Common use of Management Information Clause in Contracts

Management Information. 4.1 The table below sets out the management information that the Department expects the BTA to provide DCMS over the course of 2020-21. As per the above section on engagement, all returns should routinely copy in the DCMS Sponsor Team. These may be subject to change depending on future information requirements. Monthly (9th working day of each month) Grant-in-Aid requests Via Finance Partnership Webpage To get the ALB’s latest forecast income and expenditure for reporting to Board and HM Treasury. Monthly Consultancy return (including nil returns) By e-mail to DCMS Procurement and Commercial Team To enable Cabinet Office to keep track of the number of public sector consultancy contracts. Monthly Cash management figures within GBS accounts By e-mail to DCMS Finance To supply HM Treasury with forecast for cash management inside GBS Monthly Spend over £25,000 On the ALB’s website Transparency: to inform the public how public money is spent Quarterly Review of key metrics, targets, and reports related to procurement activity and contract management: ● Contract Register ● Procurement Pipeline ● Key commercial risks ● Government Commercial Operating Standards (Baseline, targets and improvement progress) ● SME targets ● Spend with the Voluntary, Community and Social Enterprise sector ● Social Value in Procurement ● Contract Management Quarterly Meeting with DCMS Commercial representative - supported by emailed Data Return to DCMS Procurement and Commercial Team in advance Benchmarking of procurement spend, assessment of compliance with regulations, context of wider procurement picture and provision of data on economic effect of spend by Departments and ALBs Quarterly Exchequer funds held in commercial bank accounts By e-mail to DCMS Finance To supply HM Treasury with details of how much government funding is held outside GBS Quarterly Medium Term Financial Model returns By e-mail to DCMS Finance To get the ALB’s latest capital profiles for internal management and reporting to the Finance Committee Quarterly Report on non-tender actions By e-mail to DCMS Procurement and Commercial team To meet requirement of recent GIAA audit Annually Publication of senior salaries and performance awards and organograms On the ALB’s website or hosted on DCMS website Transparency: to inform the public how public money is spent Annually Alignment/WGA Alignment consolidation packs, WGA transactions and balances exercise Alignment: to consolidate the ALB’s resource accounts within the DCMS resource accounts WGA: to gather counter-party details for consolidation. Annually Sustainability data By e-mail to DCMS Finance and DCMS Sustainability Champion To meet HM Treasury requirement to supply centre with sustainability data Annually EU public procurement statutory return (Schedule 1 or Schedule 2 as appropriate) By e-mail to Cabinet Office Legal requirement to provide data on number of tenders advertised in the European Journal Annually - Mid August Country and Regional analysis data By e-mail to DCMS Finance HM Treasury requirement - feeds into the Core Tables for the Annual Report and Accounts Annually Annual report and accounts By e-mail to DCMS Finance as per timetable (separate guidance is issued on this) Statutory obligation Annually Pay Remit and pay remit outturn By e-mail to DCMS ALB Team To ensure spend on pay is aligned across Government Annually Publication of salaries over £150k By e-mail to DCMS ALB Team (for publication on the Cabinet Office website) Transparency: to inform the public how public money is spent Annually Sharing of Strategic Risk Register as per paragraph 13.1 of the Governance framework. At annual performance meeting Enable timely and appropriate response to risk Ad hoc immediate as required Completion and updating of e-Pims™ database Directly into e-Pims™ system To ensure accurate property and estate information is maintained at all times On request Sharing of audit With DCMS Assurance of financial strategy, periodic Finance, on management audit plans and request annual audit report, including the Head of Internal Audit’s opinion on risk management, control and governance.

Management Information. 4.1 The table below sets out the management information that the Department expects requires the BTA Birmingham Organising Committee to provide DCMS over provide. The Department may add or change the course of 2020-21. As per the above section on engagement, all returns should routinely copy in the DCMS Sponsor Team. These may be subject to change management information required depending on future information requirements. Timescale3 What How Purpose Monthly (9th working day of each month) Grant-in-Aid requests Via Finance Partnership Webpage To get the ALB’s latest forecast income and expenditure for reporting to Board and HM Treasury. Monthly Consultancy Treasury and cash drawdown Quarterly Consultancy4 return (including nil returns) By e-mail to DCMS Procurement and Commercial Team CGDU Finance To enable Cabinet Office to keep track of the number of public sector consultancy contracts. Monthly Cash management figures within GBS accounts Gift and hospitality register By e-mail email to DCMS CGDU Finance To supply HM Treasury with forecast for cash management inside GBS ensure transparency of payments Monthly Spend over £25,000 On By email to CGDU Finance And in addition: Publish tenders and contract details on Contracts Finder and on the ALBBirmingham Organising Committee’s website website. Transparency: to inform the public how public money is spent and enable suppliers to find out about tender opportunities Quarterly Review of key metricsKey metrics (total procurement spend, targets, spend with SMEs and reports related to procurement activity and contract management: ● Contract Register ● Procurement Pipeline ● Key commercial risks ● Government Commercial Operating Standards (Baseline, targets and improvement progress) ● SME targets ● Spend with the Voluntary, Community and Social Enterprise sector ● Social Value in Procurement ● Contract Management Quarterly Meeting with DCMS Commercial representative - supported by emailed Data Return sector) By e-mail to DCMS Procurement and Commercial Team in advance CGDU Finance Benchmarking of procurement spend, assessment of compliance with regulations, context of wider procurement picture spend and provision of data on economic effect of spend by Departments and ALBs Quarterly Exchequer funds held in commercial bank accounts By e-mail to DCMS CGDU Finance To supply HM Treasury with details of how much government funding is held outside GBS Quarterly Medium Term Financial Model returns By e-mail to DCMS CGDU Finance To get the ALB’s latest capital profiles for internal management and reporting to the Finance Committee Quarterly Report on non-tender actions By e-mail Annually Input to DCMS Procurement and Commercial team To meet requirement Group accounts /Whole of recent GIAA audit Annually Publication of senior salaries and performance awards and organograms On the ALB’s website or hosted on DCMS website Transparency: to