KPI Reporting Handbook: Guidance to complete your IAS Performance Report

Indigenous AffairsGrants and FundingFunding Under the IAS
Friday, December 23, 2016
Publication author(s):
Department of the Prime Minister and Cabinet
Publication abstract:

This Indigenous Advancement Strategy (IAS) Key Performance Indicators (KPI) Handbook has been developed to help you complete your IAS Performance Report. The Handbook contains detailed information and should be regarded as the primary source of advice on how to complete your IAS Performance Report.

Overview

This Indigenous Advancement Strategy (IAS) Key Performance Indicators (KPI) Handbook has been developed to help you complete your IAS Performance Report.

The Handbook contains detailed information and should be regarded as the primary source of advice on how to complete your IAS Performance Report.

The IAS performance report template will have been emailed to your organisation at the email address provided to the Department of Prime Minister and Cabinet. You will receive an email for each project your organisation undertakes.

The IAS performance report you have received has five parts:

  1. Project delivery.
  2. Your progress and performance against the project.
  3. Location data.
  4. Project contact information.
  5. Declaration.

Part 1: Project delivery

You can share success stories or tell us of any challenges your organisation faced in delivering the project. This may include changes in your organisation’s circumstances that have impacted on its ability to deliver the project. Further details on how to complete this section can be found on page 7 of this Handbook.

Part 2: Your progress and performance against the project

You are required to provide details about your organisation’s progress against the outcomes, objectives and performance targets as specified in the Project Schedule. Where there are issues affecting the project, you must specify the actions your organisation is taking to address these issues. Where insufficient space is available to enter your responses, additional information can be attached at the end of this Section. Further details on how to complete this section can be found on page 8 of this Handbook.

Part 3: Location data

If it is applicable to your project, please provide information on the location in which the project is being delivered.  This should include a breakdown of the grant funding for each location by financial year. Further details on how to complete this section can be found on page 10 of this Handbook.

Part 4: Project contact information

You should confirm the details of the primary contact person or amend the primary contact person’s details as applicable.

Part 5: Declaration

You are required to state the name of the officer authorised to complete the Performance Report for your organisation and give a declaration that the information provided is true and correct. Additionally, we would like information on the time taken to complete the report to enable the Department to continually improve its reporting processes.
 

Important information

  • To be able to successfully complete and submit the IAS Performance Report form electronically, you will need Adobe Reader (version 8.1 or later) installed on your computer. Adobe Reader can be downloaded for free from Adobe Australia. Using other PDF reader software (e.g. Foxit) will cause errors.
  • The Handbook provides an overview and general instructions on how to fill out all parts of the Performance Report.
  • You do not have to complete the form in one session – once you start the form, you can save it as you work.
  • All fields with a red border in the Report are mandatory and must be completed. You will not be able to submit your Report unless these compulsory fields are filled out.
  • Please do not leave any fields blank that you are requested to complete. Your responses in text boxes should directly answer the question and should explain the reason for your response. When appropriate or asked for, you may attach evidence in support of your answer.
  • Agreement Managers from the Department may contact you after the Report is completed and submitted, seeking further information or clarification when assessing the information, you provided.

Handy tips

  • Certain fields of the Report will be automatically pre-populated. This data has been sourced from our grant system and cannot be changed.
  • The Report also contains tips (hover cursor over text) on each question to indicate whether the question is mandatory, has any size limits and what type of information is expected in the response.
  • The [i] icon contains information for use by screen readers.
  • A paperclip indicates when there is the option to attach a document as part of a response. The file size per attachment is limited to 2MB, with the total of all attachments in the report limited to 10MB.

Contacts

If you have difficulty opening, completing or submitting the form, or do not receive confirmation of submission, please:

  • call the Contact Officer for your project on 1800 079 098 and quote the Review ID found on the cover page of the Report;

OR

General instructions

Providing supporting evidence

Your IAS Performance Report may be supported by documented evidence. The Report allows you to attach documents, including photographs—subject to file size limits. A range of evidence can be provided to support your performance. 

When using specific case studies or images, you must seek approval from any individuals involved as confidentiality and privacy provisions apply.

