Quality Framework Frequently Asked Questions
Contents
What are the ADHC Quality Framework requirements? 2
What is the ADHC Quality Framework Reporting? 2
What supports are available to help my service meet the ADHC Quality Framework requirements? 2
How long do we have to implement a quality management system and achieve TPV? 3
Is my organisation eligible to access financial support……………………………………………………………………….3
How does the quality subsidy work? 4
What activities/purchases can be reimbursed? 4
What is self-assessment or gap assessment? 4
What is Third Party Verification? 5
What do I need to do before I lodge an application for subsidy funds? 5
What do I need to include in the application? 5
How much money is available? 6
Some services have to undergo many different accreditation processes. Where does TPV fit in? 6
What is a Third party verification organisation? 6
Can I choose an organisation that is not on the approved NDS TPV listing to do my verification? 6
Is there a time limit on when the subsidies are available? 7
How do you claim the Quality subsidy allocated? 7
I have questions about the reporting and the funding requirements. How do I get further information on these? 7
What happens once our organisation has been verified? 7
What is the relationship between the NSW Disability Services Standards and the National Standards for Disability Services? 7
What if our organisation is not verified by June 2016? 8
What about if we are a local government or state government body? 8
Can we advertise that we have been verified? 8
What are the ADHC Quality Framework requirements?
The ADHC Quality Framework requirements are outlined in the current ADHC Funding Agreement. The Funding Agreement requires service providers to: comply with the NSW Disability Services Standards (NSW DSS) and to have a quality management system in place and; have your compliance with the NSW Disability Standards accredited, verified or certified through a mechanism recognised by ADHC.
Additional information on the Quality Framework requirements is included in the ADHC Quality Policy and available on the Quality section of the ADHC website and via the Quality link on the NDS website.
What is the ADHC Quality Framework Reporting?
ADHC has implemented and oversees the Quality Framework Reporting (QFR) initiative. The QFR requires all service providers to report on their status against the NSW Quality framework using an online portal. Reporting through the QFR is a service agreement requirement for all ADHC funded services.
More information is available on the ADHC website http://www.adhc.nsw.gov.au/sp/quality
What supports are available to help my service meet the ADHC Quality Framework requirements?
The Industry Development Fund jointly governed by NDS and ADHC has allocated funding and resources to assist organisations to meet the requirements of establishing a suitable quality management system and to have their compliance with the NSW DSS independently verified through third party verification (TPV). The specific resources available include:
It’s Your Business - Quality Management Chapter
The quality management chapter of the IYB is a resource to assist organisations to understand what a quality management system is and how an organisation might implement one across their organisation.
Self-assessment tools
A listing of resources is available to support organisations to conduct a self-assessment against the requirements of the NDW DSS, in preparation for TPV.
Information sessions
Information sessions conducted as part of the regular NDS regional meetings and conferences.
Tailored Quality Consultations
Individualised meetings are available to support the development of a plan to assist with meeting the ADHC quality requirements and achieving third party verification.
Financial support to prepare for and fund the cost of TPV
A capped subsidy, open to NGOs only, is available to contribute to the cost of a self-assessment against the NSW DSS and/or address any gaps identified and/or payment of TPV.
Approved list of Third party verifiers
List of organisations currently approved by NDS to conduct Third party verification.
ADHC Quality website
Online resources provided on the ADHC website including the current policy, fact sheets, Standards in Action, a guide to quality Key Performance Indicators (KPIs) and a guide for organisations that currently use an external certifying body.
How long do we have to implement a quality management system and achieve TPV?
Both these must be achieved within the time frame of your current ADHC funding agreement.
Is my service eligible to access financial support?
All ADHC funded non-government organisations are eligible to apply for a quality subsidy.
How does the quality subsidy work?
The Industry Development Fund (IDF) administers the subsidy which can be accessed through an application. The subsidy is a reimbursement for approved quality activities. Steps to receive a quality subsidy
1. Complete an application form and submit it to NDS
2. NDS conducts an approval process regarding your application
3. Decide on what activities you want to engage to achieve successful TPV.
4. Obtain quotes for these activities. (You can submit one quote at a time)
5. Claims against the subsidy can be made with an invoice from your organisation and supporting documentation such as a quote from the provider.
What activities/purchases can be reimbursed?
a. The cost of third party verification (A list of third party verifiers have been approved by NDS to undertake this work)
b. To purchase a self-assessment tool or support to conduct a gap assessment against the NSW Disability Services Standards (NSW DSS)?
c. Resources to address the identified gaps
What is self-assessment or gap assessment?
Both involve conducting an informal assessment of your performance against the standards.
Before undertaking a third party gap assessment it is important to review, practice, policy, procedures and systems to ensure they align with the requirements of the NSW Disability Services Standards. There are two approaches to this initial assessment against the standards.
