Project management forms

On this page:

School-led Project Form

Who completes it?

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

When to complete it

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

What is in the form?

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

Download the form

Submit the form

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

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

Ministry-led Project Form

Who completes it?

The Ministry project manager/delivery lead.

When to complete it

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

What is in the form?

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

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

Download the form

Building Update Form

What’s it for?

This replaces the Asset Update form and is used by the Ministry to keep our building information up to date.

Who completes it?

Project Managers.

When to complete it?

Complete this form at the end of every project that includes work on a Ministry-owned building.

If the project has not resulted in any change to the details on the form, you still need to review the form to ensure the details are correct, signing and returning it to us as confirmation.

How do I obtain a form for a building?

The form is available by contacting your local Ministry office. Email your local office a request and include the school name, ID number, building number and project name. The form will be emailed to you as a PDF.

Submitting the form

You can fill out the form manually or by using a PDF editor and email these together with project closing documents to your local Ministry office.

Design Fees Release Form

What’s it for?

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

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

Who completes it?

Project managers.

When to complete it

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

Download the form

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

Submit the form

Send to your local Ministry office.

Invoice Templates

What’s it for?

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

Who completes it?

Project managers.

Download the form

Submit the form

Send to your local Ministry office.

Procurement forms

Download procurement guides and templates from:

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

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

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