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DHHS COE Meeting Agenda
May 7, 2008Welcome
Introductions
Contract Compliance Reporting
Contract Templates
Form Updates
COE Workgroup updates
Questions and Answers
Office of Procurement &
Contract Services
Quarter 3 – SFY 2008Contract Report for Center of Excellence
May 2008
Contract Reviews Q 1 – Q 3
0 5 10 15 20 25
Number of Days
Q1
Q2
Q3
Qua
rter
ly
Average Number of Days to Review Contracts SFY 2008
Internal Division
DepartmentReview
Average Number of Days Contract or Amendment Approvals
Q3 (RFPs not included)
Average# of Days
Average# of Days
Average# of Days
DivisionsInternal Division
DepartmentReview Total
DCD 11 4 14DHSR 4 16 21DIRM 22 12 34DMA 24 5 29DMH 18 9 27DMH - Facilities 27 3 30DAAS 0 0 0DPH 11 6 17DPH-MinH 0 0 0DSB&HH 0 0 0DSS 24 7 32DVR 3 4 7OES 0 0 0Rural Hlth 0 0 0EconOpp 8 9 17HR 0 0 0Prop & Constr 0 0 0ExecMgt 0 0 0Controller 0 0 0DD Council 0 0 0MMIS 0 0 0
14 8 22
3rd Quarter 2007 - 2008
Average Number of Days Contract or Amendment Approvals
Q1 & Q2 (RFPs not included)
Average# of Days
Average# of Days
Average# of Days
DivisionsInternal Division
DepartmentReview Total
DCD 5 10 15DHSR 5 10 15DIRM 11 3 14DMA 24 11 35DMH 14 11 25DAAS 2 4 6DPH 19 14 33DPH-MinH 0 0 0DSB&HH 0 0 0DSS 14 6 21DVR 4 4 8OES 1 12 13Rural Hlth 1 4 5EconOpp 1 14 15HR 0 0 0Prop & Constr 0 0 0ExecMgt 1 11 12Controller 0 0 0DD Council 0 0 0MMIS 0 0 0
10 9 19
1st Quarter 2007 - 2008Average# of Days
Average# of Days
Average# of Days
DivisionsInternal Division
DepartmentReview Total
DCD 4 10 15DHSR 4 10 13DIRM 16 6 22DMA 18 11 29DMH 13 5 18DMH -Facilities 9 3 13DAAS 0 0 0DPH 9 8 16DPH-MinH 0 0 0DSB&HH 0 0 0DSS 17 6 23DVR 0 0 0OES 1 3 4Rural Hlth 4 6 10EconOpp 0 0 0HR 0 0 0Prop & Constr 0 0 0ExecMgt 8 1 9Controller 0 0 0DD Council 0 0 0MMIS 0 0 0
9 7 16
2nd Quarter 2007 - 2008
Department Timely Approvals
Contract Approval Time-Frames Q3 2007 - 2008
Contracts or amendments rec'd for approval less
than 30days prior tothe effective date
55%
Contracts or amendments rec'd for approval more
than 30days prior to the effective date
7%
Other -Including Legislative increase
amendments
5%
Contracts or amendments rec'd for approval on orafter effective date
33%
Department Timely Approvals
Contract Approval Time-Frames Q1 & Q2 & Q3 2007 - 2008
Contracts or amendments rec'd for approval on or
after effective date
30%
Other -Including Legislative increase
amendments
6%
Contracts or amendments rec'd for approval more than 30days prior
to the effective date
8%
Contracts or amendments rec'd for approval less
than 30days priorto the effective date
56%
Contract and Amendment Approval Times Q3
(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% 100% 0% 0%DHSR 7% 33% 60% 0%DIRM 0% 0% 100% 0%DMA 50% 25% 25% 0%DMH 0% 67% 33% 0%DMH - Facilities 0% 37% 63% 0%DAASDPH 8% 77% 15% 0%DPH-MinHDSB&HHDSS 0% 33% 33% 33%DVR 0% 100% 0% 0%OESRural HlthEconOpp 0% 100% 0% 0%HRProp & ConstrExecMgtControllerDD CouncilMMIS
