The Department of the Prime Minister and Cabinet (PM&C) has an obligation to perform a data collection every six months to report on all purchases and contracts entered into with Indigenous businesses across all Portfolios, either via a contract, a subcontracting arrangement or a direct purchase.
The Indigenous Business Purchases and Contracts (IBPC) module allows each Portfolio Manager to upload a batch file containing purchasing and contract data directly into the Indigenous Procurement Policy Reporting Solution (IPPRS).
Scope
Each Portfolio is responsible for collating and consolidating their portfolio’s reporting for all non-corporate Commonwealth entities within their portfolio and providing to PM&C the number and type of contracts awarded to Indigenous businesses.
Portfolios are also encouraged to report contracts with corporate Commonwealth entities to contribute to the Portfolio IPP reporting targets.
The template may still contain details of AusTender reported contracts, so portfolios may collate their complete IPP data internally. However any records in the template with an AusTender ID (CN9999999) in the ‘AusTender ID’ field will not be loaded into the IPPRS, as the AusTender contracts with indigenous businesses are being automatically imported directly from AusTender.
Sub-contracts belonging to an AusTender contract are entered with associated Austender ID along with:
- contracts under $10,000.
- sub-contracts with Indigenous businesses (under contracts with either non-Indigenous or Indigenous businesses).
- contracts with Indigenous businesses not registered with Supply Nation.
- direct contracts with an incorporated joint venture, where the joint venture is at least 25 per cent Indigenous owned.
- purchases with Indigenous businesses made using a Commonwealth credit card.
- contracts awarded by corporate Commonwealth entities that do not report on AusTender.
Each portfolio’s annual performance against their target is published on the PM&C website annually.
Submission of the reporting template to PM&C constitutes verification by the Portfolio that all information provided is true and correct.
Multi-year Contracts
Multi-year contracts are defined as contracts that operate over successive financial years, and may be counted towards an agency’s annual Indigenous procurement target for each year that the contract is in operation. A multi-year contract will be identified by its start and end date.
PM&C has previously requested data on the expected expenditure in each financial year of a multiyear contract’s operation. This data is no longer required. The total value of the contract should be reported regardless of whether it is a multi-year contract or not.
Process stages of a batch file
There are three (3) processing stages to loading a batch file, all performed during the IBPC batch processing:
: Before beginning the process you should poplulate and save a spreadsheet based on the template.
Stage 1 - Initiate Data Upload
- Once a new IBPC batch is created it is assigned by default to the Portfolio of the current user.
- When saved, the ID of the batch is defaulted to Portfolio+Date+Time. The ID can edited as required.
- A spreadsheet of purchases and subcontracts must be attached to the batch.
Stage 2 - Verify Data Upload
- Verify uploaded purchase and subcontract information in the batch and correct errors detected by the upload process.
- Additional purchases and subcontracts can be added manually at this stage.
- Portfolio Officer signs-off the data.
Stage 3 - Finalise Data Load
- Data is re-verified by the system
- After successful finalisation the purchase and subcontract data becomes read-only.
- The data will then be included in the IPPRS Dashboard reports.
: Depending on the volume of data in a batch, it can take several minutes for upload, verification and finalisation of the data. You will be notified by email when each stage has completed and whether it was successful.
Completing the bulk upload template
The information to be provided in this spreadsheet must be pertaining to sub-contracts of Purchasing Contracts that exist in AusTender or Purchases made directly with Indigenous Businesses.
Download the IPP reporting template.
: The format of the spreadsheet should not be modified. The spreadsheet will be rejected if:
- Columns are removed or added
- Changes are made to column headings
- Any tabs are renamed
Note: When reporting sub contracts all columns coloured purple are mandatory.
: Do not include any contracts that have been reported to AusTender unless they are reported as head contracts of a sub-contract made with Indigenous businesses.
Data Items
The data items required for each sub contract / purchase are:
| Data Item | Description | Valid Values |
|---|---|---|
| Indigenous Supplier Name | Business name of supplier | Text Field |
| Indigenous supplier ABN | Indigenous supplier’s Australian Business Number | 11 digit ABN or Blank if not applicable |
| Supplier Registered witih Supply Nation |
[Choose ‘Yes’ or’ No’ from the dropdown list] Portfolios should reference the Supply Nation IBD: Supply Nation’s Indigenous Business Direct If ‘No’, then PM&C requires that the portfolio has taken action to satisfy itself that the supplier is an Indigenous business. |
Yes or No |
| AusTender ID |
AusTender ID of the Contract. Records in the template with an value in the field ‘Austender ID’ will not be loaded into the IPPRS. |
AusTender ID, Format: CN9999999 or blank if not applicable |
|
Agency (Commonwealth entity awarding contract) |
Agency of the portfolio agency that awarded the contract. |
Text Must match exactly an entity listed on the Australian Government Organisations Register |
| Contract value |
Total value of the contract in $AUD, inclusive of GST. This the total value of the contact regardless of the number of years in which the contract might be operating. |
Numeric |
| Subcontract | [Choose option from dropdown list] Whether or not the contract is a subcontract arrangement with a head contractor to the portfolio. If contracts is a subcontracts then details of the Head Contract are to be supplied (see below) |
Sub Contract Not Sub Contract |
| Remote contract |
[Choose option from the dropdown list] Portfolios and agencies must make their best efforts to report on remote procurements. A remote contract is defined where the majority (by value) of the procurement was delivered in a defined IPP remote area. Remote areas for the purpose of the IPP are defined by PM&C. Our online map: Defined IPP remote areas denotes remote areas and is searchable by address, location or postcode. |
Remote Not Remote Region Unknown |
| Goods / services category | This should be the United Nations Standard Products and Services Code (UNSPSC) /sub-category code applied to the contracted goods or services.. Portfolios should also assign a UNSPSC Code to IPP contracts not reported on AusTender. |
8 digit UNSPSC, or 99999999 Valid codes in UNSPSC v20 |
| Contract start date | Commencement date of contract, as currently specified in the contract. Expected to be 1 July 2015 or later. If the reported contract is a sub-contract, this should be the start date of the sub-contract. |
Date <= End date |
| Contract end date |
Contract end date as currently specified in the contract. If the reported contract is a sub-contract, this should be the end date of the sub-contract. In the case of one-off purchases, the end date may be the same as the start date. |
Date >= Start date |
In the case of subcontracts, the following data items are also sought:
| Data Item | Description | Valid Values |
|---|---|---|
| Head contract AusTender ID | AusTender ID of the head contract. |
CN9999999, or Blank if not applicable |
| Head contractor name | Name of the business which has the head contract, as shown on the contract. It may be an Indigenous or non-Indigenous business |
Text Blank if not applicable |
| Head contractor ABN | Australian Business Number |
11 digit ABN Blank if not applicable |
| Head contract start date | Commencement date of head contract, as currently specified in the contract. A valid head contract may have commenced prior to 1 July 2015, if the relevant sub-contracts commenced on or after 1 July 2015 |
Date Blank if not applicable |
| Head contract end date | Head contract end- date as currently specified in the contract |
Date >= Start date Blank if not applicable |
| Head contract value | Total Value of the head contract in $AUD, inclusive of GST |
Numeric |
: If the Transaction Type is Sub Contract you will also need to add the details of the Head Contract