Document ID: chunk:federal_register_of_legislation:F2024L00854:body:0:p28
Version: federal_register_of_legislation:F2024L00854
Segment Type: other
Provision Reference: 
Character Range: 80703–83857

meeting accountability obligations, demonstrate compliance with the CGRPs and the resource management framework, and show that due process has been followed in actions and decisions.
          * Officials should have regard to grants-specific record keeping requirements and the implications for record keeping of the grants-specific mandatory requirements in Part 1 of the CGRPs relating to requirements for ministers and officials regarding web-based reporting.
    14.7.   Good record keeping assists entity performance by better informing decision-making. For example:
          * where officials can identify previous and current grantees and their performance they will be better able to assess risks;
          * decision-makers must document the reasons for decisions in awarding grants[81] (and where appropriate not awarding grants) as this will assist equitable application of the assessment criteria, in particular, when selection processes are conducted over an extended period of time. This helps to ensure that grants are awarded to those grant activities that best satisfy the objectives of the grant opportunity; and
          * where it is proposed to use a method other than a competitive, merit-based selection process, officials should document why this approach has been used.[82]
Grant Agreements
    14.8.   Officials should ensure that grant agreements are well-drafted and are fit-for-purpose, as this will contribute to good governance and accountability. Grant agreements are an opportunity to clearly document the expectations of all parties in relation to the grant. Both officials and grantees should clearly understand conditions in the grant agreement. The use of plain English facilitates this. A well-drafted grant agreement is one that provides for:
          * a clear understanding between the parties on required outcomes, prior to commencing payment of the grant;
          * appropriate accountability for relevant money, which is informed by risk analysis;
          * agreed terms and conditions in regard to the use of the grant, including any access requirements; and
          * the performance information and other data that the grantee may be required to collect as well as the criteria that will be used to evaluate the grant, the grantee's compliance and performance.
    14.9.   There is no form of grant agreement that is right for all grants. However, unless legislation or policy mandates the form of an agreement, officials should choose the appropriate form of agreement, based on:
          * an analysis of the risks;
          * consideration of proportionality;
          * the context in which the grant is made (for example, the nature of the grantee, relevant applicable legislation, and relevant policy directions);
          * guidance material, templates and tools provided by Finance; [83]
          * officials and the grantee working collaboratively;
          * the best way to resolve issues that may arise; and
          * legal advice, where appropriate.
    14.10.   Officials should ensure that the grant agreement supports proper use and management of relevant money. The grant