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      Funded Organisation Performance Monitoring Framework (FOPMF)

      Definition of Funded Organisation Performance Monitoring Framework (FOPMF) 

      Dear Service Provider,

      The Department of Education and Training (the Department) uses the Funded Organisation Performance Monitoring Framework (FOPMF) to monitor ‘Service Agreement’ compliance and provide support to Service Providers to address any issues. This process is outlined in the updated ‘Department of Education and Training (DET) Service Agreement Requirements document. A link to this document is provided below and includes the components of the Framework and required policies. 

      The FOPMF consists of a series of questions relating to governance, service delivery and financial management. You will be asked questions from the ‘Service Plan’ checklist, the ‘Organisation Lead’ checklist or both. 

      Department staff do not require to sight evidence of compliance during the meeting however a signed declaration of truth will be required. The checklist/s below includes each question and provides an example of evidence that may be presented. This document and the lists provided will support your preparation for the meeting. 

       

      Purpose of The Funded Organisation Performance Monitoring Framework (FOPMF) Process

      In keeping with community expectations to ensure that services meet appropriate standards, the Department of Education and Training (the Department) has begun to use the Funded Organisation Performance Monitoring Framework (FOPMF) to monitor service agreement compliance.

      The FOPMF consists of a series of questions relating to governance, service delivery and financial management. If an issue is identified, Departmental staff will work with you to assess the risk of that issue and support your organisation to work through remedial actions.

      The FOPMF will strengthen processes and consistency of monitoring organisations that are funded by the Department across the state. It will allow for early identification of issues and provide the opportunity for more support to funded services to meet compliance and improve performance.

      The following checklists contain a list of questions that will be discussed during your meeting with the Department of Education. 

      In some cases, you will be required to provide supporting documentation which will demonstrate how your organisation is actively meeting the area being questioned. Therefore, it will be useful to ensure these documents are collated and prepared prior to your meeting.

       

      🏛 Departments Questions  🌳 Woodlands Responses

      Can the organisation provide clearly documented roles, responsibilities and accountabilities information about the Board/Committee and Chief Executive Officer?

      1. https://woodlandelc.zendesk.com/hc/en-us/sections/900000568186-Meet-The-Woodlands-Team

      2. https://woodlandelc.zendesk.com/hc/en-us/articles/4765925366415-The-Woodlands-Team-Campus-Structure

      Do the members of the Board/Committee have professional and service expertise relevant to the organisation?

      		  

      Has the Board/Committee undertaken governance training and have new members been provided with orientation material?

      		  

      Can the Board/Committee demonstrate that it has a current strategic/work plan?

      		  

      Is the Board/Committee and Chief Executive Officer managing its risks about conflict of interest, fraud, and legislative compliance?

      		  

      In the previous 12 months, has the organisation submitted its Service Agreement Compliance Certification Form on time?

      		  

      Is the organisation financially viable and are there any follow-ups required?

      		  

      Does the organisation have a system for tracking police checks and working with children checks?

       

      Does the organisation have a system for referee checks and a recruitment form for disclosure of any formal disciplinary action?

      		  

      Does the organisation maintain and use an incident reporting register?

      Describe the systems you have in place. Consider providing the following:

      • Does your organisation have someone with responsibility for organisational risk management? 
      • A screenshot of the spreadsheet used to aggregate incident reporting data
      • A copy of the organisation’s incident reporting procedure document

      Does your organisation have an OH&S Officer or please describe the person and their role who has this responsibility?

       

       

      Does the organisation undertake analysis of incidents and have strategies to prevent reoccurrence?

      		  

      Does the organisation have systems and processes for records management?

      		  

      Does the organisation have evidence that it is active in applying systems and processes as it relates to privacy, protective data security and data quality, and is preparing to be compliant with the Victorian Protective Data Security Standards (VPDSS). 

      Victorian data security standards 

       

      		  

      Does the organisation have evidence to demonstrate compliance with the Child Safe Standards?

       

       

      		  

       

       

      SERVICE PLAN MONITORING CHECKLIST

      Is the organisation responding to and managing incidents as per department policies? 

      • Incidents and Complaints (DET Website)
      • Describe your incident reporting processes including any recent reports made to the Department.
      • Do you notify DET-QARD and ECIB Branch of significant incidents that are a breach of regulations and effect funding?
      • What is the process and timeframe for addressing incidents as they occur?

       

      Does the organisation have accessible information for service users about how to lodge a complaint? 

      • Describe your complaints policy/documentation as provided to service families.
      • What is your policy on managing complaints?
      • Describe the information provided to families e.g., parent handbooks, policies, and website around management complaints?
      • Is the complaint form online and available electronically?

       

       

      Does the organisation have information for staff about how to respond to a complaint?

      • Describe how staff lodge and respond to complaints.
      • Are staff aware of the process, and how is management made aware of incidents?
      • At what level are complaints managed
      • What material does the Service have for staff on how to respond to a complaint (e.g., staff induction pack)?

       

      Does the organisation use information about complaints to improve services? 

       

       

      Is the organisation currently compliant with mandatory accreditation requirements?

       

      		  

      Is your organisation meeting its service plan performance measure targets?

      • Discuss your service plan performance measure targets. Refer to Early Childhood Programs and Services Guide (DET Website) – Pages 30-33
      • Discuss your services Enrolment and Fee policy and kindergarten enrolment processes that includes the ‘Priority of Access’ as outlined in the Kindergarten Funding Guide to support vulnerable children. 
      • DET Kindergarten Funding Guide 

       

       

       

       

      Are the safety and wellbeing policy requirements for service users being met? 

       

      		  

      Does the organisation have a fire risk management strategy in place including an emergency management plan? 

      		  

      Is the organisation undertaking mandatory staff training? 

      • National Quality Standard (ACECQA Website)
      • Kindergarten Funding Guide (DET Website)
      • Professional Development (DET Website)  
      • VIT – Early Childhood Teachers
      		  

      Is the organisation managing its financial risk about the impact of internal changes and/or government reform?