Service Stocktake Report

All service providers who need to complete a Service Stocktake Report will be emailed a ‘smartform’ one month before the report is due. The smartform is a PDF template and will include questions about conditions set out in the grant agreement. Progress reports against Activity Work Plans, where they are part of a grant agreement, will also form part of the Service Stocktake Report.

Reminder: Look in Item E: Reporting of the DSS Grant Agreement to see if you need to submit a Service Stocktake Report.

Before you start the Service Stocktake Report, please ensure you have saved the form to an appropriate location on your computer’s local drive and are connected to the internet.

To be able to successfully complete and submit the form, you must have the latest version of Adobe Reader installed on your computer (go to www.adobe.com/au to download Adobe Reader). The use of other PDF reader software (e.g. Foxit) may cause errors. Errors may also occur when submitting on an Apple or Mobile device. For optimal results we recommend using a computer with Windows.

How to answer the Service Stocktake questions

1. Have you met the conditions in Item B in the Grant Agreement?

Answer: Checkbox Yes / No

Item B in your grant agreement describes the activity and the general conditions that you must satisfy while delivering the funded activity. You will need to refer to this section of your grant agreement when answering this question.

If you answer ‘no’, you will be asked for a brief explanation of why the conditions have not been met and what your organisation is doing to become compliant. Explanations are limited to approximately 330 words.

2. Do you want to share any service delivery successes or challenges?

Answer: Checkbox Yes / No

If you would like to share stories of success or any challenges you have experienced in delivering the funded service, you can provide a text response and or attach supporting documents to the Service Stocktake Report. Supporting documents might be things such as news clips, case studies, photographs or internal reports. Responses are limited to approximately 330 words and document size is limited to 2MB each (10MB for all attachments).

3. Have any circumstances changed that may impact on the delivery of your services?

Answer: Checkbox Yes / No

Over the life of the grant agreement the internal and external environment for any service provider will change. Not all changes will impact service delivery, but those that do, like a new CEO, or a large employer in the region closing down, need to be reported. Responses are limited to approximately 330 words.

4. Do you have an Activity Work Plan you need to report against?

If you have an Activity Work Plan (AWP) listed in your grant agreement in the table in Item E: Reporting you are required to report against this plan as part of the Service Stocktake Report (See Item E.1).

Guidance is available on how to complete your AWP report, including links to the AWP report template.

Where applicable, grants under the Families and Children Program will also have the following questions included in their Service Stocktake Report:

5. Have you met the required quality standards outlined in the Families and Children Activity Administrative Approval Requirements?

Answer: Checkbox Fully compliant / Partially compliant Non-compliant

You will need to refer to the Families and Children Activity Administrative Approval Requirements to answer this question.

If you answer partially compliant or non-compliant, you will you will be asked for a brief explanation of why the standards have not been met and what your organisation is doing to become compliant. Explanations are limited to approximately 330 words.

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