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reporting.buy.nsw

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What is reporting.buy.nsw

reporting.buy.nsw is the place for suppliers and buyers to complete their mandatory, whole of Government reporting under the Aboriginal Procurement Policy, Infrastructure Skills Legacy Program, SME and Regional Procurement Policy and Small Business Shorter Payment Terms Policy.

How does it work

reporting.buy.nsw is integrated with eTendering contract disclosures and the buy.nsw Supplier Hub. As contracts are disclosed the information is shared with the portal. Agencies then setup reporting requirements and assign them to the successful supplier. Suppliers complete and submit their regular reports and these are collated for agency review then form part of the whole of Government reporting on key social procurement initiatives.

Reporting requirements are automatically allocated to contracts, or agencies can create reporting requirements as required.

Notifications and workflows

reporting.buy.nsw uses automated workflows and notifications to inform users what they need to do when. Reporting periods are automatically triggered by the system and as reports are completed and submitted, they are automatically sent to the contract manager for review.

There are workflows for all stages of contract reporting including setup, in progress, completion and finalisation of contracts.

Supplier registration and access

You will need a Supplier Hub account to log into reporting.buy.nsw. If you don’t have a Supplier Hub account you will need to create one first. You can find out more about how to register in our Help centre.

The buy.nsw Supplier Hub provides a single place for suppliers to register to sell to Government, update their information, view opportunities and access procurement systems. It also makes it easier for buyers to find you. Registration is quick and easy. You can register at https://suppliers.buy.nsw.gov.au/login/signup

Accessing reporting.buy.nsw

You can access reporting.buy.nsw via your Supplier Hub dashboard or by going to https://reporting.buy.nsw.gov.au/suppliers/. The first time you access the portal you will be asked to create a password. Your username will be the same one as your Supplier Hub profile.

Your contracts

Certain Government supply contracts have social procurement reporting requirements. These include Aboriginal and SME participation and skills, training and employment targets. These targets are included in your negotiated contract.

Your reporting.buy.nsw dashboard shows a complete list of all your contracts that have reporting requirements. Contracts without reporting requirements are not included. These contracts have been set up by your Government agency contract manager.

From your dashboard you can view new, in progress and completed contracts You can click through to see detail on actual targets, your reporting schedule and contract manager details. You are also able to complete, submit and edit your reports.

You will receive notifications for any actions that need to be taken. Actions are also clearly identified on your dashboard.

Submitting a report

The reporting schedule is allocated based on the type/s of policy applied to your contract. Reporting cycles can be monthly, quarterly, bi-annually, yearly or once-only over the contract period. At the beginning of each reporting cycle, you will be notified that a report needs to be submitted.

Submitting a report is easy. Simply follow the link in your notification email and complete the appropriate fields in the reporting form. If multiple policies have been applied and have the same fields, reporting.buy.nsw will automatically consolidate these and you will only need to report once.

You can save your progress and return to complete the report at any time.

Once you are happy with the report submission, simply click Submit and the report will be sent to your contract manager for review and approval. Once approved you will receive a notification and the status of the report will change to approved.

If your report is rejected, your contract manager will provide feedback and the report will be returned to you for update. You can then make the necessary updates and resubmit for approval.

Agency roles

There are two roles for agencies within the reporting portal that setup and manage the policy reporting requirements. The contract administrator and contract manager.

Contract administrators are individuals in your agency who will receive the initial notification of the contract disclosure and will be responsible for allocating it to the contract manager. The contract administrator will also confirm basic information. This role may be someone from your procurement team.

Contract managers are usually responsible for the day-to-day management of the contract and ensure the supplier completes all their reporting obligations. The contract manager will generally have more detailed knowledge of the specific contract and contact with the supplier.

Buyer registration and access

Each agency has nominated contract administrators who will assign contracts to contract managers as they are disclosed. As contract managers are required for specific contracts, accounts will be created as needed. Your agency administrator will work with the buy.nsw system administrator to setup your account. Once the account has been established you will receive a welcome email and login details.

Accessing reporting.buy.nsw

You can access reporting.buy.nsw from your Supplier Hub buyer dashboard or by going to https://reporting.buy.nsw.gov.au/agency/. On your first login you will need to create a new password for the portal. Your username will be the same as your Supplier Hub buyer login.

Contract setup

There are two setup processes for reporting. The initial confirmation and then final setup and assignment to the supplier.

The contract administrator is responsible for the initial confirmation and the contract manager completes the final setup and assigns the supplier.

Contract administrators

On contract disclosure, you will receive a notification that there is a new contract requiring setup. After login, select the appropriate contract and the setup wizard will be triggered. There are three steps to complete. This includes confirmation that the contract meets policy reporting requirements, confirmation the disclosure information is correct and assignment of the contract manager. Once this has been completed the contract manager will be notified.

Contract managers

You will receive a notification once the contract administrator has completed the initial setup. After login, select the appropriate contract and the setup wizard will be triggered. There are four steps to complete. The information completed by the contract administrator will be pre-populated for you. If required, you will have the opportunity to amend these details.

The contract manager will be able to set exclusions related to the specific contract as well as adjust or amend reporting targets and add special conditions. Once the wizard is completed the supplier will be notified and will be able to access the contract through reporting.buy.nsw.

Approving or rejecting supplier reports

Contract managers are responsible for approving or rejecting supplier reports.

The reporting schedule is allocated based on the types of policy applied to the contract. Reporting cycles can be monthly, quarterly, bi-annually, yearly or once-only over the contract period. At the beginning of each reporting cycle suppliers will be notified that a report needs to be submitted.

The contract manager is notified as suppliers submit their reports. From your dashboard you will see the report requiring approval under ‘Submitted reports’.

Select the appropriate report and review the details provided. If you choose to approve the report the supplier will be notified, and the contract will move to ‘In progress’. If you reject the report, you will need to provide a reason why and the supplier will update and resubmit their data.

Help and support

If you are looking for further help, we have some user guides here.

 

You can also watch our video walkthroughs.

 

If you still need help and couldn’t find what you were looking for please email buy.nsw@customerservice.nsw.gov.au or call us on 1800 679 289

reporting.buy.nsw

The place for suppliers and buyers to complete their mandatory contract reporting

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