Project health and progress reporting
Your team must submit regular updates to the DIO to report on the status of your project. These updates provide information on your project’s health and progress towards your outcomes, success metrics and key performance indicators (KPIs).
Reporting requirements vary by project. Connect with your DIO portfolio contact to understand your responsibilities for reporting on your project’s health and progress, and to get the necessary templates and timelines.
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.
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 assessment of 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.
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 determine 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.
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.
Project reporting templates, forms and documents