

PCA Potentially There is no requirement to upload results to create an EFM– CSR or to upload data to the Defence ESdat if theconstruction project involves removal of any contaminatedsoils in the footprint validation of the development, and anyresidual contamination is below the adopted investigationlevels.

The soil and water chemical results are to be uploaded tothe Defence ESdat and an EFM – CSR will need to becreated if there is residual contamination at the completion

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Stage ofInvestigation

ESdatMandatory

Decision Points

of the construction project that requires any furthermanagement/monitoring. Sampling undertaken to inform soilwaste classification is not required to be uploaded.

Stage 1 PSI No There is no need to upload the results of a limited samplingprogram conducted in a Stage 1 PSI or for sampling toinform soil waste classification.

Stage 2 DSI Yes All Stage 2 Detailed Site Investigation data to be uploadedto the Defence ESdat. Sampling undertaken to inform soilwaste classification is not required to be uploaded.

Stage 3 RAP No

Stage 4Remediationand Validation

Potentially Where a Stage 4 project is completed and the residualcontamination on the site is below the adopted criteria, theGEMS EFM – CSR will be archived and the results do notneed to be uploaded to the Defence ESdat.

Where a Stage 4 project is completed and the residualcontamination is above the adopted criteria and medium tolong term management or monitoring of residualcontamination is required, the results are to be uploaded tothe Defence ESdat. Sampling undertaken to inform soilwaste classification is not required to be uploaded.

Stage 5Monitoring andManagement

Yes Where ongoing medium to long term assessment isundertaken as part of a monitoring or management program,these results are to be uploaded to the Defence ESdat.

5.3 Overview of Guide for Consultants

Table 6 outlines the steps required to access and upload data to the Defence ESdat WebInterface for Live data projects. Refer to Section 5.7.2 for Historical Upload of project data.

The list of administrators is available through ncrp@defence.gov.au.

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Table 6 Overview of Guide for Live ESdat Projects

Step Requirement Refer toSection

User set up

1 Defence ProjectManager determinesthat ESdat is requiredfor a project.

Defence Project Manager determines whetherinvestigation data will inform medium-long termmanagement of contamination on the estate.

Section 5.2

2 Contractor/Consultantdesignates an ESdatuser

Each Contractor/Consultant designate one ESdat userthat will be the single named user for Defence ESdat.Where practical, Defence encourages consulting firmsto use consistent individual named users.

Section 5.4

3 Defence will issue theESdat Initiation Emailthat outlines theproject requirements.

Defence Project Manager to send ESdat InitiationEmail.

Attachment 1,Appendix A

4 Consultant usercompletes onlineESdat briefing

The consultant user will complete a 90 min onlinebriefing on Defence’s ESdat.

Section 5.5.2

5 Defence sets upConsultant user inESdat

Once the consultant user has completed the onlinebriefing, a Defence ESdat Administrator (currentlyDCARM or PFASIMB) will set up their ESdat profile.

Section 5.5.2

6 Defence issues aconsultant userlicence

After the user profile is set up the user will receive anemail detailing how to access ESdat.

Project start up

7 Defence informsConsultant of ProjectID

The Defence Project Manager or approved Consultantwill submit a Project Setup Checklist to the DefenceESdat Administrator to establish the Project ID inESdat. Defence Project managers will provide it to therelevant licenced consultant for the project.

Section 5.6.2

Attachment 2,Appendix A

8 Consultant PM andESdat user are toconfirm that they areaware of Defence’srequirements for theuse of ESdat.

As the use of the correct naming convention is criticalfor the application of the ESdat database, allconsultants must adhere to the requirements of AnnexL.

Consultant PM and ESdat user are to read and agreeto adhere to the requirements Annex L as required forengagement on a Defence Project.

Section 4

9 Consultants toconfirm/createlocation codes

Consultants are to check and confirm existing locationscodes in ESdat. Consultants must create new locationcodes for existing sampling locations that are notavailable on ESdat.

Section 4.3,Section 5.6.4

10 Consultants providethe contractedlaboratory with theDefence issued

It is critical that the Project ID provided on the chain ofcustody (CoC) and used by the laboratory in the ESdatheader file, to match exactly with the Project ID that isset up in ESdat

Section 5.6.2,Section 5.7.1

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Step Requirement Refer toSection

Project ID and directthe laboratory toupload results to theDefence ESdat.

Consultants will direct the laboratory results to theDefence ESdat email address. The reports will beautomatically uploaded into the system and manuallyreconciled where required by the Consultant.

ESdat Data Upload

12 Consultant uploadsfield data

Consultants are able to upload batches of field datainto the Defence ESdat database from the importmenu.

The relevant data needs to be uploaded where newLocation Codes are created, or create Location Codesthat have not been entered yet are used.

Borelogs are uploaded to the Location Codes.

Section 5.7.1

13 Consultant reconcileslocations and qualitycontrol samples

It is the responsibility of the Consultant to access thedatabase to reconcile items such as quality controlsamples to parent samples and sample locations (newand old).

