Glossary

The Hub Common Language

This list defines the standard terms used by the Community Grants Hub and is arranged alphabetically.

Accountable Authority
The person or group of persons responsible for governing the Commonwealth entity.
Accountable Officer
A senior staff member, someone who is able to commit the organisation to a course of action.
Address
The channel details with which a Party may be communicated. Addresses may be physical addresses, postal addresses or electronic addresses.
Assessment Criteria
The specified principles or standards, against which grant applications will be judged. These criteria assess the merits of a grant application and, in the case of a competitive grant selection process, to determine grant applicant rankings.
Awarded Grant
A Grant that has an executed Grant Agreement or Grant Agreement variation.
Boundary
A closed, connected set of coordinates that defines a geographic boundary with an area and perimeter. They can be naturally occurring boundaries like lakes and forests or artificial like states, regions or federal electorates.
Broad based program model
Standard services through a single delivery framework, across a wide range of locations, and by a number of providers.
Business Rule
This compares, computes or validates certain data and then may set other values for processing to select a path or change direction.
Capacity Building and Enabling Projects Program Model
Build capability or capacity of NGOs, or a particular service sector, to ensure the long-term sustainability of service delivery and to cultivate relationships.
Capital Support Program Model
Infrastructure or capital works that include the purchase of land, buildings or infrastructure, or the renovation of existing buildings or infrastructure.
Certifying Party
An external Party that issued the accreditation, certificate, license, registration, etc, for a Capability and is authorised to do so.
Client Agency
A Government Entity that has, or may, agree to use grant administration services supplied by the Hub.
Co-sponsored Opportunity
Sharing a Grant Opportunity allows for the associated Commonwealth entities to report grants awarded against the Grant Opportunity.
Commonwealth Entity
This is the Government body (agency or department) charged with delivering the PBS outcome.
Competitive Selection
A selection process for a Grant Funding Round in which applications close on a specified date and applicants are assessed against Selection Criteria and ranked in order of merit.
Contact Person
The first point of contact for this party for general queries and actions. There may be multiple contact people at an organisation, connected to different Grant Activities.
Coordinates
A geographical point, usually expressed as latitude and longitude, and sometimes elevation
Direct Selection
A direct selection process does not require organisations to apply for a grant and is used in instances where Ministerial or Executive direction is given to fund specific service providers who have a proven record for delivering government outcomes.
Electronic Address
Includes online services such as web, email and social media addresses. Includes multi-party audio and video communication services such as phone, video and IP telephony numbers and identifiers (Skype, etc) and non-interactive services that use the same channel such as fax and SMS.
Eligibility Criteria
The mandatory rules that a grant applicant must achieve (or be) to qualify for consideration for a grant. Eligibility Criteria may apply in addition to Assessment Criteria. There may be restrictions to certain Party Types.
Event
The activities that occurred during a business transaction. Event data records the activity that occurred, who did it, when it was done and the result. An event records an instance of a workflow.
Financial Officer
The contact person for financial matters associated with Grants. Does not imply the Chief Financial Officer. There may be multiple financial people at an organisation, connected to different Grant Activities.
Financial Payment
A Financial Payment is a monetary transfer to a Grant Recipient. It will consist of one or more Grant Payments.
Forecast Opportunity
A notice of a Commonwealth Entity’s anticipated grant opportunities for the coming year.
Grant
An arrangement for the provision of financial assistance by the Commonwealth or on behalf of the Commonwealth:
  1. under which relevant money or other Consolidated Revenue Fund money is to be paid to a recipient other than the Commonwealth; and
  2. which is intended to assist the recipient achieve its goals; and
  3. which is intended to help address one or more of the Australian Government’s policy objectives; and
  4. under which the recipient may be required to act in accordance with specified terms or conditions.
Grant Activity
Grant Activity is the project/tasks/services that the Grant Recipient is required to undertake with the grant money.
Grant Activity Manager
The person in the agency responsible for the process of engaging and working with Grant Recipients to provide support and ensure reporting requirements and outcomes under the Agreement are met and related funds are effectively managed.
Grant Administration
The whole process of granting activity and includes: planning and design; selection and decision-making; the making of a grant; the management of grant agreements; the ongoing relationship with grants recipients; reporting; and review and evaluation.
