DHHS COE Meeting Agenda May 7, 2008 Welcome Introductions Contract Compliance Reporting Contract Templates Form Updates COE Workgroup updates Questions and Answers

Office of Procurement & Contract Services Quarter 3 – SFY 2008 Contract Report for Center of Excellence May 2008

Contract Reviews Q 1 – Q 3

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

Average Number of Days Contract or Amendment Approvals Q1 & Q2 (RFPs not included)

Department Timely Approvals

Contract and Amendment Approval Times Q3 (RFPs not included)

Contract and Amendment Approval Times Q1 & Q2 (RFPs not included)

Department Compliance Rate

Compliance Rating Q3

Compliance Rating Q1 & Q2

Areas of Compliance Q3

Performance Measures Quality Rates Q3

Contract Approval Process Q1  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 completed Chairs 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 Templates Contract: 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 Cover UNC General Terms and Conditions Health Care Providers

COE Workgroup updates Workgroups recommended DHHS General Training Materials Meeting Cancelled Tuesday, April 29 RFA Meeting Cancelled Wednesday, April 30

COE Meeting Schedule DHHS COE Quarterly Meetings Scheduled Adams :00 am – 11:00 am Quarter 3 Report and updates – May 7, 2008 Please send your Division’s COE meeting schedule to:

General Contract Management and Contract System Training OPCS Training Sessions SFY 2008 Training dates are scheduled and posted on the web site: Location:Hoey Building - Dix Campus Ruggles Dr. Send an 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 DHHS Contract System training provided by

Questions and Answers