Section 5.7.1

Section 5.7.3

15 Consultant informsDefence of issueswith Chem Codes orenvironmentalstandards

Where appropriate, users should provide direction tothe Defence ESdat Administrator when there areEnvironmental Standards missing or incorrect in thesystem. These will be amended where there areindustry changes or project specific changes.

Should an unknown Chem Code be present in anupload batch, this can be reconciled manually orreturned to the laboratory to apply the correct code.

ESdat Project Closure

14 Consultant informsDefence ESdatAdministrator ofproject completion foraudit

Consultants are to inform the Defence ESdatAdministrator at the time of completion of aninvestigation program.

Consultant is to undertake a self-audit of the ProjectESdat. Self-audit excel spreadsheets are available viathe Defence ESdat Administrator. All instructions forcompletion of the audit are provided within thespreadsheet.

The Defence ESdat Administrator will review the auditof the reconciled data and provide instruction to theconsultant where corrections are required.

Section 5.8

16 Project Close Defence Project Manager to confirm the completion ofthe project to the Defence Esdat Administrator.Consultant licence will be suspended and project willbe marked as in-active in ESdat once completed.

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5.4 Licensing for the Defence ESdat Database

There are two types of user licences for the Defence ESdat database; the Defence UserLicence and the Consultant User Licence.

A Defence User Licence is required for each Defence ESdat database user and is issued to anindividually named user. The distribution of these licences is controlled by the Defence ESdatAdministrators. The list of administrators is available through ncrp@defence.gov.au.

A Consultant User Licence is required for each of the Defence consultants/contractors whoare required to access the Defence ESdat database for specific projects. Consultant userlicences are for proficient users only who have completed the requisite induction (Section5.5.2). Defence will provide a single licence for an individually named user for each consultingfirm engaged on relevant projects. Defence encourages consultants to nominate a single userthat will be responsible for the access to and use of the Defence ESdat database by theconsultant firm. Additional licences are able to be provided at cost to the project and with theapproval from the Defence ESdat Administrators. Defence Project Managers are to make costallowances for any licencing required for their projects where the consultants engaged are notalready licenced users. A copy of the licence costs can be requested throughncrp@defence.gov.au or through support@escis.com.au.

The consultant/contractor is to provide the details of any new Consultant user to the DefenceESdat Administrator, when changes occur and the Defence ESdat Administrator will thenreassign the licence in the Defence ESdat database.

5.5 Training and Induction

5.5.1 Defence Training

Defence ESdat Administration users are required to undertake the two day introduction andpower user course with EScIS.

5.5.2 Consultant Induction

It is assumed that all consultant/contractor who are granted a licence to access the DefenceESdat database are proficient in the use of the program (ESdat Desktop).

Defence will provide a standard 90 minute introduction to the ESdat Web Interface databaserequirements as an online training hosted by EScIS on a one to one delivery mode. Allconsultants who are issued a licence for the database will be required to complete this inductionprior to being granted access to the database.

Once the consultant user has completed the online briefing, a Defence ESdat Administrator(currently DCARM or PFASIMB) will set up their ESdat profile

The cost of the induction for consultants that are not already system users is included in thelicence costs and can be requested through ncrp@defence.gov.au.

5.6 Project Establishment

5.6.1 Naming Convention

The use of the correct naming conventions is critical to the proper application of the ESdatdatabase. All consultants must be directed to adhere to the requirements outlined in Section 0on all projects where ESdat is to be used to store project chemical data.

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It is the responsibility of the Defence Project Manager to distribute this information to theconsultant or refer them to the Annex L Data Management – Defence ContaminationManagement Manual.

At the commencement of new projects, the Defence Project Manager is to provide the DefenceESdat Administrator the details of the project. Table 7 outlines the requirements of the namingconvention and Appendix A includes:

Attachment 1: Defence Environmental Data Management System (EDMS) ProjectSetup Checklist

Attachment 2: Defence EDMS Historical Data Import Checklist

Prior to the commencement of a field program, the consultant is to confirm the sequentialnaming convention to be adopted for the Property by reviewing the available location codes andassigning/reserving new location codes for programs. This process is critical to the properapplication of the ESdat database and to avoid double up of location codes.

Once a location code has been decommissioned, it cannot be reissued, it is to be archived andthe next available number is to be allocated.

5.6.2 Project Name

New projects are to be established by completing Attachment 1: Defence EDMS ProjectSetup Checklist (Appendix A) and Project Names are to be allocated as:

State_Property ID_Project Description

For example, a Stage 2 Detailed Site Investigation at HMAS Cairns would be labelled as:

QLD_0009_STAGE2

On receipt of the completed Attachment 1: Defence EDMS Project Setup Checklist theDefence ESdat Administrator will create a Project ID in the database which will ensure allproject data submitted by the laboratories is correctly related, or linked back to the project.