inform the public how public money is spent Annually Alignment/WGA Alignment Government Accounts (WGA) Provide a complete consolidation packs, WGA transactions and balances exercise as directed by the Department Alignment: to consolidate the ALB’s resource accounts within the DCMS the Department’s resource accounts WGA: to gather counter-party details for consolidation. Annually Sustainability data By e-mail to DCMS CGDU Finance and DCMS Sustainability Champion To meet HM Treasury requirement to supply centre with sustainability data Annually Annual EU public procurement statutory return (Schedule 1 or Schedule 2 as appropriate) By e-mail to Cabinet Office via CGDU Finance Legal requirement to provide data on number of tenders advertised in the European Journal Annually - Mid August Country and Regional analysis data By e-mail to DCMS CGDU Finance HM Treasury requirement - feeds into the Core Tables for the Annual Report and Accounts Annually Annual report Six-monthly Publication of senior salaries and accounts By e-mail organograms On the ALB’s website or hosted on the Department’s website Transparency: to DCMS Finance as per timetable (separate guidance inform public how public money is issued on this) Statutory obligation spent Annually Pay Remit and pay remit outturn By e-mail to DCMS ALB Team To ensure spend on pay is aligned across Government Annually Publication of salaries over £150k By e-mail to DCMS ALB Team (for publication on the Cabinet Office website) Transparency: to inform the public how public money is spent Annually Sharing of Strategic Risk Register as per paragraph 13.1 of the Governance framework. At annual performance meeting Enable timely and appropriate response to risk Ad hoc immediate as required Completion and updating of e-Pims™ database Directly into e-Pims™ system To ensure accurate property and estate information is maintained at all times On request Sharing of audit With DCMS Assurance of financial strategy, periodic Finance, on management audit plans and request annual audit report, including the Head of Internal Audit’s opinion on risk management, control and governance. With Finance and Head of Internal Audit on request Assurance of financial management Part C: Birmingham Organising Committee Governance Framework 1.1 The duties of the Birmingham Organising Committee derive from the Host City Contract and this Management Agreement. The Secretary of State and other members of the Department’s ministerial team will account for Birmingham Organising Committee’s business in Parliament. 1.2 The respective responsibilities of the Principal Accounting Officer and Accounting Officers for Non-Departmental Public Bodies and other arm’s length bodies are set out in Chapter 3 of Managing Public Money which is sent separately to the Accounting Officers on appointment and summarised below. 1.3 The terms of appointment of the Chair and Board members are as set out in the appointment letters. Where such appointments are made by Ministers, they will comply with the Code of Practice of the Commissioner for Public Appointments. 1.4 In line with the Host City Contract (Annex 2), and, where applicable, the Government’s Code of Practice on Corporate Governance and the Code for Sport Governance, the Board will consist of a Chair and a deputy Chair, together with 12 other members. The Chair and five Non-Executive Directors (including the deputy Chair) shall be appointed through the public appointments process. The remaining members of the Board shall be appointed directly by the Games Partners as set out in the Host City Contract. The Board shall have a quorum of at least seven members, including either the Chair or deputy Chair. 1.5 The Chief Executive is appointed by the Chair of the Birmingham Organising Committee following discussion with the Permanent Secretary of the Department for Digital, Culture, Media and Sport. They report to the Board on the day-to-day running of the organisation and its performance against objectives. In addition to this, they will be the Accounting Officer for the Birmingham Organising Committee and will have specific duties in this regard, which are set out in Part C section 3 below.

Management Information. 4.1 The table below sets out the management information that the Department expects the BTA NHMF to provide DCMS over in the course of 2020-21. As per the above section on engagement, all returns should routinely copy in the DCMS Sponsor Teama 12 month period. These may be subject to change depending on future information requirements. Timescale What How Purpose Monthly (9th working day of each month) Grant-in-Aid requests Via Finance Partnership Webpage To get the ALB’s latest forecast income and expenditure for reporting to Board and HM Treasury. Also the mechanism for paying GIA to the National Heritage Memorial Fund. Monthly Consultancy return (including nil returns) By e-mail to DCMS Procurement and Commercial Team To enable Cabinet Office to keep track of the number of public sector consultancy contracts. Monthly Cash management figures within GBS accounts figures. By e-mail to DCMS Finance To supply HM Treasury with forecast for cash management inside GBS management. Monthly Spend over £25,000 On the ALB’s website Transparency: to inform the public how public money is spent Quarterly Review of key metricsKey metrics (total procurement spend, targets, spend with SMEs and reports related to procurement activity and contract management: ● Contract Register ● Procurement Pipeline ● Key commercial risks ● Government Commercial Operating Standards (Baseline, targets and improvement progress) ● SME targets ● Spend with the Voluntary, Community and Social Enterprise sector ● Social Value in Procurement ● Contract Management Quarterly Meeting with DCMS Commercial representative - supported by emailed Data Return sector) By e-mail to DCMS Procurement and Commercial Team in advance Benchmarking of procurement spend, assessment of compliance with regulations, context of wider procurement picture spend and provision of data on economic effect of spend by Departments and ALBs Quarterly Exchequer funds held in commercial bank accounts By e-mail to DCMS Finance To supply HM Treasury with details of how much government funding is held outside GBS Quarterly Medium Term Financial Model returns By e-mail to DCMS Finance To get the ALB’s latest capital profiles for internal management and reporting to the Finance Committee Quarterly Report on nonSix-tender actions By e-mail to DCMS Procurement and Commercial team To meet requirement of recent GIAA audit Annually monthly Publication of senior salaries and performance awards and organograms On the ALB’s website or hosted on DCMS website Transparency: to inform the public how public money is spent Annually Alignment/WGA Alignment consolidation packs, WGA transactions and balances exercise Alignment: to consolidate the ALB’s resource accounts within the DCMS resource accounts WGA: to gather counter-party details for consolidation. Annually Sustainability data By e-mail to DCMS Finance and DCMS Sustainability Champion To meet HM Treasury requirement to supply centre