ASSET INFORMATION

MANAGEMENT SYSTEM
(AIMS)
User Guide
Version: 3.0 – May 2023
Melbourne May-23
©State of Victoria (Department of Education and Training) 2019
The copyright in this document is owned by the State of Victoria (Department of Education and Training), or in the case of some materials, by third parties (third party materials). No part may be
reproduced by any process except in accordance with the provisions of the Copyright Act 1968, the National Education Access License for Schools (NEALS) (see below) or with permission.
An educational institution situated in Australia which is not conducted for profit, or a body responsible for administering such an institution may copy and communicate the materials, other than
third party materials, for the educational purposes of the institution.
Authorised by the Department of Education and Training,
2 Treasury Place, East Melbourne, Victoria, 3002
Table of Contents

INTRODUCTION .....................................................................................................................................6
What is AIMS..........................................................................................................................................6

AIMS in your school ..............................................................................................................................7

Benefits of AIMS ....................................................................................................................................7

Definitions ..............................................................................................................................................7

About this guide ...................................................................................................................................7

School Facilities Management Handbook .......................................................................................8

CASES21.................................................................................................................................................8

Policy & Advisory Library (PAL) ...........................................................................................................8

Quick Reference Guides (QRG) ........................................................................................................8

Frequently Asked Questions (FAQs)...................................................................................................8

AIMS and CASES21 Support ................................................................................................................8

NAVIGATING AIMS ...............................................................................................................................9
AIMS ICONS ........................................................................................................................................9
AIMS Taskbars ..................................................................................................................................13
Accessing AIMS ...............................................................................................................................13
New User Access .............................................................................................................................13
Signing into AIMS .............................................................................................................................13
Signing out of AIMS .........................................................................................................................13
Start Centre ......................................................................................................................................14
Basic Search and Filters ..................................................................................................................15
Using Filters .......................................................................................................................................15
Mandatory Fields.............................................................................................................................15
Perform an Advanced Search ......................................................................................................16
Move between pages & rows .......................................................................................................16
Downloading documents ..............................................................................................................16
Saving records .................................................................................................................................16
CONTRACTORS ...................................................................................................................................17
Searching for a Contractor............................................................................................................17
Searching using Advanced Search..............................................................................................17
Searching using the filter options ..................................................................................................19
Create a New Contractor .............................................................................................................20
Add Contact Persons .....................................................................................................................21
Add Addresses ................................................................................................................................21
Add LGA...........................................................................................................................................21
Add Certificates ..............................................................................................................................22
Add Trade Types .............................................................................................................................22

AIMS User Guide V3.0 May 2023 3

 Bookmark a Contractor .................................................................................................................23
View Bookmarked Contractors .....................................................................................................23
Delete a Bookmarked Contractor ................................................................................................23
View a Contractor ..........................................................................................................................24
Update a Contractor .....................................................................................................................24
Assign a Contractor to a Work Order ...........................................................................................25
FACILITIES MANAGEMENT ..................................................................................................................26
Local Building, Room and Space Names ....................................................................................27
To update local asset names ........................................................................................................27
School Documents..........................................................................................................................29
To view School Documents............................................................................................................30
To add school documents .............................................................................................................31
To delete school added documents ...........................................................................................31
Funding Tracker ...............................................................................................................................32
Budget Years ...................................................................................................................................33
To update the Budget Start Year and the Budget End Year ....................................................33
To change to the School Budget Tracker figures .......................................................................33
CASES21 Expenditure Budgets ......................................................................................................34
REPORTS ...............................................................................................................................................35
Dynamic Reports .............................................................................................................................35
SCHOOL MAINTENANCE TASKS ........................................................................................................36
ASBESTOS (AS) .....................................................................................................................................36
Asbestos Register.............................................................................................................................37
Asbestos Label Register ..................................................................................................................38
Update the Asbestos Label Register.............................................................................................38
Add a New Label Location ...........................................................................................................39
Asbestos Reports .............................................................................................................................39
View and download Asbestos reports .........................................................................................39
Schedule an Asbestos Quarterly Inspection................................................................................40
Schedule Asbestos Management Review Plan ..........................................................................41
ANNUAL CONTRACTS (AC) ...............................................................................................................42
Schedule an Annual Contract ......................................................................................................42
ESSENTIAL SAFETY MEASURES (ESM) ..................................................................................................43
Locating the Essential Safety Measures (ESM) Report................................................................43
Schedule the Annual Essential Safety Measures Report ............................................................44
Schedule an Essential Safety Measures (ESM) ............................................................................45
Essential Safety Measures Inspection Outcomes ........................................................................46
ROUTINE MAINTENANCE (RM) ...........................................................................................................47
Schedule Routine Maintenance Tasks .........................................................................................47
CONDITION BASED MAINTENANCE (CM) ........................................................................................49
WORK ORDERS ....................................................................................................................................50

AIMS User Guide V3.0 May 2023 4

 Create a Work Order ......................................................................................................................51
Schedule a Work Order ..................................................................................................................52
View a Work Order..........................................................................................................................52
Approve a Work Order ...................................................................................................................53
External Contractor Work Order ...................................................................................................54
Manually setting a Work Order to Financially Complete – Internal Contractors only ...........54
View Financially Complete Work Orders .....................................................................................54
WORK PACKAGES ..............................................................................................................................55
Create a Work Package ................................................................................................................55
View a Work Package ....................................................................................................................56
Add a Work Order to a Work Package........................................................................................57
Remove a Work Order from a Work Package ............................................................................57
Approve a Work Package .............................................................................................................57
AIMS WORK ORDER TO CASES21 ......................................................................................................58
Processing an AIMS Work Order in CASES21................................................................................58
SCHOOL QUOTATIONS.......................................................................................................................58
Create a School Quotation ...........................................................................................................58
Send a School Quotation ..............................................................................................................60
HAZARDS .............................................................................................................................................61
Viewing Hazards ..............................................................................................................................62
Add a Mitigation Strategy, Frequency, and Impact Notes to a Hazard.................................62
Amend or Delete Hazards .............................................................................................................64
View a Hazards and Download a Report ....................................................................................64
ROLLING FACILITIES EVALUATION (RFE) & CONDITION ASSESSMENT REPORTS (CAR) ................66
CAR Report ......................................................................................................................................66
SCHOOL MAINTENANCE PLANS (SMP) ............................................................................................67
Schedule works for an SMP ............................................................................................................67
Submission for VSBA Endorsement ................................................................................................67
View SMP feedback .......................................................................................................................68
HANDHELD WORK ORDERS (HHWO) ................................................................................................69
Create a New Work Order .............................................................................................................69
APPENDIX ............................................................................................................................................71
Annual Contracts List ......................................................................................................................71
Routine Maintenance Tasks ...........................................................................................................74
Key Contacts ...................................................................................................................................94

AIMS User Guide V3.0 May 2023 5

Introduction
The Department of Education and Training (DET) is responsible for one of the largest asset
portfolios in the country. This portfolio includes more than 1,500 government schools and
encompasses more than 38,000 buildings.
The role of the Victorian School Building Authority (VSBA) is to manage this asset portfolio and
govern the capital investment and asset management funding for government schools in
Victoria. Schools play a significant role in partnering with VSBA to manage the asset portfolio.
DET is required to attest compliance with the Victorian Government’s Asset Management
and Accountability Framework (AMAF). In addition, the Department has critical asset
management related business obligations with respect to regulatory, financial, reporting and
compliance.
The VSBA has developed a new Asset Information Management System (AIMS) to support
schools and the Department jointly to manage school facilities. The AIMS system provides
VSBA’s future asset management, maintenance, and asset reporting capability, aligned to
its goals and objectives. Launched in July 2021, AIMS is being rolled out systematically to
schools with full implementation to occur in late 2022.
Prior to migrating to AIMS there are some school readiness tasks that schools need to
undertake. Schools being transitioned will be supplied with an AIMS School Readiness
Information Booklet. The booklet will inform schools of tasks that need to be undertaken as
part of the preparation for AIMS training.

What is AIMS
AIMS is a centralised web-based platform which stores up-to-date information on the land
and building assets for each Victorian government school.
The rollout of AIMS is a key feature of the VSBA’s Asset Management Reform program and a
requirement under the Department of Treasury and Finance’s Asset Management
Accountability Framework.
AIMS will streamline asset management data, systems, and business processes into a single IT
Solution.
This will make it easier for schools to access asset information and plan, manage and acquit
school asset activities. It will also improve VSBA oversight of school asset management
activities and provide a single source of truth for asset information for both schools and the
VSBA.
AIMS as an integrated system will reduce our organisation’s reliance on independent
methods to plan, manage and report on the school asset portfolio and to enhance:
• the capacity of assets to support better educational outcomes.
• the management of DET's physical assets to identify and reduce asset risks, costs, and
non-compliance.
• visibility and transparency in how the Department and schools manage and acquit
asset funding.

AIMS User Guide V3.0 May 2023 6

AIMS in your school
Principals, Business Managers, Facilities Managers, and others with asset management
responsibilities will be users of AIMS in the school environment.
AIMS will incorporate and replace many existing asset management systems and countless
datasets, including School Facility Profile, School Maintenance System (SMS), School
Maintenance Plan (SMP), Rolling Facilities Evaluation (RFE) and the DET clean System.
AIMS will interface with CASES21 to automate Work Orders for school use. eduMail will also
enable schools to send emails through AIMS and track these within the system.

Benefits of AIMS

Definitions
Like many Department systems, AIMS contains its own set of acronyms and terms. Quick
reference guides have been created to assist in understanding these.
It is important to note that the assets referred to within this document and the Facilities
Management Handbook relate to fixed assets that are defined as capital in nature ie:
buildings and grounds work that is undertaken.
AIMS refers to its suppliers as Contractors and CASES21 refers to them as Creditors.

About this guide

The AIMS User Guide has been written to provide instruction and guidance on how to
navigate within the AIMS software.
As you progress through the guide you will find quick links to valuable Department resources
to assist with understanding their school asset management responsibilities and obligations.
You should retain an electronic version of this guide to ensure you are always accessing the
latest Department information and resources.

AIMS User Guide V3.0 May 2023 7

School Facilities Management Handbook
The Facilities Management Handbook (FMH) has been designed to support schools to
manage their facilities strategically and effectively. It is a consolidated support resource
that provides guidance on how to undertake facilities management compliance, activities,
and reporting at your school. The Handbook will be available on the AIMS page of the
Policy and Advisory Library (PAL) under the Resources tab.

CASES21
Schools should familiarise themselves with the following CASES21 resources:
• CASES21 Finance Business Process Guide
o Section 3 - Creditors
o Section 4 - Assets
• Finance Manual for Schools
o Section 11 - Expenditure Management
o Section 13 - Asset and Inventory Management.

Policy & Advisory Library (PAL)

The Policy and Advisory Library (PAL) is a comprehensive one-stop-shop for all Department
policy and related operational guidance and resources that apply to Victorian government
schools.
VSBA information that supports planning, building and management of infrastructure and
facilities including VSBA policy, guidelines and resources can be found by clicking on the
Infrastructure and facilities icon on the PAL home page.
A dedicated page is available for AIMS. Select A then select Asset Information
Management System (AIMS). The page contains Advice, Guidance and Resources on
individual tabs.

Quick Reference Guides (QRG)

A series of QRG’s have been designed to provide schools with quick and simple instructions
on AIMS functionality. All QRG’s are available from the AIMS Knowledge Centre - Guides &
Resources tab.

Frequently Asked Questions (FAQs)

Frequently asked school specific questions have been complied and are available for
reference from the AIMS Knowledge Centre – Knowledge & Support tab.

AIMS and CASES21 Support

For system support or assistance, the Service Desk can be accessed via the Services Portal or
phone 1800 641 943 and select the relevant option.

Further assistance with CASES21 can be located on the CASES21 portal. The portal contains
links to CASES21 user guides, training and support.

AIMS User Guide V3.0 May 2023 8

Navigating AIMS

AIMS ICONS
Each application within AIMS contains its own series of icons and navigational instructions.
The following provides a simple overview of each icon, its location, and its meaning.
Please Note: Some Icons will appear in multiple locations. They have been listed under the
first location in order of the Main Menu.

ICON DESCRIPTION AIMS LOCATION

Start Centre - returns to the Start Centre home page Home page

Go To – contains links to other functions Home page

Bulletins - quick link to stored bulletins Home page

Reports - quick link to administration, assets, planning, purchasing, routine Home page
maintenance, service desk and Work Orders

Profile - contains user profile, personal and password information Home page

Sign Out – allows the user to exit from AIMS Home page

Help Home page

Update Start Centre - screen refresh Home page

Filter - when this icon is green it means the filter is on. Home page
This icon appears in many locations

Filter - when this icon is blue it means the filter is off Home page
This function appears in many locations

Filter - this function will also activate the filter to on/off Home page
This icon appears in many locations

Filter Table or Search Value Home page

This icon appears in many locations

Open Result Set in the Application Home page

This icon will take you to the relevant menu items main page

Reload Home page

This icon appears in many locations

Minimize Home page

This icon appears in many locations

Maximize Home page

This icon appears in many locations

AIMS User Guide V3.0 May 2023 9

 ICON DESCRIPTION AIMS LOCATION
Create Work Order Facilities
Management
Save Work Order Facilities
Management
Create Work Package - enables the user to consolidate multiple Work Facilities
Orders Management
Hazards - objects or occurrences that create additional maintenance Facilities
requirements, worsen existing maintenance issues, and impact the Management
availability or performance of school facilities

Key Contacts -contact details for the various teams in the VSBA including Facilities
Management
cleaning, asbestos, ESM and SMP as well as associated areas such as
emergency management. Key contacts will be managed and
maintained by the VSBA. There is a download option available within the
link if schools would like to share the information

Delivery Plan - provides an overview of all scheduled CM tasks and Facilities

planned RM tasks for the year Management
Asbestos Register - updated following any asbestos related activity by the Facilities
VSBA or contractor that schools can reference to identify known asbestos Management
in buildings
Asbestos Label Register - register of asbestos labels required by law to be Facilities
displayed on all buildings and sites that contain asbestos Management
Local Asset Name - enables users to personalise asset names as they are Facilities
recognised within their school Management
School Budget Tracker Preferences - schools can adjust their funding Facilities
allocation percentages Management
SMP Submission - Principal user access only Facilities
Management
Cleaning Services Plan Facilities
Management

Financial Limits for Work Order Approvals - Principal user access only Facilities
Management
Run Reports Facilities
Management
Regional Cleaning Contracts - relevant to regional schools only Facilities
Management
Exemption Request - relevant to regional schools only Facilities
Management
Refresh Facilities
This icon appears in many locations Management
Detail Menu or View Details Facilities
This icon appears in many locations Management
Next Row - move to the next entry, record Facilities
This icon appears in many locations Management
Previous Row – move to the previous entry, record Facilities
This icon appears in many locations Management

AIMS User Guide V3.0 May 2023 10

 ICON DESCRIPTION AIMS LOCATION
Next Page - move to the next entry, record Facilities
This icon appears in many locations Management
Previous Page - move to the previous entry, record Facilities
This icon appears in many locations Management
Download Facilities
This icon appears in many locations Management
Select Date & Time Facilities
This icon appears in many locations Management
Work Log – Blue - comments can be attached to the record Facilities
This icon appears in many locations Management
Work Log – Orange - indicates additional comments to the standard Facilities
comments are attached to the record Management
This icon appears in many locations
Change Status Facilities
This icon appears in many locations Management
Mark Row for Delete for Delete Facilities
This icon appears in many locations Management
Yes/No tick box Facilities
This icon appears in many locations Management
Unpackaged Work Orders Facilities
Management

ICON DESCRIPTION AIMS LOCATION

Drop-down or Quick Search Contractors

New Contractor - creation of a new item, record, task etc Contractors

This icon appears in many locations
Create KPI Contractors
This icon appears in many locations
Create Report Contractors
This icon appears in many locations
Add to Bookmark Contractors

School Bookmarks Contractors

This icon appears in many locations
Hide Table (also icon for Minimize) Contractors

Select Date Contractors

This icon appears in many locations
Clear Changes Contractors
This icon appears in many locations
Long Description – can appear green at time Contractors
This icon appears in many locations

AIMS User Guide V3.0 May 2023 11

 ICON DESCRIPTION AIMS LOCATION
New Incident - creation of a new item, record, task etc Cleaning Incidents
This icon appears in many locations
Incident in Progress Cleaning Incidents

Pending Incident - used in Cleaning Exemptions and known as: Pending Cleaning Incidents
and Send to School Cleaning Unit for exemption

Route Workflow Cleaning Incidents

This icon appears in many locations.
Resolve Incident Cleaning Incidents
This icon appears in many locations

ICON DESCRIPTION AIMS LOCATION

Validate RFE RFE

Pause RFE RFE

Un Pause RFE RFE

RFE CAR Feedback RFE

ICON DESCRIPTION AIMS LOCATION

Handheld Work Order HHWO

Create New Work Order - this icon will appear on your portable device ie: HHWO
mobile, tablet

Closed Work - this icon will appear on your portable device ie: mobile, HHWO
tablet
Flying Bee - this icon will appear on your portable device ie: mobile, tablet. HHWO
Appears when the application is processing

Edit - this icon will appear on your portable device ie: mobile, tablet HHWO

ICON DESCRIPTION AIMS LOCATION

Table of Contents Run Reports

Print Reports Run Reports

Export Data - allows schools to choose the data they wish to export, then Run Reports
converts to a CSV file
Export Report - complete report can be exported to a file format of your Run Reports
choice

AIMS User Guide V3.0 May 2023 12

AIMS Taskbars
Each Taskbar in AIMS has different actions and icons to select from.

