(Refer to Chapter 11 of the Partnerships Victoria Contract management guide and template H for additional information)
During the service delivery phase of a Partnership Victoria project, the contract director must monitor the performance of the project and regularly report to senior management within the government party. It is generally appropriate for there to be two categories of reports to senior management:
1. regular reporting that is integrated with the private party's performance reporting and payment cycle; and
2. reporting over a longer cycle, typically annually, in relation to broader contractual matters and the 'health' of the private party.
Guidance on the development of each of these monitoring and reporting regimes is set out below. Template H contains a template for developing these reports to senior management.
Additional ad hoc reporting may be appropriate in response to emerging risks and other issues or events over the life of the contract.
The government party must also update the DTF on a regular basis during the service delivery phase of the project. Template I contains a template for DTF reporting.
In many Partnership Victoria projects, the infrastructure is designed, built, financed and maintained by the private party and operated by the government party. In these projects, the government party responsible for the project will typically delegate operating responsibility to another government party entity. (For example the Department of Health and Human Services is responsible the Bendigo Hospital PPP project which is operated by Bendigo Health). The contract director will need to receive regular reports from the delegation entity as part of its broader reporting framework. Template J contains a template for developing these reports from the delegation entity.