Table 7 Naming Convention

Site Name Text detailing the name of the Defence Property

Project ID STATE_Defence Property ID_Project Description

Project Description (forthe Project ID)*

PFAS

PFASOMP

PCA

STAGE2

STAGE3

CFI

MONITORING

HISTORICAL

Project Name Text detailing the name of the project

Sample Name Defence Property ID_Location Code_other (depth etc _date)

* If the Project Description provided does not suit the project, discuss alternate project descriptions withthe Defence ESdat Administrator

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The Defence Project Manager is to provide the Property IDs to the consultant. These can belocated in GEMS. For contractors that do not have DRN and GEMS access, the DefenceProject Manager is to provide a copy of the GEMS EFM – CSR to the consultant. Each CSRhas a unique identifier that the consultant will require for the project. A sample location can beassigned to a CSR within ESdat through the ‘Monitoring Zones’ (refer Section 5.6.3).

Please note that ‘legacy CSR’ numbers are those used to describe a CSR prior to theestablishment of GEMS, these numbers are available in the GEMS EFM – CSR along with thenew GEMS EFM – CSR numbers. Consultants are to use the GEMS EFM – CSR numbers only.Alternate names can be allocated in ESdat to allow for easier reconciliation of records, whererequired.

5.6.3 ESdat Terminology

The terminology used in the Defence ESdat will be familiar to all current users of the program.For Defence users, the terminology references are noted in Table 8.

Table 8 Comparative ESdat and Defence Terminology

ESdat Terminology Defence Terminology

Site ID Defence Property ID (four digit number)

Monitoring Zones EFM-CSR ID (available in GEMS)

Location ID Location Code IDe.g. MW001

Group NA

Note, at this stage the ESdat option of ‘GROUP’ is not currently used by Defence.

5.6.4 Location Specific Identification

Location Codes must be checked on ESdat prior to sampling. If the locations are new orhave not been included in ESdat they should be established according to Section 4.3.

New Location Codes should use the next number available if the locations at a site havebeen named in a consistent sequence (i.e. the last well installed was MW012, the nextshould be MW013).

Decommissioned well numbers are not re-issued and become archived.

5.6.5 Sample Name

There are a number of sample types that are recognised in the Defence ESdat that are providedin accordance with the Sample Naming Convention (Section 4). This section outlines thosecurrently available. The Defence Project Manager should notify the Defence ESdatAdministrator to add the required field if a project requires a media not outlined in Section 4.

5.6.6 Trouble shooting for the naming conventions issues

1. The Consultant has not used any of the correct naming system:

a. Defence Project Manager to provide the consultant with the correct Project ID.

b. The consultant will provide the correct Project ID to the laboratory and have thedata reissued with the correct Project ID to the Defence ESdat email.

c. The consultant will then reconcile the ESdat database by creating the new locationcodes in the Project and reconciling the laboratory data manually.

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2. The historical naming convention on the site is not in accordance with Section 0 andsampling has not yet been undertaken.

a. The consultant will use the new sampling naming convention in the field

b. The consultant will create the new Location Codes in the ESdat database andthese will automatically reconcile as the laboratory data is received.

c. The consultant will make a note in the new sample location of the historical samplelocation name in the ‘alternate names’.

3. The historical naming convention on the site is not in accordance with Section 0 andsampling has been undertaken and works are completed.

a. The consultant will create the new locations in the ESdat database and these willneed to be manually reconciled as the laboratory data is received.

b. The consultant will make a note in the new sample location of the historical samplelocation name in the ‘alternate names’.

5.7 Data Upload

There are two methods of uploading data into the Defence ESdat:

1. Live data: Projects are active and laboratory data is being receipted by the DefenceESdat Web Interface at the time of reporting by the laboratory to the consultant. All datais live and requires location data uploaded and reconciled.

2. Historical data: Projects that have been completed and in a historical context are notlive projects. Data is organised and audited prior to upload into the Defence ESdat.

All information provided in this section refers to the process of live data.

5.7.1 Live Data Upload to ESdat

Defence elects to use the automatic laboratory upload function of ESdat. This requires that allESdat projects to have been established in the correct sequence to reduce the time required byconsultants to reconcile data to complete projects. The automatic laboratory upload functionallows Defence to receipt all chemical analysis at the same time as the consultant, providingDefence with the ability to understand potential contamination issues at the time of laboratoryreporting.

Once a project name has been established, consultants are to upload all location data to thatproject to allow for automatic reconciliation of data as it is issued by the laboratory. If additionalunforeseen locations are added during field works, the ‘assign’ function can be used within thelab report details tab to bulk assign samples to new locations. Where locations already exist fora Property, they need to be accessed prior to sampling to ensure cross referencing is correctand the location data is up to date. There will be projects where this function will need to becompleted once field works are undertaken, it is expected that consultants will either uploadtheir location data prior to the laboratory data or undertake a full reconciliation of both locationaland quality control sample data within 28 days of receipt from laboratory.

Data is uploaded into the ESdat database by several functions as follows.

