Upgrading school ICT networks
Learn how to plan and deliver a school ICT network upgrade, including appointing key suppliers and closing a project after completion.
| Level of compliance | Main audience | Other |
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Recommended
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It is recommended that schools follow this guidance when completing ICT network upgrade projects to ensure that Ministry network performance, safety and security standards are met.
- Overview
- How to complete an ICT upgrade project
- Appointing a project manager
- Appointing an ICT contractor
- Further information
Overview
This guidance is tailored for school-led ICT projects, including standalone ICT projects and the ICT component of school-led construction projects which involve changes to the school ICT network.
It should not be used for:
- Ministry-led projects, in which case, guidance will be provided by your school property advisor
- Te Mana Tūhono programme upgrades or school-led ICT projects after the Te Mana Tūhono programme, in which case, guidance will be provided by the Ministry’s delivery partner for the programme, Network for Learning (N4L).
See more on Te Mana Tūhono
How to complete an ICT upgrade project
Planning a project
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1
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Define your project outcomes
Define the outcomes that the ICT network upgrade project will deliver.
This will help you to inform potential project managers and ICT contractors of your requirements when you request their quotes.
It will also be used by your chosen project manager when they design your upgrade.
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2
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Gather information on your current network and cabling
Assemble the documentation that was provided after the completion of previous Ministry network upgrade projects at your school. These projects may include the School Network Upgrade Project (SNUP) or Wireless School Network Upgrade Programme (WSNUP).
If this documentation has been lost, contact Network for Learning (N4L) or the Technology in Schools team.
N4L: info@n4l.co.nz
Also assemble documentation related to ICT work completed independently by your school, or through the Ministry’s Capital Works team.
If this documentation has been lost, contact the ICT contractor who completed the work.
This will help you to inform potential project managers and ICT contractors of your current network and cabling when you request their quotes. It will also be used by your chosen project manager or ICT contractor when they design your upgrade.
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3
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Appoint a project manager
The project manager might be:
See more below on Appointing a project manager
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4
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Complete an audit
Once appointed, your project manager should conduct an audit of your school’s current network and cabling.
If your project manager is not specialised in ICT, contact an ICT contractor from the Ministry-approved panel and appoint them to complete this task.
An audit is done to assess the current condition of the network and cabling and discover any additional information that is not already apparent in documentation (Step 2).
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5
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Confirm a design
Discuss your project requirements (Step 1) and current network and cabling (Step 2, Step 4) with your project manager. They can then create a network design for your upgrade.
If your project manager is not specialised in ICT, contact an ICT contractor from the Ministry-approved panel and appoint them to complete this task. This may be the ICT contractor that completed your audit (Step 4).
Once received, review the network design.
When you confirm that the network design will meet your school’s needs, the project manager or ICT contractor must submit it to the Ministry for assessment against Ministry of Education technical standards. This is to ensure that it meets ICT security and health and safety requirements.
Network designs must be submitted to the Technology in Schools team at NetworkUpgrades@education.govt.nz
Access the standards on the page below. Responsibilities of an ICT contractor
Work can only begin after the Ministry has approved the network design.
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6
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Appoint an ICT contractor
A Ministry pre-approved contractor must be appointed for all ICT network upgrade work.
If an ICT contractor has completed your audit or design, it is recommended that a different contractor is appointed to complete the installation and configuration work.
See more below on Appointing an ICT contractor
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Delivering a project
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7
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Schedule the upgrade work
Your project manager, in consultation with the ICT contractor, should advise you of how long the works will take to complete and the level of disruption that may be caused (such as noise, the loss of internet, or the temporary inaccessibility of classrooms).
This will help you to schedule the works for a time that is suitable for your school.
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8
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Complete the work
Your ICT contractor will complete the installation and configuration work.
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9
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Test the upgraded network
After the installation of the network upgrade, the ICT contractor should test the network to make sure that it is fully operational.
This testing might be carried out intermittently across multiple days, to ensure that the network continues to work correctly.
