MODUK GFI 15 PDF

Introduction

1. This document provides commercial guidance relating to the application, provision and use of Shared Data Environments (SDEs) in respect of the 06/01 (and subsequent) Editions of DEFCONs 687A and B and DEFFORM 687C. Draft Guidelines for Industry No 15 published in 1999 still governs the application of DEFFORMs 687A and B in respect of existing contracts, although these should not be used in any new contracts.

2. The issue of this guidance follows the development of revised arrangements and a new DEFFORM relating to an SDE service arising from discussions between MOD and the CBI. This guideline provides Industry with advice on the MOD's approach to contracting for SDE services and the use and application of the Conditions and arrangements. It also provides MOD's commercial officers with guidance on how to formulate a contract for an SDE service and the applicability of the Conditions and arrangements.

3. Whilst this guidance relates to commercial conditions, it should not be considered as merely guidance for commercial specialists. It is difficult to separate the technical aspects of an SDE service from the commercial ones and it is imperative, therefore, for all individuals involved in the establishment, operation or use of an SDE service to have access to this guidance and to understand the principles enshrined within it.

4. The MOD is committed to making the best use of e-business applications in its acquisition practices. This may involve many of its Integrated Project Teams (IPTs) committing to the formation of an SDE service where this shows clear value for money benefits to facilitate their business. An SDE service will allow authorised users controlled access to information and applications agreed to be made available in support of their shared business processes. Users will normally be organisations contributing to an IPT and may be a mix of internal and externalstakeholders, sub-contractors and consultants. Each organisation may have one or many members of staff who may be authorised to access information from the SDE service at their workstations.

5. The MOD is committed to digital information delivery, and the progressive elimination of paper based media as an integral part of HMG's Information Age initiatives. Nonetheless it is necessary to establish the appropriateness for an SDE service. Establishing electronic access to information is not mandatory for MOD projects and should not constitute a project in its own right. It is a means to an end – a facilitator for a project. A business case for the project provision of an SDE service will need to be made as for any other service. An SDE service will not be appropriate or necessary in all cases.

 6. SDE services need to be properly defined in contracts and agreements which establish the rules under which the SDE service will operate.