Asset Information Management System (AIMS)

Advice

This advice describes the new asset information management system (AIMS) which is a web-based, centralised portal that has replaced schools’ existing asset information management systems.

Summary

• Over 2021 and 2022, the Victorian School Building Authority (VSBA) rolled out a new asset information management system (AIMS) (staff login required) to schools.
• AIMS helps schools to manage their assets within a single portal.
• All schools transitioned to AIMS by the end of 2022. Information about schools that have transitioned to AIMS is available in the roll out schedule, located on the Resources tab.
• New schools will be trained and onboarded to AIMS by the end of term 2 of the first year of operation.

Details

The rollout of AIMS is a key component of the VSBA’s asset management reform program and a requirement under the Department of Treasury and Finance’s asset management accountability framework.

AIMS is streamlining asset management data, systems, and business processes into a single IT solution. This is making it easier for schools to access asset information and plan, manage and acquit school asset activities.

AIMS can be accessed at: Asset information management system (AIMS) (staff login required).

AIMS is reducing duplication across different systems and improving the integration of key activities (such as linking CASES21 to the scheduling of asset maintenance tasks).

With all schools now using AIMS, the system helps improve the VSBA’s oversight of school asset management activities and provides a single source of truth for asset information for both schools and the VSBA.

The benefits of AIMS for schools

• AIMS is making it easier for schools to manage maintenance and compliance activities within a single portal.
• AIMS has replaced over 20 departmental asset information systems and integrates with other Department of Education systems.
• AIMS provides greater transparency to schools about how assets are managed.
• AIMS facilitates the VSBA providing targeted support to help schools manage their assets more effectively

Systems and data that AIMS has replaced include (this is not an exhaustive list):

• school maintenance system
• school facilities profile website
• school maintenance plan portal
• rolling facilities evaluation portal
• condition assessment reports
• DET clean.

Systems that are integrated with AIMS include:

• CASES21
• eduMail (to facilitate system-generated notifications and track emails within the system)
• SailPoint (to facilitate access management to AIMS).

What is AIMS used for?

Schools are using AIMS to undertake a number of activities, including but not limited to:

• accessing and updating school asset and facilities information
• planning, scheduling, and managing maintenance and compliance activities
• automating notifications for asset management activities
• viewing asbestos audits and registers.

New schools in 2023

All new schools that commenced operation in 2023 have been notified and invited to attend an AIMS information and readiness session. The readiness activities booklet shared in this session guides schools through the key activities to complete ahead of their AIMS training.

Answers to frequently asked questions are available on the Resources tab.

Staff support and training

While AIMS is reducing the administrative burden and workload for schools, this transition has meant a change for how schools undertake a range of administrative tasks.

A comprehensive and structured training program has been established for 2023 to continue to support schools in their use of AIMS. This includes:

• dedicated training sessions and follow up sessions
• interactive demonstrations and question and answer sessions
• refresher and new user training
• group training sessions covering different modules in AIMS including processing AIMS work orders in CASES21
• the AIMS knowledge centre – a centralised portal for AIMS information and resources
• the bricks and mortar asset management program.

AIMS knowledge centre

The AIMS knowledge centre (staff login required) is a central repository of practical information to help schools use AIMS, including:

• schedule of AIMS training sessions
• knowledge and support – new system updates, important tips, knowledge articles on best practice use
• guides and resources – user guides and quick reference guides.

The knowledge centre is regularly updated with information about AIMS. Refer to the AIMS knowledge centre navigation guide (staff login required) for advice on how to navigate the knowledge centre.

Bricks and mortar asset management program

The Victorian Academy of Leadership and Teaching delivers a professional learning and development workshop, ‘Bricks and mortar asset management’, to equip school leaders with the knowledge and skills to strategically manage their assets.

It is highly recommended that schools participate in a bricks and mortar asset management workshop. Schools can register for a workshop on the Victorian Academy of Teaching and Leadership website.

AIMS is the key tool that supports schools to meet relevant facilities management requirements and undertake day-to-day facilities management activities outlined in the workshop.

Guidance

There is no further guidance for this topic. For more information, refer to the Resources tab.

Resources

Asset information management system (AIMS)

AIMS can be accessed at: Asset information management system (AIMS) (staff login required).

System support

For system support or assistance, access the Services Portal (staff login required) or contact the asset information management system (AIMS) service desk on 1800 641 943.

System access

AIMS is now integrated with SailPoint, an identity management system to create efficiencies in how user access requests are submitted and managed. This includes requesting, updating or removing an AIMS user.

As part of the integration, principals will automatically be provided with AIMS access, and their access will be updated if they move schools.

To raise an AIMS access request (school log in required) open the Services Portal, select Services Catalog, Select Access, Select Asset Information Management System (AIMS) School Access.

Please note, principal approval is required to access requests.

Frequently asked questions

Frequently asked questions (DOCX) about AIMS for schools are available and categorised by topic for easy navigation.

Schools transitioned to AIMS

The rollout schedule (DOCX) shows when schools transitioned to AIMS.

Information resources

The following resources are available to support AIMS navigation and the management of school facilities within the system.

AIMS user guide

The AIMS user guide provides instructions and guidance on how to navigate all functionality in AIMS relevant to school users:

• AIMS user guide (DOCX)
• AIMS user guide (PDF)

AIMS knowledge centre

The AIMS knowledge centre (staff login required) is a central repository of practical information to help schools use AIMS, including:

• new system updates
• important tips
• knowledge articles
• quick reference guides
• training and events.

School facilities management handbook

The School facilities management handbook (PDF) is a consolidated support resource for school principals, business managers and facility managers.

The handbook:

• outlines the facilities management and minimum compliance activities for which schools are responsible
• provides best practice facilities management guidance
• summarises key actions that schools need to undertake, when and how
• links schools to existing department policies, resources, and contacts.

The handbook can be used as a ‘go-to’ resource to locate information on various aspects of facilities management, guidance on how to deal with a facilities issue or question, and direction on using AIMS to support facilities management activities.