with sustainability data Annually Annual EU public procurement statutory return (Schedule 1 or Schedule 2 as appropriate) By e-mail to Cabinet Office Legal requirement to provide data on number of tenders advertised in the European Journal Annually - Mid August Country and Regional analysis data By e-mail to DCMS Finance HM Treasury requirement - feeds into the Core Tables for the Annual Report and Accounts Annually Annual report and accounts By e-mail to DCMS Finance as per timetable (separate guidance is issued on this) Statutory obligation Annually Pay Remit and pay remit outturn By e-mail to DCMS ALB Team To ensure spend on pay is aligned across Government Annually Publication of salaries over £150k By e-mail to DCMS ALB Team (for publication on the Cabinet Office website) Transparency: to inform the public how public money is spent Annually Sharing of Strategic Risk Register as per paragraph 13.1 of the Governance framework. At annual performance meeting Enable timely and appropriate response to risk Ad hoc immediate as required Completion and updating of e-Pims™ database Directly into e-Pims™ system To ensure accurate property and estate information is maintained at all times On request Sharing of audit With DCMS Assurance of financial strategy, periodic Finance, on management audit plans and request annual audit report, including the Head of Internal Audit’s opinion on risk management, control and governance.. With Finance and Head of, on request Assurance of financial management

Management Information. 4.1 5.1 The table below sets out the management information that the Department expects the BTA Sport England to provide DCMS over in the course of 2020-21. As per the above section on engagement, all returns should routinely copy in the DCMS Sponsor Teama 12 month period. These may be subject to change depending on future information requirements. Timescale What How Purpose Monthly (9th working day of each month) Grant-in-Aid requests Via Finance Partnership Webpage To get the ALBSport England’s latest forecast income and expenditure for reporting to Board and 10 *Thresholds are subject to change by the Official Journal of the European Union. HM Treasury. Also the mechanism for paying GIA to the National Gallery Monthly Consultancy return (including nil returns) By e-mail to DCMS Procurement and Commercial Team To enable Cabinet Office to keep track of the number of public sector consultancy contracts. Monthly Cash management figures within GBS accounts By e-mail to DCMS Finance To supply HM Treasury with forecast for cash management inside GBS Monthly Spend over £25,000 On the ALBSport England’s website Transparency: to inform the public how public money is spent Quarterly Review of key metricsKey metrics (total procurement spend, targets, spend with SMEs and reports related to procurement activity and contract management: ● Contract Register ● Procurement Pipeline ● Key commercial risks ● Government Commercial Operating Standards (Baseline, targets and improvement progress) ● SME targets ● Spend with the Voluntary, Community and Social Enterprise sector ● Social Value in Procurement ● Contract Management Quarterly Meeting with DCMS Commercial representative - supported by emailed Data Return sector) By e-mail to DCMS Procurement and Commercial Team in advance Benchmarking of procurement spend, assessment of compliance with regulations, context of wider procurement picture spend and provision of data on economic effect of spend by Departments and ALBs Quarterly Exchequer funds held in commercial bank accounts By e-mail to DCMS Finance To supply HM Treasury with details of how much government funding is held outside GBS Quarterly Medium Term Financial Model returns By e-mail to DCMS Finance To get the ALBSport England’s latest capital profiles for internal management and reporting to the Finance Committee Quarterly Report on nonSix-tender actions By e-mail to DCMS Procurement and Commercial team To meet requirement of recent GIAA audit Annually monthly Publication of senior salaries and performance awards and organograms On the ALBSport England’s website or hosted on DCMS website Transparency: to inform the public how public money is spent website Annually Alignment/WGA Alignment consolidation packs, WGA transactions and balances exercise Alignment: to consolidate the ALBSport England’s resource accounts within the DCMS resource accounts WGA: to gather counter-party details for consolidation. Annually Sustainability data By e-mail to DCMS Finance and DCMS Sustainability Champion To meet HM Treasury requirement to supply centre with sustainability data Annually Annual EU public procurement statutory return (Schedule 1 or Schedule 2 as appropriate) By e-mail to Cabinet Office Legal requirement to provide data on number of tenders advertised in the European Journal Annually - Mid August Country and Regional analysis data By e-mail to DCMS Finance HM Treasury requirement - feeds into the Core Tables for the Annual Report and Accounts Annually Annual report and accounts By e-mail to DCMS Finance as per timetable (separate guidance is issued on this) Statutory obligation Annually Pay Remit and pay remit outturn By e-mail to DCMS ALB Team To ensure spend on pay is aligned across Government Annually Publication of salaries over £150k By e-mail to DCMS ALB Team (for publication on the Cabinet Office website) Transparency: to inform the public how public money is spent Cabinet Office website) Annually Sharing of Strategic Risk Register as per paragraph 13.1 of the Governance framework. At annual performance meeting Enable timely and appropriate response to risk Ad hoc immediate as required Completion and updating of e-Pims™ database Directly into e-Pims™ system To ensure accurate property and estate information is maintained at all times On request Sharing of audit With DCMS Assurance of financial strategy, periodic Finance, on management audit plans and request annual audit report, including the Head of Internal Audit’s opinion on risk management, control and governance.. With Finance and Head of, on request Assurance of financial management