1. Location Data

a. Consultants are responsible for uploading location data onto ESdat for new, or notyet entered, locations using the ESdat Data Importer template available on theimport/export tab of the system. As there are different data requirements, there areseparate sheets for groundwater monitoring wells and other locations. Wherelocations already exist on the system, the information should be checked for

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correctness and completeness. It is essential for successful uploading of data, andfuture use of locations, that location data are correctly entered. Where practical allfields in the upload tools are to be completed. For privacy reasons, locations onprivate property are not to include identifying information or coordinates withinESdat, for these locations comments need to highlight that they are from privateproperty. Fields available to be completed in the Location Data import templateinclude:

i. Location

– Site ID (unique Defence Property ID)

– Project ID (unique Project ID)

– Location Code (sampling location; e.g. BH001)

– Coordinates and elevation (must not be included for locations on privateproperty)

– Description

– Location type (as per Section 0)

– Monitoring zone (EFM-CSR ID)

– Survey method and mapper

– Comments (Must include “Private Property” if samples locations are onprivate property)

– Alternate name (used for legacy location codes)

– Data source

– Purpose

– Detailed on acceptance by Defence

– Asset code (if applicable)

ii. Wells

– Site ID (unique Defence Property ID)

– Project ID (unique Project ID)

– Location Code (sampling location; e.g. MW001)

– Well (default ‘-‘, for nested or clustered wells name the entire locationcode with depth descriptor)

– Expected water depth minimum and maximum

– TOC and details of well completion (flat gatic or stand pipe)

– Top and bottom screen depth and description

– Monitoring unit (same as depth descriptor for nested or clustered wells[P, S, I or D] or monitoring unit on a site-wide scale [P, S, I or D])

– Extraction usage and/or meter presence

– Depth and thickness of non-aqueous phase liquid (NAPL)

– Base depth

– Casing description and inner diameter

2. Laboratory Data

a. Consultants will direct the laboratory results to the Defence ESdat email address(derp.labreports@esdat.com.au), the reports will be automatically uploaded intothe system and manually reconciled where required by the Consultant.

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i. In order for the ‘lab uploads’ page of the Defence ESdat to function correctly,all Defence ESdat user email addresses should be included on the COC forissuing of results. It is acknowledged that this may be impractical for large orongoing projects and is not mandatory.

b. It is the consultants responsibility to:

i. Regularly check the ‘lab uploads’ page of the Defence ESdat. The labuploads page allows consultant users to proactively manage and resolveissues as they come up, by checking the lab uploads page daily aftersubmission of lab reports (e.g. following field work).

ii. Ensure that all primary (‘normal’) and duplicate/split samples (‘field_d’ and‘interlab_d’) are assigned to a location

iii. Reconcile quality assurance/quality control (QA/QC) samples with parentsamples

iv. Approve laboratory reports

v. Check units and chem codes

vi. Have the laboratory reissue reports where errors are identified

vii. Provide details of biota samples through use of the ‘Matrix Description’ forname of biota collected from (e.g. Redclaw Crayfish) and ‘SampleComments’ for part of biota analysed (e.g. Liver)

3. Field Data

a. Consultants are responsible for entering field data for each sampling event usingthe Field Data Importer template available on the import/export tab of the system.Field data is a translation of Consultants field notes for each sampling event andshould be uploaded within 28 days of data capture. This data provides anunderstanding of the site over time and should include as much information aspossible. Location data needs to be entered before the Field Data Importertemplate will contain the correct site information and should be uploaded first.Where practical all fields in the upload tools are to be completed. Fields availableto be completed in the Standard field data import template include:

i. Site ID (unique Defence Property ID)

ii. Location Code (sample location)

iii. Location Visits

– Arrival date and time

– Monitoring round (default naming convention to be‘YYYYMM_ConsultantName’, where YYYYMM is the year and month ofwhen field works commenced)

– Departure time

– Executed by

– Comments

– Weather

iv. Groundwater and NAPL levels

– Well

– Water depth m bTOC (Below Top of Casing)

– Water elevation

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– Well depth m bTOC

– Product depth

– Measurement method

– Dry

– Comments

v. Sample data

– Matrix type

– Sample type

– Sample comments

– Equipment ID

– Sampled by

– Sampling method

– Field results (turbidity, pH, EC, DO, TDS and temperature)

b. Where monitoring wells (MW), boreholes (BH) or soil vapour wells (SV) areinstalled/completed the borehole logs (in PDF) should be uploaded to the ‘Photos& Docs’ tab within the location page (within the field portal, locations portal). Forboreholes where total depth is less than 2m, uploading these borehole logs is notrequired unless they provide important site geological/stratigraphy data.

4. Environmental Standards

a. Defence and consultant users are able to provide direction to the Defence ESdatAdministrator when there are Environmental Standards missing or incorrect in thesystem. These will be amended by EScIS where they are industry changes or theDefence ESdat Administrator where they are project specific changes.

5. Chem Codes

a. Should an unknown Chem Code be present in an upload batch it is to be returnedto the laboratory to apply the correct code, or entered manually by either EScIS orthe Defence ESdat Administrator.

Note that all laboratory data is provided with the following files

6. Header File

a. The header file contains the Lab Report details and Project details that wereprovided to the lab on the chain of custody (CoC)

i. Lab report number (assigned by the lab)

ii. Date reported

iii. Project ID (provided by the consultant on the CoC)

iv. Lab Name

v. Lab Signatory

7. Sample file

a. The sample file contains sample details (sample.csv)

8. Chemistry file

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a. The chemistry file contains analysis results for samples and lab QC data (spikerecoveries, lab duplicates).

5.7.2 Historical Data Upload

Defence may require the upload of historical chemical data. Circumstances where a historicalupload may be required include:

An investigation has been completed and the results are recognised to contribute toinforming medium-long term management of contamination on the estate i.e. a PCAwhere contamination is detected over the Environmental Investigation Levels (EILs) in aproject footprint that is not remediated, removed or managed as part of that project.

Investigation has been completed where the project was not aware of the requirementsfor ESdat at the time of completion and the results are recognised to contribute toinforming medium-long term management of contamination on the estate.

A database of chemical data that has been authenticated by laboratory supplied data (i.e.data that has not been transposed from historical reports but rather supplied fromlaboratory supplied files) is determined to support active contamination projects andcontribute to informing medium-long term management of contamination on the estate i.e.long term investigation and monitoring projects.

All data that is uploaded via the historical upload require treatment of data prior to upload. Theprocess for treatment of data is as follows:

1. Defence Project Manager and the consultant to complete Attachment 3: Defence EDMSHistorical Data Import Checklist

2. Data pack is prepared in consultation with the Defence ESdat Administrator andsubmitted to EScIS via support@escis.com.au for audit. EScIS will provide instructionalfeedback to the correct the data pack for upload.

3. Once data pack is uploaded, the consultant will reconcile all outstanding issues.

Note that all historical uploads attract an upload fee and that these are quoted on a projectrequirement basis. Defence Project Managers must discuss historical uploads with the DefenceESdat Administrators.

5.7.3 Data Reconciliation

It is critical that the Project ID provided on the CoC and used in the lab header file matchesexactly with the Project ID that is set up in ESdat, otherwise the upload will fail. It is theConsultants responsibility to ensure that the Project ID provided by the Defence ProjectManager is correct on all appropriate documentation.

It will be the responsibility of the licensed consultant to access the database to reconcile itemssuch as quality control samples to parent samples and sample locations (new and old) within 28days of issues of results from the laboratory.

All sample locations are to be accompanied by the appropriate location data and whereapplicable field data as outlined in Section 5.7.1.

5.8 Project Audit

At the conclusion of investigation, consultants are to request a Defence ESdat project audit self-checklist from the Defence ESdat Administrator. This checklist details the specific requirementsfor each facet of the data uploaded to the Defence ESdat to ensure all data held is consistentand correct. The self-checklist should be filled out and any non-compliances rectified. Once all

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non-compliances are rectified the self-checklist should be sent to the Defence ESdatAdministrator along with the request for the project to be audited/finalised.

Specific requirements of the checklist include, but are not limited to:

Locations: unique IDs following naming convention, coordinates provided, borehole logsuploaded (if applicable) and locations approved

Wells (if applicable): all groundwater monitoring well locations have an associated well,top of casing value (AHD), screened depth and monitoring unit all provided

Water levels (if applicable): all water levels are associated with a location, well andmonitoring round, dry wells are entered properly and any product levels are enteredproperly

Lab reports: have been approved

Samples: associated with locations and wells (as applicable), field sample IDs arefollowing naming convention, duplicate samples are associated with parent/primarysamples, soil samples have depth assigned, QA/QC samples are correctly allocated,biota sample details are entered properly

Further details on the specific requirements are outlined in Section 5.7.1.

Following the ESdat Administrator (or delegate) completing the audit, instructions will beprovided to the consultant where corrections are required.

All issued corrections are to be rectified within 14 days.

Once the project audit has concluded that the project data is satisfactory, the consultant licencewill be revoked. The Defence ESdat Administrator will record a comment that the audit has beencompleted and deactivate the project using the audit date as the end date within DefenceESdat.

5.9 Web Site and Email Address

The web address for Defence ESdat is https://derp.esdat.net.

The email address that laboratory reports are issued to derp.labreports@esdat.com.au.

5.10 Further assistance

If consultants need support with Defence ESdat they should enquire through the respectiveDefence Project Manager and, if needed, be referred to a Defence ESdat Administrator.

Defence will not provide general advice on the proficient application of the program. This is theresponsibility of the consultants engaged by Defence.

Attachments are provided to support this section in Appendix B that will assist Defence projectmanagers when engaging consultants to undertake contamination assessments where ESdat isrequired.

Attachment 1: Project Initiation Email

Attachment 2: Defence EDMS Project Setup Checklist

Attachment 3: Defence EDMS Historical Data Import Checklist

Consultants can also be referred to the following resources available at the ESdat website

ESdat Support Portal: http://esdat.net/Support%20Portal/index.html

Online Help Manual: http://www.esdat.net/ESdat_Server_Help/

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ESdat User Forum: http://esdat.net/forum/

ESdat website: http://www.esdat.net

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6. Contamination Risk AssessmentTool (CRAT)

6.1 Overview

6.1.1 Purpose and Objectives

The CRAT is a Microsoft excel based tool that supports a consistent contamination riskassessment approach that aligns with the ASC NEPM and the Estate and Infrastructure Group(E&IG) Risk Management Framework. It is designed to be used by organisations supportingDefence under various contractual arrangements to identify and to assess risk as part of acontamination assessment/investigation and/or remediation project on the Defence estate andwith reference to CSRs. The risk evaluation information generated through the CRAT is used to:

Report risk status and develop risk response approaches as part of contaminationprojects.

