Security Role: Agency Contract Managers (ACM) can prepare QPR(s) on behalf of a contractor and must acknowledge QPR(s). Contractors must submit their QPR(s).
Overview
Quarterly Performance Reports (QPRs) record details of the workforce profile and Indigenous supply chain for a contract or an organisation. These details are used to calculate performance:
- per quarter and over successive reporting periods
- to date figures for Indigenous workforce and supply chain.
The final performance to date figures for a contract are compared against the targets entered during the Assessment Setup stage, to determine the contractor’s compliance to their mandatory minimum requirements (MMR) obligations at the end of the contract.
It is a requirement under the Indigenous Procurement Policy (IPP) for portfolios to ensure performance reporting provided by suppliers through the IPPRS is accurate and timely.
Contractors are required to prepare and submit QPRs using the Contractor Portal. ACMs can assist with the preparation of a QPR but cannot submit it. ACMs are required to acknowledge each QPR when it has been submitted.
The IPPRS manages the coordination of the QPR submission process between the agency and the organisation via email notifications and the To-Do lists.
A MMR contract has one or more QPRs during its lifecycle. Contractors must submit a QPR to their agency every 3 months, commencing approximately 3 months after the start date of the contract. The default period for the first QPR of a MMR contract is the contract start date + three months. Contractors may specify the end date of the first QPR for a contract, in order to align it with financial year quarters or other reporting dates. This initial QPR must be 3 months +/- 6 weeks in length.
The last QPR for a contract may also vary in length, to align with the contract end date.
Current functionality of the IPPRS manages contract based assessment only, however in the future MMR contracts can be assessed either as:
- Contract based: workforce and / or supply chain performance for the contract; or
- Organisation based: workforce and / or supply chain performance for the organisation as a whole. The QPR data required for the different assessment methods varies slightly.
QPR Status
The lifecycle of a QPR progresses through the following statuses:
| STATUS | DESCRIPTION |
|---|---|
| New | newly created (automatically) and no data entry has occurred |
| Submitted | has been submitted by the Contractor |
| Acknowledged | has been acknowledged by the agency |
The length of a contract term determines how many QPRs are required. For example, if a contract term is for 12 months, the contractor must submit 4 QPRs. A contract with a term of 6 months will have 2 QPRs. Contracts less than 18 weeks in duration may require one or two QPR(s), at the discretion of the agency.
QPR Notifications
Contractor's responsible for submitting QPRs are notified via email when:
- a QPR is due in 7 days
- a QPR is due now
- a QPR is overdue, and every two weeks after that until the QPR is submitted
- An agency staff member has forwarded a QPR to the contactor for review
- An agency staff member has acknowledged receipt of a QPR
ACMs are included as a cc in the above emails
Portfolio IPP Managers will be notified when two or more previous QPRs for a contract have not been acknowledged. Agency IPP Managers, ACMs and NIAA are cc’ed on this email.
Contract based Assessment
Total workforce and Indigenous workforce numbers are requested for the lead contractor and any sub-contractors that have staff working on the contract. Workforce numbers should reflect average levels of full time employees (FTEs) over the 3 month period. FTEs may be decimal numbers, e.g. 3 half time employees = 1.5 FTEs.
Supply chain information consists of sub-contracts and purchases made with Indigenous businesses. The total value of all sub-contracts and purchases with or from Indigenous businesses over the life of the contract is used to calculate the percentage of the contract value that was directed to Indigenous business. Each supply chain entry not only contributes to the lead contractor’s supply chain total, it also counts towards the agency’s target for purchases and contracts with Indigenous business.
For each QPR, the IPPRS calculates the following:
- workforce performance per quarter: (total Indigenous FTEs this quarter ÷ by the total FTEs this quarter) x 100
- workforce performance to date: a weighted average calculated as (total Indigenous FTEs for all quarters ÷ total FTEs for all quarters) x 100
- supply chain performance to date: (total value of IB supply chain ÷ contract value x 100)
The performance to date figures for the last QPR for a contract are compared against the targets entered during the Assessment Setup stage, during the final assessment of the contract. The contractor is required to achieve both targets to be recommended as compliant.
QPR - Create
Placeholder QPRs are automatically created for the contract at the following times:
- first QPR: created when the Assessment Setup stage of a contract is completed; and
- subsequent QPRs: when the latest QPR has been submitted by the Contractor (Submitted stage of the QPR record). Existing sub-contractor:
- supply chain records are copied to the new QPR record. This allows the value of the sub-contract to be updated if it has changed.
- workforce records are copied to the new QPR record, if the end date of the sub-contract is > (greater) than the start date of the QPR record. The workforce figures for the sub-contract are set to 0 for the new QPR.
Data entry of workforce and supply chain information for the next QPR may commence when the previous QPR has been submitted.
Key assessment details (supply chain target and workforce target %) entered in the Assessment Setup stage, and current contract value are copied to the new QPR record at the time it is created.
A QPR record will not be generated until the Assessment setup stage is completed.
Once the QPR is created, the details are then updated for that quarter.