Action Taskbar
The taskbar is grey. You will find the taskbar located throughout the AIMS applications.
Here is an example of the Contractor taskbar:

Maintenance Taskbar
The taskbar is blue. When a tab is selected, the colour will change to a lighter blue.
Here is an example of the Condition Based Maintenance tab selected:

Accessing AIMS
AIMS can be accessed using the following link: https://vsba-aims.maxicloud.co/maximo.
The preferred browser for AIMS is Microsoft Edge or Google Chrome.
Should schools have log in issues using Chrome or from home please refer to the QRG –
Resolving Log in Issues.

New User Access

For new user access, a Service Request will need to be logged requesting access on the
Service Portal > select Services Catalog > Select Access > select Asset Information
Management System (AIMS) School Access.
Access requests require a letter from the school principal approving access to AIMS to be
attached to the request for it to be submitted. Access Permission will be assigned
dependent on the user. Principal access has a higher level of permissions. This cannot be
delegated.

Signing into AIMS

AIMS is Single Sign On (SSO) enabled, which means once you have signed into the
Department’s IT network using your eduPass credentials, the system will remember your
profile and you will not be asked to repeat a login for AIMS. The SSO technology will log
users directly into the AIMS Start Centre Page.
Once the user is logged in the name of the user will appear at the top left-hand side of the
screen.

Signing out of AIMS

To maintain optimal efficiency and to protect the security of the data, sign out
when exiting AIMS. Exit by selecting the Sign Out icon located in the top right-
hand corner of the page.

AIMS User Guide V3.0 May 2023 13

Start Centre
The Start Centre page is the first screen presented. It contains quick links to commonly used
applications and actions. The Start Centre page is multi-functional and contains the
following options:

On the Left - Main Menu:

Facilities Management
Contractors
Cleaning Incidents
School Cleaning Documents
Managing Routine Tasks

Mobility Applications
Quick Insert
New Service Request
Work Orders due in 30 Days
Note: the default sort is by Work
Order. This can be changed by
clicking on any of the headings
ie: Target Finish which will sort by
date

Work Orders due in 90 Days

Work Orders due in 365 Days

Unresolved Cleaning Incidents

in 30 days

On the Right:
Bulletin Board – VSBA
centralised publications

Inbox/Assignment – reminders
and notifications from VSBA,
eduMail and contractors

AIMS User Guide V3.0 May 2023 14

Basic Search and Filters
There are several search and filter options throughout AIMS. The following icons represent the
functionality:

Search using the magnifying glass

Drop-down to select or search

Detail View – expands to view or search

Filter – when this icon is green it means the filter is on

Filter – when this icon is blue it means the filter is off

Filter – this function will also activate the filter to on/off

Once the filter is activated, place the curser in the appropriate Field, and hit the ENTER key on
the keyboard

Using Filters
When the Filter is set to ON, a quick search field appears at the top of the page. The search
criteria can be refined by the headings that appear.
Note: The Filter ON setting is the default view for several AIMS applications.
Example: Filter ON
Search fields visible

Example: Filter OFF

No search fields visible

Mandatory Fields
Mandatory information in AIMS is marked with an Asterisk * and description is bold.

AIMS User Guide V3.0 May 2023 15

Perform an Advanced Search

The Advanced Search

functionality consists of a range
of field options where the
search criteria can be entered
beyond the basic search.
Searches can be performed by:

• Clicking on the magnifying

glass icon

• Clicking the Detail View icon

• Entering free text in fields

• Clicking on Find

Move between pages & rows

The Next Page and Previous Page arrows enable the user to move between multiple pages
within the application.

The Next Row and Previous Row arrows enable the user to move between multiple rows within
the application.

Downloading documents
Many applications within AIMS enables users to download documents. The icon below
represents the download function. The document will be converted to an excel
spreadsheet.

Saving records

The Save icon is located on the Action toolbar. It is found throughout all the applications.
Once selected, a message will appear to say the record has been saved.

AIMS User Guide V3.0 May 2023 16

Contractors
The Contractor application in AIMS is a centralised list for use by ALL Schools and the VSBA.
The Contractors have been pre-populated with many existing CASES21 Creditors.
To locate a Contractor in the centralised database a search by ABN in the first instance should
be undertaken. If a Contractor is not located, they MUST be added to AIMS first not CASES21.
At the time a Work Order for that Contractor is approved in AIMS, the details will be added
to CASES21. Note: this is not an instant process and can take up to 4 hours. Contact
information will be read only in CASES21. The Contractor details MUST be updated in AIMS.
A Contractor can have multiple contacts listed in AIMS. A primary contact MUST be added to
the Contractor, to link the contact information in CASES21. The primary contact must have
an email address, phone contact, and address. The primary contact MUST be linked to the
customer contact field on the address tab.
Contractors regularly used by schools should be bookmarked. This allows quick access to the
correct Contractor for your school.
Schools need to ensure compliance around Contractor activities. Further information is
available from PAL under Contractors — Insurance and Contract Arrangements

Searching for a Contractor

There are several ways to search for a Contractor in AIMS. This includes using the filters,
advanced search or once bookmarked. Remember the list of Contractors is used by ALL
schools and the VSBA.
When first locating a Contractor in AIMS, it is recommended to use the Advanced Search
option and the ABN number.

Searching using Advanced Search

Open | Start Centre | Contractors
• Click on Advanced Search (you may need to click on More Search Fields)

AIMS User Guide V3.0 May 2023 17

 • When the More Search Fields box appears type the ABN directly in the ABN field and
click Find. Note: make sure all other fields are blank

• You will see the message below if there is no match to an existing Contractor in AIMS

OR
• If the Contractor is in AIMS, the information will appear on the screen.

To create a Contractor in AIMS follow the instructions further in this user guide.

AIMS User Guide V3.0 May 2023 18

Searching using the filter options
Open | Start Centre | Contractors
• The contractor page defaults to the Filter ON search view. This shows all the fields that
can be searched in the blank line underneath each heading.

Search headings include:

o Contractor: the AIMS contractor short name (Creditor Key in CASES21)
o Description: full name of the contractor
o LGA: Local Government Area serviced by the contractor
o Certification Type: the certifications associated with the contractor such as:
i.PI – Indemnity and PL – Liability
ii.REG - Company Registration
iii.SWMS – Safe Work Method Statement
iv.VWCPASI - Victorian Workcover Policy or Personal Accident and Sickness
Insurance
o Trade Type: ie: plumber, carpenter, electrician etc
o ABN: Australian Business Number
o Panel Id: is associated with the Victorian Government Suppliers Panel
o Panel Status: the status of the contractor in application for the Victorian
Government Suppliers Panel
o Business Type: contractor with employees or proprietor labour.
• To search for a contractor, select a field and type the information directly into the field
OR use the magnifying glass to look up a value to select from. More than one value
can be selected. Hit enter on the keyboard to activate the search
• If the search parameters match, the information will appear on the screen.

AIMS User Guide V3.0 May 2023 19

Create a New Contractor
Prior to creating a Contractor, it is important to establish that the contractor does not
already exist within the AIMS centralised contractor list.
Searching for a Contractor by ABN. If a Contractor is not located, they MUST be added to
AIMS FIRST not CASES21.

IMPORTANT NOTE:
As a centralised list, the information contained within the list is visible to ALL school users
who access AIMS. Care must be taken when making changes to contractor
information. It is important to recognise information, that is changed or updated may
impact other schools. Once the Contractor information is updated in AIMS, the next
Work Order set to an Approved Status for the contractor will trigger the information to
be updated in CASES21.

Contractor Naming Protocols:

• Short name will be an abbreviation of the Business Name
• Always use a capital letter for each word in the Business Name (unless the name is
registered differently)
• Always use a capital letter for contractor contact First Name and Last Name
• Contractor ID - Do not use spaces, symbols or special characters in this field. Use
Capital letters for the Contractor ID Name. This field allows for up to 10 characters.
To create a new Contractor:
Open | Start Centre | Contractors
• From the Action Taskbar, click the New Contractor icon
A blank Contractor page will open
• In the *Contractor field enter the contractor’s short name and Business name (In
CASES21 this will be recognised as the Creditor Key)
• Enter the *ABN (no spaces). The ABN Lookup application is integrated into the New
Contractor form and will reject an invalid ABN. Once the ABN has been recognised
the Trading Name field will be automatically populated
• Enter a Contractor Email ID. This email ID is used to send the Work Order to a contractor
• Email incidents to: ONLY used for Cleaning Incident emails. This is the default contact
method for the contractor
• Mobile: Enter the 10-digit mobile number or landline phone number. Enter the
prefix 03 for landlines in Victoria
• There is an option to add attachments for the Contractor. Click on the Attachments
paper clip hyperlink to add any required documents
• Next Step – Add contacts for the contractor.

AIMS User Guide V3.0 May 2023 20

Add Contact Persons
A contractor can have multiple contacts that may be associated with multiple schools.
Every external contractor must have the following primary contact added on the Contact
tab: Accounts Payable. The CASES21 payment email address MUST be attached to this
contact.
In the Contractor application, click the Contacts tab
• Click New Row
• Add *First Name and Last Name (required for WWCC validation)
• Enter the Working with Children Card (WWCC) number, for contacts working onsite
at a School. They MUST have a valid Employee WWCC.
For the WWCC number to be validated, the Surname and WWCC number must be
entered into AIMS. Once validated by the Department of Justice a WWCC
Certificate Valid to date will be recorded.
• Add a copy of the WWCC to the by clicking on the Paper clip hyperlink, selecting Add
New Attachments, Add New File
• Enter an Email address - Note: this field will update the Email for payments in CASES21.
Ensure you link this tab to the Customer Contact field on the address tab
• Phone and Mobile are optional fields
• Click New Row again to add more contact information. Note: The Position and Person
ID fields are for VSBA internal use by the Cleaning Unit
• Save contact details
• Next Step – Add address for the contractor.

Add Addresses
• In the Contractor application, click the Addresses tab
• Click on the magnifying glass next to the Customer Contact field and select a
contact. Note: for Creditor information to be updated in CASES21 this field must be
linked to a contact. That contacts information will be updated when the next Work
Order is processed in AIMS to approved status
• Click into each field to add the details for Address, City, State, and Postal Code
• Save address details
• Next Step – Add LGA for the contractor.

Add LGA
The LGA (Local Government Area) in which the contractor operates can be recorded
within the contractor record. More than one LGA can be added.
• In the Contractor application, click the LGA tab
• Click New Row
• Click the magnifying glass icon – search and select the relevant LGA
• Repeat steps until all LGAs have been added
• Save LGA details
• Next Step – Add Certificates for the contractor.

AIMS User Guide V3.0 May 2023 21

Add Certificates
Certificates which a contractor is required to provide to schools can be recorded within the
contractor record in AIMS. Note: Schools need to ensure compliance around Contractor
activities. Further information is available from PAL under Contractors — Insurance and
Contract Arrangements
The certificate validity is tracked, and the contractor and school are notified by email when
the certificate is due to expire.
• In the Contractor application, click the Certificates tab
• Click New Row
• Click the magnifying glass icon next to *Certification Type
• Select the certificate to be added. Options include:
o PI: Indemnity
o PL: Liability
o REG: Company Registration
o SWMS: Safe Work Method Statement
o VWCPASI: Victorian Workcover Policy or Personal Accident and Sickness
Insurance
• Click Attachments to attach copy of certificate
• Select the Checked? box to validate certificate has been checked
• Enter the Valid From: and Valid To: dates
• Repeat steps until all certificates have been added
• Save certificate details
• Next Step – Add Trade Types for the contractor.

Add Trade Types

The trade types which the contractor offers can be recorded within the contractor record.
The school can search for trade types when creating Work Orders or Work Packages.
• In the Contractor application, click the Trade Type tab
• Click New Row
• Click the magnifying glass icon for *Trade Type - search and select the trade to be
added
• Repeat steps until all trade types have been added
• Click the Save icon.

AIMS User Guide V3.0 May 2023 22

Bookmark a Contractor
Contractors regularly used by schools should be bookmarked. Bookmarking quickly assists to
locate a Contractor when allocating Work Orders. ALL users can share the bookmarked
contractors.
Contractors can be Bookmarked in two ways:
• Select the contractor to be bookmarked
• Scroll across to the far-right hand side and click the Bookmark icon

• A message will appear acknowledging the Record has been bookmarked

OR
• Open the Contractor record
• Click the Select Action arrow and choose Add to Bookmarks.

View Bookmarked Contractors

• To view and access bookmarked contractors - click the School Bookmarks tab

Delete a Bookmarked Contractor

• Bookmarked contractors can be removed from the School Bookmarks location by
clicking the Delete icon
• Click OK.

AIMS User Guide V3.0 May 2023 23

View a Contractor
To find a contractor see Searching for a Contractor in this user guide.
Open | Start Centre | Contractors
• Once located, Contractor information can be viewed by clicking on each tab along
the taskbar

Update a Contractor
Contractor information can be updated at any time.

IMPORTANT NOTE:
As a centralised list, the information contained within the list is visible to ALL school users
who access AIMS. When making changes to contractor profiles, it is important to
recognise that information that is changed or updated may impact other schools.

Open | Start Centre | Main Menu | Contractors

• Locate the contractor by one of the search methods

• Select the relevant tab which contains the information to be updated

• Click New Row – update the record with the new details for Contacts, LGA,
Certificates and Trade Type
• To update the Address, override the previous information with the new details
• Save changes.

AIMS User Guide V3.0 May 2023 24

Assign a Contractor to a Work Order
Once a Work Order has been created in AIMS, before the Status can be changed to
Approved, a contractor MUST be assigned.
Open | Facilities Management |All School Maintenance Tasks
• Select the correct Planned Year from the funding tracker
• Locate the Work Order or Work Package from the relevant tab
• In the Contractor column, click the Detail Menu icon next to the Contractor Field
• Click on Go To Contractors
• Select the Contractor by either:
Clicking on the School Bookmarks tab, select the contractor, then click on the Return
with Value hyperlink. The screen will return and place the Contractor name in the
field
OR
Search for the Contractor by typing in the required search field and hitting enter on
the keyboard. Click on the Contractors hyperlink, then click on the Return with Value
hyperlink. The screen will return and place the Contractor name in the field
• Click the Save Work Order icon from the Action Taskbar.