Support DCARM decision making regarding investment on future contaminationinvestigations and remediation activities to achieve an acceptable level of risk.

Support the broader Defence organisation with decision making in relation to baseplanning, redevelopment, operations, maintenance and disposal activities.

Demonstrate to government a robust, transparent and auditable process of assessingcontamination risk and value for money management responses.

6.1.2 CRAT Assessment Steps

The key information output from the CRAT is a risk evaluation table which presents risk rankingresults across E&IG risk impact categories for each Defence contaminated site. This riskevaluation table is generated through five steps:

1. Risk context details: Capture of context information including workshop attendees(where a Contamination Risk Workshop is applicable), relevant reports, property name,assessment dates and uncertainties.

2. Risk identification details: Capture of key information describing the contaminated site.

3. Risk analysis (Consequence Rating): Input of data regarding the consequence of thecontamination hazard on each Impact Category with routine controls in place.

4. Risk analysis (Likelihood Rating): Input of likelihood ranking of the identifiedconsequence occurring for each Impact Category with routine controls in place.

5. Risk evaluation: Risk rankings for each E&IG Impact Category based on theconsequence and likelihood ratings and the risk model metrics presented in the CRATguidance. An overall risk ranking is calculated for each contaminated site, which is basedon the maximum risk ranking across all Impact Categories.

Detailed guidance information on how to complete each CRAT data entry field is containedwithin the Guidance tab in CRAT.

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6.2 Mandatory Requirements

The Defence Contamination Management Sequence specifies when the CRAT must be appliedand is outlined in Annex B of the DCMM. The sequence shows the decision framework and theapplicable points where CRAT is used to focus future investigation and contaminationmanagement activities.

Each stage of contamination investigation activities will use the CRAT, however the approachwill vary depending on the stage of works. Error! Reference source not found. presents thespecific CRAT mandatory requirements at each stage of contamination investigation activity.

Table 9 CRAT Requirements within the Defence ContaminationManagement Sequence

ContaminationManagementActivity

CRAT Mandatory Requirements

Pre-constructionassessment(PCA)

A CRAT is only required to be completed during the PCA if theinvestigation is providing new or updated information to the existingCSR, if a new CSR is identified as a result of the investigations, or ifcontamination risks need to be actively managed beyond the life of theoverarching program of works.

A CRAT is not required to be completed during a PCA if the works arebeing undertaken to only inform footprint conditions of the overarchingprogram of works and where contaminated material will be removedas part of that program.

A CRAT is only required where the results are informing medium tolong term management of contamination and not where that materialwill be removed or remediated as part of the overarching program ofworks.

CRAT must be supplied as an excel spreadsheet with the finaldeliverables (PCA Report/s), and must be endorsed by the DefenceProject Manager.

A CRAT should be completed in the appropriate investigation stagei.e. a Stage 1 PSI or a Stage 2 DSI.

Stage 1Preliminarysiteinvestigation(Stage 1 PSI)

A CRAT is to be completed by the Defence contractor once allavailable information has been compiled and evaluated and inaccordance with the data entry guidance within the CRAT.

CRAT results are to be used by the Defence contractor to develop riskmitigation responses and recommendations.

A Risk workshop is to be conducted, facilitated by the Defencecontractor, to obtain Defence specific data inputs, validate CRATinputs across the 5 assessment steps, and confirm managementstrategies and remediation requirements; OR for smaller projectswhere a workshop is not required the Defence Project Manager andother Defence stakeholders will provide input on the risk assessmentand recommend any changes to rankings through Defence commentson the draft report.

A CRAT must be supplied as an Excel spreadsheet with the finaldeliverables (Final Stage 1 Report), and must be endorsed by theDefence Project Manager.

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ContaminationManagementActivity

CRAT Mandatory Requirements

Stage 2Detailed siteinvestigation(Stage 2 DSI)

A CRAT is to be completed by the Defence contractor once allavailable information has been compiled and evaluated and inaccordance with the data entry guidance within CRAT.

A Risk workshop is to be conducted, facilitated by the Defencecontractor, to obtain Defence specific data inputs, validate CRATinputs across the 5 assessment steps, and confirm managementstrategies and remediation requirements.

Risk workshop attendees will include the Defence Project Manager,Defence contractor, Technical Advisor (TA) (if applicable), andrelevant regional Defence representatives.

CRAT results are to be used by the Defence contractor to develop anSAQP, risk mitigation responses (e.g. site selection and design) andrecommendations (e.g. remediation action plan [RAP] to bedeveloped).

CRAT must be supplied as an Excel spreadsheet with the finaldeliverables, and must be endorsed by DCARM or ADES.

Stage 3 and 4 As part of Stage 3 and 4 deliverables, an updated CRAT will beprovided that incorporates new information.

