Your partner for a low carbon future
Congratulations on completing capital delivery of your Social Housing Decarbonisation Fund project. This guide is designed to support you to navigate through the activities required to close your project
If you have questions, please liaise with your single point of contact (SPOC) and project support officer (PSO) for support.
Please note that your project completion date should reflect:
To support project progression, we recommend you work with relevant stakeholders to ensure all measures are lodged via TrustMark as soon as possible and as you go.
This will also support efficient project closure, as the formal closure process will not begin until lodgements are complete.
If you need to complete lodgements after your project’s current agreed completion date, you must put in a project change request (PCR) to extend and this will be considered in the usual way.
All projects, including lodgements, must complete no later than March 2026 (subject to agreement with the department).
Please note: grant recipients should continue to submit/refine their monthly reports while delivery, financial and lodgement data is being confirmed.
Lodge all completed homes and measures on the TrustMark data warehouse
Submit your monthly reports via the DMS
Confirm that information submitted via TrustMark and the DMS is complete, consistent and accurate (data reconciliation)
In your DMS report:
For guidance on monthly reporting, please see the monthly reporting resources webpage on the SHDF Hive.
Grant recipients should continue to submit/refine their monthly reports while delivery, financial and lodgement data is being confirmed.
As a part of project closure, our teams will also verify and review your TrustMark and DMS data to ensure there are no errors, omissions or inconsistencies in your records. Your project cannot close until this process –called data reconciliation – is complete.
Ensure all data in your latest approved PCR is correct and aligns with your monthly report
Check that details match your baseline
If further changes are required to reflect your final position, in line with standard governance please submit a project change request (PCR) form. Once an outcome is decided by the department, you will need to amend your DMS report and re-upload to the DMS portal.
Note: as part of project closure, you will need to complete a closure performance form. This will reflect your final delivery and financial position. To streamline reporting requirements, we recommend you work with you SPOC/ PSO to complete a draft of your closure performance form alongside your PCR.
Report the digitalisation measures/technologies you have installed
Ensure all figures align with your most recently approved digitalisation PCR OR original baseline and with your financial reconciliation template
A template for the report will be provided to you to ensure information is being reported in a consistent way.
If you didn’t receive grant funding for digitalisation, please skip this step.
Resolve any outstanding issues with your financial reconciliation and evidence checks for each financial year
Receive your final figure letters and return any funds to the department aligned with the clawback process
The final amount should include both grant and co-funding spend. Please ensure that the final amount of grant and co-funding expenditure in your latest DMS upload, original baseline OR latest PCR match the confirmed amounts in your final figures letter.
Please ensure all outstanding issues with your financial reconciliation (grant spend and co-funding) are resolved.
The process for clawback, if applicable to your project, will be confirmed in due course.
Update your fraud risk assessment (FRA)
Your Fraud Risk Assessment needs to:
You should also continue to report any new fraud cases and resolve any outstanding cases, including residual and legacy cases.
For further guidance, please visit the fraud webpage on the Hive.
Lodge all completed homes and measures on the TrustMark data warehouse
Submit your monthly reports via the DMS (grant recipients should continue to submit their monthly reports while delivery, financial and lodgement data is being confirmed)
Confirm that information submitted via TrustMark and the DMS is complete, consistent and accurate (data reconciliation)
Ensure all data in your latest approved PCR is correct and aligns with your monthly report
Check that details match your baseline
(If applicable) report the digitalisation measures/technologies you have installed
Resolve any outstanding issues with your financial reconciliation and evidence checks for each financial year
Receive your final figure letters and return any funds to the department aligned with the clawback process
Update your fraud risk assessment (FRA)
