2018 DTF Information Request

2018 DTF information request

Last updated 12December 2017

General government sector

This document outlines the timelines and information requirements for general government entities in 2018.

Please note that Government may vary its policy decisions throughout the year, as such the dates contained in this document are subject to change.

Addendums to the Information Request will be issued if date changes occur, and as references are updated.

The Performance Management Framework (PMF); the Budget Operations Framework (BOF); and theFinancial Reporting Operations Framework (FROF) are available at:

Contents

2017-18 Mid-Year Financial Report

Regulation reform

2018-19 Budget

2018-19 Budget Papers: Budget Paper 3 – Service Delivery, output statements

2018-19 Budget Papers: Budget Paper 4 – State Capital Program

2018-19 Budget Papers: Budget Paper 5 – Statement of Finances

2018-19 Budget Papers: Post Commonwealth Budget updates

2017-18 Financial Report for the State of Victoria

2018 Pre-election Budget Update and 2018-19 Budget Update

Output performance reporting and revenue certification

2017-18 end of year processes and requirements

Financial Reporting of Discretionary Funds

Monthly reporting

Long-term commitments database

2018-22 medium-term plans

2017-18 Acquittal of expenditure for National Partnership Payments

Commonwealth Grants Commission

Major projects and asset performance reporting

2019-20 Mid-Year Financial Report

2019-20 Budget

Additional information

SRIMS

Data

Subconsolidated entities

Chart of accounts

Accounting policies

Actuals Monitoring/Annual Estimates Update documents

Actuals/estimates variation documents

Budget and Budget Update forecasting

Annual borrowing cycle

Attachment A – Additional requirements for completed capital projects in Budget Paper No. 4

2017-18 Mid-Year Financial Report

The Treasurer of Victoria is responsible for the preparation and fair presentation of the Mid-Year Financial Report for the State of Victoria in accordance with the Australian Accounting Standards, and in the manner and form as determined by the Treasurer of Victoria as required by the Financial Management Act 1994.

The Mid-Year Financial Report is required to be tabled in parliament no later than 15 March 2018 for the 2017-18 reporting period. In preparation for the Mid-Year Financial Report the following is required to be submitted.

Note:DTF relationship managers will email departments with an information pack to complete review and sign-off as appropriate.

Date / Event / Further Information
Monday
15 January 2018
(12pm) / December YTD trial balance (by output and with related party information) to be loaded into SRIMS. / The trial balance is loaded using the User Work Tray > Financials > Actuals Monitoring document in SRIMS.
Monday
22January 2018
(5pm) / Actuals variance commentary on the December YTD operating statement, balance sheet and cashflow statement (actuals vs actuals and actuals vs revised budget) to be emailed to your DTF relationship manager. / The reports are available in SRIMS on the Dashboardsmenu under Quarterly/MidYear Reporting > Actuals Variance Commentary.
Monday
22 January 2018
(5pm) / 2017-18 supplementary information (gross cash flows, commitments, CA/CL) to be loaded into SRIMS.
The controlled entity listing to be sent to your DTF relationship manager (via email). / The supplementary information is loaded using the User Work Tray > Financials > Supplementary Information – Part A document in SRIMS.
An Excel template is available for preparation of FINSI data in the Information and Guidance tab in SRIMS.
There are reports available to review your data in SRIMS on the Dashboardsmenu under Quarterly/MidYear Reporting > Supplementary Information (FINSI) Part A.
Monday
22 January 2018
(5pm) / State Administration Unit (SAU) interentity dissection and reconciliation statements to be emailed to your DTF relationship manager. / The SAU interentity dissection (i.e. SAU template) is available as an Excel document to download from the Information and Guidancetab in SRIMS.
BOF Chapter 5 The State Administration Unit (and the SAU dissection)
Monday
22 January 2018
(5pm) / Accumulated Funds, Equity Investment and Contributed Capital reconciliations to be submitted via email to your DTF relationship manager. / The reports are available in SRIMS on the Dashboards menuunderQuarterly / MidYear Reporting > Reconciliation and Signoff. These reports can be downloaded and emailed to DTF.
FROF Section 3.3 Contributed Capital.

