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: Sharon.A.Jordan@dhhs.nc.gov