Project proposals for various works on school sites

Direction and guidance on requesting and approving project proposals for any type of works on school sites. This does not include proactive, planned and reactive maintenance and callouts. This procedure outlines an interim workflow solution to support staff using the new FMWeb 2.0 system, as some workflow elements will not be completed within FMWeb 2.0. Work is underway on a longer-term solution for the appropriate functionality of the Project Proposal section of the new FMWeb 2.0 system.

Audience

All department staff that lodge, review and approve project proposals.

Version Date Description of changes Approved by
V01.0.0 13/05/2024

Under the 2023 Policy and procedure review program, consolidated instructions previously provided in the Joint Funding of Capital Works in Schools policy and the School, Community or Joint Funded Capital or Asset Related Work procedure. This revised procedure:

  • aligns with interim workflow advice to log a Project Proposal through the FMWeb 2.0 system
  • includes information on how to lodge proposals for school, joint and department funded works
  • replaces manually managed applications, including tier one 1.4 schools managed and 1.3 asset managed applications
  • includes specific role requirements for principals, Asset Services Officers, and School Infrastructure Regional offices, regarding how works on schools must be proposed, lodged, considered, approved, and project managed
  • includes updated financial delegations to reflect the current allowances for relevant roles.
Secretary, NSW Department of Education

About the policy

This procedure supports the Asset management policy.

Term Definition
ASO Asset Services Officer. They provide advice and support to schools and are the primary point of contact in the local School Infrastructure Regional Office for asset-related matters
EFSG Educational Facilities Standards and Guidelines.
FMC Facilities maintenance contractors provide maintenance support to the department by responding to maintenance issues reported by schools.
School Infrastructure The School Infrastructure division manages the department’s Asset Management Framework in compliance with the NSW Treasury Policy for asset management (TPP19-07). It is responsible for the Asset management policy and related procedures.
FMWeb 2.0 Online platform for department staff to manage call outs for reactive maintenance services and new project proposals for capital works on school sites.
Project Proposal Advice Form Form generated by the FMWeb2.0 system that is used to summarise a project proposal as assessed by School Infrastructure Asset Management and logs approvals for a project to become active for delivery. This form is available to school staff via the School Infrastructure Regional Office upon request.
Project proposal

Project proposals may be lodged for:

  • school or community funded works
  • works jointly funded between schools/school communities and the department, where the project value is $10,000 or above. Schools must contribute a minimum of $5,000 to be eligible to apply. The department may contribute up to 50% of the total project amount, up to a maximum contribution of $300,000 (exclusive of GST)
  • department-funded works.

Principals:

  • are responsible for all project proposals
  • as the site manager, must seek advice and approval from the local Asset Services Officer (ASO) or School Infrastructure Regional Office before any asset-related work, including planning, maintenance, repairs or projects, takes place on school sites
  • adhere to instructions provided by their local ASO or School Infrastructure Regional Office about any works on school sites to ensure the safety and wellbeing of the school community
  • work collaboratively with their local ASO to prepare and submit a project proposal via FMWeb 2.0
  • support the department’s commitment to sustainability when considering projects on school sites
  • may delegate project proposal administrative tasks to staff
  • must endorse any school funded project proposals up to $150,000 (inclusive of GST) within their financial delegation responsibilities.

Principal’s delegate:

  • must comply with this procedure when supporting the principal by undertaking delegated project proposal related tasks, as requested by the principal.

Asset Services Officers:

  • provide advice and support to schools as the primary point of contact in the local School Infrastructure Regional Office for asset-related matters
  • must ensure that any works on school sites are appropriately assessed and have received necessary approvals before any works are undertaken
  • communicate clear instructions to school staff about any works on school sites to ensure the school community’s safety and wellbeing
  • consult with principals on project proposal applications to determine the scope, budget estimates and funding source, the overall merit of the project and other key elements
  • assess project proposals submitted in FMWeb 2.0 in consultation with other School Infrastructure Regional Office representatives, and consider the Educational Facilities Standards and Guidelines (EFSG), project viability, the overall merit of the project, budget estimates and the funding source
  • seek advice to ensure that relevant planning approvals are obtained before works commence, and any proposed works are undertaken in compliance with relevant department policies, commitments, legislation and supporting guidelines such as statutory approval pathways
  • participate in the approval workflow for project proposals.

School Infrastructure Regional Office:

  • must ensure that appropriate consultation and approvals occur before any work begins on a school site
  • assist Asset Services Officers to ensure clear instructions are provided to schools about any works on school sites, including consideration of factors such as the ESFG, project viability, the overall merit of the project, required external approvals, budget estimates and the funding source
  • work with schools to establish the delivery method of a project and confirm School Infrastructure’s approval to proceed with a project
  • obtain project pricing and manage any associated procurement processes in adherence with Procurement and departmental requirements
  • project manage all allocated works on school sites, in consultation with the principal
  • support the project approvals process.

Asset Management finance team:

  • process funding-related matters, including necessary transactions.

