dhhs coe meeting agenda may 16, 2012 welcome introductions contract compliance reporting open window...
TRANSCRIPT
DHHS COE Meeting AgendaMay 16, 2012
• Welcome
• Introductions
• Contract Compliance Reporting
• Open Window Updates
• Questions and Answers
Office of Procurement &
Contract Services
Quarter 3 – SFY 2012Contract Report for Center of Excellence
May 2012
Q3 - Average Number of Days Contract or Amendment Approvals (RFPs not included)
Average# of Days
Average# of Days
Average# of Days
DivisionsInternal Division
DepartmentReview Total
DCD 6 12 18DHSR 4 2 7DIRM 1 5 6DMA 5 15 20DMH 3 8 11DMH - Facilities 1 5 6DAAS 0 0 0DPH 16 4 20DSB 0 0 0DSDHH 0 0 0DSS 8 10 18DVR 29 2 30OES 0 0 0Rural Hlth 3 13 16EconOpp 0 0 0HR 0 0 0Prop & Constr 0 0 0ExecMgt 0 0 0Controller 0 0 0DD Council 0 0 0MMIS 0 0 0
12 7 19
3rd Quarter 2011 - 2012
Q3 - Average Number of Days Contract or Amendment Approvals
0
5
10
15
20
January February March 3rd Quarter
Internal Department Total Avg Day
Q3 - Contract and Amendment Approval Times (RFPs not included)
Division
% more than 30 days prior to
effective date
% less than 30 days prior to
effective date
% on or after effective
date
Other - Including
Legislative increase
amendments
DCD 0% 0% 100%DHSR 0% 100% 0%DIRM 0% 0% 100%DMA 0% 100% 0%DMH 0% 50% 50%DMH - Facilities 0% 100% 0%DAASDPH 3% 62% 35%DSBDSDHHDSS 0% 0% 100%DVR 0% 100% 0%OESRural Hlth 0% 29% 71%EconOppHRProp & ConstrExecMgtControllerDD CouncilMMIS
Timely Approvals for 2012 (Q3)
Department Timely ApprovalsQ3 - Monthly Comparison
0%
20%
40%
60%
80%
100%
January February March 3rd Quarter
% On or after the effective date
Q1 - Q3 - Department Timely Approvals
Contract Approal Time-Frames Q1, Q2 & Q3 Combined 2011 - 2012
Contracts or amendments rec'd for approval less
than 30days prior tothe effective date
40%
Contracts or amendments rec'd for approval more
than 30days prior to the effective date
6%
Other -Including Legislative increase
amendments
0%
Contracts or amendments rec'd for approval on orafter effective date
54%
Q3 - Divisions submitting all contracts prior to the effective date
• Division of Health Service Regulation
• Division of Medical Assistance
• Division of State Operated Healthcare Facilities
• Division of Vocational Rehabilitation
Q3 - Compliance Rating Compliance Rating at the time of Approvals 2012 (Q3)
Results include only Contracts and Amendments that are approved through OPCS. • Does not include RFPs that are sent to DOA or State P&C for approval
Division
# of Contracts or Amendments
Reviewed by OPCS
# C
om
pli
an
t
%
In
Co
mp
lia
nc
e
DCD 8 0 0%DHSR 9 1 11%DIRM 1 0 0%DMA 5 4 80%DMH 4 1 25%DMH -Facilities 2 2 100%DAASDPH 29 8 28%DSBDSDHHDSS 1 0 0%DVR 18 17 94%OESRural Hlth 17 3 18%EconOppHRProp & ConstrExecMgtMore@4ControllerDD CouncilMMIS
Overall: 94 36 38%
Q3 - Divisions with a Compliance Rating above 90%
• Division of State Operated Healthcare Facilities
• Division of Vocational Rehabilitation
Q3 - Compliance Rating Monthly Comparison
4 725 3616 10
3258
0
20
40
60
80
100
January February March 3rd Quarter
Num
ber
of C
ontr
acts
Compliant Non Compliant
20% 41%
44%
38%
In Compliance %
Division # No
n Co
mpl
iant
# No
n Co
mpl
iant
Miss
ing
Div.
