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Monitoring HACC Funded Community Transport Services

The Ministry of Transport administers a large number of HACC Funded Community Transport projects on behalf of the Department of Ageing, Disability and Home Care (DADHC).

DADHC has developed the Integrated Monitoring Framework (IMF) process for its use with funded organisations to which the Ministry of Transport has added some transport-specific elements.

The Framework has two components:

1. Annual accountability and reporting documents

The Ministry of Transport requires

• operating budget statements - Excel file
• audited financial statements
  • Audit Package - Word file
  • Balance Sheet - Excel file
  • Income and Expenditure Statement - Excel file
  • Schedules 1-5 - Excel file
• data collection forms for Community Transport Program (Excel file)

to be submitted annually and Minimum Data Set (MDS) data to be transmitted quarterly.

2. On-site service reviews and monitoring

The service review will involve officers from the Ministry of Transport visiting the service and its outlets. Officers may also interview local stakeholders.

The main steps in the review process are:

1. The service provider and the Ministry of Transport agree on a date for the on-site review and the Ministry of Transport provides a Self Assessment Package - 749 kb Word file.
2. The service provider undertakes a Self Assessment - 749 kb Word file.
3. The Ministry of Transport officer undertakes desktop preparation work.
4. The Ministry of Transport officer performs a comprehensive On-site Service Review with the Service Review Instrument. This will include interviews with management, staff, volunteers and stakeholders.
5. The Ministry of Transport officer completes a Summary Report of the Review to send to the service provider.
6. Where required, an Action Plan will be developed by the Service Provider.
7. The Ministry of Transport will monitor implementation and outcomes of the Action Plan.
8. If the service disputes the findings or the conduct of the review, an appeals mechanism is available.

Note: If the transport service provider supplies other service types in addition to transport (such as Social Support) the Ministry of Transport and the Department of Ageing, Disability and Home Care may work together on monitoring the service provider.

How service providers can prepare for monitoring

• Review HACC Standards in Action and HACC Guidelines. Copies of the Standards and Guidelines are available on the DADHC website.
• Review the Funding Agreement with the Ministry of Transport, talk with the Senior Program Officer for the geographic area, industry groups and HACC Development Officer for the region.
• Continue other reporting requirements - see Critical Dates (32 kb Word file).
• Obtain a copy of The Integrated Monitoring Framework - Service Provider Self-Assessment - For use by services which provide HACC-funded Transport - 749 kb Word file.