AIMS User Guide V3.0 May 2023 25

Facilities Management
Facilities Management is used to view, manage, and complete several asset related
functions in AIMS.
Open | Start Centre | Facilities Management

The page is divided into 3 sections:

Facilities Action Taskbar and Icons are listed along the top of the page. The icons
Management are consistent within all school maintenance task functions.
Icons and
Information

Under the icons, is a Refresh button, RFE information, Budget Years and a
hyperlink to view or attach School Documents

Shows the Budget, Planned and Actual Cost for Condition Based
Funding
Maintenance (CM), Routine Maintenance (RM), Annual Contracts (AC)
Tracker
and Essential Safety Measures (ESM) tasks for a Planned Year.
The Planned Cost figures are based on SRP Infrastructure funding. Future
years are projected figures. On an annual basis, the default split for
maintenance is 50% CM, 30% RM and 20% contingency.
The funding tracker can be refined to a planned year view by changing
the Budget Start Year to Budget End Year.

The All-School Maintenance Tasks view shows all maintenance tasks,

All School
represented as Work Orders at various stages according to their status.
Maintenance
Tasks Alternatively, schools can view their Work Orders by clicking on the
individual headings, Routine Maintenance, Condition Based
Maintenance, Essential Safety Measures, Annual Contracts, Asbestos,
Cleaning, Package and Completed Work.

The default view in Status is =WSCH – Waiting to be scheduled.

Refer to Work Orders for more information regarding Work Order status
types.

AIMS User Guide V3.0 May 2023 26

Local Building, Room and Space Names
Every space in the school has an individual number on the School Plan and should
have a local school identified name. This will only need to be completed once in AIMS,
unless changes are made at school level to names, buildings, rooms, or spaces.
When viewing the list, the Location will have the abbreviation of the Class Structure along
with a number. They are broken down by:
• School – 017857
• Campus - 01785702
• BU – Building
• LA – Land
• SI - Site/Site Infrastructure
• SP – Space
• SU – Sub-building
By entering the Local Asset Names, it is easier to recognise the location as maintenance
work is allocated.
When naming Local Asset Names, it is recommended to use consistent naming
conventions. For example: Building Name then Individual Space Name. Please DO
NOT use names for rooms that will change from year-to-year i.e. a classroom in the
teacher’s name. This information is entered in the fields under the Name Provided By
School Column.

To update local asset names

Open | Start Centre | Facilities Management
• Click the Local Asset Name icon

• The Local Asset Name screen will be displayed. The default view is with the filter off

Click on the Filter icon to turn the filter on. This enables searching by Location,
Description, Class Structure, Name Provided By School or School Plan.
Once the search filter is activated, it is recommended to search by typing space in
the Class Structure column and hitting enter on the keyboard

AIMS User Guide V3.0 May 2023 27

 OR
The Local Asset Name columns can be sorted by clicking on the heading names. In
the example below, the Class Structure column has been sorted in ascending order.
This is marked by a small green triangle, pointing up next to the heading name.
To sort descending, click on the heading name again. To turn off, click on the heading
name again and the triangle will disappear

• The scroll bars can be used to move up and down and across the page
• Once you have determined how you would like to filter and search you can then
add the Local Asset Name. Remember to use consistent naming conventions

• In the Name Provided By School Field enter the local name. To add further local names
TAB through the fields

• Click Save. Note: when OK is clicked it will go back to Facilities Management

screen. To add further Local Asset Names, click the Local Asset Name icon and
repeat the steps above
• Once completed, a list of Local Asset Names can be downloaded to excel by
clicking on the Download icon
• View, print, or save as, the download report
• Click Close to exit the Local Asset Name screen.

AIMS User Guide V3.0 May 2023 28

School Documents
School documents are a mixture of VSBA and local school documents. Folders have been
created to sort documents by type. School documents are an essential way of storing
current and historical information in one place.
VSBA documents that have been upload, are unable to be deleted. School documents
can be added and deleted as required. Note: once uploaded, the documents cannot be
moved to another folder. The uploaded document would need to be deleted and then
uploaded to the correct document folder.

Document Folder Name Example of the types of documents to store

Annual Contracts Annual Contract compliance and relevant information

Asbestos Asbestos reports and relevant information

ESM Essential Safety Measures compliance and relevant

information

Facilities_Mngmt Building and Room Report

Certificate of Occupancy
Cleaning Services Plan (CSP)
School Plan
Hazard related documentation
Heritage documents
Joint Use Agreements
Local Govt Regulations and by laws
Any other information relating to facilities management

Maintenance Compliance information eg. electrical and plumbing

compliance certificates
Condition Assessment Report (CAR)
Inspection reports related to OHS such as playground, shade
sail and arborist inspections
School generated maintenance reports
Specialist Assessment Report
Any other information relating to maintenance

Attachments Attachments migrated to AIMS are in this folder.

AIMS User Guide V3.0 May 2023 29

To view School Documents
Documents can be viewed in two ways, by a list or folder view.
Open | Start Centre | Facilities Management
• Click on the School Documents hyperlink
• A list of documents will be displayed. The default view has the filter off. Depending on
how many reports are listed you may have to use the Next page arrow to move
between the pages

OR to view the reports in folder view

• Click on the filter icon to activate Document Folder search field. Click on the
magnifying glass and select the required folder. Hit enter on the keyboard to refine
the search. Note: DO NOT click on OK as this will return you to the Facilities
Management page.
Below is an example of the filter used to refine the search to the ESM folder

• To view a report, in the Document column click on the report name or number
hyperlink

• The report will download (reports may be of different types ie: PDF, Excel).
• Click on the download report to open
• View, print, or save as, the download report
• Click OK to close out of the screen.

AIMS User Guide V3.0 May 2023 30

To add school documents
Open | Start Centre | Facilities Management
• Click on the Paperclip hyperlink next to School Documents
• Click Add New Attachments
• Click Add New File
• Click on the Select Folder drop down arrow
• Select the Folder to upload the document
• Click Select File, browse to select file to upload
• Name the document, short and long name
• Click OK, the file will upload the file and close out of the screen.

To delete school added documents

• Open | Start Centre | Facilities Management
• Click on the School Documents hyperlink. Note: VSBA documents cannot be deleted

• Locate the School document to delete, click on the delete row icon . A message
will appear asking if you are sure you want to delete the attachment. Click on Yes.
• Click OK to close the screen.

AIMS User Guide V3.0 May 2023 31

Funding Tracker
Schools receive funding for school facilities through the Department’s Student Resource
Package (SRP) - School Infrastructure.
The Funding Tracker displays funding available by year for Condition Based Maintenance,
Routine Maintenance, Annual Contracts and Essential Safety Measures.
The AIMS funding default for maintenance is 50% CM, 30% RM and 20% contingency on an
annual basis. Schools can adjust the annual default allocation based on local
circumstances for current and future years. Note: that the tracker preferences must add up
to 100%. The default amounts are based on the current SRP Infrastructure Funding.
DESCRIPTION SHORT FUNDING TRACKER
NAME
Condition Based Maintenance CM
Yellow Tracker

Maintenance works identified by

Rolling Facilities Evaluation (RFE)
process and school identified
maintenance tasks
Routine Maintenance RM
Green Tracker

Mandatory and school identified

maintenance tasks

Annual Contracts AC
Grey Tracker

Essential Safety Measures ESM

Orange Tracker

Contingency Budget
Displays a reserve available for
Routine and Condition Based
Maintenance

AIMS User Guide V3.0 May 2023 32

Budget Years
The Budget Start Year and Budget End Year will show the Planned Years for the set period in
the Funding Tracker.
Open | Start Centre | Facilities Management
• The Funding Tracker will display 5 years on the front page. You may need to click on
the Next Page icon to see years not displayed

To update the Budget Start Year and the Budget End Year
Open | Start Centre | Facilities Management
• To change the Budget Start Year, click in the field and enter the year required ie: 2021.
To change the Budget End Year, click in the field and enter the year required ie: 2023
• From the Action Taskbar, click the Save icon. The changes will be reflected in the
Planned Year column of the Funding Tracker.

To change to the School Budget Tracker figures

Open | Start Centre | Facilities Management
• From the Action Taskbar, click on the School Budget Tracker Preferences icon
• Click New Row
• Enter the Year and a percentage value under CM Breakup, RM Breakup and
Contingency Breakup – these amounts will need to add up to 100

• Click OK. You may need to click Refresh to see the updated information.

AIMS User Guide V3.0 May 2023 33

CASES21 Expenditure Budgets
Work Orders in AIMS have been aligned with the Chart of Accounts for Victorian
Government Schools.
As the financial transaction occurs in CASES21, it is important to understand how the coding
of Work Orders will appear once processed as an AIMS Order in CASES21.
Budget entry in CASES21 should align with subprogram and general ledger codes used to
expend Infrastructure funding at both levels.
CASES21 - Annual Sub Program Budget Variance (KGLSUB21003) report can provide a quick
reference to view the information that has been entered into CASES21.

Infrastructure Funding SRP Ref Subprogram General Ledger

Maintenance and Minor Works Funding 35 6201 86504

Building Area Allowance (if applicable) 32 6201 86504

Grounds 31 6502 86505

Annual Contracts (AC) and 36 6401 86500

Essential Safety Measures (ESM) 86504

Maintenance Programs – PMP and N/A 6222 86504

Supplementary Programs 86505

Please Note:
Annual Contracts funding is provided for specific items. While schools may have ‘Annual
Contracts’ for a number of services not all are funded under Annual Contracts. Refer to the
Student Resource Package (SRP) Guide, Reference 36 for further information.

IMPORTANT NOTE:
If adjustments are required to a school budget, the VSBA recommends that schools follow
the financial protocols as outlined in the Finance Manual – Financial Management for
Schools. Section 6: Budget Management.

AIMS User Guide V3.0 May 2023 34

Reports

Dynamic Reports
Dynamic Reports are generated in real time and provide schools with the option to download
the data or the report in several readable formats. Dynamic Reports are located by using the
Run Reports icon.
Open | Start Centre | Facilities Management
• Click the Run Reports icon. A list of reports stored in this location will appear:

DET102 School Maintenance Dashboard

DET103 Current Year Program Dashboard

DET105 School Maintenance Plan

DET106 AC Current Year Program Dashboard

DET107 ESM Current Year Program Dashboard

DET110 Contractors

DET111 School Identified Tasks

DET113 Building and Space Report

DET114 Cleanable Area Report

DET115 Annual ESM Report

DET116 School Quotation Report

DET117 School Identified Hazards Report

• To access a report, click the required report hyperlink

• Select from the required parameters (these differ depending on the report chosen)

• Click Submit
• The report will initially be generated to a screen view. Schools can choose to
download the data only or download the report.

AIMS User Guide V3.0 May 2023 35

School Maintenance Tasks
Routine maintenance and compliance activities should be undertaken on an ongoing
basis, in accordance with Asset Management policy and guidelines. Undertaking these
activities helps to support the upkeep of school facilities in the longer term.
The following tasks are all located under the Managing Routine Tasks section of AIMS.
Assigning these tasks is usually a one-time set up. After initial set-up, there may be times
when you need to add or remove assigned tasks.
• Asbestos Management (AS)
• Annual Contracts (AC)
• Essential Safety Measures (ESM)
• Routine Maintenance (RM)

The instructions for each of the tasks, is explained under each individual heading in the AIMS
user guide. Further information may also be obtained from the Policy and Advisory Library
(PAL) and select Infrastructure and facilities.

Asbestos (AS)
The Department commissions visual audits of all Victorian government school sites every five
years to identify Asbestos Containing Material (ACM), the results of which can be found in
each school’s Division 5 Audit Report.
Division 5 audits are required of all schools, including new builds, under the Occupational
Health and Safety Regulations 2017. Division 5 audits assess both fixed and portable
structures present on the school site. Examples include permanent and relocatable
buildings, soil, safes and filing cabinets.
The principal or their delegate and/or asbestos coordinator must ensure that:
• The school has a current Division 5 Asbestos Audit Report dated within the last 5 years
• School buildings are labelled to indicate the presence of Asbestos Containing
Material (ACM). If labels need replacement, please contact the Department’s 24-
hour Asbestos Make Safe hotline on 1300 133 468
• Uses the Asbestos Register and Asbestos Label Register in AIMS
• Quarterly visual inspections of workplace facilities are scheduled in AIMS, where ACM
and Asbestos Labels have been identified and recorded (refer to Division 5 Asbestos
Audit Report)
• The result of each visual inspection is recorded in AIMS, in the Asbestos Label Register,
including the current condition of the label and any action undertaken
• All records are retained permanently. These can be upload into the Asbestos folder
under School Documents in AIMS
• Maintain a School Asbestos Management Plan (SAMP) as part of the Occupational
Health and Safety (OHS) Regulations.
• AIMS has a work order to remind schools to review their Asbestos Management Plan
this should be actioned Annually.

AIMS User Guide V3.0 May 2023 36

Asbestos Register
The Asbestos Register within AIMS records details of all instances of asbestos within school
assets, calculates a risk score, and recommends an action for each instance.
The asbestos register is updated by the DIV5 auditors, or through the Make-Safe program
where works are performed as the result of an asbestos incident.
School users can access and view their Asbestos Register, but they cannot update it.
Open | Start Centre | Facilities Management
• From the Action Taskbar, select the Asbestos Register icon, and the Asbestos Register
screen appears, split into two sections. The top table lists the school buildings and if
Asbestos is identified:

• The bottom table will display identified asbestos for each building. Details include-
Room/location, Surface Material, Approximate Quantity, Action Rating (A1 - red, A2 -
amber, A3 - yellow, A4 - blue) and Status:

• To view the Action Ratings, click on magnifying Glass in the Action Rating column. The
Actions Rating list will appear explaining each of the ratings

Action Rating Description

Restrict access, manage, and remove immediately under full

A1
controlled conditions

Restrict access, manage, and remove in the short-term utilising

A2
appropriate control measures

Enclose, encapsulate or seal; Manage and reinspect periodically in

A3 accordance with the Asbestos Management Plan; Plan for removal
in the medium term

Program for planned removal during maintenance or

A4 refurbishment; Manage and reinspect periodically in accordance
with the Asbestos Management Plan

Manage and reinspect periodically in accordance with the

A5
Asbestos Management Plan

AIMS User Guide V3.0 May 2023 37

 • The information can be download for each table by clicking on the download icon in
the table heading
• Once the download is complete, click on open file to open the excel spreadsheet.
Save or close as required
• Click Close to exit the Asbestos Register screen.

Asbestos Label Register

When asbestos is found within a school, labelling must be displayed. The Asbestos Label
Register records the number of labels, their condition, whether any action is required and
whether that action has been undertaken.
The register also includes review dates, which automate the process of reminding the
School Principal and nominated asbestos coordinator that a review of labels is to be
conducted.
Schools are responsible for updating the Asbestos Label Register.
The Asbestos Label Register information is recorded at the campus level of the school.
Open | Start Centre | Facilities Management
• Click the Asbestos Label Register icon. The Asbestos Label Register screen appears:

• If the asset does not have an asbestos label, the Action Undertaken field will say NA
(Not Applicable) and if the location does have an asbestos label, schools are required
to update the Action Undertaken field (see updating the Asbestos Label Register
below for instructions)
• Click Close to exit the screen.

Update the Asbestos Label Register

The Asbestos Label Register should be updated whenever a review is performed, or an
action undertaken with the labels. The review should include the number of labels installed,
current condition of labels, whether any action is required, what action was undertaken
and date of review.
Open | Start Centre | Facilities Management
• From the Action Taskbar, click the Asbestos Label Register icon
• Highlight the line required
• Update the Number of Labels Installed field

AIMS User Guide V3.0 May 2023 38

 • Update Current Condition field for the Asbestos Label
• Tick the Action Required? Box if applicable
• Update Action Undertaken field by typing over the information
• Update Review Date
• Click OK.

Add a New Label Location

To add a new Label location in the Asbestos Label Register:
Open | Start Centre | Facilities Management |
• From the Action Taskbar, click the Asbestos Label Register icon
• Select the New Row tab
• This will add a new row at the bottom of the page. Click on the magnifying glass in
Location Reference for School field and search for location in Name Provided by
School or by Description field
• Select Location hyperlink and the asset will be added
• In the Asset column, click on the magnifying glass and select the asset
• Update Number of Labels Installed
• Update Current Condition of Asbestos Labels
• Tick box if Action Required
• Update Action Undertaken
• Update Review Date
• Click OK.

