Introduction to Helios Association of Integrated School Bursars' Conference 7 September Lucy Ross, Regional Property Manager, Central South, Education

Introduction to HeliosAssociation of Integrated School Bursars' Conference 7 September

Lucy Ross, Regional Property Manager, Central South, Education Infrastructure Service

Today’s Topics

1. Background / Context

2. What is Helios

3. What will be Different

4. Helios Overview

5. Training and Support

Background

• The school property portfolio is made up of approximately 2,300 schools.

• Property portfolio valued approx $22 billion (replacement cost).

Future Focus

• Government Eight Point Plan to Transform School Property – from property funder to strategic asset manager.

• Strategic Asset Management = optimising the economic life of school buildings.

Strategic Asset Management

Asset Information Requirements:

• What are they• Where are they• Condition / Value• Capacity• Expected Life• Future Demand• When to Replace /

Improve and at what Cost

• Operating for 22 years.

• Data limitations.

• Insufficient information to support effective planning and investment decisions.

• Requires additional systems (multiple spreadsheets)

• Not able to record information needed to support strategic asset management / comply with Treasury Capital Asset Management Standards

Why Are We Changing from PMIS?

What is Helios

PICTURES

CORRESPONDENCE

REPORTS

CALCULATIONS

Helios Benefits

• Single source of the truth

• Better understanding of assets

• Better planning and decision making

• Shared understanding of assets encouraging improved collaboration

What Will Be DifferentMoving From (PMIS) Moving To (Helios)

• PMIS and other systems and spreadsheets

•Data

• Project set up when $ needed

• Project start and finish dates

• Single funding source per project

• One System

• Data, Documents, Plans, Graphs, Photos, School

• Projects set up as planned

• Project plans, milestones, forecasts

• Multiple funding streams per project

What Will Be DifferentMoving From (PMIS) Moving To (Helios)

• Not fully integrated with other Ministry systems

• Basic financial reporting

• Simple data capture

• Multiple records

• Effective integration with other Ministry systems

• Sophisticated reporting

• Increased data available

• Single source of the truth about projects

Ministry SchoolsExternal Project Managers Public

First

Oracle

Draft Helios Overview

Other systems

10YPP

Treaty Settlements

HELIOS

Calculators

Draft View of Helios Users


Release One Release Two

• Access via Property Toolbox, no login required

• Access via Property Toolbox using ESSA login

• View the same as the general public

• Access to specific school / project data

• Temporary transition team will enter data and run reports

• Project Managers able to enter project data into Helios and run reports

Draft Helios Overview

First

Oracle

Other systems

10YPP

Treaty Settlements

HELIOS

Calculators


First

FileNet

Oracle

Draft Helios System Overview

Other systems

10YPP

Treaty Settlements

HELIOS

Calculators

Draft Look and feel of the K2 Portal








Example of data exported into a PDF view

Exporting Data


Here’s an example of what you’ll see when you load up the SPG Calculator

• Will be available on Property Toolbox

• Can also be accessed via a short cut from Helios as part of Release 2

SPG Calculator

What Will Be Different?

For both Releases:• PMIS will remain available in a “read only” format• Limited property information will be in the public version of

Helios

Training

A 45 minute Webinar training will be available prior to Release 1 with further training arranged for Release 2.