The different types of evidence that could be used include:

Statistics

  • Data sets for particular types of projects.
    • If we have provided you with a minimum data set form to complete, it is important that you fully complete it.
  • If there is no minimum data set for a particular type of project, you may wish to provide other data such as:
    • number of clients engaged in the project;
    • number and types of services provided; or
    • number of positive outcomes (which could also be expressed as percentages).
  • Data from third parties—for example, your local State or Territory police, school, council etc., as appropriate.

When providing statistics, it is important that you can verify those statistics if asked. Statistics need to be supported by your own records. This is to ensure that the Department has a mechanism for verifying claims made in the Performance Reports and to ensure there is an opportunity for a future independent assessment or evaluation.

Other factual information

  • Local or regional information may be relevant to service delivery, such as local crime rates, community or stakeholder issues, policies or legislation affecting service delivery or law and justice issues.
  • Facts can also include historical information.
  • Not all factual information may be required or relevant to performance. For example, personal details that could identify a client or other party, such as a name or address, should not be provided or if unavoidable should be disguised (e.g. ‘Robert (not his real name)’).

Exhibits

Exhibits which have been stored on computer drives may be uploaded and attached to the report.  These may include:

  • Images depicting the delivery of an activity or service.
  • Charts and diagrams (for example, a flow chart on how the service is delivered).
  • Samples of forms or templates for service delivery (for example, a client intake form, a client risk assessment form, or service delivery checklist).
  • Copies of general supporting documents such as manuals, instructions, audit reports, evaluations etc.

Case studies

  • Case studies are a useful way of illustrating service delivery, outcomes achieved, and any issues or challenges you may have encountered.  They can be helpful to provide context to your activity or service and to support any data or facts that you provide with the Performance Report.
  • You may wish to provide two or three short accounts of particular clients who accessed your service:
    • What problem or issue was your client facing when first accessing your service or participating in your activity?
    • If relevant, briefly explain why your client was facing these problems or issues.
    • What steps did you and the client take to address these problems or issues?
    • Were there any obstacles you and the client needed to overcome when completing those steps?
    • What happened? Has the client addressed or made progress towards addressing those problems or issues?
  • A case study need not be restricted to a particular client. It may relate to a problem or issue a community was dealing with that was or is being addressed by an activity undertaken by your organisation. A case study can also be a means of conveying success stories.

Testimonials

  • Letters from third parties, such as authorised community members and local service providers, attesting to service delivery, outcomes achieved, or local or regional circumstances may support the claims made in your Performance Report.
  • Letters from those directly impacted by services commenting on the benefits and impact of services provided may also substantiate performance claims.
Part 1 - Project delivery

This Part of the Performance Report form poses three questions which require ‘Yes’/’No’ answers:

  1. Does your organisation have any success stories to share for this reporting period?
  2. Did your organisation experience any challenges in delivering the project during the reporting period?
  3. Have any circumstances changed that may impact your organisation’s delivery of the project?

Instructions for responding to these questions can be found below:

Question 1
Does your organisation have any success stories to share for this reporting period?

  • If you answer ‘No’ to this question, you will automatically move to Question 2.
  • If you answer ‘Yes’, a text box will appear where you can provide your success stories. These stories may detail overall achievements or you may like to demonstrate how clients have benefited from your activity or service.
  • To support your success story, you may like to attach supporting evidence.  For example, you may like to provide data, draw on results from third parties, provide case studies, provide testimonials, illustrate outcomes reported in the media, etc. Advice on acceptable forms of supporting evidence can be found on pages 5 and 6.

Question 2
Did your organisation experience any challenges in delivering the project during the reporting period?

  • If you answer ‘No’ to this question, you will automatically move to Question 3.
  • If you answer ‘Yes’ to this question a text box will appear. There you will be able to provide a brief description of each of the challenges you experienced during the reporting period and how those challenges are impacting on your ability to deliver your project.
  • Outline what you are doing to address those challenges.

Question 3
Have any circumstances changed that may impact your organisation’s delivery of the project?

