Reporting on the HSV Purchasing Policies
Sections 2.2 e) and 2.2 f) of HSV Purchasing Policy 1. Governance outline the reports Victorian public health services are required to prepare under the HSV Purchasing Policies (HSV PPs).
For information on how we assess health service compliance with the HSV PPs see the assessing compliance with the HSV Purchasing Policies page.
Reporting requirements
The reports health services are required to prepare include:
- a triennial audit of compliance with the HSV PPs
- an annual self-assessment of compliance with the HSV PPs
- an annual attestation of compliance with the HSV PPs
- an annual procurement activity plan, contract register and on-selling arrangements
- real time status reporting on compliance with HSV contracts
- ongoing reporting of non-compliance with the HSV PPs.
Each requirement is detailed below.
For an overview of the requirements, refer to the Guide to reporting requirements for the HSV Purchasing Policies.
Triennial audits
Every three years, Victroian public health services must undergo an audit of their compliance against the HSV Purchasing Policies.
However, if we have compliance concerns, we may request a spot audit at any time.
Aduit schedule
To see when your health service is scheduled to be audited, go to:
My Dashboard > Compliance Portal > Triennial Audit Program.
Audit report due date
Audits must be completed and the audit report submitted to HSV by 30 June of the scheduled year.
Report requirements
The Chief Executive Officer (CEO) of the health service must submit the audit report to HSV.
The submission must include:
- a written response to the audit report and its findings
- confirmation that the audit report has been presented to and endorsed by the health service’s board or delegated governance committee
- the CEO's signature or email signature.
Chief Executive Office response
To confirm your audit report has been endorsed by your board/committee and the CEO:
- copy and paste the statement below into a Word document and upload it to the submission form
- replace the highlighted default text
- ensure the statement is signed by the CEO or submitted from the CEO's email account.
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[Date] Triennial Audit Program I confirm that [Name of health service] has been audited against the HSV Purchasing Policies. The attached audit report, completed by [Name of auditor/firm], includes our responses to identified issues and the recommended improvements with timeframes. This report was presented to the [Name of health service board/committee] on [date of board/committee meeting], and the recommendations have been reviewed and accepted. If you have any questions, please contact [Contact name], [Position] at [email address]. [CEO Name] |
Annual self-assessments
Health services must assess their compliance with the HSV PPs every year. This includes assessing their compliance with HSV contracts and supply chain requirements.
Health services must use the HSV Purchasing Policies compliance self-assessment tool to complete their annual self-assessment report.
Annual self-assessments are due by 31 May each year.
Annual attestation
Victorian public health services must publish an annual attestation of their compliance against the HSV Purchasing Policies in their annual report of operations.
Select the most relevant attestation to your circumstances from the options below.
Attestation option 1Scenario: Health service is fully compliant with the HSV Purchasing Policiess. I, [Authorising Officer], on behalf of [name of health service], certify that the [name of health service] is fully compliant with respect to the HSV Purchasing Policies as required by the Health Services Act 1988 (Vic). [Name of health service] has implemented appropriate internal controls, which have been critically reviewed throughout the year. [Insert signature] [Full name] Attestation option 2Scenario: Health service has identified non-material non-compliances with the HSV Purchasing Policies, but has an agreement in place with HSV to rectify the issues. I, [Authorising Officer], on behalf of [name of health service], certify that [name of health service] has no material compliance deficiency with respect to the HSV Purchasing Policies as required by the Health Services Act 1988 (Vic). While instances of non-material non-compliance have been identified during the reporting period, [name of health service] has an agreement in place with HealthShare Victoria to address and rectify these issues. These instances do not constitute material non-compliance and have not had a significant impact on procurement governance or operational integrity. [Name of health service] has implemented appropriate internal controls, which have been critically reviewed throughout the year. [Insert signature] [Full name] Attestation option 3Scenario: Health service has identified material non-compliances with the HSV Purchasing Policies. I, [Authorising Officer], on behalf of [name of health service], certify that the [name of health service] has the following material compliance deficiency(ies) with respect to the HSV Purchasing Policies as required by the Health Services Act 1988 (Vic): [For each Material Compliance Deficiency, insert a reference to the relevant HSV Purchasing Policy requirement, HSV agreement, or HSV Supply Chain arrangement, summary of the issue, and action(s) being taken to address the issue, and their anticipated timeframe(s).] [Insert signature] [Full name] Attestation option 4Scenario: Health service purchases goods and services from another health service. I, [Authorising Officer], on behalf of [name of health service], hereby certify that [name of health service] has no material compliance deficiency with respect to the HSV Purchasing Policies as required by the Health Services Act 1988 (Vic). [Name of health service] has undertaken appropriate due diligence and relevant checks of purchases through [name of other health service] and certify that there are no material deficiencies. [Name of health service] has implemented appropriate internal controls, which have been critically reviewed throughout the year. [Insert signature] [Full name] |
Annual procurement activity plans, contract registers and on-selling arrangements
At the end of every financial year, health services must submit three activity reports:
- A procurement activity plan (PAP). The plan must include all anticipated activities for the next 12 to 18 months.
- A contract register listing all current contracts in place at the time of submission.
- Details of all product on-selling arrangements.
Health services must use the activity report template for their activity reports.
Activity reports are due by 31 May each year.
Real time status reporting
Health services must report in real time on their compliance with HSV contracts and supply chain requirements. For example, health services must report when they transition to new HSV contracts following a transition period.
Ongoing reporting of non-compliance
Health services must report any non-compliance with the HSV HPPs that is high risk. Non-compliance is high risk if it is likely to have a significant impact on the health service.
How to submit reports
Health services must submit compliance reports to HSV via our CPO Compliance Portal.
Reporting tools and templates
We have a range of reporting tools and templates available to assist health services to comply with the HSV PPs. Health services are expected to use the templates for their reports.
Content reviewed: November 2024