About the policy

What needs to be done

This procedure supports staff using FMWeb 2.0. It outlines the workflow for the project proposal section.

1. Determine which works require Asset Management approval

School Infrastructure Asset Management:

• must approve and manage most works on a school or department owned site, before any asset-related works begin. This is to ensure the safety and wellbeing of the school community
• will support principals by ensuring any works comply with relevant department policies, commitments, legislation and supporting guidelines.

1.1 Work that does not require Asset Management approval

School general assistants (GA) can conduct asset maintenance activities based on their role description, with the support of the school principal. These works do not need Asset Management approval if due diligence is conducted by checking the following:

• The room or building does not have heritage status by checking the NSW Government’s Environment and Heritage listing.
• The area that the work will be undertaken does not have any known or suspected asbestos-containing material as per the school’s Asbestos Register or Site Specific Asbestos Management Plan.
• Compliance with the department’s Work health and safety policy.

Types of asset maintenance work that a GA can do:

• preparation and maintenance of equipment
• minor maintenance of building, plant and equipment subject to meeting asset management requirements above, for example
  • repainting walls
  • installing shelves, hooks, pin boards and other supporting materials on walls
• maintaining school playing fields, gardens and lawns.

If unsure, please contact your Asset Services Officer to seek clarification.

1.2 Work that schools may undertake with Asset Management approval

Asset-related works in schools must be submitted through FMWeb 2.0 and approved by an Asset Management Senior Group Leader or Director.

Example of works that may be approved by Asset Management for delivery by school staff or via FMC, include:

• low-risk works under $50,000
• installing non-illuminated signs up to 2.0 metres from the floor or ground
• landscaping work except where the site has an Asbestos in Grounds Management Plan or a long-term Environmental Management Plan
• replacement of interactive screens
• replacement of existing food tech and TAS equipment, provided no significant re-wiring is involved and no alterations to exhaust systems
• minor installations of play equipment that do not require soft fall certification.

Local contractors not registered to the Facilities Maintenance Contract will need to:

• meet the relevant accreditation and working with children check requirements
• adhere to the conflict of interest policies.

1.3 Work that Asset Management will deliver

This includes:

• high voltage or 3-phase electrical work
• work at heights, the work face over 3.0 metres from the floor or the ground
• works in areas where the asbestos register shows asbestos or the potential for asbestos or other hazardous materials
• high risk work, which is any of the above, and also anything involving heavy equipment, for example, excavation work
• works on heritage assets or sites
• structural modifications to buildings, including but not limited to, the removal and/or installation of
  • walls (including operable walls)
  • doors
  • windows
  • stairs
  • balustrades
  • mezzanines
• works requiring complex management of multiple trades
• work involving a person working in or near a shaft or trench with an excavated depth greater than 1.5 metres.

The Asset Management Regional Director will need to discuss any works not covered by the above list with the Executive Director, Asset Management.

If the proposed project exceeds current Educational Facilities Standards and Guidelines (EFSG) requirements, the school or other contributors may be required to pay for ongoing running and maintenance costs.

To log maintenance and repair callouts, or raise asset-related queries, refer to the Maintenance and callout procedures.

2. Submit the proposal for works on school sites

Asset Services Officers (ASO) are available to support schools during the project proposal process. However, principals do not have to contact an ASO before they submit a proposal.

For project proposals for joint and department funded works to be considered in the same year’s budget cycle, principals must submit the proposal before the end of Term 1 each year. Project proposals submitted after Term 1 can be considered in the next year’s budget cycle. Projects will be assessed against the needs of all schools across the state and prioritised accordingly.

On receipt of a request in FMWeb 2.0 for approval for works that can be undertaken by a school the Asset Management Unit will review:

• the works type
• the location of the proposed work
• hazardous materials or contamination
• heritage status and safety implications of the works.

