Trigger event management for accredited agencies

Learn how to respond to events that could impact your agency's procurement accreditation status.
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What you need to know
  1. A trigger event is any situation that could impact an agency's procurement capability and capacity.
  2. When a trigger event occurs, accredited agencies must assess the event's severity and likely impact.
  3. Accredited agencies should then produce a plan for managing or resolving the event, and submit that plan to their leadership group.
  4. Based on your agency's report, the leadership group will determine whether the event should be escalated to the NSW Procurement Board.
  5. The NSW Procurement Board will determine whether further action is required to manage the trigger event. They will also decide whether they need to review, alter or withdraw an agency's accreditation status.
  6. The purpose of the trigger event mechanism is ultimately to make sure an agency’s accreditation level is suitable for their actual procurement capability and capacity.

Trigger events are any circumstances that can potentially impact your agency's procurement capability and capacity. For example, the addition or departure of procurement personnel can be considered a trigger event. Similarly, failure to meet the annual report deadline is also a trigger event.

The NSW Procurement Board can choose to review, alter or even withdraw an agency’s accreditation, depending on how the agency manages a trigger event. They may also redefine trigger events or identify new events, as necessary.

Templates for trigger event reporting and management are available from NSW Procurement or Public Works Advisory, depending on your accreditation type.

Understand the types of trigger events

Trigger events are relevant for any agency accredited for procurement. This applies whether your agency is accredited for goods and services procurement or construction procurement.

Read more about trigger events for goods and services procurement.

Read more about trigger events for construction procurement.

A performance trigger event is any event or circumstance that impacts an accredited agency's performance against the minimum standards required to maintain accreditation.

Performance against standards is measured across two or more metrics for two consecutive reporting periods.

  • Under-performance is where an agency achieves less than 10% of its targets on two metrics (for two consecutive reporting periods).
  • Over-performance is solely a trigger event for agencies accredited for level 1 goods and services procurement. Over-performance means an agency accredited for level 1 goods and services procurement delivers 10% above its target tolerance on two metrics (for two consecutive reporting periods).

Over-performance for a level 1 accredited agency (goods and services procurement) is an indication that the agency may be ready for level 2 accreditation, or more suited to it.

A machinery of government trigger event is any change in government that materially impacts your procurement function and its structure, capability, processes or systems.

Machinery of government events must be reported to your leadership group.

  • For construction accreditation, report to the Construction Leadership Group (CLG).
  • For goods and services accreditation, report to the Procurement Leadership Group (PLG).

A significant organisational change that materially impacts the structure, capacity, or processes of a procurement function is a trigger event.

For example, moving the procurement team into a different division or agency is a trigger event.

A significant change in capability stemming from either uplift or loss in the procurement function may be a trigger event for your agency.

A capability change could include, for example, recruiting new procurement specialists or losing procurement specialists to other roles or retirement.

An accredited agency that conducts procurement activities outside the mandatory requirements of policies and relevant government legislation may face review or remediation for non-compliance, or may have their accreditation revoked by the NSW Procurement Board.

This includes requirements for assurance (or concurrence) on behalf of other agencies.

An accredited agency that fails to submit its annual outcomes report by the due date may have its accreditation reviewed or revoked.

This includes any reports outlined in the accreditation program for either goods and services or construction procurement. For example, the agency's annual procurement plan and annual self-assessment attestation.

Respond to a trigger event

As soon as you become aware of a trigger event, your agency must:

  • evaluate the trigger event
  • notify your leadership group of the findings
  • develop a management or action plan for endorsement by your leadership group, if needed.

Report a trigger event to your leadership group

Your leadership group needs to know that you’ve identified a trigger event. They will manage all trigger events and escalate them to the NSW Procurement Board when needed.

There are two separate leadership groups, depending on the type of accreditation your agency holds:

  • goods and services trigger events are reported to the Procurement Leadership Group (PLG).
  • construction trigger events are reported to the Construction Leadership Group (CLG).

Templates for reporting trigger events and managing your event response are available from NSW Procurement. You must be able to demonstrate what actions you intend to take or are taking. Your agency head (if applicable) and Secretary must approve this plan and send it to your leadership group for endorsement.

Escalate a trigger event to the NSW Procurement Board

If needed, your leadership group will then escalate your report or plan to the NSW Procurement Board.

The board will consider whether to:

  • conduct a targeted review and root cause analysis of the trigger event
  • vary or withdraw an agency’s accreditation status.

Based on the nature of the trigger event and your ability to enact your trigger event action plan, the board may choose to:

  • conduct a targeted review
  • vary your accreditation level, or
  • cancel your accreditation.

Conduct business as usual during trigger event management

While you’re managing a trigger event, you can still rely on your existing accreditation, so long as you comply with all relevant government legislation and policies.

For a machinery of government trigger event, you must notify NSW Procurement as soon as possible.

Read about trigger event management for goods and services procurement.

Read about trigger event management for construction procurement.