Ministry of Education: An integrated asset management system

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In June 2012, Tribal’s K2 Asset Management solution was selected by the Ministry of Education in New Zealand to manage the government’s estate, assets and maintenance responsibilities for around 2,300 school properties around the country.

The project was designed to replace the Ministry’s existing 22 year old information system, which did not allow them access to the level of detail and control needed.

The requirement

With a replacement property portfolio valued at $22 billion, it was vital that the Ministry could effectively manage its national state school property portfolio. It needed to manage the acquisition and disposal of assets, understand and manage its costs and recognise and minimise risk.

Not only did the Ministry need a sophisticated solution, they wanted to be able to manage the country’s state school property portfolio nationally, with one picture, incorporating their data into a single, centralised and web based, back office system.

It was important that the Ministry could close the ‘information gap’ between regional and national information, a gap that had been previously created with the storage of local documentation and multiple unique regional processes.

The solution

Now the schools property portfolio in New Zealand is managed by Tribal’s K2 solution. K2 has been integrated with a number of other business systems within the Ministry, and will become the single source of government record for all school property data nationally.

Amongst the suite of functionality, the solution provides the Ministry with:

  • A complete register of school property assets
  • Management of information relating to their leases and payments
  • Full view of school property costs and capitalisation
  • A log of valuations and revaluations
  • Ongoing preventative maintenance
  • A portal for external user access
  • Project management

As well as the software, the Ministry needed a solution that was able to fit and enhance their current processes. K2 did just that. Being configurable to the Ministry’s needs meant that established processes became smoother and more efficient. New processes could be set up to ensure more effective data capture and quicker resolutions – for example, the web enabled self-service access provides managers and schools the ability to log in themselves and track stages within capital building and repair projects. This reduces a lot of administrative process and means that problems can be logged and dealt with more efficiently.

K2 offered the best possible solution. Not only did the software enable a full suite of asset management tools and capabilities, the sector knowledge and services the Tribal team was able to provide, was particularly instrumental in the MoE’s decision, citing the team’s comprehensive understanding of the Ministry’s future goals regarding asset management as a key factor in the decision to move towards Tribal solution.

Speaking on behalf of the Ministry of Education, Rob Campbell, Manager of Portfolio and Business Services said:

“The K2 implementation has been a success, and we’re looking forward to seeing the efficiency gains and financial savings of having an integrated asset management system, with a holistic view of school projects.“

Learn more about K2 Estate Managment


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