What should planned maintenance cost your trust next year?

Answer four questions about your estate for an indicative planned maintenance budget for the year ahead, and the number of dated statutory compliance events your estate generates every year.

Each of those events needs doing, recording, and evidencing, and most trusts have never counted them. Two minutes, no sign-up, nothing sent anywhere. Choosing a system to run that schedule? Read our guide to planned maintenance software.

1. Your estate

We'll estimate your floor area from your schools. Override it if you know your gross internal area.

Primary schools

Secondary / all-through schools

Total floor area (m², gross internal)

Typical: 2,000 to 2,500 m² per primary, 8,000 to 11,000 m² per secondary. It's on your condition survey or your DfE estate data return if you want the exact figure.

2. Your buildings

Age profile of the estate

Mostly pre-1976: Victorian, inter-war or system-built stock A mix of ages, like most trusts Mostly post-2000: newer builds, BSF or free school stock

Honest overall condition

Good: condition surveys are mostly A/B, backlog under control Fair: a manageable backlog, some C-grade elements Poor: significant backlog, D-grade elements, patch-and-mend

How does your maintenance spend actually split today?

Mostly planned: a PPM schedule drives the year, reactive is the exception About half and half Mostly reactive: things get fixed when they break or when someone shouts

Indicative planned maintenance budget, next 12 months

£0

A planning range, not a quote: built from your floor area, adjusted for building age and condition. Your condition survey backlog sits on top of this, not inside it.

Your statutory compliance year

Your estate generates roughly 0 dated statutory events a year, per school. Every one needs doing, recording, and producing on demand.

Illustrative monthly spread: weekly and monthly checks run through term time; annual servicing bunches into the summer works window. Excludes reactive faults and non-statutory PPM, so the real calendar is busier.

Weekly checks

Events from fire alarm and playground checks alone

Monthly and quarterly

Emergency lighting, legionella

Servicing visits

Annual and six-monthly, to schedule and chase

What's inside the count (per school, per year)

The core statutory set: the things an auditor, your insurer or the RPA would expect dated evidence for.

Fire alarm weekly test× 52
Playground / external weekly visual (term time)× 38
Emergency lighting monthly function test× 12
Legionella monthly temperature checks× 12
Legionella quarterly shower descale× 4
Fire door inspections (six-monthly)× 2
Gas appliance servicing× 1
Fire extinguisher service× 1
Emergency lighting annual duration test× 1
Asbestos management reinspection× 1
PAT programme× 1
Lightning protection test× 1
Pressure systems / boiler examination× 1
Water storage inspection & legionella review× 2
Secondary extras: lifts (LOLER + service), LEV, fume cupboards, gym equipment, F-gas× ~15

This is exactly the job FMProof's PPM engine does

Every task above, scheduled per school, assigned to the right person or contractor, chased automatically, and evidenced with a date, a name and a photo, rolling up to one trust-wide compliance view. Reactive faults feed the same system, so the planned/reactive picture stops being a guess. From £650 per school per year on Silver; add digital inspections and AI triage on Gold from £1,150. All inside the Microsoft 365 your trust already owns.

Open the live demo Price your estate

Want a second pair of eyes on your forecast?

Send us your numbers and Spencer, EstateProof's founder, will come back with a short, plain-English read on where your maintenance budget is most exposed. No charge, no follow-up campaign, no obligation.

Basis: budget range uses an indicative £28 per m² per year for planned maintenance of school buildings, adjusted for age (×0.85 to ×1.25) and condition (×0.9 to ×1.2), shown ±15%. It excludes condition backlog, capital works and improvement projects. The statutory event count uses the core compliance set listed above (~130 events per primary, ~145 per secondary) and is deliberately conservative. Figures are for planning conversations, not a survey, a fire risk assessment or a quotation.

See the PPM schedule running

Every task above, scheduled per school, chased automatically and evidenced with a date, a name and a photo. See it running in a Microsoft 365 like yours, with a written price at the end.

Book a 30-minute demo Open the live demo