Service Delivery Plan SecureFile

Operating Procedure for Client

Agencies

PURPOSE
This Operating Procedure is in support of the Service Delivery Plans Dissemination
by StateNet SecureFile.

This process has been developed to assist with the delivery of the planning
requirements of the Facilities Management Services Contract number 2013C167
under clause 5.4 requires that the detailed planning of the 2017/2018 Works
Program is provided to clients, agencies representative no later than 90-Days before
the start of the new financial year.

PROCEDURE
The AGFMA section will send client agency representatives via StateNet SecureFile
an email with secure link to their Service Delivery Plans provided by the FM for their
viewing and down loading. See attached Appendix 1 - Flowchart

1. FM to Upload Zipped Plans

The Facilities Management Contractor will upload client agency
representative individual zipped Service Delivery Plan files by SecureFile and
send to AGFMA Contract Support Officer. The Contract Support Officer will
send the files to the individual client agency representatives’ contacts by
SecureFile

2. Client Agency Representatives

 Upon receipt of the link to the AGFMA Service Plans & Budgets
SecureFile workspace click on link to the StateNet SecureFile website
 Enter your individual email address e.g. Joe.citizen@sa.gov.au
 Enter password, this is your Local Area Network (LAN) password, (the
password you enter into your PC when first logging on to access your
client / agencies network)
 If having difficulties with log on, use the forgot password feature, this
should resolve any difficulties

ISSUE DATE: :25 January 2017

REVIEW DATE: :25 January 2018
RESPONSIBLE OFFICER Dean Jeffery
FILE: Knet #11189915
 3. Downloading Files
 To download a file, click the file itself. A dialog box appears to prompt
you to either view or download the file
 Click the Download. A dialog box appears to prompt you to either save
the file or open. Select Download and click OK.

 Once files are downloaded on to your network or device you can fully
access the files independent of the SecureFile interface

4. Acceptance or Rejection of the Works Plan and Budget

 Client and agency representatives will only be able to view and down
load zipped files from SecureFile so any correspondence for the
acceptance or rejection of the said plans cannot be undertaken using
SecureFile.
 If any Service Delivery Plan or Service Delivery Budget is rejected, the
FM must submit an amended Service Delivery Plan or Service
Delivery Budget to the relevant Agency Representative within 14 days.
The FM will resubmit a revised plan by SecureFile.
 Under clause Part B 5.5 client / agency representatives to review
and within 14 days of the submission of such Service Delivery Plan
or Service Delivery Budget, reject the Service Delivery Plan or
Service Delivery Budget together with written reasons.
 Under clause 5.4, Service Delivery Plans and Budgets are to ensure
that the FM is able to commence delivery of the relevant Facilities
Management Services on the first day of each new financial year
ensure that each Service Delivery Plan and Service Delivery Budget
is finalised to the satisfaction of the relevant Agency Representative
by no later than 45 days before the start of each Year; or

APPENDIX 1 –
AGFMA SecureFile Process Flowchart for Service Delivery Plan Dissemination

2
(original Signed)

APPROVED
Michael Alliston Date 25/ 01 /2017
AGFMA Service Manager

3
 Appendix 1
AGFMA Secure File Process Flowchart
For Service Delivery Plan Dissemination

AGFMA Create Advise Spotless Send via SecureFile

Contract workspaces in of each the notification of
Support Officer SecureFile workspace for the Workspaces to
Step 1

each client Spotless FM

portfolio

Spotless FM Zip each clients Upload zip file Send via SecureFile
Work plans and via SecureFile to AGFMA Contract
Budgets as per to the Support Officer
Step 2

Appendix 5, 5a appropriate email address

and file naming workspace
conventions

AGFMA Receives Forwards to Undertakes records

Contract zipped file Client agency management
Support Officer workspaces in representative process in Knet
Step 3

SecureFile via SecureFile

Client Agency Receive Open link, log Review Work plan

Corporate SecureFile on to and Budgets and Rejected, FM
Representative email SecureFile, advise FM and amends and
Step 4

notification download AGFMA Contract repeats step 2

with link to the Work plan and Manager of
zip files Budgets files acceptance or
rejection

Spotless FM Ensure Client FM prepares Check that file

Agency written flat file for Rejected, FM
submitted has been
authorisation submission to successfully loaded amends and
Step 5

received by FM DPTI BMAS in DPTI System repeats step 4

and Contract system
Managers