Division of Purchasing Strengthening Contract Management in Idaho Office of Performance Evaluation Report Legislative Response Division of Purchasing Response

Division of Purchasing - Office of Performance Evaluation Report Why/how was the study done  Stimulated by the Molina - MMIS  Examined the framework of Idaho’s contracting process to identify improvement areas and align best practices  Understand o how agencies develop, monitor and close out contracts o if DOP and agencies could further improve the process for developing, awarding and monitoring contracts  Data collected by surveys, individual interviews and research Strengthening Contract Management in Idaho

Division of Purchasing - Office of Performance Evaluation Report Strengthening Contract Management in Idaho  Best practices framework o DOP to develop a best practices checklist and a closeout checklist into its training materials o Legislature to consider whether to require all agencies (including DOP exempt agencies) to incorporate a best practices checklist into their contracting processes o DOP to work with the AG’s office – consider improving statute, rule accessibility and make more user-friendly. Incorporate into contracting guidelines.  Contract Development and Award o Ensure all staff involved in the purchasing process receive training in various aspects of contracting process – includes administrative and management staff o Develop a full time training position  Contract Monitoring o DOP to create monitoring positions for high risk high dollar contracts o DOP to require regular risk report submittal by agencies o Require all agencies (including those exempt from DOP) be subject to DOP statewide monitoring for high dollar/high risk dollar contracts. Formalize DOP monitoring role in Idaho Code.

Division of Purchasing - Legislative Response – HCR 18 Strengthening Contract Management in Idaho  DOP to develop a plan to respond to OPE report o Improve the development, management and reporting of contracts using best practices o Train and certify contract development and management personnel o Improve monitoring of contracts o Plan components should be  Best practices checklists  Training programs for RFP, development experts and contract managers  Project risk management and mitigation activities  Other best practices to improve the efficiency and performance of contracts in Idaho  Develop a plan to identify and outline the role of project managers within agencies as it relates to contract management and its coordination with DOP  Report plan to the legislature on or before January 31, 2014

Division of Purchasing - Division of Purchasing Response – Agency Impact Strengthening Contract Management in Idaho DOP formal plan being created – plan in place 7/1/2013 Give us feedback - concerns Preliminary work started Tools being updated/created Templates, flowcharts, purchasing officer manual Client level contract management MOU’s with agencies – roles, responsibilities, expectations Contract management guides and checklists Training program revision/expansion Revise current program - test, modify and improve Propose new plan and resources Test new delivery mechanisms (web – webinars, web based on-line) Contract administration vs. contract management (DOP – Agency) Definitions and best practice checklists Governance – management at agency, administration at DOP Responsibilities and definition of high risk/high dollar contracts