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School Facilities Management System Update

 INFORMATIONAL LETTER:  11
POLICY CODE: EHA  

TO: Superintendents of Schools
FROM: Susan A. Gendron, Commissioner
DATE: August 6, 2009
RE: School Facilities Management System Update

The Department of Education has finalized a contract for the web-based School Facilities Management System (SFMS) for use by school units.  This will be a valuable tool for managing your capital assets and planning capital reinvestments.  The new system is scheduled for implementation in September 2009. 

On-site trainings will be provided beginning in September 2009.  All SAUs must designate one system administrator to attend a training session.  Your next steps are as follows:

  1. Submit the name of your system administrator, their title, email address, telephone number and the name of your SAU to sfms.training@maine.gov .   This information must be submitted by Friday August 14, 2009.
  2. Verify the building assets currently in the facilities database by going to http://www.maine.gov/education/const/fmt.htm and downloading the Excel file “Asset List”.  Follow the instructions for confirming, adding or deleting building assets.  You must complete the review of your assets by Friday August 21, 2009.
  3. Your system administrator will receive an email with a link to the training registration site.  Registrations will be accepted on a first-come first-served basis.  The registration deadline is Friday, August 28, 2009.  After registering for training the system administrator will receive a confirmation email with additional information and directions to their session.
  4. Upon completion of training, your system administrator will need to log on to the SFMS system with their new user name and password and complete the SFMS facilities surveys for your SAU.  This will update your data and provide important statewide facilities information to the Department.  

 

All passwords for users of the previous Capital Asset Management (CAM) software will be deleted on August 31, 2009.

If your school unit had previously received only the first half reimbursement for facility assessment costs, you will be eligible to receive the second half reimbursement upon completion of the above steps.  The above steps must be completed by the dates listed above and the facilities surveys must be completed by March 31, 2010.  This will be the final opportunity for SAUs to receive the second half reimbursement for prior facilities assessment costs.   

Additionally, all school units that will be applying for any type of facilities funding through the Maine Department of Education must complete the above steps.  On-going participation in the SFMS will be a prerequisite for funding approval by the Department for all school facilities programs, including the Leased Space program, the School Revolving Renovation Fund, the Major Capital School Construction program, the Federal tax credit bond programs and any future facilities funding opportunities.

Finally, the School Facilities Services division has created a new listserve for the use of school facilities personnel and the Department.  We hope this will serve as a forum for the exchange of ideas and questions regarding facilities.  To subscribe to the listserve please visit http://mailman.informe.org/mailman/listinfo/schoolfacilities .

We look forward to working with you as you integrate the SFMS into your facilities management program. If you have questions about the SFMS please contact Ann Pinnette at 624-6885 or ann.pinnette@maine.gov or Scott Brown at 624-6883 or scott.brown@maine.gov .