Asbestos Reports
Asbestos reports can be found in AIMS These include Asbestos Audit (DIV5) reports. These
are found in the Asbestos folder under School Documents in AIMS.
Schools can add any local documents to the Asbestos folder in AIMS.
Reports added by the VSBA cannot be deleted.

View and download Asbestos reports

Asbestos reports including the Asbestos Register can be viewed and download from the
following location.
• Open | Start Centre | Facilities Management
• Click on the School Documents hyperlink on the right side of the page

AIMS User Guide V3.0 May 2023 39

 • The School Documents screen will appear. You may have to move through the
pages to view the relevant report

• Reports can be viewed by clicking on the report name hyperlink

• The report will download (reports may be of different types ie: PDF, Excel)
• Click on the download report to open
• View, print, or save as the download report
• Click OK to close out of the screen.

Schedule an Asbestos Quarterly Inspection

Open | Start Centre | Managing Routine Tasks
• From the Action Taskbar, click on the Query field
• Select Asbestos Quarterly Schedule
The Asbestos Quarterly Inspections and the Asbestos Management Review Plan
screen will appear for each school site/campus
• Select the task by clicking on hyperlink number in the Routine Maintenance Task
column.
• Click on the Frequency tab. The Asbestos Quarterly Inspection has a default Status of
Active, and Frequency listed at 3 months.
• Enter the Estimated Next Due Date relevant for the Asbestos Inspection.
• Click the Save icon
Now an Estimated Next Due Date has been assigned, the Work Orders are generated
overnight and appear in the Facilities Management page under the Asbestos tab with
a Status of WSCH (waiting to be scheduled). Note: remember to select the correct
Planned Year from the Funding Tracker to view the Work Order.
• Next Step: See Schedule a Work Order further in the user guide

AIMS User Guide V3.0 May 2023 40

Schedule Asbestos Management Review Plan
• From the Action Taskbar, click on the Query field
• Select Asbestos Quarterly Schedule
The Asbestos Quarterly Inspections and the Asbestos Management Plan Review
screen will appear for each school site/campus
• Select the task by clicking on hyperlink number in the Routine Maintenance Task
column.
• Click on the Frequency tab. The Asbestos Management Plan Review has a default
status of DRAFT and Frequency listed as 1 year.
• Enter the Estimated Next Due Date relevant for the Asbestos Management Plan
Review.
• To make the task Active. Click on Change Status icon on the Action Taskbar. In the
New Status box, select Active and click OK. A message will appear to say the Status
has changed to Active
• Click the Save icon
Now an Estimated Next Due Date has been assigned, the Work Orders are generated
overnight and appear in the Facilities Management page under the Asbestos tab with
a Status of WSCH (waiting to be scheduled). Note: remember to select the correct
Planned Year from the Funding Tracker to view the Work Order.
• Next Step: See Schedule a Work Order further in the user guide

AIMS User Guide V3.0 May 2023 41

Annual Contracts (AC)
Schools are required to annually service, inspect and test school building services and
equipment. To meet compliance this MUST be in line with relevant legislation and
regulations to protect the health and wellbeing of building occupants.
SRP funding is provided to schools for a range of Annual Contracts to meet mandated
compliance requirements. Annual Contracts funding is provided for specific items. While
schools may have ‘Annual Contracts’ for a number of services not all are funded under
Annual Contracts in the SRP. Refer to the Student Resource Package (SRP) Guide,
Reference 36 for further information.
Annual Contracts need to be scheduled by checking the status, frequency and adding an
estimated next due date. Once set up minimal changes would be required.
A full list of Annual Contracts can be found in the Appendix. For further information on
Annual Contracts email: vsba.annual.contracts@education.vic.gov.au
ONLY schedule those relevant to your school site and each campus.

Schedule an Annual Contract

Remember only schedule those relevant to your school site and each campus.
Open | Start Centre | Managing Routine Tasks
• From the Action Taskbar, click on the Query field
• Select Annual Contract Schedules
The Annual Contracts screen will appear with a list of tasks to choose from. Remember
only those relevant to your school site and campus need to be set up
• Select the required task by clicking on hyperlink number in the Routine Maintenance
Task column. The screen will open on the Routine Maintenance Task tab
• Click on the Frequency tab.
• Check and update the *Frequency Units (recommended to use the Billing cycle of the
contractor)
• Check and update the *Frequency (recommended to use the Billing cycle of the
contractor)
• Enter the Estimated Next Due Date
Click the Save icon
• To make the task Active, on the Action Taskbar, click on Change Status icon. In the
New Status box, select Active and click OK. A message will appear to say the Status
has changed to Active
• Now the Estimated Next Due Date assigned, the Work Orders are generated overnight
and appear in the Facilities Management page under the Annual Contracts tab with
a Status of WSCH (waiting to be scheduled).
Note: remember to select the correct Planned Year from the Funding Tracker to view
the Work Order
• Next Step: See Schedule a Work Order further in the user guide.

AIMS User Guide V3.0 May 2023 42

Essential Safety Measures (ESM)
Essential Safety Measures are fire and life safety items installed or constructed in a building,
such as exit lights and fire doors. When correctly maintained, ESM support students, staff,
and visitors to evacuate safely in the event of a fire.
Under the Building Regulations 2018, there are obligations that require the regular inspection
and testing, and maintenance of essential safety measures and keeping of records in
relation to those activities.
School Principals must ensure that their school buildings are safe and that ESM activities are
performed regularly at their school sites. Most inspections must be completed by qualified
contractors. They will be engaged to inspect, test and maintain the items. SRP funding is
provided to schools to fund the mandated ESM activities.
An Emergency Safety Measures Annual ESM Report (ESMAESMR) is prepared based on
inspections performed and works completed.

IMPORTANT NOTE:
Schools should refer to the most current ESM Audit Report and check the frequency for
the items listed against the information in AIMS. The frequency would only be changed
to match the ESM Audit report. A school may choose to increase a frequency for the
inspection of an item, but MUST NEVER decrease the frequency

Schools cannot change the status of an ESM task. For any changes to an ESM status or
frequency in AIMS, an email must be sent to the ESM team with the details of why the
change is required. Email: essential.safety.measures@education.vic.gov.au

Locating the Essential Safety Measures (ESM) Report

Open | Start Centre | Facilities Management
• Click on the School Documents hyperlink on the right side of the page
The School Documents screen will appear. You may have to move through the pages
to view the relevant ESM report for the year it was last completed

• Reports can be viewed by clicking on the report name hyperlink

• The report will download (reports may be of different types ie: PDF, Excel)
• Click on the download report to open
• View, print, or save as the download report
• Click OK to close out of the screen.

AIMS User Guide V3.0 May 2023 43

Schedule the Annual Essential Safety Measures Report
An ESM Annual Report is prepared based on inspections performed and works completed.
Schools only need to schedule when the next inspection is due. Once this is setup, it will roll
over every year for the Annual date. For schools who have a Certificate of Occupancy this
would be the date used.
Open | Start Centre | Managing Routine Tasks
• From the Action Taskbar, click on the Query field and select ESM Schedules

• To locate the Annual ESM report, in the Column under Master Routine Maintenance
task column type in ESMAESMR and hit enter on the keyboard

• Click on the Frequency tab

• Check the *Frequency Units is YEARS
• Check the *Frequency is 1
• Enter the Estimated Next Due Date
• Click the Save icon
• Once the steps above have been completed and an Estimated Next Due Date
assigned, the Work Orders are generated overnight and appear on the Facilities
Management page under the Essential Safety Measures tab with a Status of WSCH
(waiting to be scheduled). Note: remember to select the correct Planned Year from
the Funding Tracker to view the Work Order
• Next Step: See Schedule a Work Order further in the guide.

AIMS User Guide V3.0 May 2023 44

Schedule an Essential Safety Measures (ESM)
Items identified in the ESM Annual Report must be scheduled according to the frequency
identified in the report. The report must be checked each year to make sure all identified
items are scheduled in AIMS.
Open | Start Centre | Managing Routine Tasks
• From the Action Taskbar, click on the Query field and select ESM Schedules
A list of tasks will display. The Status column will show the if the task is Active, Draft or
Inactive
• ESM tasks that apply to your school have an Active status. To search for tasks with an
Active status, in the status column click on the magnifying glass, click on the Active
hyperlink, this will return the value, then hit enter on the keyboard.
The Active items will display in the screen

• Select required task by clicking on the hyperlink number

• Click on the Frequency tab
• Check the *Frequency Units (refer to ESM Annual Report )
• Check the *Frequency (refer to ESM Annual Report )
• Enter the Estimated Next Due Date
• Click the Save icon
• Once the steps above have been completed and an Estimated Next Due Date
assigned, the Work Orders are generated overnight and appear on the Facilities
Management page under the Essential Safety Measures tab with a Status of WSCH
(waiting to be scheduled). Note: remember to select the correct Planned Year from
the Funding Tracker to view the Work Order
• Next Step: See Schedule a Work Order further in the guide.

AIMS User Guide V3.0 May 2023 45

Essential Safety Measures Inspection Outcomes
Once the ESM contractors have completed the required inspection activity, the outcomes
of the inspection are to be updated in the work log of the Work Order in AIMS.
Where the inspection identifies that rectification work is required, a finding of Non-
Conformance or Critical Defect is entered in the work log of the Work Order along with a
Summary note to indicate details.
Open | Start Centre | Facilities Management | All School Maintenance Tasks
• Click on the Essential Safety Measures tab
• Select the Planned Year from the Funding Tracker
• Locate the Work Order
• Click on the Work Log icon
• Click on New Row
• Enter a title in the Summary field
• Enter notes into the Details box
• The *Type field defaults to Update Work
• To enter the ESM Findings, click on the magnifying glass, and select from the options

• Click OK.

AIMS User Guide V3.0 May 2023 46

Routine Maintenance (RM)
Routine maintenance is undertaken on an ongoing basis in accordance with asset
management policy and guidelines. Routine maintenance helps to support the upkeep of
school facilities and prevent maintenance issues from arising.
It is recommended that schools dedicate approximately 30% of available funds to address
routine maintenance tasks. RM tasks are green in the funding tracker.
Assigning Routine Maintenance Tasks is usually a one-time set up. After initial set-up there may
be times you need to add or remove assigned tasks.

The mandatory tasks have a status of active in AIMS.

The non-mandatory tasks have a status of Draft in AIMS.
Schools need to identity and select the Routine Maintenance Tasks relevant to their school
from the pre-populated list. To see the full list of Routine Maintenance tasks, refer to the
Appendix of this user guide.

Schedule Routine Maintenance Tasks

After the Mandatory Routine Maintenance (RM) tasks have been identified and scheduled,
schools will need to review the DRAFT list of Routine Maintenance tasks available.
The frequency can be changed to individual school requirements.
Open | Start Centre | Managing Routine Tasks
• From the Action Taskbar, click on the Query field and select Routine Maintenance
Schedules

• A list of tasks will be displayed. The mandatory tasks have a status of ACTIVE in AIMS.
The non-mandatory tasks have a status of DRAFT.
• In the Status field, click on the magnifying glass icon and select DRAFT click OK and
then hit enter on the keyboard. Multi campus schools may need to search by location.
A list of routine tasks will be available for schools to select from
Note: Schools may wish to download this DRAFT list of Routine Maintenance Tasks to
excel by clicking on the download icon
Locate the task by either clicking through each page
• Select required RM task by clicking on blue hyperlink number
• Click on the Frequency tab
• Check and update the *Frequency Units
• Check and update the *Frequency

AIMS User Guide V3.0 May 2023 47

 • Enter the Estimated Next Due Date
• Click the Save icon. A message will appear to say the record had been saved

• Click on the Change Status icon

In the New Status box, select Active and click OK. A message will appear to say the
Status has changed
• Once the steps above have been completed and an Estimated Next Due Date
assigned, the Work Orders are generated overnight and appear on the Facilities
Management page under the Routine Maintenance tab with a Status of WSCH
(waiting to be scheduled). Note: remember to select the correct Planned Year from
the Funding Tracker to view the Work Order
• Next Step: See Schedule a Work Order further in the guide.

AIMS User Guide V3.0 May 2023 48

Condition Based Maintenance (CM)
Maintenance activities to address issues impacting school buildings and grounds are known
as Condition Based Maintenance tasks. Condition Based Maintenance tasks fall into two
categories:
• Rolling Facilities Evaluation (RFE) condition-based identified tasks. Tasks identified are
documented in the Condition Assessment Report (CAR). Schools are expected to
address the tasks within the recommended timeframes
• School Condition Based Maintenance tasks. These are undertaken on a one-off basis,
eg. broken window, leaking toilet, graffiti, vandalism or works not part of routine
maintenance.
Tasks identified by a RFE, will automatically be uploaded into AIMS by the VSBA approved
contractor Macutex. Condition Based Maintenance (CM) Work Orders are generated in
AIMS with a status of Waiting to be scheduled (WSCH) and supporting information will be
attached to the Work Order including photos.
The funding tracker displays Condition-based (CM) tasks in yellow.
Open | Start Centre | Facilities Management |All School Maintenance Taskbar
• Click on the Condition Based Maintenance tab
• Select the relevant Planned Year from the Funding Tracker
• A list of Condition Based Maintenance items will be displayed. Our example has Work
Orders with a different status, RFE and school created Work Orders

RFE Condition Based Maintenance tasks can be identified by the wording ‘CM’
followed by a number and a description
School created Condition Based Maintenance tasks can be identified by the Work
Order number starting with a 1xxxxxxx
• To create a School identified condition-based Work Order see Create Work Orders
further in the user guide

AIMS User Guide V3.0 May 2023 49

Work Orders
In AIMS a Work Order is generated to capture the work that is needed to complete a task or
delivery of a service. It is a formal record that is sent to a contractor and describes
maintenance work approved for completion.
A school who has had a Rolling Facilities Evaluation (RFE), will find their Condition Based
Maintenance tasks are already in AIMS with a status of WSCH - Waiting to be scheduled.
The setup of tasks for Routine Maintenance, Essential Safety Measures, Annual Contracts
and Asbestos occurs in Managing Routine Tasks. Once a Next Expected Due is added,
Work Orders are generated.
Work Orders appear in the Facilities Management application. To move an order through
AIMS certain steps in the hierarchy need to be performed.
All Work Orders in AIMS have a Status. The table below explains each Status when processing
an external contractor Work Order or internal contractor (school employee) Work Order.

Status of Work Order External Work Order Internal Work Order

WSCH Default status Default status
Waiting to be Scheduled
SCHED This is an optional step unless the This is an optional step unless the
Scheduled work order or package is part of work order or package is part of
scheduling work in a School scheduling work in a School
Maintenance Plan (SMP) Maintenance Plan (SMP)

APPR Authorises the Work Order to Authorises the Work Order to

Approved proceed and be completed by proceed and be completed by
an External contractor an Internal contractor

Sends an email to the Contractor DOES NOT send the Work Order to
CASES21 or the contractor
Sends the Work Order to CASES21
This Work Order MUST have a This Work Order MUST have $0.00
value in the Quote Cost Quote Cost

DEFERRED Used to defer the Work Order to Not Applicable

Deferred another funding year. NOTE: the
Target Finish date MUST be
changed as well
CAN Used to cancel a Work Order no Used to cancel an order no longer
Cancelled longer required in AIMS. required in AIMS.
If the order has been approved,
it will need to be cancelled in
CASES21 as well
FINCOMP This status changes automatically This status must be changed
Financially Complete when the payment step is made manually to FINCOMP. As an
to the Creditor in CASES21. Internal Contractor was selected,
DO NOT change the status of an and the Work Order has $0.00 cost
external Work Order to FINCOMP it did not go to CASES21 for
at any time processing

AIMS User Guide V3.0 May 2023 50

Create a Work Order
Work Orders are created in Facilities Management. This process can be followed for all
maintenance tasks that do not have an existing Work Order.
All new Work Orders default to a work type of CM for Condition Based Maintenance.
Before creating a new Work Order, it is important to select the relevant year from the
Planned Year in the Funding Tracker.
It is important to note, that once a work type has been assigned to a Work Order, a
CASES21 sub program and general ledger code will be allocated to the Work Order.
Open | Start Centre | Facilities Management
• From the Action Task bar, click on the Create Work Order icon
• Take note of the Work Order number generated
• Enter the *Work Description
• In the *Location field, click on the Detail Menu arrow
• Click Select Value (DO NOT use Go to Locations)
• Search by any of the headings to find the location. Select the Location by clicking on
the hyperlink
• Optional - in the Asset field, click on the Detail Menu arrow
Click Select Value (DO NOT use Go to Assets) and choose the related Asset
• The *Work Type default is CM. Click on the magnifying glass and change if required
• In the *Classification field, click on the magnifying glass and select Grounds (6502-
86505) or Maintenance and Minor Works (6201-86504)
Note: If a different Work Type is selected, the classification field will be auto populated
• Details of Asbestos will appear if a relevant building has been selected
• If a Hazard(s) is identified, select the Hazard from the list to associate with the Work
Order
• Click OK and the screen will close
• The Work Order can be located in the All School Maintenance tasks or relevant tab.
The Work Order will have a Status of WSCH and can be located by searching by the
Work Order number (if noted) or any of the other search fields. Note: if searching by
date remove the time information
• Next steps – as setting the Status of a Work Order to Scheduled is Optional see
Approve a Work Order further in the user guide.

