5 Process for access
A five step process has been established to facilitate the process of seeking funding for AOG initiatives and reporting progress on agreed initiatives - refer to Figure 2.
- Figure 2 - Cross Agency Initiative Process
5.2 Step 1 - Draft Proposal
Agencies seeking Cabinet agreement to funding for an AOG or cross agency initiative are to address the criteria as set out in Chapter 6 and abide by the guidelines for Cabinet papers.
The draft proposal is to be signed off by the relevant chief executive of the agency sponsoring the initiative.
5.3 Step 2 - Engage the Cross Agency PMO
The Cross Agency PMO will undertake an assessment of the proposal to support the development of quality proposals. It will assess the proposal in consultation with the State Services Commission (SSC), and against the criteria set out in Chapter 6. Chapter 6 provides a guide to agencies on the issues to be considered in the formulation of a proposal. It is not exhaustive and where necessary other issues specific to the nature of the proposal will need to be included on a case-by-case basis.
The Cross Agency PMO, in consultation with the SSC, will work cooperatively with the relevant agencies in the assessment and development of proposals to ensure Ministers and Cabinet have sufficient information to consider proposals.
In addition, the Cross Agency PMO will seek assistance, technical and otherwise, where necessary to assist in the assessment and development of proposals. The Cross Agency PMO will seek the advice of the Chief Executives' Governance Group and/or their members to assist, particularly where issues are systemic or raise policy or strategic issues.
5.4 Step 3 - Chief Executives’ Governance Group Advice
To ensure the best proposals are developed, the Cross Agency PMO, in consultation with the SSC, will routinely seek the advice of the Chief Executives' Governance Group. The Chief Executives' Governance Group may seek additional information from the initiating agency and/or the Cross Agency PMO.
The Chief Executives' Governance Group's advice will be included in advice to the Minister of Finance, Minister of State Services and the relevant sponsoring Minister on proposals to proceed.
5.5 Step 4 - Ministerial and ECC/Cabinet Approval
The Ministers of Finance and State Services and the relevant sponsoring Minister will approve proposals to be submitted to Cabinet for consideration. Once approved, the proposal will be considered by the Expenditure Control Committee prior to consideration by Cabinet. Once a proposal receives the approval of Cabinet, the Cross Agency PMO will work with the relevant lead agency to arrange appropriation of the funding, as agreed.
5.6 Step 5 - Report Progress
The Cross Agency PMO, in consultation with the SSC, is responsible for providing reports to the Chief Executives’ Governance Group and Ministers of Finance and State Services (and Cabinet as required) on initiatives agreed by Cabinet under CAIP. All CAIP initiatives will be required to submit progress reports to the Cross Agency PMO to meet the requirements of reporting to the Chief Executives’ Governance Group, the Ministers and Cabinet.
The form of the reports will be concise and focus on major indicators of project health. The report format is under development and consultations with agencies and the Chief Executives' Governance Group will be undertaken prior to the finalisation of the format.