DHHS COE Meeting Agenda February 11, 2010 Welcome Introductions Contract Compliance Reporting Questions and Answers DHHS Open Windows Update

Office of Procurement & Contract Services Quarter 2 – SFY 2010 Contract Report for Center of Excellence February 2010

Average Number of Days Contract or Amendment Approvals Q1 (RFPs not included)

Average Number of Days Contract or Amendment Approvals Q1

Average Number of Days Contract or Amendment Approvals Q2 (RFPs not included)

Average Number of Days Contract or Amendment Approvals Q2

Contract and Amendment Approval Times Q1 (RFPs not included)

Department Timely Approvals Q1 Monthly Comparison

Department Timely Approvals Q1

Q1 Divisions submitting all contracts prior to the effective date. –Division of Mental Health (Central Office) –Division of Mental Health (Institutions) –Division of Vocational Rehabilitation –Executive Management

Contract and Amendment Approval Times Q2 (RFPs not included)

Department Timely Approvals Q2 Monthly Comparison

Department Timely Approvals Q1 & Q2

Q2 Divisions submitting all contracts prior to the effective date. –Division of Health Service Regulation –Division of Vocational Rehabilitation

Compliance Rating Q1

Compliance Rating Q1 Monthly Comparison 11%37% 57% 29% In Compliance %

Areas of Compliance Q1

Q1 Divisions with a Compliance Rating above 90% –Division of Health Service Regulation –Division of Mental Health (Central Office) –Division of Mental Health (Facilities) –Division of Public Health –Executive Management

Performance Measure Quality Rating ****Performance Based Contracting quality rating was not captured Quarter 1, but will continue to be an important focus as we migrate to DHHS Open Window. A basic 3 point rating scale is utilized to determine the quality of measures in PBCs. Scale: 1=Average; 2 = Good and 3 = Excellent Rating Definition Demand: The intended beneficiaries/targeted population/ and number of units to be served in the contract are clearly identified and defined Input: The amount of resources required to provide the services to the customer are clearly identified Output: The quantity of the services expected to be completed or provided to the customer are clearly identified Outcome: Outcome measures are aligned with the contracts goals and objectives and clearly reflect a result, consequence, or a particular benefit Service Quality: Quality measures clearly evaluate customer satisfaction with the service or product provided or the appropriateness of the service being provided or how the service was provided Efficiency: Cost relationship of input to outputs to outcomes are identified

Compliance Rating Q2

Compliance Rating Q2 Monthly Comparison 33% 42% 65% 45% In Compliance %

Areas of Compliance Q2

Q2 Divisions with a Compliance Rating at or above 90% –Division of Health Service Regulation –Division of Medical Assistance –Division of Mental Health (Central Office) –Division of Vocational Rehabilitation

Performance Measures Quality Rating

Contract Approval Process Q1 & Q2 (RFPs not included) Correct approvals and signatures Out of the contracts or amendments reviewed by OPCS, percentage that had all required approvals: 100 % Q1  97 % Q2

Required Documents Q1 & Q2 (RFPs not included) Includes all required documentation Out of the contracts or amendments reviewed by OPCS, percentage that had all required documentation: 83 % Q1  98 % Q2

Timely Approvals Q1 & Q2 (RFPs not included) Submitted to OPCS before effective date Out of the contracts or amendments reviewed by OPCS, percentage that were sent through timely approvals: 54 % Q1  79 % Q2

Performance Measures Q1 & Q2 (RFPs not included) Contract includes required measures Out of the contracts or amendments reviewed by OPCS, percentage that had all performance measures: 95 % Q1  99 % Q2

COE Review Q1 & Q2 (RFPs not included) COE Review was completed Chairs or designee approved contracts and/or amendments Out of the contracts or amendments reviewed by OPCS, percentage that went through a COE review: 100 % Q1  100 % Q2

Other Items Identified in the Review - Q1 & Q2 (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 require edits or other revisions: 58 % Q1  61 % Q2

COE Meeting Schedule DHHS COE Quarterly Meetings Scheduled SFY 2010 Adams :00 am – 11:30 am –End of Fiscal Year 2009 Report – August 20, 2009 –Quarter 1 Report and updates – November 12, 2009 –Quarter 2 Report and updates – February 11, 2010 –Quarter 3 Report and updates – May 13, 2010 Please send your Division’s COE meeting schedule to:

Questions and Answers

System Update DHHS Open Window –The first of the High level overview training sessions were scheduled and attended –The Second Level of training sessions were held and produced great feedback. –The Third Level detailed training sessions are currently being scheduled and will be held starting February 22 through March. Everyone that works with Contracts will need to attend this training.

System Update DHHS Open Window –First Release is scheduled for February 8, 2010 Public will have search, view, and reporting capabilities on fields designated for public view. More fields and information will become available as system functionality and testing is complete. Program Management information will be LIVE at this time Contract information will be READ ONLY until we finish with the third level detailed contract training. Continue using the current DHHS Contract System for data entry until notified otherwise. The data in the new system will be ‘refreshed’ from time to time until we go LIVE with contracts in Open Window. Continue to clean up the database – is this the information you want the public to see?

System Update DHHS Open Window –We would like to continue to encourage you to view the system as you have an opportunity if you haven’t already done so. There is quite a difference in systems, and the more you become familiar with it now, the easier the transition will be. –We are not accepting feedback as far as general system functionality, but will address any issues that relate to functions already in place that are not working as they should. –We still have some identified items that we are currently still working on, but would like to have you take a peek into what you will be working with.

DHHS Open Window Update Key features we would like you to be aware of: –Separate Areas to start entering your RFP/Q/A data before it is awarded into contract(s) –Electronic Approval Process (for signature approvals) –Contract Creation within the system. The contracts will be entered and maintained in the system – from start to finish (the prototype has been created and is in the beginning stages of development) We will be asking for volunteers to help us test just this functionality and help address any issues before we go live with this process. –Please continue with cleaning up data in the current system.

DHHS Open Window Update The following slides will give you information you need to be able to access the TEST SITE for DHHS Open Window. Please pass this information on to your Contract Administrators. They will be key in starting the contracts IN THE SYSTEM rather than routing the paper documents like we have been doing in the past. You will need to log in using your NCID and password: Once you have logged in, we will need to set up your individual access before you can move through the system. We would like to coordinate access through one person within each division that will be asked to manage user roles.

Main Screen

Sign In Screen UserName: Your NCID Password: Your individual NCID password that you have set up Once you have successfully logged in for the first time, you will need to have your access set up by a System Administrator before you can navigate through the system.