Management Information. 4.1 9.1. The table below sets out the management information that the Department expects the BTA Arts Council England to provide DCMS over in the course of 2020-21. As per the above section on engagement, all returns should routinely copy in the DCMS Sponsor Teama 12 month period. These may be subject to change depending on future information requirements. Monthly (9th working day of each month) Grant-in-Aid requests Via Finance Partnership Webpage To get the ALB’s latest forecast income and expenditure for reporting to Board and HM Treasury. Also the mechanism for paying GIA to the ACE Monthly Consultancy return (including nil returns) By e-mail to DCMS Procurement and Commercial Team To enable Cabinet Office to keep track of the number of public sector consultancy contracts. Monthly Cash management figures within GBS accounts By e-mail to DCMS Finance To supply HM Treasury with forecast for cash management inside GBS Monthly Spend over £25,000 On the ALB’s website Transparency: to inform the public how public money is spent Quarterly Review Key metrics (total procurement spend, spend with By e-mail to DCMS Procurement and Benchmarking of key metrics, targets, procurement spend and reports related to procurement activity provision of data on Final Version SMEs and contract management: ● Contract Register ● Procurement Pipeline ● Key commercial risks ● Government Commercial Operating Standards (Baseline, targets and improvement progress) ● SME targets ● Spend with the Voluntary, Community and Social Enterprise sector ● Social Value in Procurement ● Contract Management Quarterly Meeting with DCMS Commercial representative - supported by emailed Data Return to DCMS Procurement and sector) Commercial Team in advance Benchmarking of procurement spend, assessment of compliance with regulations, context of wider procurement picture and provision of data on economic effect of spend by Departments and ALBs Quarterly Exchequer funds held in commercial bank accounts By e-mail to DCMS Finance To supply HM Treasury with details of how much government funding is held outside GBS Quarterly Medium Term Financial Model returns By e-mail to DCMS Finance To get the ALB’s latest capital profiles for internal management and reporting to the Finance Committee Quarterly Report on nonSix-tender actions By e-mail to DCMS Procurement and Commercial team To meet requirement of recent GIAA audit Annually monthly Publication of senior salaries and performance awards and organograms On the ALB’s website or hosted on DCMS website Transparency: to inform the public how public money is spent Annually Alignment/WGA Alignment consolidation packs, WGA transactions and balances exercise Alignment: to consolidate the ALB’s resource accounts within the DCMS resource accounts WGA: to gather counter-party details for consolidation. Annually Sustainability data By e-mail to DCMS Finance and DCMS Sustainability Champion To meet HM Treasury requirement to supply centre with sustainability data Annually Annual EU public procurement statutory return (Schedule 1 or Schedule 2 as appropriate) By e-mail to Cabinet Office Legal requirement to provide data on number of tenders advertised in the European Journal Annually - Mid August Country and Regional analysis data By e-mail to DCMS Finance HM Treasury requirement - feeds into the Core Tables for the Annual Report and Accounts Annually Annual report and accounts By e-mail to DCMS Finance as per timetable (separate guidance is issued on this) Statutory obligation Annually Pay Remit remit and pay remit outturn By e-mail to DCMS ALB Team To ensure spend on pay is aligned across Government Annually Publication of salaries over £150k By e-mail to DCMS ALB Team (for publication on the Cabinet Office website) Transparency: to inform the public how public money is spent Annually Biannually Sharing of Strategic Risk Register as per paragraph 13.1 of the Governance framework. strategic risks At annual performance a monthly liaison meeting Enable timely and appropriate To review ALB’s response to risk the risks it has identified. Annual Efficiency Return Pro-forma To provide evidence that the 1% target has been met, to demonstrate what measures have been taken to achieve this and to demonstrate how these savings have been recycled back into frontline services. Ad hoc immediate as required Completion and updating of e-Pims™ database Directly into e-Pims™ system To ensure accurate property and estate information is maintained at all times On request Sharing of audit With DCMS Assurance of financial strategy, periodic Finance, on management audit plans and request annual audit report, including the Head of Internal Audit’s opinion on risk management, control and governance. With Finance and Head of, on request Assurance of financial management Annually Security Policy Framework return By e-mail To provide assurance on the arrangements for managing information security risks.

Management Information. 4.1 5.1 The table below sets out the management information that the Department expects the BTA UK Sport to provide DCMS over in the course of 2020-21. As per the above section on engagement, all returns should routinely copy in the DCMS Sponsor Teama 12 month period. These may be subject to change depending on future information requirements. Timescale What How Purpose Monthly (9th working day of each month) Grant-in-Aid requests Via Finance Partnership Webpage To get the ALB’s latest forecast income and expenditure for reporting to Board and HM Treasury. Also the mechanism for paying GIA to the National Gallery Monthly Consultancy return (including nil returns) By e-mail to DCMS Procurement and Commercial Team To enable Cabinet Office to keep track of the number of public sector consultancy contracts. Monthly Cash management figures within GBS accounts By e-mail to DCMS Finance To supply HM Treasury with forecast for cash management inside GBS Monthly Spend over £25,000 On the ALB’s website Transparency: to inform the public how public money is spent Agreed Version - 21/02/2017 Quarterly Review of key metricsKey metrics (total procurement spend, targets, spend with SMEs and reports related to procurement activity and contract management: ● Contract Register ● Procurement Pipeline ● Key commercial risks ● Government Commercial Operating Standards (Baseline, targets and improvement progress) ● SME targets ● Spend with the Voluntary, Community and Social Enterprise sector ● Social Value in Procurement ● Contract Management Quarterly Meeting with DCMS Commercial representative - supported by emailed Data Return sector) By e-mail to DCMS Procurement and Commercial Team in advance Benchmarking of procurement spend, assessment of compliance with regulations, context of wider procurement picture spend and provision of data on economic effect of spend by Departments and ALBs Quarterly Exchequer funds held in commercial bank accounts By e-mail to DCMS Finance To supply HM Treasury with details of how much government funding is held outside GBS Quarterly Medium Term Financial Model returns By e-mail to DCMS Finance To get the ALB’s latest capital profiles for internal management and reporting to the Finance Committee Quarterly Report on nonSix-tender actions monthly Lottery Forecasts By e-mail email to DCMS Procurement Finance Request of Estimate cover for Main and Commercial team To meet requirement of recent GIAA audit Annually Supplementary Estimates Six-monthly Publication of senior salaries and performance awards and organograms On the ALB’s website or hosted on DCMS website Transparency: to inform the public how public money is spent Annually Alignment/WGA Alignment consolidation packs, WGA transactions and balances exercise Alignment: to consolidate the ALB’s resource accounts within the DCMS resource accounts WGA: to gather counter-party details for consolidation. Annually Sustainability data By e-mail to DCMS Finance and DCMS Sustainability Champion To meet HM Treasury requirement to supply centre with sustainability data Annually Agreed Version - 21/02/2017 Annual EU public procurement statutory return (Schedule 1 or Schedule 2 as