Bryan Slater

Director of Education

Distribution

 

Headteachers of all schools

 

This document needs your action as detailed below:

ACTION

Title

Asset Management Plan (AMP) data: Updating your school buildings data

Summary of contents

This document tells you how to:

·       view and update your suitability & condition data

·       view the suitability & condition data of other schools

·       access a copy of your school floor plan

Associated documents

EsiNet: Asset Management Plan web pages:

www.norfolkesinet.org.uk

NCC Home > Education Home > School Management & Governors > School Management Resources > Asset Management

 

Date

April 2004

Summary of action required

·         Review the new AMP data update system on EsiNet and

·         Update your Asset Management Plan data in accordance with the attached guidance and letter.

To be completed by

  As soon as possible and on-going

Contacts

Education Planning and Buildings (for guidance on how to update Suitability data using EsiNet)

(

01603 222353

NPS AMP Team (for guidance on how to update Condition data using EsiNet)

01603 222612

NB Discussions about particular condition issues in your school should be discussed with the appropriate Building Surveyor.

As appropriate

E-mail address

chris.harrison@norfolk.gov.uk (Suitability data update support)

duane.myhill.nps@norfolk.gov.uk (Condition data update support)

Norfolk Self Review reference

7. How well is the school led and managed?

8. How well does the school use its resources?

 

Document reference

MI 83/04

 

This Management Information sheet may be found on EsiNet at the following address: http://www.esinet.norfolk.gov.uk/cadmin/misheet/

 

Asset Management Plan Data

 

The Asset Management Plan website on EsiNet has been improved to provide two new developments:

1.      Schools can now use the web pages to propose changes to their own Asset Management Plan data.

2.      Schools can view but not alter the Asset Management Plan data for all other schools.

 

Updating your Asset Management Plan data

Keeping your Asset Management Plan data up to date is important to you, the LEA, your property surveyor/advisors and the DfES as it provides an objective mechanism by which schools can be assessed and compared. It is important that at any point in time the data reflects as closely as possible the current state of school buildings in Norfolk.

 

You can now use EsiNet to propose updates to your Suitability and Condition data. This data will need updating only if there has been a deterioration in the condition of buildings or repairs, refurbishment, alteration or improvement works have been carried out since the last survey date. You can also download a copy of your school’s floor plan, which you can then amend manually to reflect changes introduced by building work. Because of the availability of this system we recommend that headteachers should nominate one person only to have the responsibility of updating Asset Management Plan data.

 

Moderation

The categorisations used in the assessment of Suitability and Condition issues are based on DfES guidance. We have taken great care to ensure all schools have been assessed in a consistent and objective way. In order to preserve this objectivity, officers will moderate all proposed changes to ensure your proposals align with DfES guidance. Proposals to alter gradings where there is no evidence of material change since the buildings were surveyed will not be accepted. This means there could be four possible outcomes to any proposed change to your Asset Management Plan data:

 

Outcome

What this means

Accepted *

Your Asset Management Plan data will be immediately updated according to your proposal.

More information is required (on Hold) *

The moderator is seeking further information before a decision on the proposal can be made, therefore there will be a delay.

Your proposal has been accepted following a change *

It is the moderating officer’s judgement that whilst there is a recognised need to change the data, some of the detail does not align with DfES guidance and has been adjusted accordingly.

Your proposal is not accepted

This is unlikely but if it should prove necessary the moderating officer will contact you first to discuss the issue.

*An e-mail will be sent to the school office to confirm what has happened. At the same time your Asset Management Plan data will be formally updated.

A further stage of moderation would occur if a school is identified for central funding for a building project. During early feasibility visits a check will be made on relevant Asset Management Plan data. If the data is not current and has to be adjusted the position of the school in the LEA’s capital programme will be re-appraised.

 

How to update your Asset Management Plan data

 

To update your Asset Management Plan data you need to go to the Esinet homepage www.norfolkesinet.org.uk and then select School Management and Governance > School Management Resources > School Administration and then click on Asset Management Plan.

 

NB. Guidance about how to login to the School Management Resources (SMR) area, if needed, is available on the SMR web page on EsiNet.

 

Once you have logged in and reached the Asset Management Plan web page you have a choice: You can select either:

 

1)    View school Asset Management Plan data - to view any school’s Asset Management Plan data

 

or, you have the opportunity to select:

 

2)    Update your school’s Asset Management Plan data

 

Suitability Data

To select a room for data update, click on the link to your school Suitability/Condition data, then select the Block in which the room is located. You can then click on the room number: You can propose changes to the following Suitability data on any room. NB. Changes which result in the downgrading of the suitability scores will only be accepted in exceptional circumstances.

 

The Room Usage: select from the drop down list. Please select the description closest to the usage of the room.

The Room Suitability Criteria: Size & Shape; Environment; Location; Fixed Furniture, ICT infrastructure.

The Suitability category: select from the drop down list.

The Health & Safety risk: select from the drop down list.

Comments: this allows you to put into words the Suitability issue(s) in the room and provide any other relevant information.

Additional notes: any further information you want to pass to the moderating officer to help them make an appropriate judgement. Please also use this field to tell us if a revised floor plan is in on its way to us.

 

The picture below is an example of the Suitability editing screen; the data has been split over three lines. Each line consists of a title, the current data and then beneath this is the space where you can propose your amendments in the white boxes. If you are not sure about any of the boxes hover your cursor over the relevant title and help will appear.

 

 

Please note: The Room Number cannot be changed. The Points score, Teaching Space and Date Updated fields change automatically once the proposal has been accepted.

 

When you are happy with your changes click on the Confirm button. You can then make further changes to your Asset Management Plan data or end the editing session.

 

If you have added, removed or changed the shape of a room please see the Floor Plans sections below, this will tell you how to update your data accordingly.

 

Condition Data

To select an element for data update, follow the same steps as described above for proposing an update to your suitability data but select condition rather than suitability against the block in which the element is located, click on the element number: You can propose changes to the following Condition data on any element:

 

The Condition category: select from the drop down list.

Fault/Recommendation:  in case of deterioration provide detail of the problem and/or what you think needs to be done to correct it. In the case of repairs or improvement, provide a brief description of the works carried out and the date completed.

Additional notes: any further information that you can pass to the moderating officer to help him/her make an appropriate judgement e.g. The value of any works carried out.

 

The picture below is an example of the Condition editing screen; the data has had to split over four lines. Each line consists of a title, the current data and then beneath this is the space where you can propose your amendments in the white boxes. If you are not sure about any of the boxes hover your cursor over the relevant title and help will appear.

 

 

When you are happy with your changes click on the Confirm button. You can then make further changes to your Asset Management Plan data or end the editing session.

 

Floor Plans

Electronic copies of floor plans are available for nearly all schools. To view your floor plan click on the plan number next to ‘View Floor Plans’ on the Asset Management Plan page which is the page you come to after logging into School Management Resources, selecting Asset Management Plan, School Administration and then clicking on either View or Update Asset Management Plan data. If an electronic floor plan is not available at present for your school, please contact the Education Planning and Buildings Section (see below).

 

If you have created any new rooms or spaces please number them with a new number that follows on from those used on the plan and provide the following:

 

·         Which room(s) have been added/altered

·         Floor area

·         Details of any condition and/or suitability issues.

·         The room usage

 

If you have removed any rooms please indicate on the floor plan:

 

·         Which room(s) have been removed, including the room number(s)

 

Please return the plan and any associated notes to:

Chris Harrison, Planning & Buildings, Education Dept., County Hall, Martineau Lane, Norwich NR1 2DL (01603 222353