Grant Agreement
Sets out the relationship between the parties to the agreement including terms and conditions. It is also used as a collective noun for Grant Agreement, Schedule and Activities.
Grant Agreement Schedule
This is the highest level of service delivery and specifies the details of the grant.
Grant Applicant
An individual, organisation or consortium that is applying or has applied for a grant.
Grant Application Process
The steps that must be followed by a Grant Applicant in order to be considered for a grant. It includes the forms and documentation that a Grant Applicant must complete and the Selection Criteria that the grant applicant must address.
Grant Beneficiary
The individual or organisation that directly or indirectly receives a gain or benefit from activities funded by a grant. A Grant Beneficiary may or may not be the Grant Recipient.
Grant Beneficiary Location
This is the place that beneficiary resides or their principal business location.
Grant Beneficiary Measure
Data that measures grant activity performance, and contributes to evaluating program performance indicators. Recorded measures may be qualitative or quantitative.
Grant Connect Reference Identifier
The Grant Connect Reference Identifier is unique within Community Grants Hub agencies. It is an externally published identifier associated with a single grant (opportunity and/or awarded).
Grant Funding Round
A program’s (stream’s) allocated budget for a particular period, to achieve a purpose.
Grant Guidelines
Grant guidelines articulate the grant administration process for stakeholders. It may be one document or a suite of documents that explains the purpose, processes and requirements for a grant.
Grant Joint Funding Body
Another party responsible for part of the money required by the grant recipient. There may be many. This could be a private organisation and/or another level of government.
Grant Location
The service areas and Service Outlets (delivery points) of a Grant. It will also define the location of Grant Beneficiaries.
Grant Milestone
A point that must be achieved by the grant recipient. It may be a reporting or payment milestone.
Grant Opportunity
A grant funding round that is currently accepting applications. A notice will be published on Grant Connect advertising the availability of Commonwealth Grants.
Grant Payment
This is a payment associated with a particular grant agreement (through a grant schedule).
Grant Recipient
An individual or organisation that has entered into a grant agreement with a Commonwealth entity.
Grantee
The legal entity specified in a grant agreement and includes, where relevant, its officers, employees, contractors and agents. Except for legal documents, the term grant recipient is preferred.
Hub Account Manager
The Hub representative reporting to a Hub Relationship Manager who is responsible for assisting one or more agencies to use the Hub services.
Hub Relationship Manager
The Hub representative who is responsible overall for assisting one of more agencies with implementing their Programs using the Hub services.
Individualised Support Program Model
Client-led service delivery allowing clients to choose a provider that best suits their needs.
Interested Party
Potential grant recipients and beneficiaries who may have valuable insights into how best to design and implement the proposed granting activity and will assist to ensure outcomes are appropriately aligned to public needs.
Location
A geographical point or area.
Minister
A Government minister responsible for the program.
Non-competitive Selection
A selection process for a grant funding round, in which applications do not have a nominated closing date (see ongoing grant round) and applicants are not ranked in order of merit.
Notification
An item of correspondence from or to a party. Usually occurs during an event.
One-off or ad hoc grants
Generally do not involve planned selection processes, but are, instead, designed to meet a specific need, often due to urgency or other circumstances. These grants are generally only available to selected applicants and do not provide ongoing funding.
One-off Program Model
Single grant payment designed to meet a specific need.
Ongoing Grant Round
A grant opportunity without a defined closing date and time. The period during an application process when applications may be submitted for consideration, which does not have a nominated closing date.
Open Selection
Open selection allows all potential grant recipients to apply for a grant.
Other CRF money
Money that forms part of the Consolidated Revenue Fund, other than relevant money or any other money of a kind prescribed by the rules.
Party
A Person or Organisation that has a relationship with Grants. The existence and details of the Party are managed independently of their role with the Grants Hub.
Party Address Usage
The usage of an Address for a specific purpose. An organisation will have a business address and a person will have a residential address.
Party Capability
Party Capability is the demonstrated ability for a party to perform an Activity. Capabilities may be internally assessed or externally verifiable such as training completion, certificates or organisational accreditation.
Party Capacity
Party Capacity is a measurement of the size or scale of a Party to undertake a Capability at a Location. It includes human resources, financial, regional capacity measures.
Party Location
The location where an organisation provides services, such as a delivery outlet or service coverage area.
