Compliance Briefing July 09


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  • Where does all this data and information go?? It essentially feeds into our annual review of your compliance and performance as a registered agency. This slide highlights the dual focus of the regulatory environment, and the 3 key areas we look at within our annual review.
  • Our review process involves several steps, including the tabling of a final draft report with the board at which point we are available to speak at a board meeting.
  • From the final report, a brief regulatory plan is created and monitored over the remainder of the calendar year.
  • Compliance Briefing July 09

    1. 1. Regulation <ul><li>Presentation at: </li></ul><ul><li>Housing Registrar – Community Housing Federation of Victoria Workshop </li></ul><ul><li>21 July 2009 </li></ul><ul><li>Michael Forbes </li></ul>
    2. 2. History <ul><li>Amended Housing Act 1983 – new Part 8 – enacted January 2005 </li></ul><ul><li>First two agencies registered before 30 June 2005 – Loddon Mallee Housing Services & Supported Housing Ltd </li></ul><ul><li>Performance Standards and Intervention Guidelines gazetted in August 2005 </li></ul><ul><li>First regulatory reporting & review for 2004-05 year </li></ul><ul><li>Six registered agencies by end September 2005 (5HAs), 12 by 30 June 2008 (8HAs), 38 by 30 June 2009 (8HAs) </li></ul>
    3. 3. Objectives of Regulation <ul><li>Well governed, well managed and financially viable organisations </li></ul><ul><li>Enhanced capacity to attract, develop and protect investment in affordable housing </li></ul><ul><li>Quality assurance and continuous improvement in services and outcomes for tenants </li></ul>
    4. 4. Principles of operation <ul><li>Transparency </li></ul><ul><li>Accountability </li></ul><ul><li>Proportionality </li></ul><ul><li>Consistency </li></ul><ul><li>Targeting </li></ul>
    5. 5. Our code of practice <ul><li>Maintaining confidentiality of commercial-in-confidence information </li></ul><ul><li>Courtesy, sensitivity in communication, and respect for diversity </li></ul><ul><li>Impartiality & objectivity in evaluations </li></ul><ul><li>Open & transparent in communicating judgements </li></ul><ul><li>Timely in reporting back & honest and fair in way we report findings </li></ul><ul><li>Consistency in application of standards & making judgements </li></ul><ul><li>Committed to innovation, and continuous improvement + excellence </li></ul>
    6. 6. Translating into action <ul><li>Lead contacts for each agency – for regulation and financial appraisal </li></ul><ul><li>Managers of regulation and financial appraisal (& Director) also accessible </li></ul><ul><li>Seeking to build open and mutually respectful relationships – we have a role & responsibilities and so do you in the housing sector </li></ul><ul><li>We are all relatively new to regulation </li></ul>
    7. 7. What we expect of agencies <ul><li>Proactive and timely in keeping us informed </li></ul><ul><li>Courtesy in contact with us & other stakeholders </li></ul><ul><li>Open, honest and constructive in offering feedback on our approach </li></ul>
    8. 8. Regulation Components <ul><li>Regulatory engagement - Our Regulatory Framework & 5 supporting documents + Guidance & good practice notes </li></ul><ul><li>Reporting – templates, online form, documents </li></ul><ul><li>Review – annual process -> report & regulatory plan </li></ul>The regulatory framework
    9. 9. Proposed risk model <ul><li>3 categories of agencies </li></ul><ul><ul><li>High (HAs) </li></ul></ul><ul><ul><li>Medium (HPs with complex businesses and/or property ownership) </li></ul></ul><ul><ul><li>Low (HPs with less complex businesses & no ownership) </li></ul></ul><ul><li>Differentiation in engagement, reporting and review </li></ul><ul><li>Formal advice to sector on this in coming weeks </li></ul>
    10. 10. Reporting summary   Legislative requirements Registrar specified requirements   Annual   August        Data on results against key performance measures**      Self assessment of achievements against objectives & targets in the annual business plan for the past year *      Annual business plan for the new year *       Summary of complaints managed by agency   Annual   28 days after annual general meeting        Self assessment of performance against performance standards *      Audited financial statements & accounts       Declarations     Financial performance report showing historical & projected figures *     Occasional (as required )      Register updates       Notifications of changes to constitution or rules       Any other reports or information that the Registrar may require on an agency’s operations     New or updated versions of policies, procedures and other critical agency business documents      Reports or other evidence of implementation of relevant processes and systems within agency  
    11. 11. REGIS <ul><li>Housing Registrar’s online application – accessed via front page of </li></ul><ul><li>Reporting templates + online Complaints Handled form </li></ul><ul><li>Agency documents library </li></ul><ul><li>Agency register details </li></ul>
    12. 12. Completing templates / forms <ul><li>Copies in your workshop folders </li></ul><ul><li>Separate training being organised for completing Financial Performance Report </li></ul><ul><li>Where similar information may have recently submitted via registration application, then discuss with lead contact/s </li></ul><ul><li>Reporting for first time – flexibility in level of detail, and recognition that some data sought by us may not be available </li></ul><ul><li>We will now go through one by one </li></ul>
    13. 13. Regulatory review <ul><li>Annual but proportionate </li></ul><ul><li>Dual focus – compliance and performance </li></ul><ul><li>Compliance with Performance Standards </li></ul><ul><li>Compliance with other legislative requirements – agency register, complaints procedure & register </li></ul><ul><li>Performance improvement – achievements against business plan objectives & targets, and in relation to our key performance measures </li></ul>
    14. 14. How we use agency reports <ul><li>PS self assessment – compliance with PS and continuous improvement </li></ul><ul><li>BP self assessment – continuous improvement </li></ul><ul><li>KPM data – compliance with PS, continuous improvement (trends), and overall comparative performance </li></ul><ul><li>Complaints data – compliance with other, and compliance with PS (tenancy management) </li></ul><ul><li>New BP – compliance & continuous improvement (addressing issues identified), and consistency with registration category </li></ul><ul><li>Audited accounts & financial performance report – compliance with PS (financial viability) and consistency with BP </li></ul><ul><li>Declarations, register updates, and notifications of changes – compliance with other </li></ul><ul><li>Documents - compliance with PS and continuous improvement </li></ul>
    15. 15. Review process <ul><li>Submission of reporting requirements to Housing Registrar </li></ul><ul><li>Collection of feedback from other relevant parties eg. HPF </li></ul><ul><li>Clarification / discussion with agency </li></ul><ul><li>2 draft reports - first to CEO/ Manager, second to Board </li></ul><ul><li>Confidential </li></ul>
    16. 16. Regulatory plan <ul><li>Developed on a calendar year basis with agencies </li></ul><ul><li>Extension of findings / major issues identified in annual review process </li></ul><ul><li>We meet with agencies throughout calendar year to regularly review plan and update as required </li></ul>