Relevant entities are responsible for the quality and content of the data that they publish and report on AusTender. In order to effectively meet their publishing and reporting obligations, relevant entities should implement appropriate measures to quality assure any data published on AusTender for completeness and accuracy.
For example, an entity may consider:
- establishing a fit-for purpose quality assurance review process to ensure that data is created and reviewed by separate resources prior to publication on AusTender
- providing guidance and training to assist procurers to understand their publishing and reporting obligations
- conducting regular quality assurance reviews of their AusTender data.
If a relevant entity has a devolved internal procurement environment, it may consider requiring that a line area conducting a procurement should refer to the central procurement team for advice/clearance before reporting certain types of contracts.
Relevant entities may consider prioritising the review of certain Contract Notes (CNs). For example, entities may check that:
- consultancies are identified correctly
- confidentiality provisions are accurately reflected
- descriptions are short, clear, relevant to the contract, and where appropriate, provides additional information to the category
- where a contract has been entered into under a SON, the correct SON ID is identified, and the procurement method matches the SON procurement method
- open tender CNs reference the correct ATM ID
- the relevant Commonwealth Procurement Rules Appendix A exemption or limited tender condition has been reported for limited tender procurements at or above the relevant procurement threshold
- overseas procurements are identified correctly
- where a contract has been novated, supplier details are updated
- significant changes to contracts are reflected accurately on AusTender
- UNSPSC categories selected are appropriate.
The Department of Finance also assists relevant entities by:
- checking for anomalies in data published on AusTender and alerting entities
- regularly reminding relevant entities of their reporting obligations and to review their data ahead of major reporting deadlines such as the end of financial year reporting and Senate Order reporting processes.
