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Schedule of Works
Our BURF Schedule of Works has been approved; however we would like to vary one of the approved sub projects. What do we need to do?
Where the change to the sub project is very minor, such as slippage of timeframes by one or two months within the project period, this can be handled through the reporting processes outlined at clause 9 of the Funding Agreement.
Substantial changes to the Schedule of Works MUST be approved in writing by the Minister’s Delegate prior to implementation of the change.
Please submit a revised Schedule of Works, highlighting the changes and outlining the reason for the request, to cdp@deewr.gov.au for consideration by the Program Delegate.
Please contact the Program Manager at cdp@deewr.gov.au if further advice is required.
Variations to Schedule of Works
What is the process for reporting milestone slippage? In what scenarios do I need to submit a request to vary the Funding Agreement?
To determine what level of reporting is required, including variations of Funding Agreements, please refer to BURF Reporting Scenarios.
If you are required to report milestone slippage please refer to Progress report – slipped milestone example for guidance on how to complete the progress report.
Reporting
Must I use the Progress Report Template in order to complete the progress report to DEEWR?
Yes, all Progress Reports must be submitted using the template provided, including font (Arial) and font size (11)
How should I submit our Progress Report?
All reports must be submitted in both electronic and hard copy. Electronic copies should be sent to:
CDP@Deewr.gov.au
Hard copies should be sent to:
The BURF Coordinator
Education Investment Fund Branch
Higher Education Group,
LOC C71NB4
GPO Box 9880
Canberra ACT 2601
What attachments should be included with the progress Report?
The following attachments should be included.
- Table 1 – Progress Against Milestones.
- Table 2 - Income and Expenditure Statement.
- Photographs if applicable.
- Copies of all relevant certificates of completion where the project involved the creation of any new building, or extension to, or modification of, an existing building.
How do I complete TABLE 1: Progress and expenditure by Project Component and Milestone?
This table asks you to provide key information which will be used to compare Project Progress with the approved Schedule of Works.
The Planned Milestones section asks you to identify the key milestones from the Schedules of Works that you will report against. The milestones should be descriptive and measurable.
Can you provide an example of a milestone?
Milestones should be identified for the key stages of the Project. The milestones should directly relate to milestones documented in the Schedules of Works. For construction projects this might include: site preparations completed, construction completed, fit-out completed, internal refurbishment completed, installation of specialist teaching equipment completed etc.
For ICT projects this might include: purchase of equipment, setup of servers, installation of fibre optic cable, completion of upgrades, bringing access grids online etc.
Milestones that provide no explanatory information such as milestones described as “Project commencement” and “Project completion” are not appropriate.
If milestones change significantly during the project you are required to inform us and seek approval of an amended Schedule of Works.
Do we have to attach photographs?
If you have hard copy or digital photographs demonstrating achievement of milestones, please include them. Please note these will be required for the Final Report.
Is it necessary to include copies of all relevant certificates of completion where the Project involved the creation of any new building, or extension to, or modification of, an existing building?
Yes, where milestones have been completed and these have been obtained. Please note these will be required for the Final Report.
Do we need to include any other funding sources in Table 2?
Yes, include all funding sources, and itemise university contribution, CDP, State, EIF or other Australian Government funding. State clearly which parts of the BURF project have been funded by each type of funding.