AOIP Reporting Overview

This information is relevant to organisations funded through the Arts Organisations Investment Program (AOIP) and provides an overview of the online reporting requirements. 

Organisations funded through the DLGSC Arts Organisations Investment Program are required to complete three funding reports for each year of the funding agreement in the Online Grants portal from 1 January 2024 onwards.

Report Types
  • Year to Date (YTD)
  • Planned Budget and Program (Planned)
  • Audited Accounts and Annual Report (Actuals)
  • Interim Year to Date (Interim)
Year to Date (YTD)

The Year to Date reporting period covers the first six months of each contract year and includes submission of your actual financial figures for the year to date.

Planned Budget and Program (Planned)

Planned Budget and Program reporting includes submission of your proposed budget, annual program of activities and organisation outputs for the upcoming year.

Audited Accounts and Annual Report (Actuals)

Audited accounts and annual reporting includes submission of your audited annual financial statements, annual report and actual financial and organisation output figures.

Interim Year to Date (Interim)

In some circumstances you may be asked to submit an interim report which will include submission of your actual year to date financial figures for a specified period. In this case you will be notified in advance of the reporting period and requirements.

Refer to your AOIP funding agreement for further details on your specific reporting requirements.

Report Access in Online Grants

You can commence drafting your report in the Online Grants portal 30 days prior to the report due date. Refer to your AOIP funding agreement for report due dates and your specific reporting requirements.

Report Reminders

An automated email reminder will be sent to your organisation’s Key Contact 30 days prior to the report due date.

An automated notification will be posted on your Online Grants account Notifications and Home page 15 days prior to your report due date.

If your report is not submitted by the due date the report status will be automatically changed to ‘Overdue’. Note that if you do not submit the required reporting by the due date you may not be eligible to submit any further funding applications until a satisfactory report has been submitted.

Report Navigation

When you receive a report reminder you can locate the relevant report for completion by following the navigation path below from your Online Grants account Home page.

  • Click on View Contracts
  • Click on your AOIP contract from the list of contracts
  • Click on the Reporting tab
  • Click on the Edit Report icon to open and edit the current report
*Extract a copy of your report

Prior to submitting your report you can extract a copy for your Chair, CFO and/or Board approval by following the steps below from your Online Grants account Home page:

  • Click on View Contracts
  • Click on your AOIP contract from the list of contracts
  • Click on the Reporting tab
  • Click on the Report icon in the Actions column.

Note: once the report has been signed as approved by your Chair, CFO and/or Board you can upload it with your supporting documents in the Support Material section of the report prior to submission.

Report Sections

Review and complete the following sections in each online report:

  • Application Details – for review only
  • Key Personnel – update your organisation’s list of key personnel
  • Activity Details – outline how the organisation is tracking against the strategic plan
  • Financial Report – update the Profit and Loss and Balance Sheet sections for the reporting period
  • Organisation Outputs – update the Organisation Outputs for the reporting period. Note: you are not required to update or complete Organisation Outputs for the Year to Date (YTD) reporting
  • Report Declaration - you must accept the declaration before you can submit the report
  • Submit as Final – submit your report once you have marked all sections as complete, uploaded the required support material and accepted the declaration
  • Submission confirmation – from this page you can extract a submission receipt and/or a formatted copy of the submitted report
Supporting Documents

You will also be required to upload supporting documents in the Support Material section. The documents required for each report period are outlined below. Refer to your AOIP funding agreement for further details on your specific reporting requirements.

Year to Date (YTD)

Supporting documents required:

  • Confirmation of Chair and CFO Approval of your revised year end (Revised YE) and year to date (YTD Actuals) figures. Note: this may be a signed copy of the finalised report (see *Extract a copy of your report above)
  • Cash flow (if advised that this is required)
Planned Budget and Program (Planned)

Supporting documents required:

  • Program of activities for the reporting period
  • Confirmation of Board Approval of your annual program, planned financial and organisation output targets. Note: this may be a copy of the Board minutes (see *Extract a copy of your report above for review by the Board)
  • Insurance Certificates of Currency
Audited Accounts and Annual Report (Actuals)

Supporting documents required:

  • Audited financial statements
  • Annual Report
  • Management and Governance update (if separate to your Annual Report)
  • Culture Counts Evaluation Reporting

    • Refer to your AOIP funding agreement for further details on your specific reporting requirements.

    Further Help

    Further information and help regarding AOIP reporting is available on the following Help pages in the Online Grants portal:

    • AOIP Financial Reporting Overview
    • AOIP Financial Reporting – Profit and Loss
    • AOIP Financial Reporting – Balance Sheet
    • AOIP Organisation Outputs

    Look for the help information icon displayed on the top right of the relevant section or page in the portal. Click on the icon to open the help page in a new tab. You can also access the full list of information pages by clicking on Help in the breadcrumb menu that runs across the top of the Home page in Online Grants.

    Online Grants Support Team

    For technical assistance with the Online Grants portal please contact the Online Grants Support Team via email Online Grants Support

    Organisations Investment Team

    If you have any queries in relation to the reporting requirements please contact the Organisations Investment Team via email or phone.

    Telephone 61 8 6552 7400

    Email organisationsca@dlgsc.wa.gov.au