A CRAT would generally only be required following remediation wherethe validation program has identified residual contamination thatneeds to be monitored or managed.

The updated CRAT must be supplied as an Excel spreadsheet withthe final deliverables, and must be endorsed by DCARM.

Stage 5 DCARM may request that a CRAT is applied to Contaminated SiteMonitoring data.

To inform decision making, a preliminary CRAT will be completedbased on available desktop information and will not require aworkshop.

Only the relevant impact categories need to be completed as agreedby DCARM.

The Defence Project Manager and other Defence stakeholders willprovide input to the risk assessment, and recommend any changes torankings through Defence comments on the draft report.

CRAT must be supplied as an Excel spreadsheet with the finaldeliverables, and must be endorsed by DCARM.

ContaminationIncident/NewContaminatedSite

This approach would be used in situations such as determining thecontamination residual risk after an environmental incident clean up(e.g. a spill) or assessment of CSRs that have not previously beenassessed as part of the DCARM Contamination program to informdecision making regarding whether a Stage 1 is required.

A Preliminary CRAT will be completed based on available desktopinformation. This is a basic assessment to document the risk and tosupport decisions on how to appropriately respond.

The Preliminary CRAT only requires the Stage 1 Environment ImpactCategory to be completed.

The Preliminary CRAT must be supplied as an Excel spreadsheet andlinked to the relevant CSR entry.

No new CSRs will be added to GEMS without a completed CRAT.

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On the completion of each program of works where the CRAT has been applied, the completedexcel CRAT is to be provided to Defence as part of the data package with the finaldocumentation to justify and support the risk rankings for the CSR.

6.3 Completing the CRAT

The CRAT contains specific guidance and examples within the tool found in the Guidance tab.

6.4 Troubleshooting

The CRAT is available both internally and externally for download from DEQMS. The CRATcannot be emailed to or from a Defence email account due to the password protection requiredwithin the spreadsheet to maintain the integrity of the formula.

The CRAT is a live document that is routinely reviewed and revised, therefore the CRAT shouldalways be directly downloaded from DEQMS each time it is used, to ensure that the latesttemplate is being used.

The CRAT is to be supplied to the Objective Folder as outlined in Section 3.4.8 or on a Defenceapproved multimedia device, CD or DVD at the conclusion of the project along with all otherspecified project deliverables to be uploaded into GEMS EFM – CSR.

6.5 Further assistance

For further assistance please see the CRAT and refer to the guidance within the spreadsheet orcontact the DCARM at ncrp@defence.gov.au or the regional environmental personnel.

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7. National Spatial InformationManagement System (NSIMS)7.1 Overview

The NSIMS is the E&IG access managed repository for all E&IG Spatial Information and issupported by the SDMP.

NSIMS includes:

A spatial data metadata catalogue for searching and locating spatial data;

A gazetteer for defining and performing searches on geographic extents of a namedfeature.

NSIMS spatial data comprises fundamental data sets (key datasets), such as Defence Mastersite and building floor plans, related information products or overlays and otherwise all 'AsConstructed' or consultant report documentation stored as a reference library. Every item ofspatial data requires a metadata record as the primary library reference. Where applicableNSIMS key datasets are amended to reflect the new spatial content and the original data filesotherwise stored for later reference. NSIMS datasets may be divided into two categoriesgeoreferenced information and geocoded key dataset information or reference.

Georeferenced Information is information aligned to a known coordinate system or is identifiedas a Defence site key dataset to which related information products are linked and can beviewed or queried with other geographic data overlays. Examples of georeferenced spatial datainclude:

Site level georeferenced key datasets (Defence Master Site Plans) and relatedunderground and above ground services.

Aerial photography and Satellite imagery.

Co-ordinate locations e.g. fauna sightings, contamination locations.

Environmental mapping e.g. vegetation communities, fire management areas,contaminated sites.

Estate Management business information overlays.

Geocoded Information is any information that can be assigned to a geographic feature.Examples of geocoded spatial data include:

Building (floor plans) key datasets related to business, services or occupancy informationoverlays.

Library reference datasets including Word and PDF documents (e.g. reports andmanuals), excel spreadsheets, electronic images of scanned paper plans and hand-heldimagery.

7.2 Mandatory requirements

All works that generate spatial data as part of any contamination investigation, assessment andremediation project must adopt and implement standards and specifications in the Spatial DataManagement Plan (SDMP) and ensure external contractor compliance for all new spatial dataacquired by E&IG.

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7.3 GEO-Enablement

The GEO-Enablement function of GEMS will replace NSIMS and this Annex will be updated.

7.4 Further assistance

DEQMS: http://intranet.defence.gov.au/estatemanagement/Support/NSIMS/Default.asp.

If you require further assistance or advice please contact the NSIMS team via the followingemail: iie.nsims@defence.gov.au.

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Appendices

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Appendix A ESdat Attachments Attachment 1: Defence EDMS Project Setup Checklist

Attachment 2: Defence EDMS Historical Data Import Checklist

V2 Final 29 Nov 2017 Page 1

Defence EDMS Historical Data Import – Consultant Checklist

Consultants providing an EDIF for import to the Defence instance of the ESdat Environmental DataManagement System must first complete this checklist.

