About the policy

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.

Most 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.

Work that does not require Asset Management approval

School general assistants (GA) can conduct a number of asset maintenance activities based on their role description. Please note that this also applies to Parents and Citizens Association (P&C) requested work with the support of the school principal. These works do not need Asset Management approval as long as 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 departments health and safety standards.

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.

Work that may be undertaken by schools with approval from Asset Management

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

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

1. works under $10,000
2. installing non-illuminated signs up to 3.0 metres from the floor or ground
3. landscaping work except where the site has an Asbestos in Grounds Management Plan or a Long Term Environmental Management Plan
4. replacement of interactive screens
5. replacement of existing food tech and TAS equipment provided no significant re-wiring is involved and no alterations to exhaust systems
6. minor installations of play equipment where a soft fall certification is not required.

Works will only be delivered by Asset Management

1. high voltage or 3-phase electrical work
2. work at heights, i.e. the work face over 3.0 metres from the floor or the ground
3. works in areas where the asbestos register shows asbestos or the potential for asbestos or another contaminant
4. high risk work, which is any of the above, and also anything involving heavy equipment e.g. excavation work
5. works on heritage assets or sites
6. structural modifications to buildings, including but not limited to the removal/installation of

• walls (including operable walls)
• doors
• windows
• stairs
• balustrades
• mezzanines

Any works not covered by the above lists will need to be discussed with the Executive Director, Asset Management by the Regional Director

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.

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.

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

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

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

Following review, the request will be provided to the Asset Management Senior Group Leader or Director for approval. If not approved, the works will be raised as a proposal for consideration as part of the department’s program of works and prioritised.

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

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

a. confirm that they can deliver works themselves if this is what they requested

b. advise that works will be delivered via the FMC.

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.

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

• MyPL module for Asbestos Management

Supporting tools, resources and related information

Policy contact