This policy explains the asset management planning process for schools that receive capital funding.
For schools that have received capital funding, this page will provide a guide to navigating the project from start to finish.
- Most schools that receive capital building works funding are required to develop an Asset Management Plan in partnership with their Department regional office and the .
- The process for implementing works scoped within an Asset Management Plan will differ depending on project type, complexity and budget.
- Asset Management Plans have 2 distinct stages:
- Asset Management Plan 1 outlines the school’s educational directions, educational specification, and a basic facilities analysis (which considers functionality, condition and spatial analysis).
- Asset Management Plan 2 (part of the design and construction phases) involves developing a more detailed master plan/spatial analysis in addition to broader site and project requirements.
Most schools that receive capital building works funding are required to develop an Asset Management Plan (AMP) in partnership with their Department regional office and the Victorian School Building Authority (VSBA) and in consultation with the school community
An AMP articulates the school’s educational direction and vision as a basis for the capital building works infrastructure and upgrade that will be completed. Once the educational direction and vision has been articulated in AMP Phase 1, identified works in the subsequent design and construction phases (inclusive of AMP 2) may include:
- new or transformational works
- refurbishing buildings in poor condition
- demolishing areas that are excess to a school’s area allocation as specified in the (staff login required).
AMPs also link school infrastructure funding to the specific details set out in the Budget email that schools receive when State Budget funding is announced.
The Department uses boundaries on all capital works projects to target the funding to where it is most needed and ensure that the project meets the needs of the school community. In collaboration with regional staff, the VSBA establishes the boundaries for capital works projects. Boundaries that are established for all projects include:
- project budget
- Project Enrolment Number
- facilities schedules
- excess space.
AMPs have 2 distinct Phases:
- AMP Phase 1 – outlining the school’s educational directions, educational specification, and a basic facilities analysis. A facilities analysis considers functionality, condition and spatial analysis.
- AMP Phase 2 – developing a more detailed master plan/spatial analysis that is informed by AMP 1 as well as broader site and project requirements.
Exceptions – when an AMP is not required
There are some situations where an AMP may not be required. Examples include:
- subsequent stages in developing a new school (planning is completed in the early stages of new school planning)
- capital building works where an AMP has been completed for an earlier stage of development and is still considered appropriate for an announced project
- program arrangements that are similar to, but separate from, capital works (for example, Asbestos Building Replacement Program)
- maintenance projects.
New schools do not go through the same AMP process as capital building projects at existing schools. However, educational specifications are prepared and agreed for new schools.
So you have received capital funding. What happens now?
Schools allocated capital funding will receive a communication from the Minister for Education.
The AMP Coordinator from VSBA will contact the schools to book into a Bricks & Mortar AMP Training session. After this session, the school will be allocated a VSBA technical leadership coach to support them through AMP phase 1 and a project officer, who will be the key contact for AMP Phase 2 and subsequent design and construction phases and the duration of the project from then on. The project officer will discuss appointing an architect to the capital works project.
To ensure projects are implemented as quickly as possible, schools and the VSBA are required to keep to project timelines at each stage of the process. If the school is unable to meet these timelines, the school needs to speak to the relevant contacts listed on under the 'Contacts' section on this page.
The following is a detailed description of the steps that the school will need to complete.
Planning Phase 1: Educational Direction
The VSBA will be in contact to arrange a Bricks & Mortar AMP training session
|Complete AMP Phase 2: develop master plan of spatial location and priority projects||12 weeks|
|Complete schematic design||11 weeks|
|Complete design development||11 weeks|
|Finalise tender documentation||12 weeks|
|Tendering, evaluation and appointment of builder||6 weeks|
|Construction starts||2 weeks|
Funding and expenditure
AMPs factor in capital building works funding that schools receive from the State Budget.
Capital works funding covers all costs associated with the school’s building project, including professional fees, all building-related (including asbestos removal) costs and a project contingency.
Here is the typical budget breakdown (approximately):
- 65 to 70% – construction, including site-specific costs, external services and landscaping
- 18% – architects and specialist consultants
- 5% – VSBA project management and communications
- 5 to 10% – project contingency
- 2% – furniture, equipment and ICT.
AMPs may also include:
- funding provided to schools from other government agencies or departments
- other Department funds such as a grant or funding
- any locally/school-raised funds.
The VSBA must approve all expenditure (or commitments) to be charged to the capital budget.
AMPs and School Maintenance Plans
AMPs and School Maintenance Plans (SMPs) are the two main plans used by schools to manage and maintain their assets.
AMPs enable schools to identify infrastructure and upgrade needs and ensure that capital building works align with their future vision and the scope of work detailed in the Budget email they receive at State Budget time.
The SMP and AMP are two distinct plans developed through separate processes. Every school will complete an SMP after their , while schools only complete an AMP if they receive capital building funding.
Support for communicating Asset Management Planning
Some schools may be required to utilise a different communications process for the Design and Construction Phases. These schools will be contacted directly by a Victorian School Building Authority Communications Advisor prior to the commencement of the Design and Construction Phases should this be required.
Support for Asset Management Planning
For general facilities enquiries, a school’s Regional Provision and Planning Manager should be the first point of contact.
North-Eastern Victoria Region
North-Western Victoria Region
South-Eastern Victoria Region
South-Western Victoria Region
For any specific AMP queries, schools can contact the VSBA’s AMP Coordinator:
Reviewed 30 September 2021