education.vic.gov.au

School operations

Asset Information Management System (AIMS)

Advice

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. 

Summary

  • Over 2021 and 2022, the Victorian School Building Authority (VSBA) is rolling out a new AIMS to schools.
  • AIMS will make it easier for schools to manage their assets within a single portal and will replace over 20 Department asset management systems, including the Schools Facilities Profile Website (SFPW), School Maintenance Plan (SMP) Portal and DET Clean.
  • Schools will gradually transition to AIMS from mid-2021 to late 2022.

Information about when your school is transitioning to AIMS is available in the deployment schedule, located in the Resources tab. Please note that these dates are indicative and subject to change. Schools will be provided sufficient notice regarding their transition to AIMS.

Details

Over 2021 and 2022, the VSBA is rolling out a new AIMS to schools. 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.

Currently, school asset information exists across multiple locations, making it difficult to find and manage information. AIMS will streamline asset management data, systems, and business processes into a single IT solution. This will make it easier for schools to access asset information and plan, manage and acquit school asset activities.

Using AIMS will reduce duplication across different systems and improve the integration of key activities (such as linking CASES21 to the scheduling of asset maintenance tasks). 

AIMS will also improve VSBA 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, and 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 key benefits of AIMS for schools

  • AIMS will make it easier for schools to manage maintenance and compliance activities within a single portal.
  • AIMS will replace 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.

The systems and data that AIMS will replace (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 (at this point in time) include:

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

What AIMS will be used for

Schools will use 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 
  • managing cleaning activities.

Preparing for transition to AIMS

Schools will gradually transition to AIMS. Transitions to AIMS commenced in Term 4 2021 and will continue until late 2022. For details on when your school is planned to transition to AIMS, please refer to the rollout schedule located on the Resources tab. Please note that these dates are indicative and subject to change

Schools will be provided with sufficient notice prior to transitioning to AIMS and be invited to an information and readiness session to prepare them for their upcoming transition. This session will outline the next steps schools need to perform ahead of receiving their AIMS training and it also provides an opportunity for schools to ask questions about the transition process.

Schools will then be contacted to arrange the training and support sessions as part of their onboarding to AIMS.

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 will be migrated to AIMS. Frequently asked questions and answers are available on the Resources tab.

Bricks and Mortar Asset Management Program

The Victorian Academy of Leadership and Teaching (previously Bastow Institute of Educational Leadership) 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 website.

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.

Staff support and training

While AIMS will reduce the administrative burden and workload for schools, we understand that this transition will mean a change for schools.

To ensure a smooth transition, a comprehensive and structured training program has been established to introduce schools to AIMS. This includes:

  • an information and readiness session
  • personalised training sessions and follow up sessions
  • optional interactive demonstrations and question and answer sessions.

More detailed information will be provided to schools closer to their transition date.

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 28 February 2022

Policy last updated

28 February 2022

Scope

  • Schools

Contact

Victorian School Building Authority Schools Capability Building Unit

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