Senior Group Leaders, Asset Management:

  • review proposal applications and advise the Asset Services Officers, if needed
  • approve applications for projects up to $75,000 (incl. GST).

Directors, Educational Leadership:

  • approve project proposals up to $500,000 (incl. GST).

Regional Office Director, Asset Management:

  • approves applications for projects up to $500,000 (incl. GST).

Executive Director, Public Schools:

  • approves project proposals over $500,000 (incl. GST).

What needs to be done

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

Any works on a school or department owned site must be approved and managed by School Infrastructure Asset Management, prior to any asset related works commencing, to ensure the safety and wellbeing of the school community.

School Infrastructure Asset Management will support principals by ensuring any works comply with relevant department policies, commitments, legislation and supporting guidelines.

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 Maintenance and callout procedures.

Figure 1 is a flowchart summarising the steps to raise a project proposal.

Flowchart summarising the steps to raise a project proposal. Flowchart summarising the steps to raise a project proposal.
Image: Figure 1 Project proposal flowchart

1. 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.

Principals (or delegates) must follow this guide to submit a proposal in FMWeb 2.0:

  1. Log into FMWeb 2.0. Go to ‘Project Proposal’ and click ‘Add New’. Details on the left of the screen will be prepopulated with the principal’s name and school email.
  2. Select the date and time of submission. The proposal status will be automatically set to ‘Logged’.
  3. Follow the prompts to add a description of the proposed works and any supporting documentation.
  4. Click ‘Save and exit’ to submit the proposal. The local ASO will be notified by email to review.
  5. Contact the ASO for any questions about the proposal. The local ASO’s details for each school can be seen at the top of every page in FMWeb 2.0.

2. 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. Submit the project estimate in FMWeb 2.0 by including assessment information, such as the concept estimate.
  5. Download and complete a Project Proposal Advice Form via FMWeb 2.0. Consult the ASO Quick Reference Guide: How to access and download a Project Proposal Advice Form. The Project Proposal Advice Form must include details of the project assessment such as the funding source, project type, description of the proposed project, a concept estimate, details on school entitlements and any supporting documentation.
  6. Email the Project Proposal Advice Form to the principal for review and approval.

3. Review and endorse the proposal

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 Advice Form, including the Asset Services Officer’s (ASO’s) project assessment and an expected cost guide. Prices are not sourced at this stage
  2. can progress the application by completing the Project Proposal Advice Form with the required details, such as the school fund code, and confirm any funding set aside in the school budget for the project
  3. must return the Project Proposal Advice Form to their local ASO after they have completed and approved it. This is the last step in the school approval workflow.

4. Approve the project

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) leads the approval process as follows:

  1. After receiving the Project Proposal Advice Form from the principal, the ASO begins the School Infrastructure Regional Office approval workflow.
  2. Approval from the ASO and Group Leaders is required for all project proposals. For projects costs estimated higher than $75,000 (incl. GST), please refer to the financial delegation section to determine who is responsible for approving those projects.
  3. The ASO will either approve or decline the proposal:
  • If approved, the ASO will update the proposal status to ‘Approved’ in FMWeb 2.0. Please note, this does not mean the project is active.
  • If not approved, the Project Proposal Advice Form will be noted as ‘Assessment not approved’.

5. Deliver the project

  1. Once the Asset Services Officer 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.

After the school has confirmed their committed funding via the Project Proposal Advice Form, the Asset Services Officer will request an electronic funds transfer (EFT) from the school to the department’s trust account.

Once the funds transfer is completed and confirmed, the Regional Office Director, Asset Management will activate the nomination as a ‘Project for delivery’. Only the Director has the authority to do this. The proposal then becomes a formalised project and is managed through the School Infrastructure Regional Office.

The Asset Services Officer emails the Project Proposal Advice Form to the principal to sign and return. The ASO will send the approved form to the Asset Management finance team to process.

Once the funds are confirmed via the annual state budget and the school has confirmed the committed funding from the school budget, the Regional Office Director, Asset Management will activate the nomination as a ‘Project for delivery’. Only the Director has the authority to do this. The proposal becomes a formalised project managed through the School Infrastructure Regional Office.

Once the funds are confirmed via the annual state budget, the Regional Office Director, Asset Management will activate the nomination as a ‘Project for delivery’. Only the Director has the authority to do this. The proposal becomes a formalised project managed through the School Infrastructure Regional Office.

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 (PDF 106 KB) for information on retaining and disposing of records.

Mandatory tools and templates

Supporting tools, resources and related information

Policy contact

Local Asset Services Officer, Asset Management, School Infrastructure
Contact details are at the top of the FMWeb 2.0 webpage after logging in.

School Infrastructure FMC call centre
Phone: 1300 009 344
Email: fmweb2.helpdesk@det.nsw.edu.au

The Executive Director, Asset Management monitors the implementation of this procedure, regularly reviews its contents to ensure relevance and accuracy, and updates it as needed.

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