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10
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Complete quality assurance checks
The project manager should review the installation and as-built documentation (received in Step 11) against Ministry ICT standards. They should also complete on-site quality assurance checks to ensure they are satisfied with the quality of work completed.
If your project manager is not specialised in ICT, contact an ICT contractor from the Ministry-approved panel and appoint them to complete this task. This may be the ICT contractor that completed your audit and/or design (Step 4 and Step 5). It should not be the ICT contractor that completed the installation and configuration.
Substandard ICT installations can have ongoing performance, security and health and safety implications, which your school would be responsible for.
In future, the Ministry will carry out quality assurance checks on samples of school ICT infrastructure projects in order to ensure that installations meet standards.
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Closing a project
| Step | Action |
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11
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File and pass on all as-built documents
The ICT contractor who installed and configured the upgrade will provide your project manager with all as-built documentation, including records of all work completed.
Once they have received all as-built documents, your project manager will be asked to sign off on the project as having been completed to standard.
Your ICT contractor will also provide the Ministry with all as-built documents, including records of the work that has been carried out, by submitting them to NetworkUpgrades@education.govt.nz
The Ministry will periodically review samples of as-built documentation to ensure that it aligns with the network design that was originally submitted and meets ICT standards.
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12
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File all warranty documents
Your ICT contractor will provide you with all warranty documents for the equipment installed (covered by the manufacturer) and for the installation work that they completed.
See the warranty standards that ICT contractors must meet on the page below.
Responsibilities of an ICT contractor
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Appointing a project manager
It is possible to appoint a school staff or board member for smaller projects. It is also possible to appoint the project manager that is responsible for a wider construction project to manage the ICT component of that project.
For larger ICT projects, it is recommended that a project manager from one of the Ministry’s approved lists is appointed. They may be on the project manager list and have ICT expertise, or on the ICT contractor list and have project management experience.
Using Ministry pre-approved ICT contractors helps to ensure that completed projects meet the Ministry’s ICT standards.
See the list of pre-approved ICT contractors on the page below and shortlist the contractors with expertise and experience in project management, design and quality assurance. If appointing an ICT project manager from the ICT contractor list, a different pre-approved ICT contractor should be appointed for the installation, where possible (see Step 6).
Responsibilities of an ICT contractor
See the list of pre-approved project managers on the page below and shortlist the project managers with ICT expertise.
Project manager engagement for school property projects
Schools must ensure that all project managers and contractors meet police vetting requirements. For more information on police vetting requirements, see below.
Police vetting for school property contractors
Requesting quotes
When requesting quotes for project management services, provide a high-level description of project requirements (developed in Step 1) and information about the current network (gained in Step 2).
Contract
When appointing a project manager, the Ministry’s project management contract must be used.
See Contracts for school-led property projects and maintenance
If seeking legal advice, contact the New Zealand School Trustees Association.
Appointing an ICT contractor
A Ministry pre-approved contractor must be appointed for all ICT network upgrade work.
Using approved contractors protects your school’s warranties on existing equipment/installations. Work completed by unapproved contractors usually makes warranties void.
See the current list of approved contractors on the page below.
Responsibilities of an ICT contractor
If an ICT contractor from the list is appointed as project manager, or is completing the network audit, design and quality assurance steps of the project, it is recommended that a different ICT contractor is appointed to complete the installation work, where possible.
Schools must ensure that all project managers and contractors meet police vetting requirements. For more information on police vetting requirements, see below.
Police vetting for school property contractors
Requesting quotes
When requesting quotes from ICT contractors, provide a high-level description of project requirements (developed in Step 1), the current network (gained in Step 2 and Step 4) and the upgrade design (developed in Step 5).
If the expected value of the project exceeds $100,000, the opportunity must be advertised on the Government Electronic Tenders Service (GETS) in order to comply with the Government Procurement Rules.
When advertising on GETS, ensure that interested suppliers are aware that they must be on the Approved ICT Contractors List before they can be engaged.
Contract
Use of the Ministry’s Minor, Medium or Major Works is appropriate for appointing an ICT contractor.
See Contracts for school-led property projects and maintenance
If seeking legal advice, contact the New Zealand School Trustees Association.
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