Regulation reform

The Government has set a 25 per cent regulatory burden/red tape reduction target to be achieved by 30 November 2018. As part of this initiative, departments are required to provide six-monthly reporting updates to the Department of Treasury and Finance (DTF) which are then consolidated to provide the Treasurer and Cabinet with an up-to-date view on progress. The templates are unchanged from last year and will enable departments to work with regulators and other parts of the department to gather the necessary data. Starting in Q3 2017, DTF has begun providing departments with existing collated reports. This will enable departments to keep track of what has already been reported and will assist departments in notifying DTF of any changes to estimates.

If for any reason there are delays in collecting and submitting the data, departments should contact the DTF Regulation, Planning and Local Government team to advise them of any likely delay.

Date / Event / Further Information
Monday 19 February 2018 (9am) / December 2017 Regulatory Reform Update report due / Standard templates to be completed and the departmental report to be signed off by the Lead Minister.
June 2018 (exact date TBC by DTF relationship manager)
/ May/June 2018 Regulatory Reform Update report due / Standard templates to be completed and the departmental report to be signed off by the Lead Minister.

2018-19 Budget

The 2018-19Budget is expected to be tabled in Parliament on Tuesday 1 May 2018.

In preparation for budget consideration and publication in the budget papers, departments are required to submit the information outlined below.

Further details relating to budget submissions and input of departmental information for publication in the budget papers will be available under 2018-19 budget guidance – submission process on the webpage.

Date / Event / Further Information
Monday
5February 2018
(12pm) / Commonwealth grants revenue and expenditure estimates tracking spreadsheet to be emailed to your DTF relationship manager. / DTF will email departments with an information pack by 12 January 2018.
Monday
5 February 2018
(12pm) / Nonpolicy output and asset adjustments to the forward estimates to be finalised in SRIMS (this will be the only opportunity to adjust for nonpolicy items prior to publication of the 2018-19Budget).
Ministerial requests for relevant adjustments such as appropriation transfers, access to prior year surplus,etc will also need to be submitted by this date.
For asset projects departments will need to consider revisions to project information such as cashflows, TEI and completion dates for existing projects. / The User Work Tray > Estimates > Estimates Variation document in SRIMS should be used to make changes to existing forward estimates for output funding. (Please note for ESTEV documents, please choose2018-19 as your Budget Year).
All adjustments should be discussed with your DTF relationship manager prior to entry into SRIMS.
The User Work Tray > Assets > Assets Cash Flow Adjustment document in SRIMS should be used to make cashflow or TEI changes to existing forward estimates for asset projects. These changes will be reflected in the General Ledger and in your publication in Budget Paper No. 4. (For ASSCFA documents, please choose 2018-19 as your budget year).
All adjustments should be agreed with your DTF Infrastructure Policy and Assurance contact prior to entry into SRIMS.
Note that an escalation process will be in place to minimise the risk that the budget estimates are not updated in time to produce briefings for Government on the revised budget position. This process will be communicated via your DTF relationship manager.
20 March 2018 (noon) / Departments are required to update output and asset CARRYOVER AND REPHASE JOURNALS ONLY (reflecting changes to output carryover and rephase estimates submitted on 5 February 2018). No other non-policy journals will be accepted. The limited additional window is intended to improve 2017-18 forecast accuracy. / This additional carryover and rephase estimates update has been put in place to accurately reflect the likely year end position, minimising any variances between budget and actuals.
A Ministerial request (signed letter with request for carryover/rephrases) is required by this date.
All adjustments should be discussed with your DTF relationship manager prior to entry into SRIMS.
From September 2017 until 12January 2018 / Consultative business case development. / Departments to work with DTF/DPC to fully develop draft business cases with a view to ensure:

• business cases are fully developed and complete in order to provide ERSC with all necessary information required to make an informed decision; and
• stages of implementation are considered (i.e. proposals are implementation ready); and risks have been appropriately considered and mitigated.

From September 2017 until 12January 2018 / Costing agreement. / Departments to seek agreement on costings with DTF priorto formal lodgement of submissions.
Monday
22 January 2018
(5pm) / Output and asset(including reprioritisations) submissions to be lodged by portfolio Ministers:

• in SRIMS; and
• with DPC’s Cabinet Office.