3. Assess the proposal

The Asset Services Officer (ASO) will assess the proposal:

1. Review project proposal details in FMWeb 2.0.

2. Contact the principal (or their delegate) after reviewing the proposal to advise it has been received and is being actioned.

3. Discuss the next steps with the Senior Group Leader, Asset Management, to determine the best approach for the school and the project. This involves determining whether a site visit to the school is required to assess the proposal’s viability; checking for any requirements such as planning approvals and supporting environmental assessments; understanding the funding program; and estimating costs based on comparable projects. For any queries, the ASO will contact the principal.

4. The ASO will review and add details to the project proposal within FMWeb 2.0 by including details of the scope of work, assessment information and a concept estimate of the project costs. The proposal will be returned to the principal for financial endorsement when this review is complete.

4. Review and endorse the proposal

Following the principal’s financial endorsement, the project will return to the Asset Service Officer (ASO) to submit the project proposal for review and approval by the Asset Management Group Leader and Asset Management Senior Group Leader or Director. If not approved to proceed within the current financial year, the works will remain within the project proposals platform for consideration as part of the department’s program of prioritising school-funded works projects.

Financial delegation:

• Principals endorse proposals up to $150,000 (incl. GST).
• Directors, Educational Leadership endorse proposals up to $500,000 (incl. GST).
• Executive Directors, Public Schools endorse proposals over $500,000 (incl. GST).

Principals:

1. review the project proposal within FMWeb 2.0, including the ASO’s project assessment and an expected cost guide. Prices are not sourced at this stage

2. can endorse the application within FMWeb 2.0 by selecting the ‘approved’ or ‘not approved’ radio button and selecting ‘save’. The application will then return to the ASO to continue with the approval process. Note: the principal endorsement is confirming that the agreed estimated funds are set aside in the school budget to be journalled by the Asset Management Unit to fund the project. Should further funds be required for this project, the ASO will discuss this before commencing the project.

5. Approve the project

If approved by the Senior Group Leader or Asset Management Director, the principal will receive notification to advise that either:

• the school can self-deliver the project, if the application requests this option
• works will be delivered via FMWeb 2.0 by a local contractor already onboarded within the system
• works will be delivered and managed via the regional Asset Management team.

Financial delegation:

• Senior Group Leaders approve projects up to $75,000 (incl. GST).
• School Infrastructure Regional Office Directors approve projects up to $500,000 (incl. GST).
• Executive Director, Asset Management approves projects up to $2 million (incl. GST).

The Asset Services Officer (ASO) manages the approval process as follows:

1. After receiving the project proposal within FMWeb 2.0 from the principal, the ASO begins the project review.

2. A thorough review from the ASO and approval from Group Leaders or Senior Group Leaders is required for all project proposals. For projects costs estimated higher than $75,000 (incl. GST), refer to the financial delegation section to determine who is responsible for approving those projects. Project proposals can be viewed to see where a project is pending action for approval.

3. The ASO will review the proposal’s outcome, and:

• if approved, the ASO will advise it is approved and provide guidance on the next steps.
• if not approved, the project proposal will be noted as ‘Assessment not approved’. This can be seen within FMWeb 2.0 and the ASO should provide the reason.

6. Deliver the project

1. Once the Asset Services Officer (ASO) has all required approvals, School Infrastructure Regional Office will progress to the next steps depending on the type of project (school or community funded, joint department funded or department funded) as outlined below.

2. The School Infrastructure Regional Office will provide instructions and support to the school during works on school sites.

Principals must disclose any perceived or known operational health and safety risks to the ASO as soon as possible.

Record-keeping requirements

Principals must retain all documentation until it is uploaded in digital versions to FMWeb 2.0.

Refer to Functional Retention and Disposal Authority: FA387 for information on retaining and disposing of records.

Mandatory tools and templates

• MyPL module, Control and Management of Asbestos in NSW Public Schools, available from Mandatory training.

Supporting tools, resources and related information

Policy contact