Asset Management System SaaS

The Department is seeking a “commercial off the shelf” (COTS) system provided as a Software as a Service (SaaS) offering on a PROTECTED cloud service, which can be configured to the Department’s information and organisational context. The Department is not seeking to implement a bespoke system that requires extensive customised development.

The management of the Department’s security assets is currently distributed between the Canberra Office and overseas missions. Procurement of security assets for overseas missions is sourced and managed through a variety of means including the Department’s Diplomatic Security Division (DSD), project implementations, and by staff at overseas missions.

The Department records information on the security measures in place at overseas missions. However, with security measures recorded in various ways, including in the Canberra Office and at overseas missions, there is little assurance on whether records are accurate, current or complete.

The Successful Tenderer is required to provide a System that is accessible to all Department staff, in approximately 180 locations across 87 countries. Some locations have intermittent or poor internet connections.

The System will be administered by DSD in Canberra. Staff at overseas missions will need access to view and update information for the security assets at their mission, as well as submit requests about their assets. For staff at overseas missions, managing the security assets is only a small part of their job, so the System must be simple and easy for them to use infrequently, approximately a couple of times a month.

Financial asset management for security assets is conducted in the Department’s SAP financial management system, and those processes will continue in that system. The System will focus on the operational and engineering management of the security assets, such as details of the systems and components, operational status, corrective and preventive maintenance, warranty details, and use of the assets and consumables. It is important that the financial information in SAP and the asset information in the System reconcile.

As well as assisting the overseas missions and DSD to manage the security asset itself, information from the System will inform financial and risk management of the Department’s people, information and assets.