This page provides guidance and resources for ARENA Funding Recipients (grantees) to use throughout the life of their project.
Welcome to the Grantee Toolbox
Welcome
Grantees can register for ARENANet; access up-to-date policies and guidance on how to manage the delivery of obligations under your Funding Agreement; and learn how to produce knowledge sharing deliverables.
Getting started with ARENANet
ARENANet is the grants management platform used to submit milestones, variation requests and other actions relating to your funding.
Register now by filling out the fields to create an account.
ARENANet How to Guide (PDF 742KB)
Once you have created an account:
- Complete your vendor form to get setup in the ARENA Finance System
- View your upcoming milestones and knowledge sharing deliverables and confirm these are consistent with your funding agreement
- Familiarise yourself with the other functions available to you through ARENANet
Please note: If you were responsible for submitting your ARENA application you may already be registered on ARENANet.
Funding Agreement Guidance
There are a number of obligations you must meet as part of your Funding Agreement, like managing and reporting on your budget, submitting milestone reports and ensuring that variations are agreed and documented.
Documents
FAQs
- Can we make announcements about our ARENA funded Project?
Projects need to be publicly announced by ARENA prior to any other announcements. We will work with you to organise such announcements. Funding announcements can occur several weeks after the execution of the funding agreement/s to allow for Ministerial involvement. We are mindful that some organisations have statutory reporting requirements, we will work with you to meet these requirements. Following a public announcement, speak to your Client Manager about any other future proposed announcements.
- When will my milestone be paid?
You will receive your milestone payment within 30 days of ARENA approving the milestone and once we are provided with a correctly rendered invoice.
- How long will it take for my milestone to be processed?
ARENA endeavours to review and process milestone reports within 4 weeks (20 business days) of receipt, however, this timing may not be achievable if amendments or further documentation is required to demonstrate achievement of the milestone requirements. Any concerns regarding this timing will be discussed with you by your ARENA Client Manager during the review process.
- What if I submit my milestone late?
Please contact your ARENA Client Manager (cc. arenacontracted@arena.gov.au) as soon as you become aware of, or anticipate, any delays. But, please also note, you are contractually obliged to meet your Milestone due dates under the funding agreement.
- Can I submit milestone deliverables early?
Yes. ARENA also encourages recipients to submit drafts of knowledge sharing reports and other project specific reports ahead of time to allow ARENA to provide feedback before final submission. This can often assist in resolving issues and clarifications ahead of time which means the Milestone can subsequently be approved quickly once the final report is submitted.
- What are ARENA’s expectations regarding knowledge sharing deliverables?
ARENA expects all knowledge sharing deliverables to be comprehensive and of high quality. The ARENA grantee webpage contains a selection of knowledge sharing reports that can be used as examples of the standard expected. ARENA has also prepared a report writing guide which should be followed when preparing knowledge sharing materials.
- Is there a template that I can use to prepare knowledge sharing reports?
No, ARENA recognises that each project has unique elements and it may be difficult to apply a standard form to project reports. The report writing guide provided to you is intended to support you with general guidance. The grantee webpage also provides you with relevant reports that can be used as examples to make the process as easy and streamlined as possible.
- Who can I talk to about varying my funding agreement?
Your ARENA Client Manager (cc. arenacontracted@arena.gov.au) should be your main point of contact followed by completing the online variation request form. Before requesting a variation please read the ARENA variation policy (PDF 89KB) | (DOCX 65KB).
- Something has gone really wrong with respect to my project. What should I do?
Please follow the crisis notification protocols as per your ARENA funding agreement, which includes initial contact with your ARENA Client Manager. It is important to get in contact as soon as practicable. Your funding agreement may provide specific notification timeframes for specific types of events (e.g. Force Majeure, WHS breaches).
- Can I reallocate money within the budget?
Yes, but only up to the amount or percentage of funds specified in your ARENA funding agreement (e.g. 10%). Reallocations pertain to line item amounts within the existing budget and are not indicative of additional funding or contingency being available above and beyond the contracted budget. For any changes above that amount please contact your ARENA Client Manager. A formal Variation can only be considered by the program delegate (ARENA Manager with financial delegation).
- What if a project partner decides to leave the project or change their level of support?
Your ARENA Client Manager can help you work through this and will discuss the impacts this may have on your contract, including changes in funding contributions and project outcomes. You should expect that a variation would be progressed to address these changes.
- Can we expand/reduce the scope of our project?
Expansions or contractions of scope may impact the merit of your project and in most cases would be considered a separate application. We recommend reviewing the ARENA variation policy (PDF 89KB) | (DOCX 65KB).
Questions
Please contact your contract manager so that differences can be reconciled.
Have another question? Email contracts@arena.gov.au or get in touch with your contract manager
Knowledge Sharing Guidance
The Knowledge Sharing Plan within your Funding Agreement defines the Knowledge Sharing Deliverables you will produce throughout the life of your project. The information below is designed to provide you with guidance on how best to produce those deliverables.
Key Documents
FAQs
- What are ARENA’s expectations for knowledge sharing deliverables?
ARENA expects all knowledge sharing deliverables to be comprehensive and of high quality. The ARENA grantee webpage contains a selection of knowledge sharing reports that can be used as examples of the standard expected. ARENA has also prepared a report writing guide which should be followed when preparing knowledge sharing materials.
- Can you share any examples of great knowledge sharing deliverables?
- Can I share outlines and drafts of Knowledge Sharing Deliverables for feedback before I formally submit them?
Questions
Have another question? Email knowledge@arena.gov.au or get in touch with your contract manager.