June 2025 Grant Assessment Process

In preparation for the June 2025 Grant Assessment Process (J25 GAP), attached is a list of in scope activities as of Monday 23 December 2024. 

Can you please review the list to ensure that all in scope activities for the J25 GAP have been captured. Please respond to this email if there are any activities missing. 

The policy guidance information on time extensions for all Programs except Program 1.1 is available here   Available Resources. Program 1.1 policy guidance will be available soon. These policy guidance documents will only be a draft until the Minister’s office has approved them.  If they change from the draft documents provided, we will advise you of this.

I would also like to bring to your attention that all activities in the J25 GAP are eligible for funding under the National Redress Scheme.

The GAP team have provided some more advice and links regarding the J25 GAP which are below (please ensure that all relevant documents have been reviewed before reaching out to the GAP team with any questions).

Compliance and Fraud and Compliance with Funding Agreements

In the attached spreadsheet we have added any activities with compliance and fraud issues and compliance with funding agreement issues.  These are in Column N to T and highlighted in orange. Please make sure you take these into consideration when assessing your activity.  We will also provide you an up to date list in late January with any outstanding issues.  This is so you can add it to your Funding Briefs for Delegate approval.  Please not any activities that still have outstanding compliance and fraud issues in late January will need to be Group Manager approved.

Information Session

An Information Session will be held on 03 January 2025 regarding the J25 GAP.  This will be recorded and uploaded to Share hub for staff to review when needed.  We will also do drop-in sessions each week for an hour while the assessment and endorsement part are being completed.

Information Session Video located here

Changes to PowerPoint 

Slide 14 Edited:

Has been edited to show IAS Risk Team has responsibility for updating any ORPs that are expiring during the June 2025 GAP Process

Slide 16 Changed to include:

GAP Team provides PCFB with list of GAP providers that are flagged with compliance/fraud concerns in FUSION. PCFB advises GAP Team on any considerations for the GAP process regarding these concerns and if any organisations should not be funded. 

Slide 30 Changed to:           

Prior to any funding briefs being signed the GAP team will provide a list of GAP providers that are flagged with compliance and/or Fraud issues to the Program Compliance and Fraud Branch (PCFB).

Drop in Sessions

Drop In Session - 16 January 2025 - GAP Drop in Session-20250116_153047-Meeting Recording.mp4  

Training

It is critical that all staff working on J25 GAP have access to FUSION.  Applications for access should be submitted IMMEDIATELY for any staff that do not currently have access.  Please contact the Grant Front Door on getting access Front Door Portal.

Request for training in QLIK, FUSION, D2E and any special data requests can be directed to the Grants Front Door https://ppdgfrontdoor.freshdesk.com/support/home.

Timeline

The timeline for J25 GAP is agreed with the highest priority Key Performance Indicator (KPI) being the Notification to Providers.  The GAP Team will actively monitor the timeline and promptly escalate any delays to the Senior Executive as needed. 

Current Timeline for the J25 GAP link provided here  J25 Grant Assessment Process - Timeline - V2.xlsx.  The timeline cannot be extended so if the assessment of activities cannot be completed, they will be removed from the GAP and will need to be briefed separately.

J25 GAP – timeline 

EC/JDM Activities

The Empowered Communities (EC) Joint Decision Making (JDM) Process indicative timelines are currently unchanged at this time. The EC Policy Team will work with individual regions on their timeframes in relation to the June 2025 Process moving forward. Updates to JDM timeframes will be provided by the EC Policy Team as they continue to work with the Grant Assessment Process Team. 

Assessment stage in FUSION

Please make sure you follow the Completing the Grant Assessment task card when drafting the assessments in FUSION link provided here  Task cards.

FYI – there has been no change from Dec24 GAP.

Note – Workshops will be held from 28 January 2025 to 31 January 202 with the regions and policy team to finalise the recommendations before being EL2 endorsed (if required).

Endorse Stage in FUSION

Endorsement stage will be completed by EL2’s in the regions. Please make sure you follow the Open and Endorse task card when completing this in FUSION  Task cards.

Recommendation Stage in FUSION

Recommendation stage will be completed by Admin Business Partnering (ABP) Team when they verify the base funding. ABP please make sure you follow the ABP to verify base funding task card when completing this in FUSION  Task cards.

Base Funding amounts

Base funding amounts have been calculated by the ABP team and link provided here to that document for assessors  J25 GAP in scope list as at 18 Nov 2024 - Base Funding - FINAL.xlsx.  This will be used to populate the dollar amounts in FUSION.

Available Resources

Available Resources link is provided here Available Resources.  Please make sure you check this link regularly for any updates on policy guidance and other relevant information.

Process Map - KPI Review.pdf

Frequently Asked Questions

Frequently Asked Question have been updated and link provided here  FAQ's.  There could be further updates so please make sure you look at this document regularly.

Contact List

The J25 GAP contact list is provided here Available Resources.  Can you please make sure you go into this document and updated to current information by COB Friday 3 January 2025.

Locating Performance Reports in FUSION
If you want to review the latest performance report for this activity you can do so by following this task card  Task cards.

Grant Assessment Process Standard Operating Process (SOP)

The GAP SOP is linked here  Grants Assessment Process SOP final.docx.  This will also be available on the intranet under Grants.  Further updates on the SOP will be coming soon, so please make sure you check this link for the most up to date information.

Support

The Grant Assessment Process team will ensure regular communication and support is provided however, if you have any questions or require further information, please contact the team through the Grants Front Door Front Door Portal.

General Background 

No further changes have been implemented as part of J25 GAP from the December 2024 Grant Assessment Process.

If you have pulled an activity from the J25 GAP for it to be briefed separately, or you are planning on this, you will need to make sure the proposed time extension is consistent with that sub program.  Additionally, you will need to seek agreement from your BM and advise the GAP team accordingly as we will be reporting on all activities that end June 2025, not just those assessed via the GAP process to Senior Executives.  If this has not been covered off in any length of time brief that the Minister Office has approved, you will need to seek length of time approved first. All activities being briefed separately and no longer part of GAP are to be dealt by the program/policy and region teams.