Step 2: Detailed physical assessment and specialist reports
After the first 10 Year Property Plan (10YPP) meeting and completion of the Desktop Assessment you, as the 10YPP consultant, should organise specialist reports and conduct a detailed physical assessment of the school property.
- Physical assessment
- Specialist reports
- Entering data in the MPlan system
- Developing the 10-year forecast
- Condition Assessment Checklist
Complete a detailed inspection of the school property to ensure all work items have been captured and any specific issues arising from the Desktop Assessment have been investigated.
Use the Minor Items Form to record any minor maintenance items you identify during the assessment and provide a copy to the school. Also, note on the form any hazards which a school should record on their risk register.
The Ministry needs to capture the works required in the Condition Assessment documentation, but does not require a description of what is wrong with the item. It is not a requirement that you include details of the actual condition of the item, nor detail any defects. Specialist reports may provide more detail if it is required.
Note that general descriptive words, such as upgrade or refurbish, do not provide enough detail on their own. For example, expand on ‘refurbish toilets’ with ‘refurbish toilets including replace linings, flooring, paint and hand basins, and add hot water.’
At this stage you should engage specialists to complete high-level reports on 5 key infrastructure features:
- boiler* and heating.
These reports confirm that there are, or are not, any known problems with infrastructure services. Additional detailed reports may also be required if any problems are found during the Condition Assessment.
*The Ministry has a program of independent safety reports for all school boilers. The Ministry reports are loaded into MPlan as a separate Specialist Report. These reports should replace the need for you to acquire a high-level specialist boiler report. If the school has a boiler of any type, check the Strategic Impacts in MPlan prior to engaging a specialist. See Boilers for school heating for more information.
Specialists must be able to certify that they are qualified to produce reports and have taken every reasonable step to identify any required work. However, you are not liable if the Condition Assessment, at the time of inspection/writing, does not, for example:
- identify a problem with a boiler that later breaks down, or
- a planned project proves more complicated and costly than expected.
As the Ministry cannot pay specialists, you will need to invoice the Ministry for the 5 high-level specialist reports at costs, including a copy of the original invoice.
Additional high-level reports or detailed reports will be paid for by schools from their operational funding, and the costs may be recovered from 5 Year Agreement (5YA) funds if a project results from these reports.
As a reminder, specialist reports and other disbursements are to be invoiced at cost.
Load each specialist and detailed report into MPlan as a Strategic Impact, one per report.
Ensure all Strategic Impacts have been updated. If unsure about existing weather-tightness or earthquake strengthening Strategic Impacts, discuss these with your property advisor.
Once the assessments are complete:
- enter the data into the MPlan system
- assign priority codes to each project
- assign element codes
- assign trade codes
- assign job type codes.
How to code work items is described on page 43 of the Condition Assessment Introductory Course notes.
Use pivot tables to review and check your data. Download the example pivot tables to see what checks to do.
Review all condition survey records to amend, supersede, add, close or delete work items.
Use the following priority codes:
|1.||Health and Safety||Work that if not completed in the year shown will result in a breach of health and safety regulations.|
|2.||High Operational Risk||Work that if not completed in the year shown will result in a major failure that prevents continued operation of the school or a school programme.|
|3.||Asset Preservation||Work that if not completed in the year shown will result in unacceptable deterioration of the school assets/buildings.|
|4.||Low Operational Risk||Work that if not completed in the year shown could result in minor disruption to the school’s operation or to a school programme, for example, power loss to a block may close part of a school.|
|5.||Life-cycle Replacement||A work that is not a priority 1-4, but is required to ensure ongoing functionality of the asset or building.|
Most of the works in a Condition Assessment will be either priority 3 or 5.
Use the data in MPlan to show an initial 10-year forecast of the costs of maintaining the school’s buildings and facilities. Work with the school to align common works in the same year to improve delivery or reduce disruption to the school.
Use the checklist to ensure that you have completed all the steps in the process including those highlighted in the Ministry’s quality assurance requirements. It is best practice to include a copy of your Condition Assessment Checklist when you submit your completed 10YPP to the Ministry.
More detailed instruction can be found by referring to the Condition Assessment Manual.
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