Timely Approvals for 2008 (Q3)
Contract and Amendment Approval Times Q1 & Q2
(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
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 50% 50% 0% 0% DCD 0% 50% 0% 50%DHSR 0% 38% 62% 0% DHSR 0% 100% 0% 0%DIRM 0% 0% 100% 0% DIRM 0% 0% 100% 0%DMA 0% 50% 50% 0% DMA 33% 67% 0% 0%DMH 7% 11% 81% 0% DMH 0% 83% 17% 0%DMH - Facilities DMH - Facilities 0% 29% 71% 0%DAAS 0% 100% 0% 0% DAASDPH 20% 60% 20% 0% DPH 0% 69% 31% 0%DPH-MinH DPH-MinHDSB&HH DSB&HHDSS 43% 7% 7% 43% DSS 17% 83% 0% 0%DVR 0% 100% 0% 0% DVROES 0% 0% 100% 0% OES 0% 100% 0% 0%Rural Hlth 0% 50% 50% 0% Rural Hlth 0% 100% 0% 0%EconOpp 0% 0% 100% 0% EconOppHR HRProp & Constr Prop & ConstrExecMgt 0% 100% 0% 0% ExecMgt 0% 92% 8% 0%Controller ControllerDD Council DD CouncilMMIS MMIS
Timely Approvals for 2008 (Q2)Timely Approvals for 2008 (Q1)
Department Compliance Rate
Department Compliance Rating Q1
In
Compliance
54%
Out of Compliance
46%
Department Compliance Rating Q2
Out of Compliance
48%
In
Compliance
52%
Department Compliance Rating Q3
In
Compliance
28%
Out of Compliance
72%
Compliance Rating Q3
Compliance Rating at the time of Approvals 2008Results 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 Compliance
DCD 4 1 25%DHSR 15 2 13%DIRM 1 0 0%DMA 4 1 25%DMH 3 2 67%DMH -Facilities 8 1 13%DAASDPH 26 12 46%DPH-MinHDSB&HHDSS 12 2 17%DVR 1 0 0%OESRural HlthEconOpp 2 0 0%HRProp & ConstrExecMgtMore@4ControllerDD CouncilMMIS
Overall: 76 21 28%
OPCS Reviews
Compliance Rating Q1 & Q2
Compliance Rating at the time of Approvals 2008Results 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
plian
t
% Compliant
DCD 14 14 100%DHSR 3 3 100%DIRM 1 0 0%DMA 6 6 100%DMH 6 4 67%DMH -Facilities 14 1 7%DAASDPH 29 6 21%DPH-MinHDSB&HHDSS 6 4 67%DVROES 1 0 0%Rural Hlth 2 0 0%EconOppHRProp & ConstrExecMgt 12 11 92%More@4ControllerDD CouncilMMIS
Overall: 94 49 52%
Q 2 - OPCS Reviews
Division
# of Contracts or
Amendments Reviewed by
OPCS # C
om
plian
t%
Compliant
DCD 8 5 63%DHSR 13 4 31%DIRM 1 0 0%DMA 2 1 50%DMH 27 3 11%DMH -Facilities
DAAS 1 1 100%DPH 15 10 67%DPH-MinHDSB&HHDSS 14 9 64%DVR 29 29 100%OES 1 0 0%Rural Hlth 2 0 0%EconOpp 2 0 0%HRProp & ConstrExecMgt 1 1 100%More@4ControllerDD CouncilMMIS
Overall: 116 63 54%
Q 1 - OPCS Reviews
Q1 - Q3 Compliance Comparison
0%
20%
40%
60%
80%
100%
DCD DM H DM H -Facilities
DPH DSS DVR
SFY 2008 Q1 SFY 2008 Q2 SFY 2008 Q3
Q1 - Q3 Compliance Comparison
0%
20%
40%
60%
80%
100%
DHSR DIRM DM A DAAS OES Rural Hlth EconOpp ExecM gt
SFY 2008 Q1 SFY 2008 Q2 SFY 2008 Q3
Areas of Compliance Q3
Division
# of Contracts or Amendments
Reviewed by OPCS
# N
on
Com
plia
nt
P1 Approval Process
# N
on
Com
plia
nt
P2Required
Documents
# N
on
Com
plia
nt
P3Timely
Approval
# N
on
Com
plia
nt
P4Performance
Measures
# N
on
Com
plia
nt
P5COE Review
# N
on
Com
plia
nt
Other (Edits, NCAS header,
etc.)
