Funded Agency Channel overview Procurement and Contract Management Branch Corporate Services Department of Health and Human Service

Funded Agency Channel (FAC) FAC is a shared service across the Department of Health and Human Services (DHHS) and Department of Education and Training (DET) (the departments). Launched in 2002, FAC is managed by the service agreement communication team within the procurement and contract management branch of DHHS. FAC was established to provide information and resources online to support the business relationship between the departments and funded organisations. It is the primary online business and communication tool with organisations funded by the departments.

FAC target audience All staff within funded organisations: Boards of management Senior executives Middle managers (including finance, human resources and administrative managers) Unit and program managers with management or administrative responsibilities Staff responsible for meeting performance targets Relevant departmental managers and staff in divisional, area and central offices.

FAC objectives To provide registered users with secure access to organisation specific material within My Agency including: Service agreement information for current, future and previous financial years Payment schedules, payment advices, invoices and the progress of service agreement variations Performance reports for funded activities Interactive modules which allow online submission of certain compliance records such as service agreement compliance certification (SACC), as well as monthly online service delivery tracking (acquittal) of certain activities.

FAC objectives FAC also provides publicly available information and resources to support organisations with service agreement management: Service Agreement Information Kit Incident reporting Departmental policies Data collections and other reporting requirements Information technology Records management.

Who has access to FAC? Public user: Funded organisation user: Anyone who is not currently logged into FAC: public users can access all areas of FAC home page except for the secure area - My Agency Funded organisation user: Single organisation - view all financial and performance information relating to their nominated organisation Multi organisation - above access for two or more nominated organisations Case managers – can access case manager training but do not have access to any financial information or reports Departmental user (both departments): Able to access all areas of My Agency for any organisation

FAC Home Page http://www.dhs.vic.gov.au/funded-agency-channel

FAC Home Page Currently being redeveloped Spotlight /News and Events Latest information of interest to funded organisation users Accessing My Agency Training calendar Using FAC user guidelines and videos Popular links and systems Not for profit compliance support centre About service agreements Service agreement information kit Incident reporting

eBusiness login screen for funded organisation users Contact eBusiness about: registering for eBusiness (Funded Agency Channel) resetting passwords ebiz@dhhsvic.gov.au or call 1300 799 470 Select option 1 for assistance with eBusiness

Accessing training and user guides Training is provided by the department to registered FAC users from funded organisations Training is free of charge Users can access the training calendar and register for training via the training link on Home page of Funded Agency Channel User guides User guides and videos can be found under My Agency on the Home page E.g. of user guides: How to submit SACC, How to change ebusiness password. E.g. of videos: How to submit SACC, How to view Service Delivery tracking reports

eBusiness portal The ‘security door’ for accessing departmental applications Registration for funded agency channel and other applications such as CRISSP and RIDS Individuals must register themselves. It cannot be done on someone else’s behalf More than one person can register per organisation Organisation Authority (OA) in each organisation approves access requests Forgotten passwords – use the automated password reset then email eBiz@dhhs.vic.gov.au if you do not get a response within two hours Ensure email address is current as this is where the new password is sent (update My Profile) Organisation cannot be found in eBusiness - email fac@dhhs.vic.gov.au

My Agency

My Agency Service Agreement Module Data and performance Resources Contains secure service agreement related information and performance reports for each funded organisation Data for inclusion in My Agency is gathered from a variety of program areas to provide organisations with a single point of access for all their data/reporting requirements Data displayed in My Agency cannot be updated directly within My Agency All changes to data must be made directly into the system from which the data has been gathered, e.g. HACC MDS, and then changes will be transferred to My Agency

Resources Links to a number of resources aimed at funded organisations State Government of Victoria insignia Planning and research

Data and performance SAM reports provide organisation specific data from the Service Agreement Module (SAM) for current, past and future years’ service agreements

Data and performance Organisation specific reports funding, performance measures, payments made to your organisation. Covers agreements DHHS and DET which may include Adult Community and Further Education (ACFE) Live Learn Local Organisation user report Data shown in reports is extracted at 7:00 am daily

User details Organisation User Report Displays all registered users for your organisation If one of these people leave your organisation email fac@dhhs.vic.gov.au so we can organise to remove them from all systems (FAC, SAM and eBusiness)

How is a service agreement structured? Each funded organisation has at least one agreement with one department, but may have an agreement with more departments Each agreement contains one or more activities which are grouped in services plans and divisions that fund the activities i.e. Community participation can include neighbourhood house and men’s sheds activities Each activity has one or more sub-activities that may provide further description of the service to be provided.

How is a service agreement structured?

Reports For all reports, the first page is a heading page, data is on the second page Different parameters can be selected e.g. department, financial year, agreement number, service plan, area After changing parameters, view report refreshes the data

Structured reports A number of reports designed to be printed as PDF A4 landscape E.g. SAM02b-Current funding report

Current financial year reports SAM03 – Invoices Displays all invoices paid to date

Current financial year reports SAM04 – Payment Schedule Displays the current version of the payment schedule

My Agency - Service Agreement Information Service Agreement Module (SAM) A cut down organisation view of the departments’ service agreement management system SAMS2 Service Agreement Module Information How to use SAM and My Agency – links to documents and videos

Service Agreement Module (SAM) An organisation view of the department’s SAMS2 (Service Agreement Management System) application and provides service agreement information in real time for funded organisations Organisations can accept first time agreements, change organisation staff member contact details and upload compliance documentation through SAM SAM contains information from 5 September 2011 onwards – all previous year service agreement information is available under historical service agreement reporting (under Previous financial year reports 2011/12 – 2013/14 under data and performance). Please refer to the Service Agreement Module User Guide for organisations in your handouts for more information about SAM.

Service Agreement Compliance Certification

Contact us Before calling the helpdesk refer to : User guides Videos Training calendar Service Agreement Information Kit FAC User support (Helpdesk): Email: fac@dhhs.vic.gov.au Phone: Funded Organisations: 1300 799 470 (option 1 then option 5)

Funded Agency Channel overview To receive this publication in an accessible format email Service Agreement Communications <SAComms@dhhs.vic.gov.au>. Authorised and published by the Victorian Government, 1 Treasury Place, Melbourne. © State of Victoria, Department of Health and Human Services, July 2017.