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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

  • 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 Victorian School Building Authority.
  • 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.

Details

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
  • 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 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.

For further details, refer to the Guidance tab.

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 AMP policy, refer to the Guidance tab.

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.

Project timelines
Steps Completion date

Planning Phase 1: Educational Direction

  • Develop AMP Phase 1 document.
  • School Council approves Planning Phase 1 document (this may require organising a special School Council meeting).
  • Following School Council approval, submit Planning Phase 1 document to the regional office, via ITWOCX[1], for approval.
  • The architect appointment process starts following the submission of draft AMP Phase 1 document.
  • Regions provide any requests for changes to schools.
  • Schools re-submit AMP, via iTWOcx.
  • Regions endorse AMP and submit to the VSBA, via iTWOcx.
  • Appoint architect.
  • The VSBA approves AMP, completing Planning Phase 1

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

12 Weeks

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 Planned Maintenance Program funding
  • any locally/school-raised funds.

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 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.

SMPs enable schools to record and manage asset risks, and build routine maintenance programs to prevent maintenance issues recurring after a school’s Rolling Facilities Evaluation (RFE).

The SMP and AMP are two distinct plans developed through separate processes. Every school will complete an SMP after their Rolling Facilities Evaluation, while schools only complete an AMP if they receive capital building funding.

For further details about school condition and the RFE, refer to Rolling Facilities Evaluation (staff login required).

For further details about the School Maintenance Plan process, refer to School Maintenance Plans (staff login required).

Support for communicating Asset Management Planning

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

Lynne Sutton
Lynne.Sutton@education.vic.gov.au
03 7005 1844

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 30 September 2021

Policy last updated

4 June 2021

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.