DCD 4 0 0% 0 0% 0 0% 0 0% 0 0% 3 75%DHSR 15 0 0% 3 20% 9 60% 0 0% 0 0% 1 7%DIRM 1 0 0% 0 0% 1 100% 0 0% 0 0% 0 0%DMA 4 0 0% 2 50% 1 25% 0 0% 0 0% 3 75%DMH 3 0 0% 0 0% 1 33% 0 0% 0 0% 0 0%DMH -Facilities 8 0 0% 0 0% 5 63% 0 0% 0 0% 6 75%DAASDPH 26 3 12% 2 8% 4 15% 0 0% 0 0% 8 31%DPH-MinHDSB&HHDSS 12 0 0% 0 0% 4 33% 0 0% 0 0% 6 50%DVR 1 0 0% 0 0% 0 0% 0 0% 0 0% 1 100%OESRural HlthEconOpp 2 0 0% 2 100% 0 0% 1 50% 0 0% 2 100%HRProp & ConstrExecMgtMore@4ControllerDD CouncilMMIS
Overall: 76
3 4% 9 12% 25 33% 1 1% 0 0% 30 39%% of ALL contracts that have a
problem in this area:
Compliance Rating at the time of Approvals 2008 (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
OPCS Reviews Percentage of Contracts or Amendments NOT in Compliance per area
Performance Measures Quality Rates Q3
Division Demand Input Output OutcomeService Quality Efficiency Total # #
of
con
trac
ts
revi
ewed
Po
ssib
le #
of
po
ints
per
C
olu
mn
Po
ssib
le #
of
po
ints
per
R
ow
DCD 33% 100% 100% 100% 100% 100% 89% 2 6 36
DHSR 100% 100% 100% 44% 44% 33% 76% 3 9 54
DIRM x x x x x x x 0 0 0
DMA 33% 100% 100% 67% 33% 33% 61% 1 3 18
DMH 100% 100% 100% 67% 67% 67% 83% 1 3 18
DMH -Facilities 100% 100% 100% 33% 33% 56% 70% 3 9 54
DPH 80% 100% 100% 64% 64% 80% 81% 15 45 270
DSS 85% 100% 96% 81% 89% 81% 89% 9 27 162
DVR 100% 100% 100% 100% 100% 100% 100% 1 3 18
EconOpp x x x x x x x 0 0 0
DepartmentTotals 82% 100% 99% 68% 68% 78% 82% 35 105 630
SFY 2008 - Q 3 PBC Quality Rates
Contract Approval ProcessQ1 Q2 Q3
(RFPs not included)
Correct approvals and signatures
Out of the contracts or amendments reviewed by OPCS, percentage that went through the correct approval process:
Q1 99 % Q2 100 % Q3 96 %
Required Documents Q1 Q2 Q3
(RFPs not included)
Includes all required documentation
Out of the contracts or amendments reviewed by OPCS, percentage that had all required documentation:
Q1 97 % Q2 96 % Q3 88 %
Timely Approvals Q1 Q2 Q3
(RFPs not included)
Submitted to OPCS before effective date
Out of the contracts or amendments reviewed by OPCS, percentage that had approvals before the effective date:
Q1 65 % Q2 77 % Q3 67 %
Performance Measures Q1 Q2 Q3
(RFPs not included)
Contract includes required measures
Out of the contracts or amendments reviewed by OPCS, percentage that had performance measures:
Q1 98 % Q2 94 % Q3 99 %
COE Review Q1 Q2 Q3
(RFPs not included)
COE Review was completedChairs or designee approved contracts
and/or amendments
Out of the contracts or amendments reviewed by OPCS, percentage that had a COE Review:
Q1 99 % Q2 99 % Q3 100 %
Other Items Identified in the Review - Q1 Q2 Q3
(RFPs not included)
Edits, budget corrections, encumber funds, incorrect data, contract system
Out of the contracts or amendments reviewed by OPCS, percentage that did not have any other items to address:
Q1 77 % Q2 79 % Q3 61 %
Contracting TemplatesContract: A legal binding agreement between entities specifying responsibilities in exchange for monetary consideration.
Personal Service Contract: A personal service contract is an agreement for services provided by a professional individual on a temporary or occasional basis.
MOA : A Memorandum of Agreement is a legal and binding agreement between two or more parties that does not contain monetary consideration and outlines each other’s responsibilities for carrying out a particular service.
IMOA: An Intra-departmental Memorandum of Agreement is used between DHHS agencies regardless of whether money is disbursed. This agreement documents the rights and duties of the parties and reduces the possibility of future disagreements.
Each type of agreement is required to be entered into the DHHS Contract System
Form Updates
General Contract CoverUNC
General Terms and ConditionsHealth Care Providers
COE Workgroup updates
Workgroups recommended
DHHS General Training MaterialsMeeting Cancelled Tuesday, April 29
RFAMeeting Cancelled Wednesday, April 30
COE Meeting Schedule
DHHS COE Quarterly Meetings ScheduledAdams 264 10:00 am – 11:00 am
Quarter 3 Report and updates – May 7, 2008
Please send your Division’s COE meeting schedule to: [email protected]
General Contract Managementand Contract System TrainingOPCS Training Sessions SFY 2008
Training dates are scheduled and posted on the web site: http://opcs.dhhs.state.nc.usLocation: Hoey Building - Dix Campus - 801 Ruggles Dr.Send an email at least 1 week in advance, to the person you would like to schedule the training with. Please include topic(s) of interest so that an appropriate amount of time can be set aside for you.
We will NOT be providing any training sessions during the month of June.
Departmental Contracts training provided by [email protected] Contract System training provided by [email protected]
Questions and Answers