This checklist is designed to confirm mandatory data quality requirements are achieved to enableimporting of the EDIF.

Please check each box to confirm the EDIF complies

This checklist is designed to enable successful upload and does not provide guidance on Defencerequirements related to data set completeness.

General

Single EDIF provided per Site

EDIF File Name & Date Created: _________________________________:___/____/201____

Correct Site and Project ID details provided in EDIF

Defence ESdat Site Name: ________________________Defence ESdat Site ID: ______________

Defence ESdat Project ID(s): _______________________________________________________

Sites have the correct coordinate (GDA) system assigned

Please list the MGA Coordinate Zone: _______________________________________________

List of data types submitted (please circle)

Location / Well Construction / Lab Chemistry / Field Chemistry / Water Levels

Others (please list): ______________________________________________________________

Locations

Location_Codes are unique with no duplicates (e.g. MW1, MW01, MW001)

Coordinates in GDA (eastings/northings) are associated with all Locations.

Locations have new names (DCD#7 compliant) entered in the Alternative_Name field

Location_Type is DCD#7 compliant (e.g. BH, TP, SS, MW, SV, SW, SD, GT)

Monitoring_Zone is the correct CSR as defined by Defence

V2 Final 29 Nov 2017 Page 2

Samples

All samples are assigned to locations

Correct Matrix_Type has been assigned (e.g. water, soil, air, gas, biota_L, biota_S)

QA/QC samples are reconciled (Sample_Type, Parent_Sample, etc.)

Wells

All groundwater monitoring locations have an associated well (or wells, e.g. where nested))

Water Levels

All water level measurements have been assigned to correct location and well

Depth values are numbers only (e.g. Water_Depth, Product_Depth, Well_Depth)

Dry wells are recorded as “True” in the Dry field.

PRIOR TO SUBMITTING EDIF TO ESCIS: For any non-conformances identified in the EDIF whilecompleting this check list, please notify your Defence Project Manager to seek guidance on resolving thenon-conformance.

Relevant correspondence with Defence relating to non-conformances should be appended to thecompleted checklist and submitted together with the EDIF.

The following section to be completed by the consultant:

I have completed the EDIF review check-list and confirm the EDIF complies with the stated requirements.

Consultant representative: _____________________________ Company:________________________

Signed: _____________________________________________ Date: _____ /______ /_______________

The following section to be completed by EScIS:

EScIS has reviewed the EDIF and confirms compliance/ non-compliance with the check list requirements.

EScIS Representative: _____________________________________________________

Signed: __________________________________Date: _______________________________

V1 Draft 6 Dec 2017 Page 1

Defence EDMS New Project Checklist

The checklist details the minimum information to be input against new projects created in the Defenceinstance of the ESdat Environmental Data Management System.

This form is to be retained by the project records in Objective and linked to GEMS.

This checklist is designed to enable successful Project creation by an ESdat Admin user and does notprovide guidance on Defence requirements related to data set completeness.

General

Project ID*: ________________________________________________

* Project ID created as per Defence protocols (State_Site_Stage eg QLD_0009_Stage1)

Project Name: ________________________________________________

(eg. HMAS Cairns Stage 1 DERP Investigation)

Site associated to Project (refer to Defence PM where new sites are required)

Site ID: ________________________________________________

Site Name: ________________________________________________

(if more than 1 please list overleaf)

Users selected & appropriate permissions assigned

Defence PM: ________________________________________________

Consultant: ________________________________________________

Total # users: _______________(Defence)______________(Consultants)

The following section to be completed by the ESdat Admin user:

I have completed the New Project review checklist and confirm the Project complies with the statedrequirements.

Name: ______________________________________________ Company:________________________

Signed: _____________________________________________ Date: _____ /______ /_______________

V1 Draft 6 Dec 2017 Page 2

Defence EDMS Data Import Checklist

This checklist is designed to confirm mandatory data quality requirements are achieved to enableimporting into the EDMS.

Please check each box to confirm the data complies

This checklist is designed to enable successful upload and does not provide guidance on Defencerequirements related to data set completeness.

General

Defence ESdat Site Name: ________________________Defence ESdat Site ID: ______________

Defence ESdat Project ID(s): _______________________________________________________

List of data types imported (please circle)

Location / Well Construction

Locations

Location_Codes are unique with no duplicates (e.g. MW1, MW01, MW001)

Coordinates in GDA (eastings/northings) are associated with all Locations.

Locations are DCD#7 compliant

Location_Type is DCD#7 compliant (e.g. BH, TP, SS, MW, SV, SW, SD, GT)

Monitoring_Zone is the correct CSR as defined by Defence

Wells

All groundwater monitoring locations have an associated well (or wells, e.g. where nested))

The following section to be completed by the consultant:

I have completed the data import checklist and confirm the EDIF complies with the stated requirements.

Consultant representative: _____________________________ Company:________________________

Signed: _____________________________________________ Date: _____ /______ /_______________