AIMS User Guide V3.0 May 2023 51

Schedule a Work Order
Scheduling a Work Order is an optional step UNLESS the work order or package is part of
scheduling work in a School Maintenance Plan (SMP). If this step is undertaken, this applies to
both individual and package Work Orders.
Open | Start Centre | Facilities Management
• Click the Change Status icon for the relevant Work Order
• Click the drop-down arrow for New Status
• Select Scheduled
• Click OK
• The Status will now appear as SCHED
• Click the Save Work Order icon from the Action Taskbar
• Click on the Work Log icon, click on New Row and add any relevant text to the
Summary field and Details box.

View a Work Order

Work Orders are displayed under All School Maintenance Tasks tab or the relevant tab
within the Facilities Management application.
Open | Start Centre | Facilities Management
• The screen defaults to the All School Maintenance Tasks tab. This tab will show all
Work Orders in one combined screen for the Planned Year selected

• Click the Planned Year listed in the Funding Tracker. You can refine the information
on the page by filtering. In the example below, the Work Type has been filtered to
show CM tasks
OR
You could also see these CM tasks by clicking on the Condition Based Maintenance
tab for the planned year
• Select the Work Order to be viewed by clicking the View Details icon located next to
the paperclip icon on the Work Order line you wish to view

• The Work Order information is presented at the bottom of the page, below the list of
School Maintenance Tasks.

AIMS User Guide V3.0 May 2023 52

Approve a Work Order
When the work is ready to begin, the Status of a Work Order must be changed to
Approved. The status will be applied to both individual and/or packaged Work Orders.
An External or Internal Contractor MUST be assigned to ALL Work Orders or packages prior to
changing the status to approved.
A Quote Cost Incl GST. MUST be entered against the Work Order and the target finish date
should be confirmed. An Internal contractors Work Order would have a cost of $0.00
applied.
For External contractors once the Status has been changed to Approved:
• The Work Order will be sent to CASES21 overnight. See AIMS Work Order to CASES21
for further information
• An External Contractor Work Order in AIMS MUST remain at Approved status. Once
the Order is processed in CASES21 and the order delivered when processing the
invoice, a message will return to AIMS and complete the Work Order by updating the
Status to FINCOMP and adding an Actual cost.
• The Send Email check box will be ticked as the default
• Untick the Send email check box if you do not want an email to be sent
• The email details can be changed by either clicking on the magnifying glass and
selecting and/or adding another email address or typing a new email address into
the box. (Email addresses must be separated by a comma and space)

For Internal contractors (School Employee/VSBA) once the status has been changed to
Approved:
• DOES NOT send the Work Order to CASES21 or the contractor
• Will need the Status to be manually changed to financially complete. See Manually
setting a Work Order to Financially Complete further in this user guide.

Open | Start Centre | Facilities Management

• Locate the Work Order from the relevant tab
• Click the Change Status icon for the relevant Work Order
• Click the drop-down arrow for *New Status
• Select Approved - an email pop up window will appear. Untick the Send email box if
you do not want an email to be sent.
• The email details box will be blank. If you wish to email the work order, type the email
address into the box. (Email addresses must be separated by a comma and space).
Note: if a contactor has not been selected, a message will appear saying the Status
of the Work Order cannot be changed to APPR. Click OK then click Cancel to go
back and select the Contractor
• Add any relevant text to the Memo field
• Click OK
• Click the Save Work Order icon from the Action Taskbar.

AIMS User Guide V3.0 May 2023 53

External Contractor Work Order
Open | Start Centre | Facilities Management
Any Work Order with an External contractor selected does not need any further action in
AIMS. Once the invoice is processed in CASES21, a message will be sent back to AIMS. The
Work Order will have an Actual Cost added and the Status changed to FINCOMP (financially
complete) and moved to the Completed Work tab. See View Financially Complete Work
Orders further in the user guide for detailed instructions.

Manually setting a Work Order to Financially Complete – Internal Contractors

only
Only Work Orders attached to an Internal contractor should be changed to Financially
Complete (FINCOMP). This status must be changed manually to FINCOMP, as an Internal
Contractor was selected, and the Work Order has a $0.00 cost and did not go to CASES21
for processing.
Open | Start Centre | Facilities Management | All School Maintenance Tasks
• Locate the Work Order (must be attached to an Internal Contractor and have a $0.00
cost)
• Add a note to the Work Log if required. Click on the Work Log icon and add New Row.
Type the note into the summary field or text box if more information is required
• Click the Change Status icon
• Click the drop-down arrow in New Status field
• Select Financially Complete
• Click OK
• Click the Save Work Order icon from the Action Taskbar.
• The Work Order can now be viewed in the Completed Work tab
• Any attachments or additional information can be added to the Work Order. For
more information see View Financially Complete Work Orders in this user guide.

View Financially Complete Work Orders

Open | Start Centre | Facilities Management | All School Maintenance Task
• Click on the Completed Work tab
• The completed Work Orders with a Status of FINCOMP will be showing

• Schools can attach documents to the Work Order for 3 months once they have been
made financially complete

AIMS User Guide V3.0 May 2023 54

 • Financially complete Work Orders will be visible for 18 months in this tab. After this
period, they are archived and only accessible by contacting VSBA. See AIMS Support
in this user guide for further information.

Work Packages
A Work Package contains multiple Work Orders which can be scheduled at the same time,
to optimise maintenance spend. A Work Package can be used to request quotations for
multiple Work Orders.
When a Work Package has been created, the package is identified as the parent Work Order
and the Work Orders that sit within the package are identified as child Work Orders. The child
Work Orders within the package will maintain their original work type.

Create a Work Package

Once Work Orders have been assigned to a Work Package, they cannot be found by
searching the Work Order number. Assigning a contractor, updating start and finish dates,
adding the quote cost, and changing the status are now undertaken at the Work Package
level.
Open | Start Centre | Facilities Management
• Click the relevant Planned Year listed in the Funding Tracker
• On the All School Maintenance Tab Select the individual work type tab required
• Click on the heading you are going to create the Work Package from.

• Click on the Column heading Target Finish date and re-arrange your work orders in
date order
Identify from the list of work orders on display, which work orders you want to Package.
They can have the same date and/or will be carried out by the same contractor
• Scroll across to the left of the page
Tick the boxes on the left of the Work Orders to be packaged (to select all click the
box above the filter line. Note: Do not mix trade types when packaging Work Orders

• From the Action Taskbar, select the Create Work Package icon
• A message will appear advising that a New Package Work Order has been created
Take note of the New Package Work Order number
• Click OK

AIMS User Guide V3.0 May 2023 55

 • Click on the Refresh button
• Click on the Package tab to view the Work Order package created
• In the Description field, Name the package for easier identification. Note: Always use
PK in the description
• From the Action Taskbar, select the Save Work Order icon
• Next steps – depending on what stage you are at you can create a school quotation
to send to contractors of the work to be completed, view a Work Package, approve
a Work Package. For further information see the relevant section in the user guide.

View a Work Package

Work packages can be viewed in the Facilities Management application, under the Package
tab. Once Work Orders have been assigned to a Work Package, they can no longer be found
by searching for the original Work Order number. These Work Orders have now become the
child Work Orders of the Work Package.
Open | Start Centre | Facilities Management |Package Tab
• Click on the Package tab
• Click the relevant Planned Year on the Funding Tracker
• Locate the Work Order package created. Click the View Details icon against the
selected Work Package

• The Child Work Orders will be displayed, these are now part of the package

AIMS User Guide V3.0 May 2023 56

Add a Work Order to a Work Package
Work Orders can be added to an existing Work Package by the Package tab.
Open | Start Centre | Facilities Management |Package Tab
• Click the Package tab
• Identify the Work Package you wish to add a Work Order to
• Click the View Details icon – the Work Package will open below the list, and you will
see the child Work Orders contained within the Work Package
• Click the Select Work Orders option – a list of Work Orders waiting to be assigned to a
contractor will appear
• Tick the boxes on the left to add the Work Order to the package.
• Click OK
• Click the Refresh button
• The package will be updated with the Work Order added as a Child Work Order.

Remove a Work Order from a Work Package

Work Orders can be removed from an existing Work Package on the Package tab.
Open | Start Centre | Facilities Management |Package Tab
• Click the Package tab
• Identify the Work Package you wish to remove the Work Order from
• Click the View Details icon – the Work Package will open below the list, and you will
see the child Work Orders contained within the Work Package
• Click the Unpackage Work Orders icon
• The item is instantly removed from the package.

Approve a Work Package

When you are ready to go ahead with the Work Package.
Open | Start Centre | Facilities Management |Package Tab
• Click on the Package tab
• Click the relevant Planned Year on the Funding Tracker
• Locate the Work Order package created
• Check and Update the Target Finish Date
• Check and Update the Quote Cost
• Assign a Contractor to the Work Package
• Change the Status to approved
• Click Save.

AIMS User Guide V3.0 May 2023 57

AIMS Work Order to CASES21
AIMS and CASES21 have been integrated to automate the generation of purchase orders
from AIMS Work Orders.
Once an AIMS Work Order has been changed to Approved status, AIMS will export the Work
Order file to CASES21 where a CASES21 purchase order can be created. This is then available
for invoicing and payment. Note: The export process is not instant. Schools need to allow up
to four hours for the data to leave AIMS and arrive in CASES21.
Once the invoice has been processed in CASES21, an automated message is sent to AIMS
updating the actual cost and moving the Work Order to FINCOMP (financially complete).

Processing an AIMS Work Order in CASES21

To process the AIMS Work Order in CASES21 refer to the CASES21 Finance Business Process
Guide. Section 3: Creditors for detailed instructions.
Note: AIMS Work Orders become Purchase Orders in CASES21.

School Quotations
Before assigning a contractor to a Work Order or Work Package, AIMS can generate a
quotation document that contains details of the work to be completed. Where the quotation
document is created for a Work Package, the details of all the child Work Orders are also
included.
The quotation document is generated in Word format and downloaded to the default
download location for the user. The process of adding further details, sending the document,
and accepting quotes is completed outside of AIMS.

Create a School Quotation

Open | Start Centre | Facilities Management
• From the Action Taskbar, select the Run Reports icon
• Type DET116 in the description search field and hit enter on the keyboard, the School
Quotation report will appear

• Click the report name hyperlink

• Click the magnifying glass located next to Work Orders box
• Tick the Work Orders to be included in the quotation. Remember you can use the
search filters to find the relevant Work Orders

AIMS User Guide V3.0 May 2023 58

 • Select OK
• On the Request Page, leave the Schedule at Immediate, then click Submit

• The Request for Quote will open to Page 1. Click on the next page icons to view all
the information as the template may contain photos and other relevant information
contained within the work log of a Work Order
• To download the quote, click on the Export Report icon from the task bar
• Click on the Export Format drop down arrow and select the format to download from
the options

• Click OK

AIMS User Guide V3.0 May 2023 59

 • The BIRT Report Viewer will download the report. In Downloads, click on Open file to
view the Request for Quote in the format selected (below has an example of PDF
and Word)

Send a School Quotation

Once the Request for Quote has been downloaded and saved to a suitable format, schools
can email the quote directly to the relevant contractors.

AIMS User Guide V3.0 May 2023 60

Hazards
Hazards in AIMS enables schools to identify, record and manage risks to school assets. The
profile should include hazards that are likely to create additional maintenance requirements,
worsen existing maintenance issues, and impact on the availability or functionality of school
facilities.
By recording hazards, schools can prioritise their maintenance activities to mitigate these
issues. Schools may find that some hazards can be addressed through routine maintenance,
while others require a more targeted management approach.
Mitigation strategies are actions to lessen or prevent adverse impacts to school buildings and
grounds associated with and arising from hazards to the school. When recording a hazard in
AIMS the below should be included:
o the Asset details related to the hazard
o the frequency and impact recorded along with school notes detailing the specific
issue the school faces regarding the hazard category selected
o a mitigation strategy should be added and linked to a related routine
maintenance task (when relevant).
A list of hazards and related precautions are listed for schools to select from. Should there be
no suitable option to identify the hazard the school can contact the VSBA by email:
school.maintenance@education.vic.gov.au to have it added to the master list.

Hazard Type Definition

Environmental A risk relating to or arising from internal or external environmental

conditions. Examples include seasonal weather, mould, and mildew
due to excessive moisture, contaminated or over-wet soil,
impacting vegetation such as tree roots, termites, and vermin

Geographic Relating to or arising from the physical attributes of a location.

Examples include local climate, topography, coastal proximity, and
site features

Heritage Relating to registered places and objects of local, state, or national

heritage. Examples include heritage listed: buildings, trees, parks,
and gardens

Property Damage Relating to the intentional or accidental damage or destruction of

school property. Examples include vandalism, and impacting
objects such as basketballs

Services Relating to the operation and availability of building services.

Examples include heating and cooling, stormwater infrastructure,
water, gas, and power supplies, plumbing and sewerage

AIMS User Guide V3.0 May 2023 61

Viewing Hazards
A library of hazards and related precautions is listed for schools to select from.
Open | Start Centre | Facilities Management
• On the Action taskbar, click on the Hazards icon. The list of Hazards will appear.
• If a Hazard has been selected and School Notes added, it will appear at the top of
the list with a tick in the box, in the School Notes column. Columns can be sorted by
clicking on the headings. A small green triangle will appear next to the heading, either
appearing up or down depending on the sort order selected. In the screen example
below the School Notes? Column is sorted.

Add a Mitigation Strategy, Frequency, and Impact Notes to a Hazard

Schools should outline mitigation strategies they have in place, including linking to routine
and Condition Based Maintenance tasks in the Hazard.
Open | Start Centre | Facilities Management
• On the Action Taskbar, click on the Hazards icon
• Click the View Details Icon located next to the selected hazard

AIMS User Guide V3.0 May 2023 62

 • This will open the Assets, School Notes and Mitigation Strategy sections below the
Hazards list:

To complete a Hazard, the Assets, School Notes and Mitigation Strategy sections need to
be completed.
• To record the Asset, that is going to be attached to the Hazard:
o Click New Row in the Assets section
o Below the Asset heading, click the Details View icon
o Click on Select Value (DO NOT select Go to Assets)
o A list of Assets (school building, rooms, and spaces) appears
o Locate the Asset by either using the Description or Name Provided by School
column and click on the hyperlink to assign the asset
• To record the School Notes (frequency, impact and school note) for this Hazard:
o Click on New Row in the School Notes section
o Below the Frequency of the Hazard heading, click the magnifying glass icon and
click on the hyperlink for the selected frequency
o Below the Impacts of the Hazard heading, click the magnifying glass icon and click
on the hyperlink for the selected impact
o Below the School Notes heading a free text comment should be added detailing
the specific issue the school faces regarding the hazard category selected

AIMS User Guide V3.0 May 2023 63

 A Mitigation Strategy can be recorded with or without a Routine Maintenance Task:
• To record a Mitigation Strategy WITH a Routine Maintenance Task:
o Click New Row in the Mitigation Strategy section
o Click the Detail Menu icon located under the Task ID heading
o Click on Select Value (DO NOT select Go to Managing Routine Tasks)
o A list of active Routine Maintenance tasks is available to select from
o To assign the hazard to a Routine Maintenance task, click on the hyperlink in any
column, this will populate the Task ID
o Add the Risk Log, click on New Row box in the Risk Log screen and fill out the
Summary Heading and Details box detailing how the Hazard will be managed

• To record a Mitigation Strategy WITHOUT a Routine Maintenance Task:

o Add the Risk Log, click on New Row box in the Risk Log screen and fill out the
Summary Heading and Details box detailing how the Hazard will be managed
• Once all the sections are completed, click OK. This will save the changes and close
out of the screen
• Next time the Hazard icon is opened, you will notice the hazards are located at the
top of the list.

