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
Provide clear evidence of co-funding expenditure during the financial reconciliation and evidence check
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.
Submit a reasonable assurance report (within six months of the end of each financial year)
As a condition of Wave 2 grant funding, all grant recipients must submit a reasonable assurance report within six months of the end of the financial year.
This requires:
For the 2024/25 financial year, reports are due this September and should be sent to [email protected]
Further details can be found in Section 8 of the GFA and Schedule 1 of your Grant Offer Letter.
If you have any questions, please contact your single point of contact (SPOC) in the first instance.
Please note: any grant recipients who have delivered into financial year 25/26 with either grant funding or co-funding will also be required to complete a reasonable assurance report for 25/26.
Complete and return your project evaluation report
The completion of your project evaluation report is a mandatory requirement for project closure.
Your project evaluation report will be sent directly to you via your project support officer (PSO) as your project reaches completion.
This submission ensures the Department for Energy Security and Net Zero (DESNZ) can capture important details about your Wave 2 delivery and outcomes.
It will be used alongside the data in your DMS reports to provide additional commentary to assess the real-world impact of your project.
It’s also a critical component required to inform the development of future schemes, policies and processes.
This report requests a summary of the following information:
If you have any questions about the report, please contact your SPOC or PSO.
We recommend completing these alongside step 7 – project evaluation report
Your lessons learnt report and lessons learnt log are a key part of project closure. They help build a comprehensive and accurate picture of the programme’s delivery, highlighting challenges, successes and key learnings.
This activity helps capture what’s been learnt during your Social Housing Decarbonisation Fund Wave 2 project, including:
Please use the provided templates, available on the Hive webpages (as linked above) and reflection prompts to guide your thinking and help structure your responses.
Once completed, please return your report and log via your SPOC, clearly notifying your SPOC that this activity is complete.
Your reflections will be reviewed alongside other closure documentation to inform future funding and policy development.
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)
Submit a reasonable assurance report (within six months of the end of each financial year)
Complete and return your project evaluation report
Submit your completed lessons learnt report and log
