School operations

Planned Maintenance Program


This policy sets out the purpose of the Planned Maintenance Program (PMP) funding, and the requirements for the project based on funding amount and type.


  • The Planned Maintenance Program (PMP) provides targeted funding for schools to maintain their facilities.
  • In the majority of cases, the PMP provides funding to address high priority items identified in the rolling facilities evaluation (RFE).
  • Depending on total project value, PMP projects may be led by the school or the Victorian School Building Authority (VSBA)External Link .
  • There are different requirements for funding acquittal, depending on the funding amount and purpose.


The PMP provides funding to schools to maintain their facilities. The amount of funding that a school is allocated may be for one or more of 4 different types. The delivery model and funding acquittal process will differ depending on the funding allocation.

Funding types

The PMP funds 4 types of maintenance issues: visual issues identified in the RFE, specialist assessment outcomes, shelter-in-place (SiP) works, and targeted maintenance issues.

Rolling facilities evaluation visual issues

Schools that are funded for RFE visual issues will have received a condition assessment report as part of their RFE. This report identifies maintenance issues at the school, listed by priority. When a school is funded for PMP funding, issues requiring attention within the next 12 months (Priority 1 and 2) are allocated funding. Schools can find a list of their defects on the condition-based maintenance tab of their School maintenance plan (SMP)External Link (staff login required). More information can be found at School Maintenance Plans and Rolling Facilities EvaluationsExternal Link .

Specialist assessment and shelter-in-place assessment outcomes

Consistent with RFE visual issues, the issues identified in the specialist assessment and SiP assessments which require attention within 12 months may be funded in the PMP. Specialist assessment outcomes and SiP outcomes are also shown in the condition-based maintenance tab of the SMP. Specialist assessment outcome and SiP assessment outcomes are specifically identified as such in the SMP.

Targeted maintenance issues

Some maintenance priorities may be identified outside of the RFE process. These projects have a specific scope identified. Schools will be notified of the scope of these projects in their funding letter. In some circumstances with these projects, the project will be partially funded and require a co-contribution from the school in order to complete the full scope of works.

Project delivery models

Depending on total project value, PMP projects may be led by the school or the VSBA. The Guidance tab has more detailed advice on acquitting the funds and undertaking the works for different funding amounts. The project delivery models for different funding amounts are as follows:

  • projects valued up to $50,000 are school led
  • schools can choose to lead projects valued between $50,001 and $200,000 or request the VSBA to lead them
  • the VSBA will lead projects valued at more than $200,000 and assign a project manager to work with the school.

Projects funded to maintain shelter-in-place buildings will be delivered by the VSBA.

Funding acquittal

For all projects up to $50,000, schools are required to complete and submit a funding declaration form for approval. In completing and submitting the form for approval, the school acknowledges the intention of the funds, and the full amount of funding available.

For all school led projects above $50,000, schools are required to submit at least one quote where the total value of works completed by any one supplier is less than $50,000 GST Inclusive, and a minimum of 3 quotes must be sought where the total value of works completed by any one supplier is greater than $50,000 GST inclusive.

Schools may also be required to prepare and sign contracts for higher value funding allocations.

For all school led projects, the school will not receive funds until the appropriate approvals are made. These steps and approvals are set out in the Guidance tab.

School-led projects must commence within 9 months of receiving funding. The VSBA will take over the delivery of the project using the allocated funds if the school-led project has not commenced within 9 months. At any time, schools can request the VSBA to deliver the project on their behalf.

For VSBA led projects, the school will be allocated a project officer who will work with the school throughout the delivery process.


Rolling facilities evaluation
The RFE assesses the condition of buildings and other infrastructure at all Victorian government schools on a rolling 5-year cycle. The outcomes of the RFE are uploaded into the school’s school maintenance plan. High priority defects identified during the RFE may receive PMP funding. Schools may find information on the RFE by going to the Rolling facilities evaluation intranet pageExternal Link (staff login required).

School maintenance plans
The school maintenance plan helps schools’ budget, schedule and manage the maintenance of their buildings and grounds using an online tool. The plan also enables schools to record and manage asset risks and build a routine maintenance program to prevent the recurrence of maintenance issues.

In the event of an emergency where there is insufficient time to evacuate, and all other avenues have been exhausted, a school’s shelter-in-place (SIP) building is a nominated building that is used to provide temporary accommodation to staff and students until emergency services arrive.

Relevant legislation

Project Development and Construction Management Act 1994 (Vic)External Link


Schools with questions about the program, process or works that should be undertaken with PMP funding can contact the AMP coordinator at:

Schools may also contact the provision and planning staff in their local area or regional office for assistance.

Department policy setting out the purpose of the Planned Maintenance Program (PMP) funding, and the requirements for the project based on funding amount and type

Reviewed 07 March 2024

Policy last updated

29 September 2022


  • Schools


Victorian School Building Authority Asset Management Planning Coordinator

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