Amend or Delete Hazards

The table of hazards, and details of a specific hazard, can be downloaded as an Excel
spreadsheet.
To view Hazards or download a report.
Open | Start Centre | Facilities Management
• On the Action Taskbar, click on the Hazards icon
• Locate the Hazard to amend or delete
• Click the View Details Icon located next to the selected hazard name
• This will open the Hazard sections
• To delete the Hazard, click on the rubbish bin icon in each section to delete the row
OR
• To amend the Hazard, click on the section and update the information by adding a
New Row
• Click OK. This will save the changes and close out of the screen.

View a Hazards and Download a Report

The table of hazards, and details of a specific hazard, can be downloaded as an Excel
spreadsheet.
To view Hazards or download a report.
Open | Start Centre | Facilities Management

AIMS User Guide V3.0 May 2023 64

 • On the Action Taskbar, click on the Hazards icon
• Identified Hazards will be displayed at the top of the list, with a tick in the School Notes
checkbox

• To generate an Excel spreadsheet which contains the full list of hazards, click on the
Download icon

• In Downloads, click on Open file

• View, print, or save as, the download file
• Click OK to close out of the screen.

AIMS User Guide V3.0 May 2023 65

Rolling Facilities Evaluation (RFE) & Condition Assessment Reports
(CAR)
The Rolling Facilities Evaluation (RFE) delivers regular assessments of the condition of
buildings and other infrastructure such as car parks, footpaths and fencing at all Victorian
government schools. The RFE is delivered on a rolling 5-year cycle and approx. 300 schools
are assessed each year and managed through a pre-inspection school questionnaire and
acceptance of the Condition Assessment Report (CAR). The school will need complete a
School Maintenance Plan (SMP) with the information received.

CAR Report
If a school has a completed RFE, schools can view a copy of the CAR in the School
Documents.
Open | Start Centre | Facilities Management
• Click on the School Documents hyperlink (located to the right of the Budget Start Year)
• A list of documents will be displayed. The default view has the filter off. Depending on
how many reports are listed you may have to use the Next page arrow to move
between the pages

OR to view the reports in the filter search view

• Click on the filter icon to activate the search fields. In the description field enter the
word ‘car’ and hit enter on the keyboard to refine the search. Note: DO NOT click on
OK as this will return you to the Facilities Management page. Below is an example of
the filter used to refine the search for the CAR report

• To view a report, click on the report name hyperlink

• The report will download (reports may be of different types ie: PDF, Excel).
• Click on the download report to open. View, print, or save as, the download report
• Click OK to close out of the screen.

AIMS User Guide V3.0 May 2023 66

School Maintenance Plans (SMP)
The School Maintenance Plan (SMP) supports schools to proactively budget, schedule and
manage the maintenance of buildings and grounds. The SMP is based on Work Orders
created as part of school identified Routine Maintenance (RM) and Condition Based
Maintenance (CM) identified through the RFE.
Schools receive a Condition Assessment Report (CAR) which outlines the CM tasks in priority
order as well as any Specialist Assessments (SAs) required for a more detailed inspection of
roofs, structural or termite damage.
Once the RFE and CAR have been accepted by the school, the SMP is developed in part by
scheduling the CM tasks identified in priority order within the annual budget available over
the five-year period of the plan. Schools may have to adjust the scheduling of tasks, in relation
to their priority due to budget constraints each year.
Once the SMP has been developed, schools must submit their plan for endorsement by
the VSBA and then work on actioning this plan over the next 5 years.

Schedule works for an SMP

The School Maintenance Plan requires the scheduling and budgeting of all RFE school
maintenance tasks over the five-year cycle. These items are in the Condition Based
Maintenance tab within the Facilities Management application. As well as a priority rating,
each item identified in AIMS has an estimated cost and recommended trade. This assists in
planning and scheduling the work. To identify the scheduled work the status of a work order
or package must be changed to SCHED before the plan is submitted. In In addition, the plan
requires schools to identify routine maintenance tasks and hazards that are a threat and
cannot be removed.
To schedule the tasks and works, see the relevant areas in this user guide:
• Condition Based Maintenance
• Routine maintenance
• Work Orders and Packaging Work Orders.

Submission for VSBA Endorsement

Once the areas below have been completed in AIMS, the SMP is ready to be submitted for
review and endorsement by the VSBA:
• Hazards
• Budget Planner for relevant years
• Condition Based Maintenance
• Routine maintenance.
It is IMPORTANT to note that this function can only be performed by the Principal once all
required tasks have been completed.
Open | Start Centre | Facilities Management
• From the Action Task bar, click on the SMP Submission icon. The SMP Submission box
will open
• Update the Start Year field to the start year of the SMP (start year RFE)

AIMS User Guide V3.0 May 2023 67

 • Update the End Year field, to the last year of the SMP (5 years from RFE start date)
• Hazards: tick the box if the school has identified all relevant hazards
• Budget Planner: tick the box if works have been allocated for the relevant budget
year according to priority and available budget over the 5-year plan
• Condition Maintenance: tick the box if the school has scheduled (SCHED) all CM tasks
populated from the RFE (items can be deferred if insufficient budget or works are no
longer required and notes must be entered into the work log for each work order to
indicate why). Note: where this is not the case, an explanation note must be added
to the submission.
• Routine Maintenance: tick the box if the school has activated the mandatory RM tasks
and others as appropriate from the prepopulated list
• Ready to Submit SMP for Review: tick the box as you are ready to submit the SMP for
Review to the VSBA
• If additional information is to be added, for example any notes or comments relevant
to the SMP for the VSBA who will be reviewing the plan), click on the SMP Submission
Log icon, click on New Row, and complete the Summary field and Details (free text)
box that appears. For example, if there is overspend in any year of the plan, be sure
to add a note to indicate why ie: ‘2022 overspend of $20,000 will be addressed using
PMP funding.’
• Click OK to close out of the box
• The Change Status icon should now be active to select (Principal sign on only)
• To submit the plan for approval, select the Change Status icon
• In the New Status field, select the only option available
• Click OK
• Once the SMP has been submitted for VSBA endorsement, the Status will be updated
to PENDREVIEW and the Principal will receive an email stating the School Maintenance
Plan has been successfully submitted for endorsement.

View SMP feedback

The VSBA will review the SMP and either endorse the SMP by marking it as complete or request
further information before the plan will be endorsed. If not endorsed, the status will change
to FEEDBACK PROVIDED where schools will need to make changes to their plan. The Ready to
Submit SMP for Review will be unchecked, and the Principal will check and resubmit once the
feedback has been addressed.
To view SMP feedback from the VSBA:
Open | Start Centre | Main Menu | Facilities Management
• Click the SMP Submission icon
• Check that the Status has changed to Feedback Provided
• Click the Work Log icon to review feedback
• Click OK
• Next Steps…. Once action has been taken on feedback provided, the Principal will
need to resubmit the SMP using the steps in the section above.
If the SMP is endorsed by the VSBA, the Status will be updated to COMPLETE.

AIMS User Guide V3.0 May 2023 68

Handheld Work Orders (HHWO)
The Handheld Work Orders (HHWO) application was created for usage on portable
electronic devices such as mobile phones and tablets. The application allows the user to
create and manage Work Orders, review, and close outstanding tasks whilst out of the
office.
There is no mobile app for this application. To access the application, schools will need to
do the following:
Open | Start Centre | Mobility Applications | HHWO
• Take note of the web address and insert the URL into their portable device’s web
browser (ie: Safari, Google etc)
• Click the HHWO link
The following options will appear on the front page of the HHWO application. Each
link provides an overview of your schools AIMS Work in Progress

Create a New Work Order

• To create a new Work Order, click the Create Work Order icon located
in the bottom right corner of the page

• In the Maintenance Details tab – add a description for the Work Order in the Enter
Description field
• In the Long Description field – enter a description of the Work Order and include any
specific instructions for how to complete the work
• Click Done
• Click Add in the Location box and select the relevant location from the table provided
• Asset: will auto-populate when the location has been selected
• If the asset is incorrect - click the Edit icon in the Assets box to change the asset from
the table provided
• Classifications: will default to Maintenance & Grounds.
• Work Type: will default to CM for Condition Based Maintenance
• Target Finish Date will default to the date the Work Order is being created
• Reported By: will default with the name of the operator
• Responsibility: click Add to add the contractor or staff member who is responsible for
organising the completion of the maintenance works

AIMS User Guide V3.0 May 2023 69

 • Supervisor: the supervisor’s name defaults to the supervisor selected in previous Work
Orders
• To change the supervisor for this Work Order, click the Edit icon in the Supervisor box
• Click the magnifying glass icon – select a name from the list provided
• Click on Save
• In the Attachments tab – click Add to upload relevant photos or documents to the
Work Order. These may be photos of the initial maintenance issue or photos of the
works in progress
• The Work Order will now appear in the Monitor Work location and will be reflected as
Waiting to be scheduled. The Work Order can be added to or amended as necessary

• The Work Order will also appear in the Facilities Management section and can be
managed by program.

AIMS User Guide V3.0 May 2023 70

Appendix

Annual Contracts List

ANNUAL CONTRACTS - ONLY schedule those relevant only to your school site and campus (Once set up minimal changes would be required)

AC Task Description Frequency Long Description

AC1.1 Hygiene – Nappy As per billing Regular servicing of wastes receptacles by an EPA accredited waste management consigner.
Exchanges cycle
Recommended Trade: Waste Management Contractor

AC1.2 Hygiene – Sanitary As per billing Regular servicing of wastes receptacles by an EPA accredited waste management consigner.
Exchanges cycle
Recommended Trade: Waste Management Contractor

AC1.3 Hygiene – Sharps As per billing Regular servicing of wastes receptacles by an EPA accredited waste management consigner.
Exchanges cycle
Recommended Trade: Waste Management Contractor

AC2.1 On-site Wastewater Annually Routine conditions inspection of conventional (primary) septic tanks with an absorption trench and
Management Systems – no other supplementary systems by a VBA registered plumber competent in drainage work
Septic Tank (Annually)
Recommended Trade: Plumber/Drainer

AC2.2 On-site Wastewater Quarterly Routine conditions inspection of septics with secondary treatment systems i.e., Aerated Wastewater
Management Systems – Treatment Systems (AWTS) by a VBA registered plumber competent in drainage work
Tank and Treatment
Recommended Trade: Plumber/Drainer
(Quarterly)

AC2.3 On-site Wastewater Every three Schedule and arrange desludging when required by EPA accredited waste management
Management Systems – years or once consigners
Emptying/Desluge deemed
Recommended Trade: Waste Management Contractor
required by
inspection

AIMS User Guide V3.0 May 2023 71

AC3.1 Water — Private Drinking Annually Create or Review PDWSMP - identify risk, when the system is new or altered, or after a significant
Water Supply event such as heavy rainfall or a prolonged shutdown by nominated school person responsible for
Management Plan the water supply system
(PDWSMP) — Create or
For more information email the Annual Contracts team:
Review
vsba.annual.contracts@education.vic.gov.au
Recommended Trade: Competent Person

AC3.2 Water - Quality Testing Monthly Routine Water Quality Testing for Microbes (i.e. E-coli)
Microbe
Recommended Trade: Competent Person

AC3.3 Water - Quality Testing Annually Routine Water Quality Testing for Chemical Test (i.e. chemicals from pesticides, industrial chemicals)
Chemical alignment to Australian Drinking Water Guideline Standards
Recommended Trade: Competent Person

AC3.4 Water - Treatment UV Quarterly Routine inspection and maintenance of UV treatment in system
Disinfection
Recommended Trade: Competent Person

AC3.5 Water - Treatment Weekly Routine inspection and maintenance of chlorine treatment in system
Chlorine Disinfection
Recommended Trade: Competent Person

AC3.6 Water - Treatments Quarterly Routine inspection and maintenance of filter treatment in system
Filtration
Recommended Trade: Competent Person

AC3.7 Water - System Annually Routine system inspection & maintenance by a licensed plumber
Inspection &
Recommended Trade: Plumber/Drainer
Maintenance

AC4.1 Lifts – Passenger, Quarterly Routine maintenance and inspection as per manufacturer/use requirements by lift technician
Platform and Document
Recommended Trade: Lift Mechanic

AIMS User Guide V3.0 May 2023 72

AC5.1 Termite – Inspections Routine inspections of school facilities for evidence of termite infestations by licensed pest controller
Annually
Recommended Trade: Termite or Pest Control Officer

AC6.1 Gas Appliances – Type A Annually Routine conditions inspection, testing and cleaning of heaters by Type A gas fitter plumbers
(restricted plumber). For further information please refer to refer to the Energy Safe Victoria website
for Type A and Type B appliance definitions
Recommended Trade: Gasfitter

AC6.2 Gas Appliances – Type B Annually Routine conditions inspection, testing and cleaning of heaters by Type B gas fitter plumbers
(restricted plumber). For further information please refer to refer to the Energy Safe Victoria website
for Type A and Type B appliance definitions
Recommended Trade: Gasfitter

AC7.1 Air Conditioning – Quarterly Filter cleans by a suitably competent person

Hygiene Clean
Recommended Trade: Competent Person

AC7.2 Air Conditioning – Annually Routine mechanical conditions inspection & testing of air conditioner units by competent HVAC
Refrigerated Split specialists. Examples: IT server rooms, air-cons in relocatable buildings etc
Systems
Recommended Trade: Air-conditioning Mechanic

AC7.3 Air Conditioning – Annually Routine mechanical conditions inspection & testing, duct & roof system hygiene clean (roof units,
Ducted Evaporative coils, fans etc,) by competent HVAC specialists
Recommended Trade: Air-conditioning Mechanic

AC7.4 Air Conditioning – Annually Routine mechanical conditions inspection & testing, duct & roof system hygiene clean (roof units,
Ducted Refrigerated coils, fans etc,) by competent HVAC specialists
Recommended Trade: Air-conditioning Mechanic

AIMS User Guide V3.0 May 2023 73

Routine Maintenance Tasks

ROUTINE MAINTENANCE - ONLY schedule those relevant only to your school site (Once set up minimal changes would be required)

RM Task Description Frequency Long Description

(Recommended)

RM001 Roof - Routine Annually •Ensure appropriate controls are in place for working safely at heights
Maintenance •Check roof fixtures and fittings for waterproofing
•Check fascia finishes into which fixings are made and confirm that they are sound and that rust has
not weakened the fixing points of nails, screws, straps and bolts
•Attention should be given to fascia boards, and linings of eaves and soffits
•Check roof cladding for broken or loose linings and fixtures
•Check for structural damage, integrity of surface, cracking, lifting and sagging
•Repair damage as required
Recommended Trade: Competent Person/Carpenter

RM002 Downpipes and Guttering Annually •Ensure appropriate controls are in place for working safely at heights
- Routine Maintenance •Check the condition of guttering and downpipes including joints, pops, mitres and fixings where
visible for leaks, corrosion or damage
•Remove leaves and other matter from gutters and downpipes
•Repair damage as required
•Treat for corrosion and leaks
Recommended Trade: Competent Person/Plumber

RM003 Ceiling - Routine Annually •Check ceiling linings for secure fixing and condition
Maintenance •Check cornices and other mouldings for secure fixing and condition
•Check for any staining and water marks, investigate root cause of staining if unknown
•Repair damage as required
Recommended Trade: Competent Person/Carpenter