/ Submissions and all attachments must be lodged via the VicPortal and required information entered into SRIMS.
These documents should be created and submitted in SRIMS using the User Work Tray > Estimates > Funding Proposal document.
The Cabinet Office requiressevenhard copies each of output and asset(including reprioritisations) submissions to be lodged no later than 5pm on 22 January 2018.
In line with Cabinet Committee submission requirements, ‘Protected’ should appear on all pages of the submission including attachments, and pages should be numbered sequentially throughout the submission.
Additional information can be obtained from James Cole, Senior Adviser, Cabinet Office 96515017or Gary Workman, Manager DTF Cabinet and Parliamentary Services 96512396.
Additional information can also be found in the 2018-19 budget submission process guidance on SRIMS.

2018-19 Budget Papers: Budget Paper 3 – Service Delivery, output statements

Under Victoria’s output budgeting framework, an annual service delivery statement between the Government and departments defines the outputs purchased and funded to achieve the outcomes Government wants for the community. Output performance measures define a department’s expected service delivery performance in terms of quantity, quality, timeliness and cost. The performance statements published in the budget papers include:

• the annual service delivery statement and the objectives departments are aiming to achieve through delivering outputs funded in the budget; and
• reporting of service performance i.e. the previous year’s actual and the current year’s expected outcomes.

The timelines below are designed to improve the opportunity for analysis and negotiation of performance statements so they continue to be relevant and robust.

PMF 3.1: Objectives and objective indicators

PMF 3.2: Outputs and performance measures

PMF 3.3: Review and changes to objectives, outputs and performance measures

PMF 4.1 Departmental Funding Model and output pricing

PMF 4.2: Departmental performance statements

Note:DTF relationship managers will email departments with an information pack to complete review and sign off as appropriate. In addition, DTF will also communicate the use of SRIMS for the review process.

Date / Event / Further Information
Monday 15 January 2018 (5pm) / Departments to provide 201718expected outcomes (full year) to DTF relationship manager. / Departments are to provide 2017-18 Expected Outcomes information to DTF to help inform departmental performance statement discussions on a no policy change basis.
This information will formally be submitted as part of the Output Performance Report for the six months ending December 2017on 10January 2018(refer to section on Output performance reporting and revenue certification).
DTF and departments will notify their respective Secretaries of any outstanding issues on proposed structures and targets by their respective departments by 19January 2018, before portfolio ministers approve the statement for submission by 2February 2018.
Friday
2 February 2018 (5pm) / Updated departmental performance statement (approved by Portfolio Ministers, Parliament/VAGO) provided to DTF. / Statements are to be approved by Portfolio Ministers.
To be provided to your DTF relationship manager.
Tuesday6 March 2018(5pm) / Minister for Finance to write to Portfolio Ministers. / Ministers will provide written feedback on a no policy change basis.
Friday
23 March 2018
(5pm) / Departments to provide DTF with an updated draft performance statement indicating any changes to departmental performance information, after considering matters raised in the Minister for Finance’s letter providing feedback on Departmental Performance Statement lodged on 2 February 2018. / This is to facilitate finalising the departmental performance statement on a no policy change basis before inclusion of new initiatives approved as part of budget deliberations.
Departments will provide DTFrelationship manager with an updated copy of the performance statement for this purpose.
TBC / Updated departmental performance information to reflect the 2018-19 approved budget initiatives provided to DTF. / DTF will advise timing once known.
TBC / Finalministerial sign off confirming all Budget Paper 3 output statement data and footnotes are correct. / DTF will advise timing once known.

2018-19 Budget Papers: Budget Paper 4 – State Capital Program

Budget Paper No. 4 (BP4) lists all general government and public non-financial corporation capital projects classified as either new, existing or completed projects, defined as follows:

• New projects = new capital initiatives announced in the 2018-19 budget or since the 2017-18 budget update.
• Existing projects = approved projects not anticipated to reach practical completion by 30 June 2018.
• Completed projects = approved projects that have reached, or are expected to reach, practical completion by 30 June 2018. (Note: to reflect a Public Accounts and Estimates Committee (PAEC) recommendation (no. 18) from itsReport on the 2015-16 Financial and Performance Outcomes there are new requirements to disclose the TEI, estimated expenditure to June and financial completion date for completed projects. Refer to Attachment A of this document for further details).

