Step 2: Develop a Condition Assessment of your buildings and services
Your 10YPP Consultant (Property Planner) will undertake a Condition Assessment.
- Key steps in preparing the Condition Assessment
- Your 10YPP Consultant's responsibilities
- Download forms, templates and guidelines
A Condition Assessment is a systematic review of all buildings, facilities, plant and underground services. They use the findings to identify what maintenance works are required over the next 10 years.
The Condition Assessment will help you prioritise work in your 10YPP that is needed to keep your school property:
- in good working order
- meeting all legal and Ministry standards
- safe and functional.
You must have a Condition Assessment done every 5 years as part of your 10YPP preparation. However, maintenance is ongoing. Damage must be repaired as soon as possible to prevent further deterioration.
You must use your Property Maintenance Grant funding for such work.
1. Identify strategic impacts
Your 10YPP Consultant will meet with you and other school property representatives to discuss any Strategic Impacts at your school. Strategic Impacts are factors or planned actions that will affect the use or condition of a building or service now or in the future. For example, if you identify that a building is due to be replaced, it may need essential work to keep it operational in the meantime, but will not need painting or new floor coverings.
Other Strategic Impacts to consider are:
- predicted changes in enrolments
- the impact of new technology
- the effect of Ministry programmes like earthquake strengthening or weather-tightness repair
- specialist reports, eg structural reports that will impact the condition assessment.
Your 10YPP Consultant will guide you through this discussion.
2. Agree maintenance standards
Agree the required Maintenance Standard for each building and service with your 10YPP Consultant. The Standards define a desired condition of buildings and services in a school and establish quality levels.
Each building or service will have one of the following Maintenance Standards.
- Specialist spaces are spaces that need a higher level of maintenance than other areas. These spaces either get a lot of wear and tear or legally require higher maintenance (eg science laboratories).
- General spaces are general classrooms and administrative facilities. Maintenance keeps up their operational capacity without close attention to their physical appearance.
- Minimal is the standard for buildings and services that have a limited life, fulfil a non-core function or have a basic utility function only (eg ancillary buildings such as a caretaker or storage shed). Operational spending is kept to the minimum, while maintaining operational capacity.
- Mothball is the standard for buildings and services that are closed and not in current use. Maintenance is only for essential security measures.
Your 10YPP Consultant conducts:
- a quick desktop assessment of your school property, using the knowledge of people who understand your school property well such as the principal, caretaker and other property personnel
- a detailed physical assessment of your school property to be sure that the Condition Assessment requirements at your school are accurately recorded.
Specialist reports: At this stage your 10YPP Consultant also engages specialists to do high-level reports on 5 key infrastructure features. High-level reports are required for:
- electrical services
- plumbing services
- drain laying
- boiler and heating services.
The reports are to confirm that there are, or are not, any known problems with any infrastructure services. A full report may also be prepared if any problems are found during the Condition Assessment.
Specialists must be able to certify that they are qualified to produce reports and that they have taken every reasonable step to identify any required work. However, they are not liable if their contribution to the Condition Assessment is incorrect.
You will be invoiced directly for the costs for any specialists’ reports.
More information: Paying for 10YPP preparation
4. Enter data in WebFM Mplan system
Your 10YPP Consultant:
- enters the data from the assessments into the WebFM MPlan computer system
- assigns priority codes to each project.
5. Develop the 10 year forecast
Your 10YPP Consultant uses the data in WebFM to show an initial 10 year forecast of the costs of maintaining the school’s buildings and facilities. They work with you to align common works in the same year to improve delivery or reduce disruption to your school.
Your 10YPP Consultant (Property Planner) is responsible for completing and signing off the Condition Assessment and producing the 3 reports required for your 10YPP.
These include any works resulting from specialists’ inspections. However, the 10YPP Consultant is not liable if the Condition Assessment is incorrect. For example, they are not liable if:
- they fail to identify a problem with a boiler that later breaks down
- a planned project proves more complicated and costly than expected.
Forms and templates
- Minor Items Form [PDF, 120 KB]
- Desktop Questionnaire [PDF, 202 KB]
- School Briefing Letter [DOC, 222 KB]
- Preparation Checklist [PDF, 57 KB]
- Pivot Table Examples (including mandatory 10YPP reports) [XLSX, 41 KB]
10YPP Specialist High-Level Report Templates:
- Electrical Servces [PDF, 647 KB]
- Plumbing Services [PDF, 647 KB]
- Roofing Services [PDF, 647 KB]
- Boiler and Heating Services [PDF, 628 KB]
- Drain Laying Services [PDF, 628 KB]
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