AIMS User Guide V3.0 May 2023 74

RM004 Pest Control - Routine 6 Monthly •Check site for any signs of infestation
Maintenance •Check and report on all debris that is or may become infected (stumps, logs, timber cut offs etc)
•Check bait and trap areas
•Dispose of controlled pests in an appropriate manner (where applicable)
Note: for Termites see Annual Contract – AC5.1 – Termite Inspections
Recommended Trade: Competent Person/Licenced Pest Controller

RM005 Lighting (Internal and Quarterly •Check condition and integrity of external posts, mount brackets and fixings (if applicable)
External) - Routine •Check condition and integrity of light fitting fixings
Maintenance •Override time switch, photoelectric (PE) cell, motion sensor(where applicable) and check all lights
for correct operation
•Check operation of time switches, photoelectric (PE) cells/ daylight sensors
•Check for faulty lamps, starter switches, noisy ballasts or leaking capacitors
•Replace failed lamps
•Clean light fittings, photoelectric (PE) cells and motion sensors as required
Recommended Trade: Competent Person/Electrician

RM006 Walls - Routine Annually Including operable walls

Maintenance •Check walls and partitions for damage, spot clean and repair any broken or loose fittings
•Check fixtures are not loose or deteriorated
•Check that rust has not weakened any fixing points of nails, screws, straps and bolts
•Check for broken or loose linings
•Check condition of internal walls and partitions for damage and deterioration
•Check integrity of surface or surface coating and covering
•Check staining of surface due to water ingress and dampness
Recommended Trade: Competent Person/Carpenter

RM007 Windows - Routine Annually •Check window and latch for correct operation including all pivot points or tracks. Lubricate as
Maintenance required
•Check window shutter for correct operation including hinges, latches
•Check window winder system, where fitted
•Check for cracked / broken glass
•Wash-down window shutters
•Check integrity of frames and seals
Recommended Trade: Competent Person/Carpenter

AIMS User Guide V3.0 May 2023 75

RM008 Doors - Routine Annually Doors
Maintenance •Check condition and operation of door and frame
•Check condition and operation of hinges
•Check condition and operation of lock
•Check condition of door panels and fixing of glazing material
•Check condition and operation of door closer
•Carry out remedial works as required to repair condition of door and frame
•Retighten fixings of hinges as required
•Lubricate lock as required
•Lubricate door closer as required
Automatic Doors
•Check condition and operation of door and frame
•Perform annual preventative maintenance to manufactures specification
•Lubricate and replace serviceable components as per manufacturers specification
Electronic/Wireless Locking Systems
•Check condition and operation of lock
•Retighten fixings as required
•Change batteries as required
•Check system programming and update as required
•Check for firmware/software updates and action as required
Recommended Trade: Competent Person/Carpenter/Automatic Door provider

RM009 Taps, Pipes and Drinking Monthly Taps and Pipes

Fountains - Routine •Check condition of taps fixtures to floor/wall
Maintenance •Check tap and exposed pipework for leaks
•Check tap for correct operation and flow
•Perform repairs as required
Drinking fountains
•Check bowl for condition and strong fixing to floor/wall
•Check tap and exposed pipework for leaks
•Check fountain for correct operation and flow
•Check fountain is clean, free from dirt and sanitised
•Check flow of wastewater
•Perform repairs as required
•Replace filters as required
Recommended Trade: Competent Person/Plumber

AIMS User Guide V3.0 May 2023 76

RM010 Irrigation Systems - Routine Monthly •Check correct operation of irrigation system
Maintenance •Check irrigation system for vandalism
•Check any water run off areas and drainage areas to ensure clear pathways
•Repair as required
•Adjust direction of watering heads as required
•Adjust watering programme as required
Recommended Trade: Competent Person/Plumber

RM011 Floors - Routine Quarterly Floor Covering

Maintenance •Check surfaces for trip hazards and even surfaces.
•Check for cracking, lifting and sagging
Floor Finish
•Check surfaces for trip hazards and even surfaces.
•Check for cracking, lifting and sagging
•Check condition of all tiled surfaces including integrity of grouting
Floor structure
•Check for structural damage, cracking, lifting and sagging
•Check timber floor structures for loose floorboards, evidence of termite activity, sagging floor
structure, dry rot and sub floor ventilation
Recommended Trade: Competent Person/Carpenter

RM012 Foundations and Annually •Complete a visual inspection of All buildings and school grounds for Degradation/Corrosion,
Structural Beams - Routine damage from Mechanical equipment, surface protection, cracking and damage to foundation or
Maintenance structural beams
•Perform visual inspection of external brick and block work walls. Inspect for cracking, deformation,
discolouration, degradation/corrosion, damage as a result of impacts and general wear/tear and
damage to surface finishes such as paint or powder coating of steel
•Inspect stairs, beams columns, walls, roof, subfloors and foundations of building (including stumps,
joists and bearers) for cracking, deformation, discolouration, degradation/corrosion, damage as a
result of impacts and general wear/tear and damage to surface finishes such as paint or powder
coating of steel
Recommended Trade: Structural Engineer/Competent Person/Carpenter/Builder

AIMS User Guide V3.0 May 2023 77

RM013 Stormwater Drains, Grates Quarterly •Check stormwater grates and drains for blockage, leakage, cracking, deformation, discolouration,
and Channels - Routine and degradation
Maintenance •Check stormwater channels for blockages including leaves branches or any build-up of silt, and
evidence of cracking including leaks, watermarking and staining. Remove debris and from channels
•Check sewer pit covers, kerbs, gutters and other items of the surface stormwater drainage system.
•Check for blockages and any build-up of silt and evidence of cracking including leaks,
watermarking and staining
•Remove debris from grates and kerb inlets
•Assess any corroded grates for structural impairment
•Assess any cracking for signs of concrete degradation and possible pH reduction through stains on
surfaces
•Get pH tested if concerned with staining
Recommended Trade: Competent Person/Plumber

RM014 Roads and Carparks and Annually •Check for cracking, deformation, discolouration and degradation of pavement surfaces because
Retaining Walls - Routine of pavement subsidence and potholing
Maintenance •Check line marking
•Check roads and carparks for trip hazards
•Check for cracking, deformation, discolouration and degradation of retaining walls
•Repair damage as required
Recommended Trade: Competent Person/Structural Engineer

RM015 Landscaping - Routine Monthly •Perform visual check of grounds

Maintenance •Check grounds for trip hazards on paths of travel
•Mow and edge all lawns around perimeter and inside property
•Poison/slash weeds around walkways and paths
•Sweep gutters and collect rubbish etc
•Fertilise lawns
•Remove weeds from garden beds
•Prune plants where necessary
•Remove and properly dispose of any heaped vegetation, grass, tree and shrub cuttings from the
site
•Visual inspection of trees
Recommended Trade: Competent Person/Landscaper/Gardner/Maintenance Person

AIMS User Guide V3.0 May 2023 78

RM016 Boundary Walls, Fencing Quarterly •Check for degradation, corrosion, mechanical damage, surface protection and cracking
and Gates - Routine •Check condition and operation of gates and hinges
Maintenance •Check condition of fixing points and tighten as required
•Check condition and operation of locks
•Carry out remedial works are required
•Repair any damage to surface protection
•Tighten fixing points as required
•Remove graffiti as required
Recommended Trade: Competent Person/Carpenter

RM017 Rainwater Tanks - Routine Quarterly •Check for leaks, cracking, deformation, degradation/corrosion, damage as a result of impacts,
Maintenance general wear/tear and damage to surface finishes such as paint or powder coating of steel
•Check correct operation of pumps as required
•Clean any water diverter devices
•Verify any control valves and mains-water diversion
•Test any rainwater pump systems, including circuit protection and replace pump components as
required
•Repair any damage as required
•Ensure fences and gates are secure and locked
Recommended Trade: Competent Person/Plumber

RM018 Painting - Routine Annually •Check external painted areas for cracking, deformation, degradation/corrosion, damage
Maintenance because of impacts, general wear/tear and damage to surface finishes such as paint or powder
coating of steel
•Patch and paint external areas as required
•Paint/oil external timber decking areas as required
•Patch and paint internal areas as required
•Implement 20% of cyclical painting maintenance program
Recommended Trade: Competent Person/Painter

AIMS User Guide V3.0 May 2023 79

RM019 Trees - Routine Annually •Engage suitably qualified arborist to undertake a visual tree assessment
Maintenance •Identify trees that may require pruning, particularly with branches/limbs close to, or touching,
structures
•Identify trees that may require a pest treatment
•Check for broken/split tree limbs that should be removed and disposed of
•Check for tree stumps requiring to be ground out
•Check for tree roots that may be causing structural damage, surface cracking, lifting or sagging
•Report to be provided
•Take appropriate action
•Consider plant nutrition and formative pruning program
Recommended Trade: Arborist

RM020 Height Safety System- Annually •To be completed to applicable standard by competent person
Recertification •Includes inspection of harnesses
•Report and Certificate of Compliance to be provided
Recommended Trade: Height Safety Specialist

RM021 Height Safety System, 6 Monthly •To be completed to applicable standard by competent person
Harnesses- 6 Monthly •Inspect harness, rope and other hardware for damage
Inspection •Tag out/remove damaged or unsafe equipment from service
•Document results and take appropriate action
Recommended Trade: Height Safety Specialist

RM022 Mezzanines- Routine Quarterly •Periodic inspection to ensure mezzanines comply with the Prevention of falls –
Maintenance Mezzanines under the Occupational Health and Safety Act 2004 (OHS Act).
•Check condition of stairs, handrails balustrades, flooring and lighting
Recommended Trade: Competent Person

RM023 Residual Current Device 6 Monthly •To be completed to applicable standard by competent person
RCD- 6 Monthly Push •Complete Push Button Test of all RCD's. Circuit breaker should trip to off position as soon as test
Button Test button is pushed
•Isolate faulty RCD's
•Document results and contact qualified electrician if repairs are required
Recommended Trade: Electrician

AIMS User Guide V3.0 May 2023 80

RM024 Residual Current Device 2 years •To be completed to applicable standard by qualified electrician
RCD- Biennial Timed Test •Complete timed test of all RCD's
•Isolate and repair faulty RCD's
•Report to be provided
Recommended Trade: Electrician

RM025 Test & Tag of Portable Annually •To be completed to applicable standard by competent person.
Electrical Equipment •Test and Tag all portable equipment as appropriate.
•Isolate faulty items and contact qualified electrician if repairs are required.
•Report to be provided.
Recommended Trade: Electrical Test & Tag

RM026 Thermal Imaging of Annually •To be completed to applicable standard by qualified electrician.
Electrical Switchboards •Ensure there is some electrical load running through the switchboard (turn on lights & appliances)
to simulate real time usage.
•Test for hot spots in switchboards.
•Isolate and repair faulty switchboards.
•Report to be provided.
Recommended Trade: Electrician

RM027 Chimney Sweeping- Annually •To be completed by competent person.

Routine Servicing •Inspect, clean and make any repairs as required.
Recommended Trade: Chimney Sweep

RM028 Saw Dust Extractor- Monthly In addition to daily/pre-operational checks completed by operator-
Routine Maintenance •To be completed by competent person.
•Emptying of bins/hoppers as required.
•Maintenance to be performed as per manufacturers specification.
Recommended Trade: HVAC Contractor

RM029 Welding Bay Exhaust Annually In addition to daily/pre-operational checks completed by operator-
System- Routine •Check operation at all speeds, note any signs of excessive noise or vibration.
Maintenance •Visual inspection of switches and control knobs.
•Ensure grilles or louvres connected to the exhaust fans aren’t damaged, blocked or missing.
•Isolate faulty exhaust fans.
•Engaged licenced electrician for repairs (if required)/Recommended Trade: HVAC Contractor

AIMS User Guide V3.0 May 2023 81

RM030 Hydronic Heating- Routine Annually •Engage appropriately qualified trade to inspect and service as per manufacturers specification
Maintenance •Report to be provided
Recommended Trade: Electrician/Plumber

RM031 Electric Hot Water Service- Annually •Engage appropriately qualified trade to inspect and service as per manufacturers specification
Routine Maintenance •Report to be provided
Recommended Trade: Electrician/Plumber

RM032 Continuous Flow Hot Annually •Engage appropriately qualified trade to inspect and service as per manufacturers specification
Water Service- Routine •Report to be provided
Maintenance
Recommended Trade: Plumber

RM033 Boiler and Plant Room Annually •Engage appropriately qualified trade to inspect and service as per manufacturers specification
Pump and Fan- Routine •Report to be provided
Maintenance
Recommended Trade: Plumber

RM034 Celling Fans- Routine 3 years •Check operation at all speeds, note any signs of excessive noise or vibration
Maintenance •Visual inspection of switches and control knobs
•Check blades and covers for damage
•Isolate faulty fans
•Engaged licenced electrician for repairs as required
Recommended Trade: Electrician

RM035 Exhaust Fans- Routine Quarterly •Check operation at all speeds, note any signs of excessive noise or vibration
Maintenance •Visual inspection of switches and control knobs
•Ensure grilles or louvres connected to the exhaust fans aren’t damaged, blocked or missing
•Isolate faulty exhaust fans
•Engaged licenced electrician for repairs as required
Recommended Trade: Electrician

AIMS User Guide V3.0 May 2023 82

RM036 Solar Panel Cleaning- Annually •To be completed by competent person
Routine Maintenance •Ensure appropriate controls are in place for working safely at heights
•Clean panels to remove all dirt and grime
•Appropriate equipment and chemicals to be used. Usually, water is sufficient
Recommended Trade: Electrician

RM037 Solar PV Safety Audit Annually •To be completed to by qualified electrician

•Ensure appropriate controls are in place for working safely at heights
•Inspect and report on compliance and condition of system with appropriate Building Codes and
Australian Standards
•Inspect condition of all components
•Ensure labelling is compliant
•Ensure inverter settings are correct
•Run anti-islanding test on inverter
•Isolate system if faults are found
•Engaged licenced electrician for repairs as required
•Report to be provided
Recommended Trade: Electrician

RM038 PA System- Routine Quarterly •Check operation of Personal Address System

Maintenance •Check all internal and external speakers are broadcasting and clear in all areas
•Test all bells and evacuation/lockdown tones for correct operation
Recommended Trade: Electrician

RM039 Backflow Prevention Annually •To be completed to applicable standard by licenced backflow prevention device plumber
Device- Annual Test •Perform annual test of backflow prevention device
•Report to be provided and a copy sent to local water authority
Recommended Trade: Plumber

RM040 Boiling/Chilled Water Unit- Annually •To be completed by competent person

Routine Maintenance •Service to manufacturers specifications
Recommended Trade: Plumber

AIMS User Guide V3.0 May 2023 83

RM041 Testing of LPG Gas Tank- Quarterly •To be completed by competent person
Routine Maintenance •Ensure the gas enclosures are clear of debris and vegetation
•Ensure gas enclosures fences are secure and gates are locked
•Any cylinders visible within the enclosure are upright and restrained
•Any storage tanks do not have visible damage or rust
• All internal equipment/valves can be turned on and off
•Take appropriate action
•Report to be provided
•If there is any concern about leaking gas/damaged valves etc., turn off all equipment and contact
a professional immediately
Recommended Trade: Plumber

RM042 Thermostatic Mixing 5 Years •Engage licenced plumber to test and service to applicable standard
Valves- 5 Year •Report to be provided for each individual device on site
Maintenance
Recommended Trade: Plumber

RM043 Thermostatic Mixing Annually •Engage licenced plumber to test and service to applicable standard
Valves- Annual •Report to be provided for each individual device on site
Maintenance
Recommended Trade: Plumber

RM044 BARR Vegetation Monthly •Regular monitoring, management and removal of materials that may be easily ignited including
Management branches overhanging buildings, debris and rubbish around and under buildings including gutters
and dry grass and vegetation
Recommended Trade: Gardener