During a self-assessment your organisation undertakes a planned, process based review against the standards and identifies issues or gaps which are communicated in an action plan or report. A range of tools are available to assist with self-assessment. Self-assessments require adequate and relevant evidence to be identified and collected.
Third party gap assessment occurs when a suitably skilled person from outside your organisation undertakes an assessment of your practices against the standards and writes a report or action plan, which details the gaps identified during the review. As in a self-assessment, Gap assessments require adequate and relevant evidence to be identified and collected.
Many organisations will use their third party verification organisation to undertake a third party gap assessment, but you can choose any individual or group from outside your organisation who has the requisite skills and knowledge to complete a gap assessment.
Service providers may seek reimbursement for the costs of conducting a self-assessment or gap assessment against the standards.
What is Third Party Verification (TPV)?
TPV is the process of an impartial and competent certification organisation reviewing evidence to establish that a service provider meets the NSW DSS.
A list of third party verifiers which have met the criteria set by ADHC and NDS is available on the NDS website.
NDS recommends that organisations should apply their internal purchasing good practice when selecting a TPV organisation. Only service providers that engage a third party verifier listed on the NDS website will be eligible for subsidy support.
What do I need to do before I lodge an application for subsidy funds?
Gather information on the NSW Disability Services Standards, the ADHC quality requirements process and what it means for the service and its staff.
Agree on the approach you wish to take to implementing quality management into the future and how quality service delivery fits into the strategic plans for the service.
What do I need to include in the application?
The application should be completed by an authorised representative of the organisation that has a full understanding of the ADHC quality requirements and the future quality needs of the organisation.
The application asks organisations to provide; contact details, current funding and quality systems currently in place. The application must be approved and signed by the CEO prior to submission.
How much money is available?
Eligible organisations can receive up to $5,000 to support them to meet the ADHC quality requirements.
Some organisations are required to undergo many different accreditation processes. Where does TPV fit in?
As part of the evidence review, third party verification takes into account service providers’ existing accreditation or certification against other standards frameworks. The external review processes can occur concurrently with other required accreditation/certification activities.
Many organisations may already use a certifying body that is an NDS approved TPV.
ADHC has engaged Joint Accreditation System of Australia and New Zealand (JAS-ANZ) to map 13 industry standards currently in use by the sector, against the NSW DSS so that where the standards share common components, their existing accreditation can be recognised. The third party verifying organisation is only required to review performance against those standards in the DSS not already covered elsewhere.
What is a Third party verification organisation?
NDS has established and administers a list of approved certification bodies to conduct verification of ADHC funded organisations against the NSW Disability Services Standards. These organisations are called third party verifiers. They have agreed to undertake the verification process in line with the established guiding principles and listing conditions. The list will be reviewed and updated annually.
Can I choose an organisation that is not on the approved NDS TPV listing to do my verification?
Please contact the Quality team to discuss using a TPV supplier which is not on the approved list.
Is there a time limit on when the subsidies are available?
For CCSP funded organisations: the subsidy can be used until 30 June 2018, however applications for subsidies close strictly on the 31 December 2015.
How do you claim the Quality subsidy allocated?
To claim the subsidy you must provide to NDS:
a. Provide a tax invoice from your organisation to NDS for the cost of activities that have been approved by NDS, along with More information on how to draw up a tax invoice is available from the ATO website
b. Supporting documents that demonstrate the subsidy has been or is intended for activities relating to the ADHC quality requirements
I have questions about the reporting and the funding requirements. How do I get further information on these?
You can contact ADHC with questions specific to your organisation.
Quality and Funding Transition Unit, Individualised Options Directorate
02 9377 6016 or .
What happens once our organisation has been verified?
You will need to report this via the ADHC QFR by attaching your verification statement.
It is important to maintain Continuous Quality Improvement activities across your organisation
What is the relationship between the NSW Disability Services Standards and the National Standards for Disability Services?
ADHC recognises that the NSW DSS align totally with the National Standards for Disability Services. This means that where organisations are required to meet both the NSDS and NSW DSS, ADHC will recognise certification against just the NSDS. The scope of your NSDS audit must include ADHC funded services.
What if our organisation is not verified by June 2018?
ADHC have stated that funded programs which don’t achieve verification by 30 June 2018, will be in breach of their funding agreement.
What about if we are a local government or state government body?
Eligibility for IDF initiatives is targeted at ADHC funded non-government organisations. As such, Government service providers, including local councils, may be ineligible to access the Quality subsidy. This is due to Government service providers having access to alternate financial mechanisms and support, and different governance structures and requirements.
Government service providers can apply to access all IDF programs formally through ADHC by reviewing the process here.
Can we market that we have been verified?
Yes. Whilst there is no current standardised way to do this, you are able to market your verification status.
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June 2015