Outcome Agreement Management Plan

OAMP owner(s)

Last Updated: 25 November 2016

Table of contents

1. Purpose of this document 2

2. Summary of services and outcomes 2

How we will work together 2

3. Principles we will follow 2

4. Organisation / relationship manager contact details 2

5. When we will meet, and why 3

6. Ground rules to ensure meetings are productive 3

7. Resolving disputes and issues, including establishing a remedy plan 4

 4

 4

8. How we will manage risk 4

Appendix One – Managing and administering the contract 5

9. Payment approvals and processing 5

11. Contract variations agreed/in progress 5

Appendix Two– Key Events and Activities Table 6

Appendix Three– Risk Register 7

What the agreement is for

Purpose of this document

In this OAMP we outline how we will work together to deliver resettlement services to new migrants transitioning through the Miramar Immigration Centre.

This OAMP is not legally binding.

Summary of services and outcomes

The New Migrants Resettlement Services contract is part of the wider Supporting People programme managed by the Ministry of Immigration (MoI). Social Services Inc has been selected following an open tender process to provide the services under this outcome agreement to MoI for an initial 3 year term, with an option to extend the agreement for a further three years. The primary outcome of the contract is the effective settlement of new migrants into the community. Social Services Inc has been successfully providing these services for 9 years, and has been the successful provider each time it has gone back to market.

A table of the key events and activities under this outcome agreement is at Appendix 2.

How we will work together

Principles we will follow

Our relationship recognises the Kia Tutahi Relationship Accord (The Relationship Accord between the Communities of Aotearoa New Zealand and the Government of New Zealand) and the Code of Funding Practice.

We will :

act honestly and in good faith

practice open and timely communication

work collaboratively and constructively – including to resolve problems and issues

recognise each other’s responsibilities

encourage quality and innovation to achieve positive outcomes.

Organisation / relationship manager contact details

Our contact details are listed below:

When we will meet, and why

We will meet bi-monthly to:

review and discuss what has been achieved for clients

explore the factors and the story behind the performance measurement data

discuss priorities and decide actions

review services

review and confirm performance measures.

In the first three months of delivery the priorities for discussion are:

Progress with implementation of the service

Any support for implementation needed by the provider

Any risks to implementation and service delivery

We will record the minutes of all meetings and follow up actions and distribute to each of the parties.

Meetings will be held at SSI’s premises.

Any agreement in a meeting will not vary the Outcome Agreement unless varied in accordance with the variation procedures in the Framework Terms and Conditions.

Ground rules to ensure meetings are productive

We have agreed to ground rules for open discussion:

openly express ideas and questions

practice active listening

speak honestly at all times and avoid surprises.

keep an open mind (avoid quick assumptions).

Treat all participants with respect.

We have agreed to ground rules for decision-making:

focus on constructive solutions aimed at achieving the specified outcomes

achieve a group consensus; silence is taken as consent.

Resolving disputes and issues, including establishing a remedy plan

We have agreed that disputes will be managed through the following escalation process.

How we will manage risk

We have identified the risks associated with this service and they are recorded in Appendix three.

Appendix One – Managing and administering the contract

Payment approvals and processing

SSI invoices will be emailed directly to the AP email box for scanning into FMIS for payment processing. SSI invoices will quote PO 12345, which will trigger work flow to the General Manager for approval for payment. SSI payment terms within FMIS are 14 days from invoice receipt.

Contract variations agreed/in progress

The following table lists all the agreed / in progress contract variations

Appendix Two– Key Events and Activities Table

Summary of Key Events and Activities

The following table summarises the main events and activities during the life of the Outcome Agreement, including:

Invoicing

Payment

Reporting to the Purchasing Agency

Relationship meetings and review meetings

Appendix Three– Risk Register

The Risk Register will be managed by the Purchasing Agency. The Register should be reviewed on a regular basis, including being reviewed as part of relationship meetings between the parties.