RM045 Basketball & Netball Annually In addition to daily and weekly pre-operational checks completed by operator-
Towers- Routine •To be completed by competent person
Maintenance •Inspect fixings of the post to the ground. Water can collect at the base of the basketball post, so
it’s important to check the base regularly. This is especially critical in salt-water environments
•Inspect fixings of the ring to the backboard
•Inspect fixings of the backboard to the supporting structure
•Report to be provided
•Schools must ensure that appropriate safety warnings are permanently marked on new and
existing backboards. The safety marking: ‘Warning: Swinging on the ring may cause serious injury or
death’ — must be clearly legible, in upper case, and in characters not less than 10mm in height
Recommended Trade: Competent Person

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RM046 Play Equipment- Annually •Engage qualified playground equipment inspector to inspect play equipment to applicable
Comprehensive Annual standard
Inspection •Report to be provided
Recommended Trade: Playground Equipment Inspector

RM047 Play Equipment- Routine Monthly In addition to daily and weekly pre-operational checks completed by operator-
Maintenance •Inspect and service play equipment to manufacturers specification
•Visual inspection of play equipment, soft fall materials, borders/edges
•Report on findings and take appropriate action
Recommended Trade: Competent Person

RM048 Sand Pit- Routine Monthly In addition to daily and weekly pre-operational checks completed by operator-
Maintenance •Inspect for and remove debris or sharp objects
•Ensure borders/edges and covers are in good condition
•Complete repairs and top up sand as required
Recommended Trade: Competent Person

RM049 Shade Sail- Routine Quarterly •Visual inspection of support structure, sails and associated hardware
Maintenance •Schools must engage a registered structural engineer to undertake structural inspections every 3
years to assess the safety of the support structure
•Report to be provided
•Sails can be removed and stored for the winter period or school holiday periods
Recommended Trade: Shade Sail Installer

RM050 Sports Field- Annual Annually •Scarifying, aeration and topdressing as required. Equipment to be fit for purpose, in good working
Maintenance order with all safety guards attached
Recommended Trade: Gardener

RM051 Sports Field- Routine Monthly •Mowing and edging of sports field. Removal of debris. Equipment to be fit for purpose, in good
Maintenance working order with all safety guards attached
•Application of fertiliser to manufacturers specification. Ensure correct PPE is worn
•Application of herbicide for control of broadleaf and select grass weed species, to manufacturers
specifications. Ensure correct PPE is worn
Recommended Trade: Gardener

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RM052 Synthetic Sports Field- Annually •To be completed by competent person as per manufacturers specification
Annual Maintenance
Recommended Trade: Synthetic Turf Contractor

RM053 Synthetic Sports Field- Monthly •To be completed by competent person as per manufacturers specification
Routine Maintenance •Clear rubbish or debris from the surface
•Inspect surface for general wear and tear or tripping hazards
•Inspect sand and rubber infill levels
•Treat surface with moss-killer or algaecide
Recommended Trade: Synthetic Turf Contractor

RM054 Weed Control, General Annually •To be completed by competent person as per manufacturers specification
Lawn Areas •Ensure application is applied when no person is in proximity
•Application of herbicide for control of broadleaf and select grass weed species
•Ensure correct PPE is worn
•Maintain a register of application which includes- date, chemical used, areas treated and volume
Recommended Trade: Gardener

RM055 Timber Sports Court Annually •Inspect court and line markings for signs or wear and tear, repair as required.
Resealing- Annual •Clean and remove dirt, gum and shoe scuff marks.
Maintenance •Recoat court with suitable sports sealer.
Recommended Trade: Floor Layer

RM056 Timber Sports Court- 10 Years •These works are completed every 7-12 years
Periodic Resurfacing •Inspect court for signs or wear and tear, repair as required
•Sanding of court back to bare timber
•Reline court
•Apply suitable sports sealer
Recommended Trade: Floor Layer

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RM057 Fume Cupboard- Routine Annually In addition to daily/pre-operational checks completed by operator-
Maintenance •To be completed to applicable standard by competent person
•Ensure that cupboard door can be completely closed
•Exhaust fan and internal lighting is operable
•No obvious damage that could allow for leaks
•Acceptable noise levels in operation
•Gas and water isolation valves are operational
•Report to be provided
Recommended Trade: Fume Cupboard Contractor

RM058 Fume Extraction Arms- Annually In addition to daily/pre-operational checks completed by operator-
Routine Maintenance •To be completed to applicable standard by competent person
•Exhaust fan and internal lighting is operable
•No obvious damage that could allow for leaks
•Acceptable noise levels in operation
•Report to be provided
Recommended Trade: Mechanical Contractor

RM059 Ovens- Routine Annually In addition to daily/pre-operational checks completed by operator-

Maintenance •To be completed by competent person or licenced contractor (where applicable)
•Inspect electrical and gas connections for damage
•Check that switches/controls are operational
•Check that doors shut properly
•Check that ovens are secured and unable to be moved in a way that could damage electrical
and gas connections
Recommended Trade: Electrician/Plumber

RM060 Kiln- Routine Maintenance Annually In addition to daily/pre-operational checks completed by operator-
•To be completed by competent person
•Inspection and testing of all gas and electrical connections
•Testing of safety stop
•Visual inspection of kiln for damage
•Report to be provided
Recommended Trade: Kiln Maintenance Contractor

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RM061 Technology Machinery- Annually In addition to daily/pre-operational checks completed by operator-
Routine Maintenance •Servicing of technology equipment to be completed by competent person, as per manufacturers
specification or because of a Plant and Equipment Risk Management Form
•Ensure all emergency stops buttons are functional
•A record of maintenance must be retained for each piece of machinery for all planned and
reactive maintenance tasks
Recommended Trade: Technology Equipment Contractor

RM062 Vehicle Hoist- Routine Annually In addition to daily/pre-operational checks completed by operator-
Maintenance •To be completed to applicable standard and manufacturers specification by competent person.
•Report to be provided
Recommended Trade: Vehicle Hoist Contractor

RM063 Cold Room Refrigeration- Annually In addition to daily checks completed by operator-
Routine Maintenance •Routine maintenance to be completed by competent person or licenced contractor (where
applicable)
•Service report to be provided
•Visually inspect the cold room for water leaks or other damage
•Ensure the entire cold room including seals are cleaned regularly
•Record refrigeration temperatures regularly and maintain appropriate records
Recommended Trade: Refrigeration Contractor

RM064 Grease Traps- Routine Annually •Engage EPA licenced provider to pump out and clean grease trap/.
Maintenance •Ensure pit lids and surrounds are in sound condition
Recommended Trade: Liquid Waste Contractor

RM065 Neutraliser Pits- Routine Annually •Engage EPA licenced provider to pump out and clean grease trap/s
Maintenance •Ensure pit lids and surrounds are in sound condition
Recommended Trade: Liquid Waste Contractor

RM066 Triple Interceptor Pits- Annually •Engage EPA licenced provider to pump out and clean grease trap/s
Routine Maintenance •Ensure pit lids and surrounds are in sound condition
Recommended Trade: Liquid Waste Contractor

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RM067 CCTV- Routine Monthly •Clean camera lenses, domes and housings
Maintenance •Check and adjust camera views
•Check server and data storage systems for correct operation
Recommended Trade: Competent Person

RM068 Masterkey System 6 Monthly •Confirm that all school keys and security fobs are accounted for and recorded in school key
register
Recommended Trade: Competent Person

RM069 Disabled Access Quarterly In addition to daily/pre-operational checks completed by operator-

Equipment- Routine •To be completed by competent person to the applicable standards, frequencies and
Maintenance manufacturers specification
•Report on findings and take appropriate action
Recommended Trade: Specialist Equipment Contractor

RM070 Built-in Hoists, Portable Quarterly In addition to daily/pre-operational checks completed by operator-
Hoists and Hydraulic •To be completed by competent person to the applicable standards, frequencies and
Change Tables- Routine manufacturers specification
Maintenance •Report on findings and take appropriate action
Recommended Trade: Specialist Equipment Contractor

RM071 Taping of Poles for Vision Quarterly •Inspect condition of high visibility tape on all poles.
Impaired Students •Report on findings and take appropriate action
Recommended Trade: Competent Person

RM072 Trampoline- Routine Quarterly •To be completed by competent person to the applicable standards, frequencies and
Maintenance manufacturers specification
•Check condition of mat, springs & frame
•Report on findings and take appropriate action
Recommended Trade: Specialist Equipment Contractor

RM073 School Pool- Recalibrate Annually •To be completed by competent person to the applicable standards, frequencies and requirements
Pool Testing Equipment •Report on findings and take appropriate action
Recommended Trade: Pool Maintenance Contractor

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RM074 School Pool- Routine Quarterly •To be completed by competent person to the applicable standards, frequencies and requirements
Maintenance for a category 1 aquatic facility
•Report on findings and take appropriate action
Recommended Trade: Pool Maintenance Contractor

RM075 School Pool- Water Testing Weekly •To be completed by competent person to the applicable standards, frequencies and requirements
& Sampling for a category 1 aquatic facility
•Report on findings and take appropriate action
Recommended Trade: Pool Maintenance Contractor

RM076 Corrosion Inhibitor for Quarterly •To be completed by competent person to the applicable standards, frequencies and requirements
Hydrotherapy Area- •Report on findings and take appropriate action
Routine Maintenance
Recommended Trade: Pool Maintenance Contractor

RM077 Hydrotherapy Pool- Water Weekly •To be completed by competent person to the applicable standards, frequencies and requirements
Testing & Sampling •Report on findings and take appropriate action
Recommended Trade: Pool Maintenance Contractor

RM078 Hydrotherapy Pool- Quarterly •To be completed by competent person to the applicable standards, frequencies and requirements
Routine Maintenance •Report on findings and take appropriate action.
Recommended Trade: Pool Maintenance Contractor

RM079 Smoke Detector- Routine Annually •Annual replacement of batteries

Maintenance •Remove dust and cobwebs
•Replace smoke detector as required
Recommended Trade: Competent Person

RM080 Urinal Deep Clean- Annually •Deep clean of urinal walls, steps and drains
Routine Maintenance
Recommended Trade: Competent Person

RM081 Windmill- Routine 3 Years •3 Yearly Service/Safety inspection of Windmill

Maintenance •To be completed by competent person to the applicable standards, frequencies and requirements
•Report on findings and take appropriate action
Recommended Trade: Competent Person

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RM082 Air Purifier – Filter Clean 6 weeks
• Surface: schools should clean the surface of the device regularly in line with the manufacturer’s
guidance. Contractor cleaners will treat the air purifiers in a similar way to other electrical items,
which normally includes dusting.
• Pre-filters: each air purifier has 2 pre-filters which are visible once the front cover of the device is
unclipped. Schools should clean the pre-filter every 5 to 6 weeks when the purifier is being used
every weekday – or twice per term. For further information please see the Policy Advisory Library.
• HEPA filters: each air purifier has 2 HEPA filters which are visible once the front cover of the device
is unclipped. The device will alert when the HEPA filters require replacement. This is estimated to
be approximately every 6 to 12 months.
• Schools should undertake the filter change when this occurs. Replacement HEPA filters will be
provided to schools.
• It is recommended that used HEPA filters are placed in a sealed bag and then disposed of in
general waste.
https://www2.education.vic.gov.au/pal/ventilation-air-purification/guidance/operation-and-placement-air-purifiers-
schools

Recommended Trade: Competent Person

RM083 Gas Cock/Value Servicing Annually Check for gas leaks and correct gas pressures
Condition inspections (for operation, gas tightness and gas leaks) of:

• gas cocks
• gas safety shut off valves
• gas regulators
• e-stops buttons
• isolation valves
• gas enclosures
• gas signage

Recommended Trade: Gas Plumber

RM084 RM084 Spider/Insect Annually

• Check site for areas of infestation
Spraying • Complete spraying of infected area (outside of school hours)
• Report outcome of action and include advice on areas sprayed

Recommended Trade: Competent Person

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RM085 Computerised Building Quarterly
• Check event logs for errors
Management System • Check for firmware and licencing updates
• Check and adjust schedules as required - start/stop times, holiday schedules
• Check that temperature, humidity and Co2 levels are being maintained
• Backup database
• Physical inspections of valves, actuators and peripherals
• Provide report

Recommended Trade: Technology Equipment Contractor

RM086 Fitness/Exercise Equipment 6 Monthly Includes - exercise bikes, walking machines, weights etc.
Inspection
• Inspect each unit for condition and safe operation
• Isolate faulty equipment
• Provide report

Recommended Trade: Competent Person

RM087 Timber Decking Inspection Annually

• Inspect decking for signs or wear and tear, repair as required
• Clean and remove dirt and marks
• Oil as required

Recommended Trade: Competent Person

RM088 Odour Control System Quarterly
• Inspect odour control device
• Replace cartridge if required

Recommended Trade: Cleaning & Hygiene

RM089 Mosquito-borne disease Annually Annual inspection to be conducted by schools to prevent and abate conditions conducive to
risk reduction mosquito breeding.
Recommended Trade: Competent Person
RM090 General Operation Check Annually Yearly review to ensure the general operation of the Solar Panel System is in working order. Only
– Solar Panel System complete described tasks at ground level, without accessing the roof. If you are unsure with
completing a task, seek guidance. Do not attempt to access the roof, any other secure area or
provide access to personnel without proper certifications.
RM091 Isolator Replacement – Every 5 Years Every 5 years schools will be required to engage a contractor to replace the necessary Isolator
Solar Panel System

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RM092 Inverter Replacement – Every 10 Every 10 years schools will be required to engage a contractor to replace the necessary Inverter
Solar Panel System Years

RM093 Solar Decommissioning – Every 26 Every 26 years schools will be required to engage a contractor to decommission the necessary Solar
Solar Panel System Years Panel System

RM094 Soft-fall and mulch Quarterly All schools with playgrounds must conduct quarterly visual safety inspections of soft-fall and loose-
inspection and fill/mulch surfacing and undertake any required maintenance.
maintenance

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Key Contacts

Program Name Phone Number Email Address

AIMS Support 1800 641 943 aims.support@education.vic.gov.au

Cleaning 03 7022 2730 cleaning@education.vic.gov.au

Greener Government Schools greener.schools@education.vic.gov.au

VSBA - Cleaning 03 7022 2730 cleaning@education.vic.gov.au

OHS Advisory Service 1300 074 715 safety@education.vic.gov.au

Rolling Facilities Evaluation Project 03 7022 2221 rfeproject@education.vic.gov.au

School Maintenance Plan 03 7022 2212 maintenance.plan@education.vic.gov.au

Security & Emergency Management 03 7022 2736 school.security@education.vic.gov.au

VSBA - Accessible Buildings 1800 896 950 vsba.response.program@education.vic.gov.au

VSBA - Annual Contracts 03 7022 5800 vsba.annual.contracts@education.vic.gov.au

VSBA - Asbestos Reform 03 7022 2736 asbestos.reform@education.vic.gov.au

VSBA - Asset Management vsba.asset.management@education.vic.gov.au

VSBA - Bushfire Preparedness Program bushfire@education.vic.gov.au

VSBA - Essential Safety Measures 03 7022 0075 essential.safety.measures@education.vic.gov.au

VSBA - Land Administration vsba.land.administration@education.vic.gov.au

VSBA - Rolling Facilities Evaluation 03 7022 2788 rfeproject@education.vic.gov.au

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VSBA - Maintenance Unit vsba.maintenance.unit@education.vic.gov.au

VSBA - School Plans (SAMS) sams@education.vic.gov.au

VSBA - Make Safe 1300 133 468

VSBA - Minor Capital Works minor.capital.works@education.vic.gov.au

VSBA - New Schools Defects new.schools.defects@education.vic.gov.au

VSBA - Planned Maintenance Program 03 7022 2200 amp.coordinator@education.vic.gov.au

VSBA - Procurement vsba.procurement@education.vic.gov.au

VSBA - Relocatable Buildings relocatable.school.buildings@education.vic.gov.au

VSBA - Response Program vsba.response.program@education.vic.gov.au

VSBA - School Funded Projects vsba.school.funded@education.vic.gov.au

VSBA - School Plans (SAMS) sams@education.vic.gov.au

VSBA - School Pride vsba.school.pride@education.vic.gov.au

VSBA - Teacher Housing vsba.teacher.housing@education.vic.gov.au

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