Project management forms

Key school property project paperwork, downloadable forms and guidance to access documents on Helios.

Level of compliance Main audience Other

Required

  • Boards
  • Principals and Tumuaki
  • Project Managers

 

As the project manager, you are responsible to ensure all required forms, for school property projects, are completed and submitted by the required completion time. 

School-led project forms

From 24 October 2023, opening and closing project management forms will need to be submitted through the Salesforce tool. Salesforce replaces some manual Excel forms with a digital solution for completing project management forms. 

Saleforce tool - School-led projects(external link)

For all new projects, a hybrid model incorporating Salesforce with existing Excel and Word templates will be used.

It is intended over time that all manual templates will be replaced with Salesforce. 

Schools and project managers will benefit from the streamlining of the system by reducing administration time. Schools will have more visibility of their projects and will be able to track project 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]

Access for school-delegated financial authority and school read-only roles 

The school’s Education Sector Logon (ESL) Delegated Authoriser is required to give their School Delegated Financial Authorisers and other school users access to the Salesforce tool. 

For more information, follow the instructions on the Education Applications webpage: Instructions for Delegated Authorisers giving access to Salesforce(external link)

Or download the instructions: Accessing Salesforce for schools [PDF, 1.2 MB]

If you don't know who the ESL Delegated Authoriser is, contact the Ministry Service Desk: 

Once your ESL Online 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 your projects. 

You can download a guide to endorsing projects in Salesforce:

Salesforce for school-led projects for schools [PDF, 2.3 MB]

Access for Project Managers  

Project Managers request access to Salesforce through the Access Request Form. To request additional schools, they must use the Additional School Request Form. Both forms can be found on the following page:. 

How to get access to Helios and Salesforce – Applications website(external link)

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

Opening a project in Salesforce

At the beginning of any capital building project, the project manager completes and submits the form template in Salesforce with other core project information. 

The school’s Delegated Financial Authoriser endorses the project information in Salesforce. 

In Salesforce

Core Project Information 

  • Project team 
  • Suppliers 
  • Project budget 
  • Project costs 
  • Project dates 
  • Project 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 in Salesforce 

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's in the form? 

Your completed application will include copies of the design certificate, occupancy use certificate, and construction observation form. 

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

Download the templates

School-led project form [XLSX, 541 KB]

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 our building information up to date.

When to complete the 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 do I find a form for a building?

  • The 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 offices with the project documents.

Design fees release form

Project Managers can use this form if they 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.

When 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 to complete it?

You can request 10% of the project budget or the actual cost of design fees based one estimates and/or invoices. Include a breakdown of fees as this is required for internal accounting purposes. The Design Fees Release form is processed outside of Salesforce for school-led projects tool. Note that approval of Fees Release isn't 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 offices.

Download the form

Design Fees Release Form [XLSX, 154 KB]

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.

Invoice template [XLSX, 45 KB]

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