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Project reporting

Understand which government policies require reporting, why project reporting is important, what aspects of a project’s parameters need to be reported on and when reporting needs to occur. Regular project reporting is important to keep key project stakeholders informed of its progress, risks and other challenges. Where corrective intervening action is required, these will need to be addressed or escalated to those responsible for the project’s governance.

Project reporting can take a variety of forms including meeting minutes, trackers, and formal reports, and may include:

Depending on the project’s funding source, you may also be required to provide reports to the OTCD using its nominated software system.

Additionally, high-value, high-risk (HVHR) projects are subject to extra scrutiny and ongoing involvement from the Department of Treasury and Finance (DTF), including supplementary project assurance reviews.

Government policies and compliance reporting requirements

Each TAFE is required to report its compliance with key government policies on an annual basis. Under the Financial Management Act (FMA), the TAFE’s accountable officer (Chief Operating Officer or delegate) is responsible for submitting an annual report to the Office of TAFE Coordination and Delivery (OTCD) and the auditor-general if applicable.

The TAFE’s annual report will cover operations undertaken for the previous financial year and includes a report of operations and financial statements prepared under section 45 of the FMA, as well as any other information required by the accountable officer.

The report of operations will include the TAFE’s compliance with the policies listed in the table below, which may require you to document compliance throughout the project lifecycle.

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Under the FMA, the TAFE’s accountable officer (Chief Operating Officer or delegate) must provide an annual report (report of operations and financial statements) to the OTCD. As a result of this, secretaries and the TAFE board may be required to attest to compliance with the mandatory requirements of the Asset Management Accountability Framework (AMAF) in the TAFE’s annual report (including the report of operations).

Application: All projects

Under the Commercial guidelines – TAFE institutes, Guideline 10: Register of Major Commercial Activities and Report, the TAFE board is required to keep a register of ‘major commercial activities’, including public construction projects which the Board has considered sufficiently large in size and complexity. Depending on the TAFE’s internal processes, this information may form part of its annual report (including the report of operations) required under the FMA.

Application: All projects

Under the Financial Management Act Standing Directions (FMA), the accountable officer (Chief Operating Officer or delegate) must provide an annual report (report of operations and financial statements) to the OTCD. Consequently, it is important to document operations (projects) and the associated compliance requirements under legislation and policies and provide appropriate attestation to the accountable officer as required.

Application: All projects

Under the High-Value, High-Risk Framework, HVHR projects have a range of specific reporting requirements. These include:

Under the FMA, the accountable officer must provide an annual report (report of operations and financial statements) to the OTCD.

The Local Jobs First Policy requires the TAFE to include compliance with the Local Jobs First Policy requirements in its report of operations. Therefore, you are encouraged to document compliance under the Local Jobs First Policy and provide appropriate attestation to the accountable officer as required.

Application: The Victorian Industry Participation Policy applies to all Local Jobs First standard projects which are defined as:

The TAFE may be required to submit reports on supplier performance in line with Instruction 8.2 of the Ministerial Instructions for Public Construction Procurement.

Application:

Under the FMA, the accountable officer must provide an annual report (report of operations and financial statements) to the OTCD.

The Occupational Health and Act Safety Act (OH&S Act) requires the TAFE to include matters related to OH&S, including initiatives taken to ensure the health and safety of workers, in this annual report.

Therefore, you are encouraged to document compliance under the OH&S Act and provide appropriate attestation to the accountable officer as required.

Application: for projects where the value of works is equal to or greater than $350,000.

Under the FMA, the accountable officer must provide an annual report (report of operations and financial statements) to the OTCD.

The Social Procurement Framework requires the TAFE to report on social procurement activities in its report of operations.

To support the required reporting on social procurement activities, you are encouraged to regularly measure outputs and provide appropriate attestation to the accountable officer as required.

Application: All projects

Reporting

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The project will include additional reporting requirements to internal bodies and government departments based on its governance structure. In addition to reporting at key project approval points across the project lifecycle, you may be required to produce regular status and progress reports.

For example, for externally funded projects, you may be required to provide status and progress reports to the project control group (PCG) on a fortnightly or monthly basis. For business-as-usual projects and some low complexity projects, status and progress reports may be provided to the executive management committee or the director of assets and facilities (or equivalent) as required.

You may wish to have a project steering committee (PSC) (in addition to the PCG) if you have a requirement for reporting to a number of additional stakeholders, such as central government agencies and industry partners.

Depending on the TAFE’s governance structure, all projects may also have reporting requirements to a board committee on an aggregate (monthly, quarterly) or an expectations-basis (compliance and non-conformance issues).

For HVHR projects, you will be subject to further reporting requirements to DTF and the Treasurer.

If the project has been externally funded under an OTCD capital works funding agreement (CWFA), you may be required to undertake additional project reporting.

This may include a progress report, submitted in the format and reporting system required by the OTCD, and may include:

The contractor will be required to report to the project team throughout project delivery. You should ensure that the contract documentation incorporates reporting requirements you wish to enforce. These are likely to include the following:

In addition to the typical contractor reporting requirements outlined above, you will also likely have obligations to report or respond to information requests from the contractor. You should familiarise yourself with the obligations specified in the contract.

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Updated 17 September 2024

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