Ap
prov
als
# No
n Co
mpl
iant
Miss
ing
Dept
. ap
prov
als
# No
n Co
mpl
iant
Prov
ider
For
ms
# No
n Co
mpl
iant
Wor
kshe
ets
# No
n Co
mpl
iant
Gen
eral
Cov
er
# No
n Co
mpl
iant
Scop
e of
Wor
k
# No
n Co
mpl
iant
Perfo
rman
ce
Mea
sure
s#
Non
Com
plia
nt
Oth
er E
dits
re
quie
rd#
Non
Com
plia
nt
HR S
alar
y &
Frin
ge#
Non
Com
plia
nt
Gen
eral
Pr
ovid
er B
udge
t#
Non
Com
plia
nt
Fund
ing
# No
n Co
mpl
iant
Oth
er
# No
n Co
mpl
iant
Mai
n Re
cord
# No
n Co
mpl
iant
Eval
uatio
n Se
ctio
n#
Non
Com
plia
nt
Cont
ract
G
ener
atio
n
DCD 8 100% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 4 50% 1 13% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0%DHSR 0 0 0 0 0 0 0 0 8 0 0 0 0 0 0 0DIRM 1 100% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0%DMA 1 20% 0 0% 0 0% 1 20% 1 20% 1 20% 1 20% 1 20% 1 20% 1 20% 1 20% 1 0% 1 20% 1 20% 1 20% 0 0%DMH 2 50% 0 0% 0 0% 0 0% 0 0% 0 0% 1 25% 1 25% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0%DMH -Facilities 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0%DAASDPH 10 34% 0 0% 0 0% 0 0% 16 55% 0 0% 0 0% 0 0% 1 3% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0%DSBDSDHHDSS 1 100% 0 0% 0 0% 0 0% 0 0% 1 100% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0%DVR 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 1 6% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0% 0 0%OESRural Hlth 12 71% 0 0% 0 0% 0 0% 0 0% 0 0% 2 12% 7 41% 0 0% 0 0% 1 6% 0 0% 0 0% 0 0% 0 0% 0 0%EconOppHRProp & ConstrExecMgtMore@4ControllerDD CouncilMMIS
Overall:
35 37% 0 0% 0 0% 1 1% 17 18% 2 2% 4 4% 13 14% 12 13% 1 1% 2 2% 1 1% 1 1% 1 1% 1 1% 0 0%
Q 3 - OPCS Reviews
Compliance Rating at the time of Approvals 2012 (Q3)Results include only Contracts and Amendments that are approved through OPCS. • Does not include RFPs that are sent to DOA or State P&C for approval
I -T
imel
y Ap
prov
al II - Approval ProcessIII - Document
Review
IV - Contract Review V - RFA,Q,P
% of ALL contracts that have a problem in this area:
Q1 – Q3 – Areas of Compliance( RFPs not included)
Areas of Compliance 2012 Q1 Q2 Q3
I - Timeliness Timely Approvals 24% 68% 63%
Division Approvals 100% 100% 100%
Department Approvals 99% 100% 100%
Provider Forms 40% 86% 99%
Worksheets 40% 54% 82%
General Cover 96% 86% 98%
Scope of Work 95% 83% 96%
Performance Measures 40% 48% 86%
Other Edits 42% 87% 87%
HR Salary & Fringe 95% 77% 99%
General Provider Budget 44% 77% 98%
Funding 100% 85% 99%
Other 34% 86% 99%
RF? Main Record 100% 88% 99%
RF? Evaluation Section 100% 89% 99%
RF? Contract Generation 100% 88% 100%
II - Approval Process
III - Document Review
V - RFA,Q,P
IV - Contract Review
0% 20% 40% 60% 80% 100%
Timely Approvals
Division Approvals
Department Approvals
Provider Forms
Worksheets
General Cover
Scope of Work
Performance Measures
Other Edits
HR Salary & Fringe
General Provider Budget
Funding
Other
RF? Main Record
RF? Evaluation Section
RF? Contract Generation
Areas of ComplianceQ1, Q2, & Q3 Comparison
0% 20% 40% 60% 80% 100%
Timely Approvals
Division Approvals
Department Approvals
Provider Forms
Worksheets
General Cover
Scope of Work
Performance Measures
Other Edits
HR Salary & Fringe
General Provider Budget
Funding
Other
RF? Main Record
RF? Evaluation Section
RF? Contract Generation
Q1 Q2 Q3
OW Contract Updates
Six (6)Webinar/Transcripts Roll Out April 30, 2012
o Contract Overviewo Fundingo Performance Measureso Contractor Budget o Documentationo Application Speed
OW Contract Updates
Live Q&A Session Regarding Contract Changes/Webinars May 8-10, 2012
OW Off Line to Prepare for Release, May 11, 2012
OW On Line - Release Rolled out into Production May14, 2012
OW Contract Updates
Contractor Budget Adjustment/Realignment
Contract Budget Amendment Budget Narrative Override Division of State Operated Healthcare
Facilities was broken out as its own Division and Prints correctly in the Cover.
