education.vic.gov.au

Advice

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

Summary

  • Over 2021 and 2022, the Victorian School Building Authority (VSBA) has been rolling out a new asset information management system (AIMS) to schools.
  • AIMS will make it easier for schools to manage their assets within a single portal and is replacing over 20 department asset management systems, including the schools facilities profile website, school maintenance plan portal and DET clean.
  • All schools will transition to AIMS by the end of 2022. Information about when your school is transitioning to AIMS is available in the deployment schedule, located on the Resources tab.

Details

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

Once all schools have transitioned to AIMS, the system will also improve VSBA’s oversight of school asset management activities and provide a single source of truth for asset information for both schools and the VSBA.

AIMS was developed in consultation with a school reference group comprising principals and school leaders. The system was piloted by a group of 23 schools .(representing a mix of metropolitan, regional, and varying school types) to ensure it meets the needs of school users. Lessons from the pilot launch also informed improvements to the AIMS school training and support model.

The benefits of AIMS for schools

  • AIMS is making it easier for schools to manage maintenance and compliance activities within a single portal.
  • AIMS is replacing over 20 departmental asset information systems and will integrate with other DET systems.
  • Schools will have greater transparency over how assets are managed and targeted support from the VSBA to help them manage their assets more effectively.

Systems and data that AIMS is replacing (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 will be integrated with AIMS include:

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

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.

Preparing for transition to AIMS

All school transitioning to AIMS have been notified and have been invited to attend an information and readiness session to prepare them for their transition to AIMS. The readiness activities booklet shared in this session guides schools through the key activities to complete ahead of their AIMS training.

Some of the asset related information currently stored on the school facilities profile website, school maintenance plan portal, rolling facilities evaluation portal, and in condition assessment reports is being migrated to AIMS. Answers to frequently asked questions are available on the Resources tab.

Staff support and training

While AIMS will reduce the administrative burden and workload for schools, this transition will mean a change for how schools undertake a range of administrative tasks.

A comprehensive and structured training program has been established to introduce schools to AIMS. This includes:

  • an information and readiness session
  • dedicated training sessions and follow up sessions
  • interactive demonstrations and question and answer sessions
  • refresher and new user training
  • 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 centreExternal Link (staff login required) is a central repository of practical information to help schools use AIMS, including:

  • knowledge and support: new system updates, important tips, knowledge articles
  • guides and resources: user guides and quick reference guides
  • digital learning: self-paced learning modules
  • events: upcoming sessions including focussed interactive sessions.

The knowledge centre is regularly updated with information about AIMS. Refer to the AIMS knowledge centre navigation guideExternal Link (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 in the 12-months prior to the transition to AIMS. Schools can register for a workshop on the Victorian Academy of Teaching and Leadership websiteExternal Link .

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

This advice describes the new Asset information Management System (AIMS) which is a web-based, centralised portal that will replace schools existing asset information management systems

Reviewed 05 September 2022

Policy last updated

5 September 2022

Scope

  • Schools

Contact

Victorian School Building Authority Schools Capability Building Unit

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