The Ministry of Education New Zealand
2500 New Zealand Schools
OmTrak makes asset condition audits for 2,500 schools more accurate and efficient
The Ministry of Education in New Zealand has responsibility over all public education properties. This includes managing, upgrading and improving the portfolio, constructing new properties to meet demand, and disposing of surplus or unusable property. Each school independently appoints a Project Manager to assess buildings, create management plans, apply for funding and perform maintenance work.
The Ministry needed a way to develop:
- A consistent methodology to conduct condition assessments and audits of all schools across their portfolio
- A centralised online repository to store information about each school using a standardised format
- A strategic approach to ongoing capital works so that departmental funding is optimised
- An easy way to transfer skills and knowledge to the Project Managers so that the benefits are sustainable
First, we gained a thorough understanding of how capital works were delivered in the schools, and this enabled us to develop a highly relevant methodology to conduct ongoing condition assessments.
We successfully ran a pilot program to test our plan on 20 schools before rolling out Phase 1 to 500 schools. Based on the results of Phase 1, additional funding was sourced to allow us to extend the program to all schools in the portfolio. As part of the program, we comprehensively trained the Project Managers in our methodology so that a consistent approach to condition assessments and maintenance plans could be achieved.
Our approach to condition audits was smarter. Instead of recording all the minor defects that are already covered within a school’s general maintenance budget, our analysis focused on only the major defects. This dramatically simplified the data collection process, saving valuable time and effort. The defects we identified were all linked to the strategic direction of the school, making them more relevant to capital works funding.
Our approach also made it much easier for the schools to generate and manage an ongoing works program themselves.