education.vic.gov.au

School operations

Asset Management Planning — School Upgrades

Policy

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.

Summary

  • An Asset Management Plan (AMP) identifies the educational needs and priorities of the school, and the functionality of current buildings to plan school infrastructure upgrades. The documents developed during the asset management planning process describe how capital funding (usually allocated to a school through the state budget process) will be used to support long term educational goals
  • Schools that receive capital funding and do not have a current AMP are required to develop a new AMP in partnership with their regional office and the Victorian School Building Authority.
  • Schools that have a current AMP and receive additional capital funding are usually not required to develop a new AMP.
  • The process for implementing works scoped within an AMP will differ depending on project type, complexity and budget.
  • AMPs 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.

Details

Schools that do not have a current AMP who receive capital building works funding are required to develop an AMP. An AMP is normally considered current if it is less than 5 years old. This is done 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 the first phase of the AMP process (AMP Phase 1), identified works in the subsequent design and construction works that take place during the second phase of the AMP process (AMP Phase 2) may include:

  • new or transformational works
  • maintenance
  • refurbishing buildings in poor condition
  • demolishing areas that are excess to a school’s area allocation as specified in the School Facility Area Schedules (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.

AMP boundaries

The department uses boundaries (project specifications) 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
  • School Facility Area Schedules
  • excess space.

The project enrolment number (PEN) is a planning figure which represents the number of enrolments a school will provide for following completion of a capital project. The PEN is calculated by using the current enrolment number and future projected enrolment of a school. The PEN corresponds to an enrolment band in the School Facility Area Schedules (staff login required).

For further information on how project boundaries are calculated refer to Asset Management Planning Guidance.

AMP process

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.

After AMP Phase 1 and AMP Phase 2 there will be subsequent design and construction phases. For further details on each stage of the asset management planning process, refer to the Guidance tab.

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 the 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.

Project timelines
Steps Completion timeframe

AMP Phase 1: Educational Direction

The VSBA will be in contact to arrange a Bricks and Mortar AMP training session.

  1. School develops AMP Phase 1 draft with support from region and VSBA staff.
  2. School Council endorses AMP Phase 1 draft (this may require organising a special School Council meeting). School then submits AMP Phase 1 draft to the AMP coordinator (VSBA).

5 weeks

  1. The architect appointment process begins following the submission of draft AMP phase 1.
  2. The region reviews draft AMP Phase 1 and requests any changes to be made by the school.
  3. School re-submits AMP Phase 1 to AMP Coordinator and AMP Coordinator uploads to project management platform.
  4. Regions endorse AMP Phase 1 on project management platform.
  5. Architect appointment finalised.
  6. The VSBA reviews and approves AMP phase 1, completing Planning phase 1.
7 weeks
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 costs (including asbestos removal) 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 of Education and Training funds such as a grant or Planned Maintenance Program funding
  • any locally/school-raised funds (schools are encouraged to identify their maximum proposed contribution to a capital works project and seek approval under the School-funded Capital Projects policy early in the design process to prevent delays to the project).

For more information, refer to the Project Management Framework (PMF) and/or the School-funded Capital Projects policy. Schools can access PMF documents on the department's project management platform, iTWOcx reference page (staff login required).

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 2 main plans used by schools to manage and maintain their assets. For more information about School Maintenance Plans, refer to the Planned Maintenance Program policy.

Asset management planning processes

The department has developed the AMP: Phase 1 communication process (staff login required) as a guide for schools on how they can best communicate with and involve their community throughout the AMP Phase 1.

The AMP: Phase 1 communication templates (staff login required) document has a number of templates to assist schools in announcing capital funding and communicating different AMP1 milestones to their community.

The Department has also developed the Design and Construction Phases communication process (staff login required) as a guide for schools on how they can best communicate with and involve their community throughout the Design and Construction phase.

The Design and Construction Phases communication templates (staff login required) document has a number of templates to assist schools in communicating different Design and Construction phase milestones to their community.

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

The VSBA provides additional AMP support to schools through the Bricks and Mortar (AMP) Program (staff login required) in asset management for school leaders, and through access to technical leadership coaches.

Schools can access more information about AMP roles and responsibilities, key considerations and steps in Everything you need to know about a school building project.

Relevant legislation

Contacts

For general facilities enquiries, a school’s regional provision and planning manager should be the first point of contact.

North-Eastern Victoria Region

Damien Hanwright
Damien.Hanwright@education.vic.gov.au
03 7022 1172

North-Western Victoria Region

Jeanette Stubbs
Jeanette.Stubbs@education.vic.gov.au
03 8468 9224

South-Eastern Victoria Region

Darren Clarke
Darren.Clarke@education.vic.gov.au
03 8904 2559

South-Western Victoria Region

Leo Styles
Leo.Styles@education.vic.gov.au
03 4334 0587

For any specific AMP queries, schools can contact the VSBA’s AMP Coordinator:

amp.coordinator@education.vic.gov.au

Department policy on asset management planning processes for schools that receive capital funding

Reviewed 17 May 2022

Policy last updated

3 May 2022

Scope

  • Schools
  • School councils
  • All Department staff

Contact

There are multiple contacts for this topic. Refer to the Contacts section in the policy for details.