Projects and Programs Fund Funding agreements and outcome reports

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Kelley Simon
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1 Projects and Programs Fund Funding agreements and outcome reports

2 The context The Arts for All Queenslanders Policy marked a shift in the way the Queensland Government invests in arts & culture. Arts and Cultural Investment Framework including six new funding programs Arts for All Queenslanders Strategy due for release this month Review of the Arts and Cultural Investment Framework underway in response to the strategy The new funding agreements and outcome reports reflect the new investment approach

Arts and Cultural Investment Framework 2013-14 including six new funding programs Arts for All Queenslanders

3 Funding agreement Key features: a focus on ensuring you deliver a return on investment artistic, cultural, social and economic: Be familiar with clause 5 (performance of funded activities), Schedule 1 item 6 (funding purpose), Schedule 2 (funded activities) & Schedule 4 (the Key Performance Outcomes). Understand your reporting obligations clause 6 and Schedule 5 AQ will be monitoring performance and can issue a notice if you are not performing the Funded Activities (clause 16) Funding can only be used for the Funded Activities & as per the budget (clause 4 & Schedule 2) Any underspend must be refunded and AQ can make that determination (clause 4.4) Any changes to the Funded Activities will need approval of AQ and the amendment will need to be recorded in a deed of variation. Acknowledgement of funding (clause 15) Need to observe the funding protocol available on the AQ website Provide a schedule of media opportunities relating to the Funded Activities Provide copies of press releases relating to the Funded Activities to AQ for prior approval Contact AQ prior to arranging any significant public events relating to the Funded Activities including launches, openings, conferences and other ceremonies

Understand your reporting obligations clause 6 and Schedule 5 AQ will be monitoring performance and can issue a notice if you are not performing the Funded Activities (clause 16) Funding can only be

4 Funding agreement You need to: Read the funding agreement Contact the Program Officer (item 9 of Schedule) if any details are inaccurate Discuss with the Program Officer if there are any aspects of the agreement that are unclear Build into your project planning the reporting/approval obligations The Outcome Report is due 28 Days after the completion of the Funded Activities (Schedule 5) Obligations under clause 15 need to be factored in and allow sufficient time for AQ to approve press releases etc. Keep your Program Officer informed Are there changes to the Funded Activities or timeframes? These will need to be approved and the agreement amended. Understand your obligations relating to: Maintaining true and accurate financial records (clause 7) Possibility of an audit (clause 8) Your obligation to provide a warranty to AQ relating to intellectual property rights (clause 9) Insurance (clause 11) minimum $10m public liability insurance and if applicable, workers compensation Confidentiality (clause 13) The Information Privacy Act 2009 (clause 14)

Obligations under clause 15 need to be factored in and allow sufficient time for AQ to approve press releases etc.

5 Outcome reports New outcome reports developed to align with investment framework Developed through consultation with sector representatives This is a work in progress we welcome your feedback Requirements One report due within 20 business days of completing your activity No additional reporting required for KPOs

work in progress we welcome your feedback Requirements One report due within

6 Changes since s2m & DPG days More directive we ask for very specific information and data Direct line of sight back to objectives and assessment criteria Telling the story about your outcomes (as well as outputs) and reflecting on your learnings Only collecting information we will use for client management and reporting allows us to aggregate data and report on overall investment outcomes and artistic, cultural, social and economic returns Publication of case study from each outcome report share outcomes and learnings, promote and profile Queensland arts and culture

will use for client management and reporting allows us to aggregate data and report on overall investment outcomes and artistic, cultural,

7 What s online?

9 Things to note You need to download the form yourself from the website we do not pre-populate Use PDF version for better functionality (unless sending hard copy of report) Read the data dictionary now before activities commence Read the introduction and instructions at the front of the template submission, purpose, focus, case study, tools, privacy statement Your client manager is key point of contact if you have questions please ask if you are unsure!

Read the introduction and instructions at the front of the template submission, purpose, focus, case study,

11 About the questions Align with objectives and criteria - reach, quality, social and economic outcomes Mix of directive questions (numbers, percentages) and open-ended questions (reflections on learnings, successes and challenges) Different types of questions: Some mandatory Some optional Some only if relevant Some only require selection of relevant indicators (do not tick every box!) Some questions may not be relevant to creative development and infrastructure projects identified in data dictionary

types of questions: Some mandatory Some optional Some only if relevant Some only require selection of relevant indicators (do

12 Reach questions Number of activities by type Number of activities, attendees and participants in each region Locations where you undertook the activities Television, radio and publication reach (if relevant) Digital engagement New attendees/participants/clients/online visitors Diversity of attendees/participants (if relevant) Tools and resources: Counting attendees fact sheet Tracking online data fact sheet

relevant) Digital engagement New attendees/participants/clients/online visitors Diversity of

13 Quality questions Attendee/participant/client feedback Peer/partner feedback (optional) Examples of innovation (select relevant indicators) Examples of contribution to development of art form/artists/arts and cultural workers (select relevant indicators) Tools and resources: Developing and implementing surveys fact sheet Sample surveys

contribution to development of art form/artists/arts and cultural workers (select

15 Economic and social outcomes questions Employment and volunteering generated Financial and in-kind partnerships (excluding Arts Queensland contribution) Broader social and community outcomes (if relevant) Tourism contribution for a selected event (if relevant) Contribution to local economy and business Tools and resources: Evaluating social outcomes fact sheet

outcomes (if relevant) Tourism contribution for a selected event (if relevant)

16 Overall reflections questions Top three outcomes Learnings and reflections Challenges and changes Future opportunities and partnerships Other significant outcomes not reported so far (optional) Your feedback for Arts Queensland Financial information Income and expenditure tables

partnerships Other significant outcomes not reported so far

19 Other evaluation resources Getting started with evaluation fact sheet Engaging an external evaluator fact sheet Evaluation plan template Program logic (theory of change) template If you have other ideas for tools and resources, let us know!

Evaluation plan template Program logic (theory of change)

20 Case study Arts Queensland will draft case study using questions marked with CS symbol You will have final approval before publication

POLICY CONTRACT MANAGEMENT POLICY POLICY STATEMENT

POLICY CONTRACT MANAGEMENT POLICY POLICY STATEMENT The intent of this policy is to establish a University-wide governance structure for managing contracts and other legally binding documents. The Policy