Note:DTF relationship managers will email departments with an information pack to complete review and sign off as appropriate.

Date / Event / Further Information
Monday
26March 2018 (5pm) / Updated project data (e.g. 2017-18 estimated expenditure, revised completion date) on existing and completed projects to be entered into SRIMS as part of your department’s 2018-19 budget nonpolicy output and asset adjustments outlined above. / Revisions to nonfinancial asset information such as completion dates, project type and other nonfinancial data can be made in the relevant User Work Tray > Assets > Assets Monitoring document in SRIMS.
All adjustments should be agreed with your DTF Infrastructure Policy and Assurance contact prior to entry into SRIMS.
Monday
9 April 2018 (5pm) / Information on new projects to be entered into SRIMS. / Asset projects approved during the budget process by Government will automatically create a new Asset Monitoring document.
The location field in SRIMS needs to be populated for each asset (refer to the guidance material for further information).
This information needs to be amended and updated for publishing in BP 4 and online.
To create a new asset investment project record in SRIMS use the User Work Tray > Assets > Asset Monitoring document.
Friday
13 April 2018 (5pm) / Final sign off by departmental Secretary, CFO or equivalent confirming all BP 4 data and footnotes are correct and emailed to your DTF Infrastructure Policy and Assurance contact. / To review data, run the SRIMS Budget Paper No 4 report located on the Dashboards menuunder Assets > Budget Paper No 4 > Capital Program – Detail.
To amend/update nonfinancial information for publication you can amend the relevant User Work Tray > Asset >Asset Monitoring document in SRIMS.

2018-19 Budget Papers: Budget Paper 5 – Statement of Finances

Budget Paper No. 5 (BP 5) presents the Statement of Finances for the State of Victoria including the Estimated Financial Statements for the general government sector, the Supplementary Uniform Presentation framework tables and the Departmental Financial Statements in accordance with the Financial Management Act 1994 and with regard to the relevant Australian Accounting Standards.

The budget is generally tabled in parliament in the first week of May. In preparation for chapter 5 of the budget the following is required to be submitted.

Note:DTF relationship managers will email departments with an information pack to complete review and sign off as appropriate.

Date / Event / Further Information
Thursday
22 March 2018
(12pm) / Contingent assets and contingent liabilities information to be loaded into SRIMS. / The supplementary information is loaded using the User Work Tray > Estimates > Supplementary Information document in SRIMS.
Thursday
22 March 2018
(12pm) / The controlled entity listing to be sentto your DTF relationship manager. / Controlled entity list sent via email to your DTF relationship manager.
Friday
23 March 2018
(5pm) / Concessions data for BP5 Chapter 5 (tax expenditures and concessions) due to DTF Revenue Forecasting team. / The DTF Revenue Forecasting team will email departments with further guidance on 5 March 2018.
Monday
9 April 2018
(12pm) / March YTD trial balance (by output and with related party information) to be loaded into SRIMS. / The trial balance is loaded using the User Work Tray > Financials > Actuals Monitoring document in SRIMS.
Thursday
12 April 2018
(12pm) / Actuals variance commentary on the March YTD operating statement, balance sheet and cashflow statement (actuals vs actuals and actuals vs revised budget) to be emailed to your DTF relationship manager. / The reports are available in SRIMS on the Dashboardsmenu under Quarterly/MidYear Reporting > Actuals Variance Commentary.
TBC / Final draft of the commentary on financial statements to be published in BP 5 to be emailed to your DTF relationship manager. / DTF will advise timing once known.
Thursday
12 April 2018
(12pm) / Contingent assets and contingent liabilities information to be updated in SRIMS if there are any changes since 22March 2018. / The supplementary information is loaded /amended using the User Work Tray > Estimates > Supplementary Information document in SRIMS.
There are reports available to review your data in SRIMS on the Dashboardsmenu under Estimates > Supplementary Information (ESTSI) Part A .

2018-19 Budget Papers: Post Commonwealth Budget updates

The Commonwealth Budget is expected to be handed down in May 2018. The Commonwealth Budget can result in adjustments to revenue and expenditure estimates for departments. These adjustments need to be reflected in the forward estimates in SRIMS.