appropriate) By e-mail to Cabinet Office Legal requirement to provide data on number of tenders advertised in the European Journal Annually - Mid August Country and Regional analysis data By e-mail to DCMS Finance HM Treasury requirement - feeds into the Core Tables for the Annual Report and Accounts Annually Annual report and accounts By e-mail to DCMS Finance as per timetable (separate guidance is issued on this) Statutory obligation Annually Pay Remit and pay remit outturn By e-mail to DCMS ALB Team To ensure spend on pay is aligned across Government Annually Publication of salaries over £150k By e-mail to DCMS ALB Team (for publication on the Cabinet Office website) Transparency: to inform the public how public money is spent Annually Sharing of Strategic Risk Register as per paragraph 13.1 of the Governance framework. At annual performance meeting Enable timely and appropriate response to risk Annual Efficiency Return Pro-forma To provide evidence that the 1% target has been met, to demonstrate what measures have been taken to achieve this and to demonstrate how these savings have Agreed Version - 21/02/2017 been recycled back into frontline services. Ad hoc immediate as required Completion and updating of e-Pims™ database Directly into e-Pims™ system To ensure accurate property and estate information is maintained at all times On request Sharing of audit With DCMS Assurance of financial strategy, periodic Finance, on management audit plans and request annual audit report, including the Head of Internal Audit’s opinion on risk management, control and governance.. With Finance and Head of, on request Assurance of financial management Agreed Version - 21/02/2017

Management Information. 4.1 The table below sets out the management information that the Department expects requires the BTA Birmingham Organising Committee to provide DCMS over provide. The Department may add or change the course of 2020-21. As per the above section on engagement, all returns should routinely copy in the DCMS Sponsor Team. These may be subject to change management information required depending on future information requirements. Timescale2 What How Purpose Monthly (9th working day of each month) Grant-in-Aid requests Via Finance Partnership Webpage To get the ALB’s latest forecast income and expenditure for 2 Reporting to be carried out in line with financial reporting timetable. Financial year to run 1 April - 31 March reporting to Board and HM Treasury. Monthly Consultancy Treasury and cash drawdown Quarterly Consultancy3 return (including nil returns) By e-mail to DCMS Procurement and Commercial Team CGDU Finance To enable Cabinet Office to keep track of the number of public sector consultancy contracts. Monthly Cash management figures within GBS accounts Gift and hospitality register By e-mail email to DCMS CGDU Finance To supply HM Treasury with forecast for cash management inside GBS ensure transparency of payments Monthly Spend over £25,000 On By email to CGDU Finance And in addition: Publish tenders and contract details on Contracts Finder and on the ALBBirmingham Organising Committee’s website website. Transparency: to inform the public how public money is spent and enable suppliers to find out about tender opportunities Quarterly Review of key metricsKey metrics (total procurement spend, targets, spend with SMEs and reports related to procurement activity and contract management: ● Contract Register ● Procurement Pipeline ● Key commercial risks ● Government Commercial Operating Standards (Baseline, targets and improvement progress) ● SME targets ● Spend with the Voluntary, Community and Social Enterprise sector ● Social Value in Procurement ● Contract Management Quarterly Meeting with DCMS Commercial representative - supported by emailed Data Return sector) By e-mail to DCMS Procurement and Commercial Team in advance CGDU Finance Benchmarking of procurement spend, assessment of compliance with regulations, context of wider procurement picture spend and provision of data on economic effect of spend by Departments and ALBs Quarterly Exchequer funds held in commercial bank accounts By e-mail to DCMS CGDU Finance To supply HM Treasury with details of how much government funding is held outside GBS Quarterly Medium Term Financial Model returns By e-mail to DCMS CGDU Finance To get the ALB’s latest capital profiles for 3 The provision to management of objective advice relating to strategy, structure, management or operations of an organisation, in pursuit of its purposes and objectives. returns internal management and reporting to the Finance Committee Quarterly Report on non-tender actions By e-mail Annually Input to DCMS Procurement and Commercial team To meet requirement Group accounts / Whole of recent GIAA audit Annually Publication of senior salaries and performance awards and organograms On the ALB’s website or hosted on DCMS website Transparency: to inform the public how public money is spent Annually Alignment/WGA Alignment Government Accounts (WGA) Provide a complete consolidation packspack, WGA transactions and balances exercise as directed by the Department Alignment: to consolidate the ALB’s resource accounts within the DCMS Department’s resource accounts WGA: to gather counter-party details for consolidation. Annually Sustainability data By e-mail to DCMS CGDU Finance and DCMS Sustainability Champion To meet HM Treasury requirement to supply the centre with sustainability data Annually EU public procurement statutory return (Schedule 1 or Schedule 2 as appropriate) By e-mail to Cabinet Office Legal requirement to provide data on number of tenders advertised in the European Journal Annually - Mid August Country and Regional analysis data By e-mail to DCMS CGDU Finance HM Treasury requirement - feeds into the Core Tables for the Annual Report and Accounts Annually Annual report Six-monthly Publication of senior salaries and accounts By e-mail organograms On the ALB’s website or hosted on the Department’s website Transparency: to DCMS Finance as per timetable (separate guidance inform public how public money is issued on this) Statutory obligation spent Annually Pay Remit remit and pay remit outturn By e-mail to DCMS ALB Team To ensure spend on pay is aligned across Government Annually Publication of salaries over £150k By e-mail to DCMS ALB Team (for publication on the Cabinet Office website) Transparency: to inform the public how public money is spent Annually Sharing of Strategic Risk Register as per paragraph 13.1 of the Governance framework. At annual performance meeting Enable timely and appropriate response to risk framework. Ad hoc immediate as required Completion and updating of e-Pims™ database Directly into e-Pims™ system To ensure accurate property and estate information is maintained at all times On request Sharing of audit With DCMS Assurance of financial strategy, periodic Finance, on management audit plans and request annual audit report, including the Head of Internal Audit’s opinion on risk management, control and governance.. With Finance and Head of Internal Audit on request Assurance of financial management

Management Information. 4.1 The table below sets out the management information that the Department expects the BTA The National Lottery Community Fund to provide DCMS over in the course of 2020-21a 12 month period; for ease of reference, we have also included some that are not specifically financial. As per The Fund should also refer to the above section on engagement, all returns should routinely copy in Financial Directions for reporting requirements specific to Lottery distributors and the DCMS Sponsor Team. These NLDF. 4.2 The reports below may be subject to change depending on future information requirements, including those emerging from public body reform and other agendas from the Cabinet Office. Monthly (9th working day There may also be additional reporting requirements negotiated and agreed as Dormant Accounts policy development progresses, to be agreed through correspondence during the course of each month) Grant-in-Aid requests Via Finance Partnership Webpage 2018 I 2019, as set out in the introduction to this document. 4.3 Performance reporting on individual third party work programmes is negotiated through grant agreements. Weekly Standard reporting of new, amended and withdrawn Lottery grant awards By email to NLDF team . To get support the ALB’s latest forecast income and expenditure for regular reporting to Board and HM Treasurythe public of all National Lottery awards via the National Lottery Grants Database. Monthly Quarterly Consultancy return (including nil returns) By e-mail to DCMS Procurement and Commercial Team To enable Cabinet Office to keep track of the number of public sector consultancy contracts. Monthly Cash management figures within GBS accounts By e-mail to DCMS Finance To supply HM Treasury with forecast for cash management inside GBS Monthly Spend over £25,000 On the ALB’s The National Lottery Community Fund website Transparency: to inform the public how public money is spent Quarterly Review of key metricsKey metrics (total procurement spend, targets, spend with SMEs and reports related to procurement activity and contract management: ● Contract Register ● Procurement Pipeline ● Key commercial risks ● Government Commercial Operating Standards (Baseline, targets and improvement progress) ● SME targets ● Spend with the Voluntary, Community and Social Enterprise sector ● Social Value in Procurement ● Contract Management Quarterly Meeting with DCMS Commercial representative - supported by emailed Data Return By e-mail to DCMS Procurement and Commercial Team in advance Benchmarking of procurement spend, assessment of compliance with regulations, context of wider procurement picture spend and provision of data on economic effect of 17 Community and spend by Social Enterprise Departments and sector and social ALBs ' value benefit) Quarterly Exchequer funds held in commercial bank ,accounts By e-mail to DCMS Finance To supply HM Treasury with details of how much government funding is held outside GBS To inform a variety of DCMS purposes including briefings to Ministers and senior management and returns to Office of Budget Responsibilities Quarterly Medium Term Financial Model - Standard " Lot" returns on forward commitments, forecast drawdown, and drawdown apportionment across capital/resource By email to NLDF team Quarterly Minutes and papers for the Fund's UK Board meetings, including strategic risk register By email to OCS Strategy and Partnership Team, within a week of the meeting date By e-mail to DCMS Finance To get inform briefings to ministers and DCMS Board, and risk and assurance reporting processes Six-monthly Forecasts required for the ALB’s latest capital profiles for internal management Supplementary Estimates Reported to HM Treasury through the (OSCAR) system and reporting to the Finance Committee Quarterly Report on nonused by HM Treasury. Six-tender actions By e-mail to DCMS Procurement and Commercial team To meet requirement of recent GIAA audit Annually monthly Publication of senior salaries and performance awards and organograms On the ALB’s website The National Lottery Community Fund i.yebsite or hosted on DCMS website Transparency: to inform the public how public money is spent Annually Alignment/WGA Whole of Government Accounts (WGA) Alignment consolidation packs, and WGA transactions and balances exercise Alignment: to consolidate the ALB’s 's resource accounts within the DCMS resource accounts WGA: to gather counter-party details for consolidation. Annually Sustainability data By e-mail to DCMS Finance and DCMS Sustainability Champion To meet HM Treasury requirement to supply centre with sustainability data Annually EU public procurement statutory return (Schedule 1 or Schedule 2 as appropriate) By e-mail to Cabinet Office Legal requirement to provide data on number of tenders advertised in the European Journal Annually - Mid August Country and Regional analysis data regional By e-mail to DCMS Finance HM Treasury 18 analysis data Finance requirement - feeds into the Core Tables for the Annual Report and Accounts - management, control and governance. Annually Annual report Confirmation that the Chair, Board members and accounts CEO have all received an annual performance appraisal By e-mail email to OCS Strategy and Partnership Team Assurance that these- processes have been completed in line with DCMS Finance as per timetable guidance Annually (separate guidance is issued on thisor whenever changed) Statutory obligation Annually Pay Remit and pay remit outturn Confirmation of apportionment of Lottery income to the five national funding portfolios By e-mail email to DCMS ALB OCS Partnership Team I To ensure spend on pay that accurate briefing information is aligned across Government Annually Publication of salaries over £150k By e-mail provided to DCMS ALB Team (for publication on the Cabinet Office website) Transparency: to inform the public how public money is spent Annually Sharing of Strategic Risk Register as per paragraph 13.1 of the Governance framework. At annual performance meeting Enable timely and appropriate response to risk ministers Ad hoc hoc/ immediate as required requi red Completion and updating of e-Pims™ Pims TM database Directly into e-Pims™ Pims TM system To ensure accurate property and estate information is maintained at all times 19 On request government departments (Exchequer money only) Sharing of audit strategy, periodic audit plans and audit reports With DCMS OCS Strategy Assurance of financial strategy, periodic Finance, on management audit plans and request annual audit reportPartnership Team stewardship and and other teams as operational systems appropriate At least annually Sharing of operational and performance data, including customer satisfaction metrics With DCMS ALB For briefing of team, copied to OCS ministers and for Strategy and departmental Partnership Team contributions to cross-Whitehall initiatives relevant to the Head of Internal Audit’s opinion efficiency and public bodies reform agendas. The Fund may also be asked for additional information if its performance varies significantly from forecast or target, e.g. on risk management, control and governanceexpenditure.

Management Information. 4.1 7.1 The table below sets out the management information that the Department expects the BTA Sport England to provide DCMS over in the course of 2020-21. As per the above section on engagement, all returns should routinely copy in the DCMS Sponsor Teama 12 month period. These may be subject to change depending on future information requirements. Monthly (9th working day of each month) Grant-in-Aid requests Via Finance Partnership Webpage Spend over £25,000 On website To get the ALB’s latest forecast income and expenditure for reporting to Board and HM Treasury. inform public how public money is spent Monthly Consultancy return (including nil returns) By e-mail Email to DCMS Procurement and Commercial Property Services Team To enable Cabinet Office to keep track of the number of public sector consultancy contracts. Monthly Cash management figures within GBS accounts By e-mail to DCMS Finance To supply HM Treasury contracts Quarterly Key metrics (total procurement spend, spend with forecast for cash management inside GBS Monthly Spend over £25,000 On the ALB’s website Transparency: to inform the public how public money is spent Quarterly Review of key metrics, targets, SMEs and reports related to procurement activity and contract management: ● Contract Register ● Procurement Pipeline ● Key commercial risks ● Government Commercial Operating Standards (Baseline, targets and improvement progress) ● SME targets ● Spend with the Voluntary, Community and Social Enterprise sector ● Social Value in Procurement ● Contract Management Quarterly Meeting with DCMS Commercial representative - supported by emailed Data Return By email to DCMS Procurement and Commercial Team in advance Property Services Benchmarking of procurement spend, assessment of compliance with regulations, context of wider procurement picture spend and provision of data on economic effect of spend by Departments and ALBs Quarterly Exchequer funds held in commercial bank accounts By eSix-mail to DCMS Finance To supply HM Treasury with details of how much government funding is held outside GBS Quarterly Medium Term Financial Model returns By e-mail to DCMS Finance To get the ALB’s latest capital profiles for internal management and reporting to the Finance Committee Quarterly Report on non-tender actions By e-mail to DCMS Procurement and Commercial team To meet requirement of recent GIAA audit Annually monthly Publication of senior salaries and performance awards and organograms On the ALB’s website or hosted on DCMS website Transparency: to To inform the public how public money is spent Annually Alignment/WGA Alignment consolidation packs, WGA transactions and balances exercise Alignment: Publication of salaries over £150k By email to consolidate the ALB’s resource accounts within the DCMS resource accounts WGA: to gather counter-party details ALB team (for consolidation. publication on Cabinet Office website) To inform public how public money is spent Annually Sustainability data By e-mail to DCMS Finance and DCMS Sustainability Champion To meet HM Treasury requirement to supply centre with sustainability data Monthly Grant-in-Aid requests Via Finance Partnership Webpage To get ALBs’ latest forecast income and expenditure for reporting to Board and HMT. Also the mechanism for paying GIA to ALBs. Annually EU public procurement statutory return (Schedule 1 or Schedule 2 as appropriate) By e-mail - December Forecast data Complete forecast template. Supplementary estimate for current year Annually - March Forecast data Complete forecast template. Main estimate for forthcoming year Annually - April Outturn data Complete outturn template. Outturn for year just ended for reporting to Cabinet Office Legal requirement to provide data on number of tenders advertised in the European Journal DCMS board. Annually - Mid August Country and Regional analysis data Final Outturn By e-mail email to DCMS Finance HM Treasury requirement – give bodies chance to bring data in line with Audited accounts Annually – Jan/Feb Provide details of any prior period adjustments or restatements in relation to Complete template issued by Financial Accounts team Supplementary estimate for current year and consolidated accounts planning Timescale What How Purpose prior financial year data. Annually – April/May Counterparty data with bodies in the DCMS consolidation group for financial year just ended Complete template issued by Financial Accounts team Consolidated Accounts - feeds into the Core Tables for the Annual Report early identification and Accounts Annually Annual report and accounts By e-mail to DCMS Finance as per timetable (separate guidance is issued on this) Statutory obligation Annually Pay Remit and pay remit outturn By e-mail to DCMS ALB Team To ensure spend on pay is aligned across Government Annually Publication resolution of salaries over £150k By e-mail to DCMS ALB Team (for publication on the Cabinet Office website) Transparency: to inform the public how public money is spent Annually Sharing of Strategic Risk Register as per paragraph 13.1 of the Governance framework. At annual performance meeting Enable timely and appropriate response to risk Ad hoc immediate as required Completion and updating of e-Pims™ database Directly into e-Pims™ system To ensure accurate property and estate information is maintained at all times On request Sharing of audit With DCMS Assurance of financial strategy, periodic Finance, on management audit plans and request annual audit report, including the Head of Internal Audit’s opinion on risk management, control and governancemismatches.

Management Information. 4.1 The table below sets out the management information that the Department expects requires the BTA Birmingham Organising Committee to provide DCMS over provide. The Department may add or change the course of 2020-21. As per the above section on engagement, all returns should routinely copy in the DCMS Sponsor Team. These may be subject to change management information required depending on future information requirements. Timescale2 What How Purpose Monthly (9th working day of each month) Grant-in-Aid requests Via Finance Partnership Webpage To get the ALB’s latest forecast income and expenditure for 2 Reporting to be carried out in line with financial reporting timetable. Financial year to run 1 April - 31 March reporting to Board and HM Treasury. Monthly Consultancy Treasury and cash drawdown Quarterly Consultancy3 return (including nil returns) By e-mail to DCMS Procurement and Commercial Team CGDU Finance To enable Cabinet Office to keep track of the number of public sector consultancy contracts. Monthly Cash management figures within GBS accounts Gift and hospitality register By e-mail email to DCMS CGDU Finance To supply HM Treasury with forecast for cash management inside GBS ensure transparency of payments Monthly Spend over £25,000 On By email to CGDU Finance And in addition: Publish tenders and contract details on Contracts Finder and on the ALBBirmingham Organising Committee’s website website. Transparency: to inform the public how public money is spent and enable suppliers to find out about tender opportunities Quarterly Review of key metricsKey metrics (total procurement spend, targets, spend with SMEs and reports related to procurement activity and contract management: ● Contract Register ● Procurement Pipeline ● Key commercial risks ● Government Commercial Operating Standards (Baseline, targets and improvement progress) ● SME targets ● Spend with the Voluntary, Community and Social Enterprise sector ● Social Value in Procurement ● Contract Management Quarterly Meeting with DCMS Commercial representative - supported by emailed Data Return sector) By e-mail to DCMS Procurement and Commercial Team in advance CGDU Finance Benchmarking of procurement spend, assessment of compliance with regulations, context of wider procurement picture spend and provision of data on economic effect of spend by Departments and ALBs Quarterly Exchequer funds held in commercial bank accounts By e-mail to DCMS CGDU Finance To supply HM Treasury with details of how much government funding is held outside GBS Quarterly Medium Term Financial Model returns By e-mail to DCMS CGDU Finance To get the ALB’s latest capital profiles for 3 The provision to management of objective advice relating to strategy, structure, management or operations of an organisation, in pursuit of its purposes and objectives. returns internal management and reporting to the Finance Committee Quarterly Report on non-tender actions By e-mail Annually Input to DCMS Procurement and Commercial team To meet requirement Group accounts / Whole of recent GIAA audit Annually Publication of senior salaries and performance awards and organograms On the ALB’s website or hosted on DCMS website Transparency: to inform the public how public money is spent Annually Alignment/WGA Alignment Government Accounts (WGA) Provide a complete consolidation packspack, WGA transactions and balances exercise as directed by the Department Alignment: to consolidate the ALB’s resource accounts within the DCMS Department’s resource accounts WGA: to gather counter-party details for consolidation. Annually Sustainability data By e-mail to DCMS CGDU Finance and DCMS Sustainability Champion To meet HM Treasury requirement to supply the centre with sustainability data Annually EU public procurement statutory return (Schedule 1 or Schedule 2 as appropriate) - Mid Country and By e-mail to Cabinet Office Legal requirement to provide data on number of tenders advertised in the European Journal Annually - Mid HM Treasury August Country and Regional analysis data By e-mail to DCMS CGDU Finance HM Treasury requirement - feeds into the Core Tables for the Annual Report and Accounts Annually Annual report Six-monthly Publication of senior salaries and accounts By e-mail organograms On the ALB’s website or hosted on the Department’s website Transparency: to DCMS Finance as per timetable (separate guidance inform public how public money is issued on this) Statutory obligation spent Annually Pay Remit remit and pay remit outturn By e-mail to DCMS ALB Team To ensure spend on pay is aligned across Government Annually Publication of salaries over £150k By e-mail to DCMS ALB Team (for publication on the Cabinet Office website) Transparency: to inform the public how public money is spent Annually Sharing of Strategic Risk Register as per paragraph 13.1 of the Governance framework. At annual performance meeting Enable timely and appropriate response to risk framework. Ad hoc Completion and Directly into To ensure accurate immediate as required Completion and updating of e-Pims™ database Directly into system property and estate required e-Pims™ system To ensure accurate property and estate information is maintained database at all times On request Sharing of audit With DCMS Finance Assurance of financial strategy, periodic Finance, on and Head of management audit plans and request Internal Audit on annual audit request report, including the Head of Internal Audit’s opinion on risk management, control and governance.

Management Information. 4.1 5.1 The table below sets out the management information that the Department expects the BTA UK Anti-Doping to provide DCMS over in the course of 2020a 12-21. As per the above section on engagement, all returns should routinely copy in the DCMS Sponsor Teammonth period. These may be subject to change depending on future information requirements. Timescale What How Purpose Monthly (9th working day of each month) Grant-in-Aid requests Via Finance Partnership Webpage To get the ALB’s latest forecast income and expenditure for of each month) reporting to Board and HM Treasury. Also the mechanism for paying GIA to the ALB Monthly Consultancy return (including nil returns) By e-mail to DCMS Procurement and Commercial Team To enable Cabinet Office to keep track of the number of public sector consultancy contracts. Monthly Cash management figures within GBS accounts By e-mail to DCMS Finance To supply HM Treasury with forecast for cash management inside GBS Monthly Quarterly Spend over £25,000 On the ALB’s website Transparency: to inform the public how public money is spent Quarterly Review of key metricsKey metrics (total procurement spend, targets, spend with SMEs and reports related to procurement activity and contract management: ● Contract Register ● Procurement Pipeline ● Key commercial risks ● Government Commercial Operating Standards (Baseline, targets and improvement progress) ● SME targets ● Spend with the Voluntary, Community and Social Enterprise sector ● Social Value in Procurement ● Contract Management Quarterly Meeting with DCMS Commercial representative - supported by emailed Data Return sector) By e-mail to DCMS Procurement and Commercial Team in advance Benchmarking of procurement spend, assessment of compliance with regulations, context of wider procurement picture spend and provision of data on economic effect of spend by Departments and ALBs Quarterly Exchequer funds held in commercial bank accounts By e-mail to DCMS Finance To supply HM Treasury with details of how much government funding is held outside GBS Quarterly Medium Term Financial Model returns By e-mail to DCMS Finance To get the ALB’s latest capital profiles for internal management and reporting to the Finance Committee Quarterly Report on nonSix-tender actions By e-mail to DCMS Procurement and Commercial team To meet requirement of recent GIAA audit Annually monthly Publication of senior salaries and performance awards and organograms On the ALB’s website or hosted on DCMS website Transparency: to inform the public how public money is spent Annually Alignment/WGA Alignment consolidation packs, WGA transactions and balances exercise Alignment: to consolidate the ALB’s resource accounts within the DCMS resource accounts WGA: to gather counter-party details for consolidation. Annually Sustainability data By e-mail to DCMS Finance and DCMS Sustainability Champion To meet HM Treasury requirement to supply centre with sustainability data Annually Annual EU public procurement statutory return (Schedule 1 or Schedule 2 as appropriate) By e-mail to Cabinet Office Legal requirement to provide data on number of tenders advertised in the European Journal Annually - Mid August Country and Regional analysis data By e-mail to DCMS Finance HM Treasury requirement - feeds into the Core Tables for the Annual Report and Accounts Annually Annual report and accounts By e-mail to DCMS Finance as per timetable (separate guidance is issued on this) Statutory obligation Annually Pay Remit and pay remit outturn By e-mail to DCMS ALB Team To ensure spend on pay is aligned across Government Annually Publication of salaries over £150k By e-mail to DCMS ALB Team (for publication on the Cabinet Office website) Transparency: to inform the public how public money is spent Annually Sharing of Strategic Risk Register as per paragraph 13.1 of the Governance framework. At annual performance meeting Enable timely and appropriate response to risk Annual Efficiency Return Pro-forma To provide evidence that the 1% target has been met, to demonstrate what measures have been taken to achieve this and to demonstrate how these savings have been recycled back into frontline services. Ad hoc immediate as required Completion and updating of e-Pims™ database Directly into e-Pims™ system To ensure accurate property and estate information is maintained at all times On request Sharing of audit With DCMS Assurance of financial strategy, periodic Finance, on management audit plans and request annual audit report, including the Head of Internal Audit’s opinion on risk management, control & governance. With Finance and governance.Head of, on request Assurance of financial management