DHHS COE Meeting Agenda May 16, 2012 Welcome Introductions Contract Compliance Reporting Open Window Updates Questions and Answers

Office of Procurement & Contract Services Quarter 3 – SFY 2012 Contract Report for Center of Excellence May 2012

Q3 - Average Number of Days Contract or Amendment Approvals (RFPs not included)

Q3 - Average Number of Days Contract or Amendment Approvals

Q3 - Contract and Amendment Approval Times (RFPs not included)

Department Timely Approvals Q3 - Monthly Comparison

Q1 - Q3 - Department Timely Approvals

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

Q3 - Divisions with a Compliance Rating above 90% Division of State Operated Healthcare Facilities Division of Vocational Rehabilitation

Q3 - Compliance Rating Monthly Comparison 20%41% 44% 38% In Compliance %

Q1 – Q3 – Areas of Compliance ( RFPs not included)

OW Contract Updates  Six (6)Webinar/Transcripts Roll Out April 30, 2012 o Contract Overview o Funding o Performance Measures o Contractor Budget o Documentation o 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 Updates Provider/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 Updates Contractor 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 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 they charge 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 Contract o Modification of IMOA/MOA to include Amendments o Rework of PSC Contract with Terms and Conditions o Document Management o System History and Archiving of Records o Electronic Approval o Reporting Features o 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 Cover o FAFTA  Items in Discussion with Legal: o Electronic Signature

COE Meeting Schedule DHHS COE Quarterly Meetings Scheduled SFY 2012 Adams :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: