Submitting the Performance Report

If a grantee has an issue submitting their Online Performance Report, the advice in this document may assist with resolving the issue. If this advice does not resolve the issue, please submit a query through the Front Door portal to ensure appropriate action is taken.

This document is considered an NIAA internal document, which should not be shared with grantees or other external stakeholders.

Submitting the Performance Report

If your error message reads “An error occurred trying to process your request. For further assistance please contact support…” or similar - 

Please check the performance milestone in the activity record in GPS. If any of the below is not true, you will need to make appropriate amendments to the milestone before the performance report can be successfully submitted:

• The Milestone Status field is “Current”;
• The Payment Mode field is “Non-Payment”;
• The Milestone Type field is “Performance Report” (or “Financial Acquittal Report” for an Acquittal milestone);
• The Received field has not been checked;
• The Complete field has not been checked; or
• The Payment Blocked field has not been checked

You may need to check the Review Items in the Performance Review record

• If a partial or complete submission has already been received for this performance report, Review Items will be present. Files in the Attachments tab may or may not be present as well.
• Only one partial or complete submission can be made for a particular Performance Report/Review record – an incomplete performance report submission may require the current submission cancelled, and a new report created.
• If a partial or complete submission has occurred, and you need this submission cancelled and replaced with a new report, please submit a query through the Freshdesk service portal, using the “Performance Reports” > “Cancelling a Report” option

For scenarios where the above tests do not resolve the issue (i.e. the above error message still appears), it may be necessary submit a query through the Freshdesk service portal, using the “Performance Reports” > “Submitting a Report” option.

If the system is either not accepting or refusing to save supporting documentation the grantee is attempting to upload into the Online Performance Report -

Note that individual files cannot exceed 10MB in size; and note that the maximum number of attachments that can be provided is 20; and many common file types can be uploaded into the report, such as PDFs, images, and most documentation generated in Microsoft Office software. 

• The supported file types are BMP; DOC; DOCX; GIF; JPG; JPEG; PDF; PNG; PPS; PPT; RTF; TXT; XLS; XLSX; TIFF; TIF; ZIP; SVG; DDS; MDI; WDP; EMF; ICO; WMF; PPTX; XLSM

• A variety of file types cannot be directly uploaded into the report, such as videos and files from specialist software. It is possible, though, to compress these files into a Zip file and upload the Zip file into the report (as long as it is less than 10MB in size)
• If necessary, files can also be sent to directly to you at the same time when the grantee submits their performance report. You will need to ensure that the related documentation is then saved in the Attachments tab of the corresponding Performance Review record in GPS.

If your error message reads “An error occurred trying to generate the document” or similar - 

Please check how much text has been provided in response to Question 1, relating to the Project Delivery Overview.

• The text provided should cover at least four lines, including spacing.
• If not enough text has been provided, a simple resolution is to add blank lines below the text provided so that at least the text covers at least four lines

Please check how much text has been provided in response to Question 2, relating any Success Stories.

• If any response has been provided, it should cover at least four lines, including spacing.
• If not enough text has been provided, a simple resolution is to add blank lines below the text provided so that at least the text covers at least four lines
• Alternatively, if the text is not does not contain substantially useful content, the text could be deleted, or the text moved to the Project Delivery Overview text field.

• By copy-pasting text from another document, it is possible that a Paragraph, Section, or Page Break that the system cannot process has accidentally been included.

• Have a look for spacing at the end of sentences and paragraphs, or unexpected double spaces. If you locate any, delete both spaces and replace with single spaces and/or a new line as appropriate.
• This also includes at the end of the text provided, as we have observed previous users accidentally include spaces and formatting breaks after the final sentence in a response

• By copy-pasting text from another document, it is possible that bullet points have been included, like the one this this point is contained in.

• Unfortunately the system may not correctly process the inclusion of bullet points, so please either replace them with short dash “-“ symbols, or remove them entirely.

• By copy-pasting text from another document, it is possible that apostrophes and quotation marks that do not look like ' or " may get processed incorrectly – please amend where needed.
• If the Project Delivery Overview response is identical to the Success Stories response, and/or the KPI Feedback response, please make minimal amendments so that they are no longer identical. 
• Please check how many lines of text have been provided over Questions 1 and 2 combined (the Project Delivery Overview and Success Story questions), as long as there is a response for both questions.

• If the total number of lines is in the 19-25 line range, it has been observed that the system may not correctly process the spacing requirements of these text responses with the KPI responses in Step 2 of the Online Performance Report, and therefore may block the submission.
• This can be resolved by adding blank lines (specifically by using “Enter” rather than other types of Breaks), and/or adding additional lines at the bottom of the Success Story text response, so that the combined number of lines exceeds 25 lines. Alternatively, this issue can be resolved by reducing the number of text lines provided to 18 or fewer. If you are concerned that this may result in the removal of substantial and/or valuable content, it is preferable for you to add several blank lines instead, as per the above point.