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Learn how to manage your funding and engage with the Digital Investment Office (DIO) over the lifetime of your project.
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Project reporting and assurance
You are required to report the progress of your capital project in several ways:
- Progress and performance reporting (Key Performance Indicators)
- Financial reporting
- Assurance activities like project health checks (if applicable)
- Ministry-specific reporting requirements (if applicable)
Progress and performance reporting
Shortly after receiving capital funding approval, your team developed Key Performance Indicators (KPIs) for your project.
Your team must submit annual progress updates on these KPIs to the DIO to report on the status of your project. These updates provide information on the project’s progress towards your outcomes, success metrics and KPIs.
You can find the due date for your annual KPI report in your project’s Assurance and Support Plan (DOC, 31KB). You’ll need to have the report approved by the Responsible Executive Director before you submit it to Digital.InvestmentOffice@gov.bc.ca.
Reporting your progress
You’ll use the same template (XLSX, 58KB) to report on your progress as you used to create your KPIs at the start of the project.
Update date
This is the date you are providing the update.
Status
The status reflects the extent of progress your project has made in reaching its set target.
- Completed: The KPI has been fully achieved, and no further updates are required
- On Track: The KPI has not yet been completed, but progress is aligning with your project timelines
- Not on Track: The KPI is incomplete, with some aspects not progressing as planned, potentially leading to delays or not meeting the target. Please provide specific details in the comments section
- Deferred/Descoped: The KPI will not be completed in the current project phase but is planned for completion in a future project or phase. Include details in the comments section
- Discontinued: The KPI is no longer being monitored or tracked. Provide an explanation in the comments section
Current measurement against baseline or update regarding milestone
Provide an update on your project’s current performance compared to your baseline and target. If your KPI can be measured during the project’s development phase, provide a numerical or quantifiable description of its progress.
For example, if your baseline was that your team could process 11 requests per day and your target was that they could process 30 requests per day, you would record the number of requests the team can currently process.
Comments & Details
Provide additional details about your project’s progress. What is going well? If there are delays or problems, what are they?
Connect with your DIO portfolio contact if you have questions on your reporting requirements.
How we use your progress report information
The Digital Information Office (DIO) recognizes the complexities and challenges of digital service delivery. The information you submit will not lead to a suspension or withdrawal of funding. If your project encounters delays or obstacles, our goal is to support you to address these and deliver your project successfully.
The DIO may aggregate the data from your KPI reports for use in the DMCDD Digital Investment Annual Report.
Financial reporting
Your ministry may ask you to submit financial reports for your project, which they include in their reports to the DIO. If you have any questions about your responsibilities for financial reporting, contact your ministry contact.
Project health checks
Your project may be subject to project health checks. You can confirm if and when health checks will happen in your project’s Assurance and Support Plan.
A project health check is a meeting between the Digital Investment Office (DIO), the Responsible Executive Director, key project team members and Ministry IT/IMB representatives to review the progress, finances and future work of your IM/IT capital project.
The DIO will send out the invites and you can contribute to the agenda in advance of the meeting. We’ll keep the group small – you can choose one or two people from the project team to join the meeting, along with someone from your Ministry’s IT/IMB branch.
Please remember that we need the project’s Responsible Executive Director (RED) present at the project health check. If the RED can’t attend, we’ll have to reschedule.
Learn more about the project health check and how to prepare (PDF, 160KB).
Project roadmap
At the project health check, you will be asked to share the project’s upcoming work and deliverables. Please make sure to give a copy of the project roadmap to the DIO either before or at the meeting. You can send your roadmap in advance by email to your DIO portfolio contact.
Other assurance activities
If the DIO asks to follow up on a specific issue or request, your project may be subject to other assurance activities. You’ll find the details in your project’s Assurance and Support Plan. If you have questions about your Assurance and Support plan, connect with your DIO portfolio contact.
Ministry-specific reporting requirements
Your ministry may have specific requirements to provide updates on your project. You can contact your ministry contact if you have questions about these requirements.
Funding condition report backs
The DMCDD or the DIO may place a condition on the approval of your project. A report back is one type of condition.
Report backs allow the DIO and DMCDD to follow up on items that were identified as areas of concern after assessing your business case. There are no templates for report backs. If a report back condition is placed on the approval of your project, you’ll receive instructions in your funding letter that specify what you must provide in your report back.
Your response to the report back condition must be approved by your MCIO and executive project sponsor. If the report back impacts the release of funding, then we expect you to notify your ministry CFO, but we don’t require proof of their approval in your report back.
How to complete your report back
Report back requirements vary from project to project. Contact your DIO portfolio contact to learn about your requirements to deliver (or in some cases, present) your report back.
If you need to report back to the DMCDD, you must connect with your DIO portfolio contact to schedule a meeting to present your report back to the DMCDD. Be prepared to follow standard DMCDD timelines.
Your report back materials must be ready nine weeks before the DMCDD meeting.
Change requests
A change request describes a change in the scope, financial arrangements or timelines of your approved project. The DIO accepts change requests throughout the year and aims to respond to requests within 2 to 3 weeks of submission. This timeline may be longer if additional information or discussion is required. For example, you may need to revise your change request before it’s approved based on feedback from the DIO or other parties.
Contact your DIO portfolio contact to confirm if there is a submission deadline for your change request. This may occur if you need a response to your request before a specific date (for example, before the start of the DIO’s capital allocation planning cycle).
To submit a change request, complete the change request template. Submit your completed template to the DIO and CC the Digital Advisory Services (DAS) Director. Your DIO portfolio contact can provide contact information for the DAS Director.
Cost recovery
Throughout your project’s lifecycle, your ministry must submit journal vouchers (JVs) to recover costs from the DIO. Your ministry’s finance department handles this process on your behalf.
Connect with your ministry contact if you have any questions about cost recovery.