Reporting obligations

Annual accountability reporting demonstrates how grant funds have been expended and confirms compliance with your contract.

To provide us with the required information and supporting documents you must complete the annual accountability submission form by 31 October each year.

The key components of annual accountability reporting are outlined in the sections below.

1. Annual Grant Funding Accountability Report (AGFAR)

You complete this report annually to show us how you are spending your grant funding and to certify that the grant funds have been used in accordance with the contract. This reporting process is also used to identify any unexpended funds.

We will provide you with a prepopulated report template each July. The report must be signed by your Chair and Treasurer and an auditor’s report needs to be attached.

You can read the explanatory notes to provide guidance in completing the AGFAR.

Once we have received your AGFAR we will review your income and expenditure to ensure the funds have been acquitted appropriately and if required, request further financial and governance information.

2. Audited financial statements

You must provide us with a signed copy of your audited financial statements (including balance sheet and income statement). We will review the statements to ensure the financial viability of your organisation.

3. Insurance Certificates of Currency

You must provide us with evidence of your public liability and professional indemnity insurance cover and be appropriately insured against professional negligence, workers compensation, personal injury or death, and loss or damage to property.

4. Other information to support contractual obligations

You must provide evidence that your organisation is meeting its obligations under the contract. This includes information about governance, communication, risk, subcontracting, and other contractual requirements.

If requested, you will provide additional financial information or evidence relating to the expenditure of grant funding.

You have a range of reporting requirements to show you are meeting your performance indicators.

Quarterly KPI Reporting

Key Performance Indicators (KPIs) are specific targets outlined in your contract, designed to help us measure your performance in meeting service delivery obligations and agreed outcomes.

You are required to consistently meet or exceed the KPIs throughout the term of the contract and submit a quarterly report to demonstrate compliance.

These quarterly reports are due to us by 8 October, 8 January, 8 April and 8 July.

Failure to meet these obligations may lead to the implementation of a performance improvement plan which are formal agreements between Homes Tasmania and a housing support provider that outline the actions and timeframes to resolve contract issues.

You can download a sample performance improvement plan for reference.

The decision to develop a performance improvement plan is at the discretion of the contract manager.

National performance reporting

Depending on your contractual arrangement, you may be required to provide data that contributes to national performance reporting.

If your organisation provides specialist homelessness services, you are required to provide client activity information to the AIHW National Data Collection Agency, in line with the reporting requirements of the Specialist Homelessness Services National Minimum Data Set.

If your organisation provides community housing or long term supported accommodation, you are required to complete the annual Community Housing Data Collection for the purpose of the Report on Government Services.

Other performance information

We may request other performance or activity information from you. This may include details on new or unmet needs, service gaps, business processes, innovations in service delivery, policy review options, and systems issues.

All service performance reports are to be sent to hsp@homes.tas.gov.au

You must notify us and provide us with information about incidents that affect service delivery such as major interruptions, injuries, or financial losses.

A reportable incident is:

• an event or circumstance that is unexpected and unintended during the performance by the housing support provider in performing the approved purpose that led to harm or suffering, loss or damage to a Tenant or Household resulting in death, injury or admission to hospital
• theft of misappropriation of rent or other income derived from the approved location(s).
• a complete or major disruption to the performance by the housing support provider of their obligations deriving from:
  • an environmental event, such as fire or flood, requiring evacuation and temporary or permanent closure or significant reduction in service.
  • a major external review that recommends closure or reduction in service provision or resources.
  • financial loss as a result of theft or misappropriation.

You must notify us of a reportable incident:

• by phone on 1300 665 663, within 24 hours.
• in writing within two business days by completing the Reportable Incident Form

As part of our commitment to continual improvement of services, we will identify specific areas for you to report on. These priority areas will focus on assessing how you are complying with specific contractual requirements.

This reporting is used to ensure you have policies and/or practices in place to minimise the risk to continued service delivery. They may address governance, financial management and/or service delivery.

The focus areas may be determined by legislative or regulatory requirements, significant systemic issues, issues identified during annual accountability assessments, or complaints received from people using your services.

We will let you know what is required to complete any focus area reporting.