  • If you answer ‘No’ to this question, you will automatically move to Question 4.
  • If you answer ‘Yes’ to this question, please:
    • describe the situation, including how the change of circumstance has impacted on service delivery and whether the change has been adverse or beneficial;
    • explain how you are taking advantage of the change or what you are doing to address any adverse impacts of the change of circumstances; and
    • provide relevant supporting data for these claims.
  • If any challenges listed in Question 2 arose from changed circumstances, please provide details in this response. This can also include changed circumstances that have enhanced or improved your organisation’s delivery of the project.
  • A change in circumstances could include: changes to the law, the arrival or departure of a key stakeholder or service provider, change in board members and/or CEO, localised events such as natural disasters or changes in funding.
Part 2 - Your progress and performance against the project

In Part 2 of the Performance Report, you are required to provide details about your organisation’s progress against the programme outcomes, objectives and performance targets as specified in the Project Schedule. Where there are issues affecting the project, you must specify the actions being taken to address these issues.

Your Report will be pre-populated with the KPIs sourced from the Department’s grants system and cannot be changed.

Question 4: Provide details about your organisation’s progress

This question asks you for details about the extent to which you have delivered the agreed activity or service and outcomes achieved to date.

  • Provide details on the extent to which you have delivered the activity or service as described in the Project Schedule including advice on the outcomes achieved to date.
  • Provide details on your progress in implementing those aspects of the activity or service that are yet to be delivered.
  • Attach evidence where appropriate.

Questions 5: How many people were employed in the delivery of the project during the reporting period

The question asks for information about how many people were employed in the delivery of the project during the reporting period. Please count each individual person employed during the reporting period only once.

Questions 6 and onwards: Responses to the KPIs: 

This group of questions asks you for details regarding how your organisation is progressing against each KPI, including the two mandatory KPIs listed in Part 3 of the Project Schedule.

The Performance Report has a standard set of questions for all KPIs. Annexure 1 and Annexure 2 of this Handbook provides you with the instructions on how to complete the KPI sections of the Report.

You will only need to report against the KPIs listed in your funding agreement.

Standard KPI layout 

For each KPI, you are required to assess the extent to which you have complied with the agreed target in the Project Agreement. You will need to select one of the following options:

Progress indicator

  • On track (Select only if you are currently meeting the target.)

 

  • Partly on track (Select if you are currently not meeting the target, but you have processes in place to meet the target in the next reporting period.)

 

  • Off track (Select if you are currently not meeting the target and are unlikely to meet the target in the next reporting period.)

 

If ‘Off track’ is selected, you should consider whether this should be mentioned at question 2 or question 3 in Part 1 of the Performance Report.

If ‘On track’ or ‘Partly on track’ is selected, you should attach evidence of progress noting the instructions on page 5 of this Handbook. You should also include advice of any actions you have taken to address issues if your project is partially on track or off track.

You will then be asked in the Evidence for Progress field to describe why you have rated your project as ‘on track’, ‘partly on track’ or ‘off track’. Describe what factors have contributed to this rating.

Additional KPIs

The additional KPIs your organisation is required to report on for the Project are those listed in the Project Schedule and transferred into the pre-populated Performance Report. Please complete the questions for these KPIs in line with the instructions in Annexure 2.

Additional reporting requirements

You may be required to submit additional evidence with your performance report as specified in your Project Schedule. Examples of additional information that may be required for some Projects include:

Project type

Additional reporting requirements

Prisoner Through Care

Six monthly Prisoner Through Care Data Sheets

Diversion activities and case management of offenders

Minimum data sets

Family Violence Prevention Legal Services

CLSIS data

This additional information must be attached at the end of Part 2 of your Report.

If you have any questions about completing the Report please call the Contact Officer for your project(s).

Detailed instructions on how to complete the two mandatory KPIs can be found at Annexure 1; and guidance on completing additional KPIs can be found at Annexure 2.

Part 3 - Location data

Part 3 of the Performance Report asks you, where applicable, to attach a list of the locations where the Project is being delivered including a breakdown of the grant funding by financial year for each of those locations.

Below is an example of the format which can be used. Once completed the table should be attached to the Performance Report. Note the location data must only refer to the Project described in the Report.

