Grants management systems and services panel policy

Policy

Final | September 2015 | v1.0.0 | PUBLIC | Queensland Treasury

Purpose

This policy defines a set of common data attributes to be used for all grants management solutions chosen as part of an established panel arrangement. This panel of preferred grants management systems and services (the panel) shall be used for the administration and management of all grants and frontline service procurement. The systems and services on the panel have been evaluated against a set of assessment criteria and will be regularly reviewed.

Policy statement

The Queensland Government will ensure the consistency, quality, reliability and integrity of its grants management information in order to get a holistic view of grants and front line service procurement across government.

Policy benefits

The use of the panel:

  • provides high quality and cost effective grants solutions which meet a range of business requirements
  • leverages investment in existing assets
  • increases decision making capability through improved data quality and consistency.

Applicability

This policy applies to all Queensland Government departments responsible for the selection, implementation and management of grants systems and services.

Policy requirements

Policy requirement 1:    All agencies must collect the core elements defined for interoperability with the Queensland Government Investment Portal

The QGIP Data Dictionary & Data File Standards details mandatory requirements for data fields and definitions. Systems available through the panel have been evaluated for compliance against these requirements. Transitioning to a panel system will ensure reporting fields for the Queensland Government Investment Portal (QGIP) are available.

Any application to use a non-panel system and/or service will include evaluation against these requirements.

Policy requirement 2:    All grant and frontline service procurement programs will use a panel system and/or service

For agencies not currently using a preferred or supported grants management system and/or service from the panel, consideration shall be given for transition to a panel system and/or service as per the recommended target date below. An Agency Decision Making Guide has been developed and provides information and guidance to assist with defining business needs, building a business case, assessing agency readiness and panel selection.

In the event that none of the panel options meet agency business requirements, an application to use a non-panel system and/or service should be made to ICT Strategic Sourcing. Further details on the use of a non-panel system and/or service is provided in the Grants Management Panel Review Procedure.

Exceptions for specific grant programs may be accommodated. Details regarding exceptions can be accessed on the QGCIO portal website (Queensland Government employees only).

Policy requirement 3:    All new grants and frontline service procurement programs will select a system and/or service from the panel

All new grants programs shall use a system and/or service from the panel. The panel list can be accessed on the Social Services Unit website (Queensland Government employees only).

In the event that none of the panel options meet agency business requirements, an application to use a non-panel system and/or service should be made to ICT Strategic Sourcing. Further details on the use of a non-panel system and/or service can be accessed on the Social Services Unit website.

A QGEA exception for specific grant programs may be accommodated. Details regarding the QGEA exception process can be accessed on the QGCIO portal website (Queensland Government employees only).

Advice

Agencies should refer to the following documents for further information:

  • QGIP Data Dictionary and Data File Standards
  • Grants Management Panel Governance Framework
  • Reference Model Diagram
  • Grants Management Systems and Services Panel List
  • Grants Management Systems and Services Panel Evaluation Methodology and Criteria
  • Agency Decision Making Guide (Panel Selection)
  • Grants Management Panel Review Procedure
  • Definitions, Responsibilities and References.

All documents are available on the Social Services Unit website (Queensland Government employees only).

Issue and review

Version: v1.0.0
Issue date: 24 September 2015
Next review date: March 2016 (Queensland Treasury to review the application of the policy 6 months after issue date)

This QGEA policy is published within the QGEA which is administered by the Queensland Government Chief Information Office. It was developed by Queensland Treasury and approved by the Queensland Government Chief Information Officer.

Implementation

This policy comes into effect from the issue date.

Implementation targets

This policy has target dates to monitor progressive achievement of this policy.

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Target

Date

1All new grants and frontline service procurement programs to use a preferred system and/or service from the panel.September 2015
2All agencies using legacy grants management systems and solutions to have considered a preferred system and/or service from the panel.31 December 2017

Last Reviewed: 24 September 2015