Party Relationship
Relationships between parties. This allows them to form networks of ownership and to identify key roles in Grant Management. A number of standard Relationship types are defined.
Party Type
The classification system for a particular party. A number of standard Party Types are defined, including various types of Government Entity, Private Entity (organisations and people), Partnership, Charity and Trust.
Payment Milestone
A milestone within a grant agreement that will allow the release of a payment or automatically generate a payment.
PBS Outcome
Defines a Government purpose. It is defined in the Appropriation Acts and articulated in the Portfolio Budget Statement. It may contain many programs.
Physical Address
The Address where a person or organisation can be found. A physical address comprises an assigned set of identifiers which are given to a structure to show its location on a street.
Place Based Program Model
Services to address a need or disadvantage specific to a location or demographic. Similar to Broad Based Program Model, but with constraints on location or target demographic.
Policy
A statement of intent to achieve change of a situation. Government uses policy to tackle a wide range of issues affecting community members. Policies may be implemented as programs.
Postal Address
A mail and parcel delivery point. It may be a physical address or PO Box, RMB, DX, etc
Procurement
Encompasses the whole process of procuring goods and services. It begins when a need has been identified and a decision has been made on the purchasing requirement. Procurement continues through the processes of risk assessment, seeking and evaluating alternative solutions, the awarding of a contract, the delivery of and payment for the goods and services and, where relevant, the ongoing management of the contract and consideration of disposal of goods. In addition to the acquisition of goods and services by a relevant entity for its own use, procurement includes the acquisition of goods and services on behalf of another relevant entity or a third party.
Program
The administrative instruments established to deliver outcomes that execute government policy. Programs may use a number of different strategies to achieve their objectives, including grants, subsidies, payments and services.
Program Component
The first level decomposition of a PBS program. It is defined by the Portfolio Budget Statement (PBS).
Program Delegate
The person who is formally delegated (accountable) for the program delivery. It is usually a senior member of a Government agency who is responsible for the PBS outcome.
Program Guidelines
Synonym for grant guidelines.
Program Location
A Boundary or set of Boundaries that defines the geographical limits of the Program
Program Manager
The person who has overall responsibility for the successful planning, implementation, monitoring, closing and reporting of the program.
Program Model
The model under which a program stream is managed. There are six program models determined by a set of rules.
Program Pattern
The set of rules that determines the type of selection process that will be applied.
Program Risk
An assessment of the factors that measure the risk to achieving the policy objectives, such as innovation, location (remoteness), maturity of the market, and the nature of the work. This will potentially change the approach to the market and assessment of grant applications.
Program Sub-component
The second level decomposition of a program. It is a classification mechanism for Commonwealth entities to break up PBS program components. It is the first level accessible to agencies to define.
Program Stream
The publically visible component of a program. All grants are linked to the stream, which then links to the program.
Program Stream Group
A group of Program Streams joined to simplify analysis or communication. Groups work across Outcomes and Programs as required. Typically, they group Streams for a particular reason such as identifying Program Streams that contribute to a WofG policy priority.
Request for payment
A grant recipient may request a financial payment based on the achievement of a milestone (in the Grant Agreement Schedule).
Restricted Selection
Restricted selection targets potential grant recipients (see targeted applicant), based on the specialised requirements of the granting activity.
Selection Criteria
The requirements against which grant applications will be determined. They comprise eligibility criteria and assessment criteria
Selection Process
The method used to select potential grant recipients. This process may involve comparative assessment of applications, or the assessment of applications against the eligibility criteria and/or the assessment criteria.
Senior Responsible Owner
Synonym for Program Delegate, required by ANAO’s Better Practice Guide to Successful Implementation of Policy Initiatives.
Targeted Applicant
This is where a grant is only offered to a defined list of parties. This may be due to a pre-qualification process or accepted incumbency.
Task
A step in an event that is usually performed as a contiguous piece of work, by one person (or a machine) through to completion.
Watch List
A list of Forecast Opportunity/s a Registered User has elected to ‘watch’. The watch list allows registered users to identify and monitor specific Forecast Opportunities of interest and be notified by email should they change in status (Linked to GO, Withdrawn, Cancelled or Archived).
Workload
The pipeline of current and future work requested by client agencies.
Workflow
A repeatable pattern of business activity, organised into a sequence of tasks.