Location

Funding (GST exclusive)

2015-16

2016-17

2017-18

Total

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Part 4 - Project contact information

You need to confirm the details of the primary contact person or amend the primary contact person as applicable.

  • If you select ‘Yes’ to confirm that the pre-populated Primary Contact is correct, you will automatically move to Part 5.
  • If you select ‘No’ to advise that the Primary Contact requires amendment, all fields will need to be completed.
Part 5 - Declaration

Provide the name of the officer authorised to be contacted regarding information provided in this Report. 

  • If the officer authorised to be contacted regarding information in the Report is the same as the primary contact person listed in Part 4, select the ‘Same as Primary Contact’ box.
  • If you wish to advise of an alternative Authorising Officer, you will need to complete all contact fields.
  • Additionally, we want you to include information on the time taken to complete the report to enable the Department to continually improve its reporting processes. 
Key performance indicator instructions

How many people were employed in the delivery of the project during the reporting period 1 January to 30 June 2016?

Instructions

You will need to provide the number of staff employed in the delivery of the project, and the number of Indigenous people employed in the delivery of the project.

Count each individual employed during the reporting period once only.

Please do not differentiate between full-time and part-time staff—one person equals one person regardless of hours worked.

Mandatory KPIs

M1—Number and proportion of Indigenous people employed in delivery of the project

Instructions

You will need indicate whether the project is achieving its target for Indigenous people employed.

  • On track (Select only if you are currently meeting the target.)
  • Partly on track (Select if you are currently not meeting the target, but you have processes in place to meet the target in the next reporting period.)
  • Off track (Select if you are currently not meeting the target and are unlikely to meet the target in the next reporting period.)
Evidence for progress indicator, and if necessary, the actions being taken to address any issues

In this text box, describe why you have rated your project as ‘on track’, ‘partly on track’ or ‘off track’. Describe what factors have contributed to this rating.

 

 

Please attach any additional supporting documentation at the last Question of Part 2 of the Performance Report.

The data for this KPI is collected at specific points in time—it is a census of that day only. Census days are:

  1. One month after the Project Agreement commences.
  2. 31 March (or closest day activity operates) each year the agreement is in place.
  3. 30 September (or closest day activity operates) each year the agreement is in place.

Please do not differentiate between full-time and part-time staff—one person equals one person regardless of hours worked.

Workers may be counted even if they are NOT paid out of funding for the Project but are involved in that activity on census day. However; please do NOT include:

  • Staff not linked to support for Indigenous people e.g. gardener, receptionist, accountant, etc.
  • Casual employees not working on census day.

M2—Extent of compliance with project agreement terms and conditions.

Instructions

You will need to provide a rating and commentary in relation to the extent of compliance with the Project Agreement terms and conditions.

  • On track (Select only if you are currently meeting the target.)
  • Partly on track (Select if you are currently not meeting the target, but you have processes in place to meet the target in the next reporting period.)
  • Off track (Select if you are currently not meeting the target and are unlikely to meet the target in the next reporting period.)
Evidence for progress indicator, and if necessary, the actions being taken to address any issues

In this text box, describe why you have rated your project as ‘on track’, ‘partly on track’ or ‘off track’. Describe what factors have contributed to this rating.

 

 

Please attach any additional supporting documentation at the last Question of Part 2 of the Performance Report.

Additional KPIs

Instructions

For each additional KPI provide a rating and commentary in relation to Project progress, activities delivered, participation or outcomes achieved, as applicable.

  • On track (Select only if you are currently meeting the target.)
  • Partly on track (Select if you are currently not meeting the target, but you have processes in place to meet the target in the next reporting period.)
  • Off track (Select if you are currently not meeting the target and are unlikely to meet the target in the next reporting period.)
Evidence for progress indicator, and if necessary, the actions being taken to address any issues

In this text box, describe why you have rated your project as ‘on track’, ‘partly on track’ or ‘off track’. Describe what factors have contributed to this rating.

 

 

Please attach any additional supporting documentation at the last Question of Part 2 of the Performance Report.

Back to Resource Centre