Stage 5 - Final Assessment

Security Role: Agency Contract Manager

The Final Assessment stage occurs for all mandatory minimum requirement (MMR) contracts that require assessment. Final Assessment can only occur once all QPRs for the contract have been acknowledged and the quarterly performance report (QPR) cycle is complete. The IPPRS alerts the Agency Contract Manager (ACMs) by email when the Final Assessment is due.

As part of the Final Assessment stage, the ACM should review the recommended compliance rating calculated by the IPPRS, and in certain circumstances can override the recommendation and add comments, if required. Any comments made are visible by the contractor.  If an Indigenous Participation Plan (the plan) formed part of the contract, the ACM must also indicate whether the Contractor has complied with the plan.

Recommended MMR Compliance Rating

The IPPRS determines the recommended MMR compliance rating by comparing the:

• Supply Chain Target % and Workforce Target % entered during the Assessment Setup stage; and
• Supply Chain Performance to Date and Workforce Performance to Date actual percentages achieved for the contract.

 The above fields are located in the QPR collapsible section (Quarterly Performance stage) of the contract record.

For contract-based assessment, each QPR (and the sum of all QPRs) is calculated as described below.

Workforce Performance to date

Workforce Performance to date is a weighted average of workforce figures from all QPR records (sum of Total Indigenous Workforce ÷ sum of Total Workforce) x 100, as indicated in the sample below.

1. Total Indigenous Workforce: sum of the Total Indigenous Workforce values from all QPR records = 20 ÷ 88.
2. Total Workforce: sum of the Total Workforce values from all QPR records = 88 x 100 = 22.73%.

 to review the Workforce performance vs actual target, close all QPR records and navigate to the Quarterly Performance Reports collapsible section of the contract.

3. Workforce Performance to Date: 22.73% and Workforce Target = 2.00%.

 The example displayed above exceeded its Workforce Target of 2.0%.

Supply Chain Performance to date

Supply Chain Performance to date (sum of the value of sub-contracts made with Indigenous businesses on the last QPR ÷ contract Value) x 100, as indicated in the sample below.

1. Total Sub-contractor Supply Chain: sum of the value of sub-contracts made with Indigenous business on the last QPR = $180,000 ÷ 8,000,000.
2. Value: contract value ($8,000,000) x 100 = 2.25%.
3. Supply Chain Performance to Date: 2.25% and Supply Chain Target = 2.00%.

 The example displayed above exceeded its Supply Chain Target of 2.0%

To achieve a recommended rating of Yes the contractor must meet both workforce and supply chain targets. The table below provides some examples of how this can be achieved:

Determine Final MMR Compliance Rating using Contract Based Assessment

The ACM may override the recommended MMR compliance rating if the contractor has not met one of the targets (workforce or supply chain), however has exceeded the other target. If the total sum of the two actual performance figures exceed the minimum MMR target applicable to the contract’s assessment method the contract may be still considered to be compliant.

The table below provides some examples of how this can be achieved:

Complete Final Assessment

The combined percentage of the Workforce Target and Supply Chain Target must be met or exceeded for the contract to be deemed compliant. There may be instances where either the Workforce Target or Supply Chain Target were not met, however the ACM may still consider the contract to have complied, regardless if the Recommended MMR Compliance Rating is equal to No.

To complete the Final Assessment stage, open the required contract form:

 Recommended MMR Compliance Rating: automatically set based on the contract workforce and supply chain targets being met and cannot be updated.

1. Final MMR Compliance Rating : click and select:
   1. Yes: if the contractor met the workforce and / or supply chain targets set for the contract OR one of the targets was not met however the ACM deemed the contract compliant.
   2. No: if the contractor did not meet the workforce and/or supply chain targets OR the recommended rating is equal to No and is not to be overridden.

 If the Final MMR Compliance Rating does not agree with the Recommended MMR Compliance Rating, Agency Comments must be provided to explain why.

2. Indigenous Participation Plan: click and select either:
   1. Yes: if the contract included a plan and the contract was compliant.
   2. No: if the contract included a plan and the contractor did not comply to it.
   3. N/A: the contract did not include a plan.

 If the contractor had submitted a report against the plan, the report should be uploaded into the IPP Documents and Emails section of the contract.

2. Agency Comments: click and enter comments to explain the difference in MMR Compliance ratings or if the contract does not comply. Comments are optional for contract rated compliant.

 Agency Comments entered are visible by the Contractor and other Commonwealth officers.

4. Assessment Complete : click and select:
   1. Yes: if the Assessment is complete.

 Assessed By (currently logged in user) and Assessment Date (set to current date) are system generated (read-only), on save - no entry is required.

5. Next Stage: click the next stage when details are complete.

 Final Assessment is complete and contract progresses to the next stage - Contractor Acknowledgment.

 The contractor is notified of the assessment via email and requested to acknowledge the assessment within the Contractor Portal.