OW Contract Updates
Correct Contract Display Issues o Naming Convention for offices under Central
Management Corrected and Division of State Operated Healthcare Facility services now Print Correctly in the Contract Cover. General Contract Cover lists Required Documents for the Contract Package
o Required Documents Print out with the Contract Package.
o Subcontract Narrative, Activity Budgets, Budgets and Measures across Multiple Years.
OW Contract UpdatesProvider/Contractor:The term “provider” has been changed to “contractor”. This has been an issue that has been on the table for discussion for awhile, and has been addressed in this release. All documents and system labels should now be showing “contractor”. If you happen upon a place where “provider” still displays, please let us know - being specific as to where it is displaying – so that we can correct it. Fringe Settings:The fringe settings area is no longer a separate area in the system. You will capture your fringe along with the salary line item per position. If you have any questions regarding how this should work, view the pre-recorded webinar detailing the Contractor Budget. These have been previously distributed to view and will be posted to the Home page of Open Window in the near future.
OW Contract UpdatesContractor Documents:Documents are now being tracked by Calendar Year. We are Coordinating the effort to collect and validate contractor documents each January. The documents already uploaded have been converted to Calendar Year. If you see any documents that are now labeled incorrectly, please send an email to OW Support – with screen shots and details regarding what needs to change and it will be corrected.
Indirect Cost Rate Plan: OW is set up to validate that you have uploaded the contractor’s indirect cost rate plan (that you should already have on file for the provider if theycharge any indirect cost in the contract budget). You will need to upload that and assign the correct document type to be able to generate your contract package.
OW Contract Updates
Entire Contract Override:Used for RFPs and contracts such as subscription agreements whereby contractor provides own contract scope and terms and conditions. With the exception of RFP’s divisions must have OPCS approval prior to developing the contract package.
Terms and Conditions Override:Used to override Department Standard Terms and Conditions. New T&C’s must be Approved by Legal through OPCS.
OW Contract Updates Items Pending Project Team
o Designated Area for Original and/or Executed Contracts on File in OW
o (i.e.) View Executed Contracto Modification of IMOA/MOA to include Amendmentso Rework of PSC Contract with Terms and Conditionso Document Managemento System History and Archiving of Recordso Electronic Approvalo Reporting Featureso Contractor Access to OW and Training Roll Out
OW Contract Updates
Items Pending Feedback from other Sources:o Grant Data being printed with the Contract
Covero FAFTA
Items in Discussion with Legal:o Electronic Signature
COE Meeting ScheduleDHHS COE Quarterly Meetings Scheduled
SFY 2012Adams 264 10:00 am – 12 noon
• End of Fiscal Year 2011 Report – September 15, 2011• Quarter 1 Report and updates – December 12, 2011• Quarter 2 Report and updates – February 14, 2012• Quarter 3 Report and updates – May 16, 2012
Please send your Division’s COE meeting schedule to: [email protected]