Project management forms

As the project manager, you are responsible for making sure forms for school property projects are completed and submitted on time. 

Level of compliance Main audience Other

Required

  • Boards
  • Principals and Tumuaki
  • Project Managers
 

Project forms on Salesforce

From 24 October 2023, opening and closing project management forms need to be submitted through the Salesforce tool.

School-led projects – Salesforce(external link)

While you still need to complete some forms in Excel or Word, over time all manual templates will be replaced with Salesforce.

This allows you to have more visibility of your project and means you can easily track progress.

Process map showing the school-led project forms process [PDF, 168 KB]

Text description: Process map for school-led project forms process [DOCX, 26 KB]

Getting access to Salesforce (project managers)

You can request access to Salesforce through the access request form.

To request additional schools, use the additional school request form.

Both forms can be found on the Applications & Online Systems website.

Get access to Helios and Salesforce – Applications & Online Systems(external link)

Once you have requested access to Salesforce, you will receive invitation to complete the training module. When training is complete, you will be given access to Salesforce.

Getting access to Salesforce

Access to Salesforce is granted by your school’s Education Sector Logon (ESL) delegated authoriser.

Find more information on the Applications & Online Systems website.

Support for delegated authorisers – Applications and Online Systems(external link)

  • Once your ESL delegated authoriser has given you access to Salesforce, you will be sent an invitation to complete a training module.
  • When training is complete, you will be given access to Salesforce.
  • Log in to activate your account and allow your project managers to add you to projects.

You can download a guide to endorsing projects in Salesforce:

If you don't know who the ESL delegated authoriser is, contact the Ministry Service Desk.

Phone: 0800 422 599(external link)

Email: service.desk@education.govt.nz

Opening a project

At the beginning of any capital building project, complete and submit the opening form template in Salesforce with other core project information.

The school’s delegated financial authoriser will endorse the project information in Salesforce.

Core project information

Core project information includes the:

  • team
  • suppliers
  • budget
  • costs
  • dates
  • forecast.

Templates loaded into Salesforce

  • Procurement plan.
  • Procurement recommendation.
  • Conflict of interest forms.
  • Design certificate. 
  • Draft Helios asset forms: 
    • Financial asset update
    • Building update form.
  • Invoice(s).

Closing a project

At the end of any capital building project, complete and submit the required templates in Salesforce. 

Ensure all closing documentation is provided to the Ministry as soon as possible after practical completion. 

Templates loaded into Salesforce

  • Construction observation certificate.
  • Occupancy use certificate.
  • Final Helios asset forms:
    • Financial asset update
    • Building update form.
  • Invoice (if required).

What to include in a closing application 

Your completed application will include copies of the:

  • design certificate
  • occupancy use certificate
  • construction observation form. 

It also includes attached information such as design information/drawings, consent information, quotes (for opening) and code of compliance certificate (CCC), warranties, copies of invoices paid by the school, warranties, updated site plan (for closing). 

Download the templates

Recommend a supplier: Awarding a contract in property procurement

Building update form

The building update form is used by the Ministry and external project managers for school-led projects to keep building information up to date.

When to use this form

  • Review sign and return this form at the beginning of every project to ensure the details are correct, and record work completed for a Ministry-owned building.
  • The form only needs to be re-submitted at the end of the project if there are changes during the course of the project.

How to find the building update form

The building update form is available on the Helios portal.

  • Select the school (business unit) and then select the relevant building to access the building report. When opened, the report will be pre-populated with existing information for that building with blank boxes for updating.
  • To complete the form, download and print it and submit it at the beginning of the project with the opening project documents.
  • Forward it to your local Ministry office with the project documents.

Design fees release form

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

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

Download the form

When you need to complete it

Complete the form before completing the construction tender and if the school hasn't sent a procurement plan (including design and consent costs) to the Ministry before going to market.

How you should complete it

You can request 10% of the project budget or the actual cost of design fees based on estimates and/or invoices. You will need to include a breakdown of fees – this is required for internal accounting. 

The design fees release form is processed outside of Salesforce's school-led projects tool. The approval of design fees release does not mean the approval of the full project funding or approval for the project to commence.

Save the form and complete electronically, or print to complete and submit to your local Ministry office.

Invoice template

Use this template to submit project invoices to the Ministry if the school hasn't supplied their own project invoices.

Project managers complete this template.

To submit the form, send it to your local Ministry office.

Procurement forms

Access procurement forms through the property procurement page:

School property procurement

Each form is located on its associated school property procurement webpage, which provides context for its use.

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

When the funding forms are submitted they must be accompanied by the signed/approved procurement plan and procurement recommendation report.

Last reviewed: Has this been useful? Give us your feedback