Project management forms

On this page:

School-led Project Form

Who completes it?

The project manager completes the form with input and agreement from the school's board of trustees.

When to complete it

Complete the form at the beginning of any capital building project.

What is in the form?

The form records the project scope, timing and financial information. Your completed application will include copies of the design certificate, occupancy use certificate and construction observation form.

Download the form

Form last updated 13 April 2017, for changes see: Property Updates.

Submit the form

Send the completed form to your property adviser so that we:

  • can release funding for projects
  • can track the project’s progress
  • meet legal and accounting requirements for a capital building project
  • can make sure funding goes to the correct project 
  • have the documentation needed for audit purposes
  • can upload the data into our asset management system (Helios).

Ministry-led Project Form

Who completes it?

The Ministry project manager/delivery lead.

When to complete it

Complete the form at the beginning of any capital building project run as a Ministry-led project.

What is in the form?

The form records: the project scope, financial information, procurement, components and allocations and also contains relevant certificates (design, occupancy and construction observation).

Please note that new schools may not generate a name from their number and may need to be typed in. 

Download the form

Asset Update Form

What's it for?

Complete a form for each new, altered or demolished asset as the final record of work completed.

Who completes it?

Project managers.

When to complete it

Complete the Asset Update Form at the beginning of the project and at the end of the project if further changes were made.

Download the form and guide

Form last updated 12 July 2017 with the following changes:

  • The form now calculates the percentage of expenditure (on the Building Info sheet) 

If you're already using the older version, you can continue to do so if that is more convenient than switching to the new version. However, we recommend you use the latest version for your next project.

Submit the form

Save the form and fill it electronically, or print, fill and send to your local Ministry office.

Note: The asset update forms on PMIS are no longer available. The Interim Asset Update Form should be used until we release an online version. Release dates and training informaton for the online process will be provided once available.

Design Fees Release Form

What’s it for?

Use this form if you need to pay for consultancy services and/or consent fees before completing the construction tender (for projects over $100,000).

Note: Only Type 3: School (Prof PM) projects that are already authorised may have the design fees released.

Who completes it?

Project managers.

When to complete it

Before completing the construction tender, and if the school has not sent a procurement plan (including design and consent costs) to the Ministry, before going to market.

Download the form

Save the form and fill it electronically, or print to fill it in.

Submit the form

Send to your local Ministry office.

Invoice Templates

What’s it for?

Use this template to submit project invoices to the Ministry if the school has not supplied their own project invoices.

Who completes it?

Project managers.

Download the form

Submit the form

Send to your local Ministry office.

Procurement forms

Download procurement guides and templates from:

Complete the forms during the procurement process to ensure a fair and transparent tendering process.

When the funding forms are submitted they must be accompanied by the signed/approved Procurement Plan and Procurement Recommendation Report.

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