DHHS COE Meeting Agenda November 10, 2010 Welcome Introductions Contract Compliance Reporting Questions and Answers DHHS Open Windows Update

Office of Procurement & Contract Services Quarter 1 – SFY 2011 Contract Report for Center of Excellence November 2010

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

Average Number of Days Contract or Amendment Approvals Q1

Department Timely Approvals Q1

Department Timely Approvals Q1 Monthly Comparison

Contract and Amendment Approval Times Q1 (RFPs not included)

Divisions submitting all contracts prior to the effective date Q1 Division of Aging and Adult Services Office of Medicaid Management Information Systems

Compliance Rating Q1 Monthly Comparison 36% 44% 76% 51% In Compliance %

Compliance Rating Q1

Divisions with a Compliance Rating above 90% Division of Aging and Adult Services Office of Medicaid Management Information Systems

Areas of Compliance Q1

Contract Approval Process Q1 (RFPs not included) Correct approvals and signatures Out of the contracts or amendments reviewed by OPCS, percentage that went through the correct approval process: 99 %

Approval Process Q1 Monthly Comparison

Required Documents Q1 (RFPs not included) Includes all required documentation Out of the contracts or amendments reviewed by OPCS, percentage that had the correct documents in the package : 98 %

Required Documents Q1 Monthly Comparison

Timely Approvals Q1 (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: 65 %

Timely Approval Q1 Monthly Comparison

Performance Measures Q1 (RFPs not included) Contract includes required measures Out of the contracts or amendments reviewed by OPCS, percentage that had all performance measures included: 87 %

Performance Measures Q1 Monthly Comparison

COE Review Q1 (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 COE approval: 100 %

COE Review Q1 Monthly Comparison

Other Items Identified in the Review Q1 (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: 85 %

Other Items Identified in the Review Q1 Monthly Comparison

Performance Measure Quality Rating ****Performance Based Contracting quality rating was not captured this quarter, 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

COE Meeting Schedule DHHS COE Quarterly Meetings Scheduled SFY 2011 Adams :00 am – 11:00 am – End of Fiscal Year 2010 Report – August 19, 2010 – Quarter 1 Report and updates – November 10, 2010 – Quarter 2 Report and updates – February 16, 2011 – Quarter 3 Report and updates – May 18, 2011 Please send your Division ’ s COE meeting schedule to:

Knowledge Assessment Results Activities vs. Outputs and Outcomes vs. Outputs 14 Questions and 16 test participants 14 correct out of 14 = 5 (0 missed) 13 correct out of 14 = 5(1 missed) 12 correct out of 14 = 2(2 missed) 11 correct out of 14 = 2(3 missed) 9 correct out of 14 = 1(5 missed) 1 correct out of 14 = 1(13 missed) 33(# questions missed) divided by 222(# of total questions) = 85% average score

Knowledge Assessment Results Identifying Smart Measures 5 Questions and 16 test participants 5 correct out of 5 = 5 (0 missed) 4 correct out of 5 = 2 (1 missed) 3 correct out of 5 = 4 (2 missed) 2 correct out of 5 = 3 (3 missed) 1 correct out of 5 =1 (4 missed) 0 correct out of 5 = 1 (5 missed) 15 (# questions missed) divided by 80 ( total number of questions) = 81% average class score

Process Updates Request Certifications of Insurance Direct Pay Policy UNC Benefits/Fringe Rates 2011 – All divisions should adhered to the approved rates for UNC systems

Grants In Contract Form Grants (defined by Grants. Gov) – An award of financial assistance from a federal agency to a recipient to carry out a public purpose of support or stimulation Grant in Contract Form – Outlines the agreement for services provided directly to recipients by specialized providers such as non profits, charitable health organizations or local governmental entities – Can be described as a “Best Effort” type of contract where you have high hopes of attaining said goals, but ultimately not guaranteeing you can deliver – Exempt from State P&C but not from competition through the Grants Opportunities website (RFA)

Grants In Contract Form Business Name(s) are not to be Used in Federal Grant Applications Division/office/facility/school programs that request federal funds through applications for grants shall not specifically identify any subcontractor or subgrantee by individual or business name in the application unless otherwise specified by the grant application. Procurements by the state are governed by competitive standards, therefore the identification of a specific subcontract or subgrant recipient precludes competition and is prohibited and shall not be part of the grant applications

Linkages- Following the Money Executive Oder 4- NC OpenBook and OSBM requirements to track spending related to federal awards and grants –.NC Grants /Federal Award ID (NCAS/E Procurement) “Dummy” Grant ID’s for NCAS – – valid until December 31 of this year, after which point they will no longer work

Linkages- Following the Money Federal Registry and Federal Award # – Show all grant funds received CRIS – Shows which organizations received grants under the specific program. Contains program information, including program title, agency, web address, description of the program, who is eligible to receive grants, fund information, how much money is awarded and where the money comes from NC Grants – Show grantee who received the grant, the amount awarded and amount distributed by county served, etc. BID # – Show contracts awarded through Bids, Information about vendors receiving the bids, bids awarded per FY, Agency, Bid Category and Type

Budget Account Adherence to NC Grant Identifiers Budgets realigned to the appropriate 536xxx grant account - and/or POS contract budgets realigned into appropriate designated accounts, need to be corrected in the DHHS Contract System for all contracts with SFY 11 funding. These updates will be reflected in Open Window

Contracts “Exempt” from OPCS (or normal DHHS contract procurement procedures) Polices on “Exceptions” or Contracts “exempt” from coming through OPCS and not encumbered into NCAS (i.e. Local Health Departments, AAA, LMEs, etc). Describe make-up and uniqueness Reimbursements Examples of Agreements in Place Administration, Monitoring and Reporting Responsibilities

Contract Monitoring – Did we get what we paid for? – SL or SB1213 Cost Reimbursement Contracts – Monitoring Invoices – Diversion of Funds

DHHS Open Window Update DHHS Open Window – First Release happened on February 8, 2010 Public has search, view, and reporting capabilities on fields designated for public view. Program Management information IS LIVE Contract information is still READ ONLY until we go live. Continue using the current DHHS Contract System for data entry until notified otherwise. Continue to clean up the database – is this the information you want the public to see?

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 – Please continue with cleaning up data in the current system.

DHHS Open Window Update Be ready: – Divisions will be setting up Access and User Roles internally. Your division has been sent a tool that may be of help. – Divisions will have the ability to update certain areas of information (i.e.: Provider info.) and set up internal tracking for processes. – Set up a group of people within your division that will be able to answer general questions regarding Open Window. All questions/communication needs to go through the divisions before routing to the department. There will be a ‘learning curve’ at first where everyone needs to get up to speed, but it is expected that the divisions will train new users internally. Department technical assistance will be available to those division representatives. – Communicate to contract administrators on how the measures should be entered into the system and the measures/scope of work roll up.

Things to think about DHHS Open Window has the ability to break out your Divisions into Sections and Branches. The only divisions that we know will be using this to their advantage for reporting purposes – DPH – DMH (DSOHS - the Facilities)

DHHS Open Window Update The following slides will give you information you need to be able to access the PRACTICE SITE for DHHS Open Window. Please be aware that we are still finishing up some changes BEFORE going live, but this will give you an opportunity to look at the layout and information collected. 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.

Sign In Screen The link to the Practice Site can be found on the OPCS site in the Open Window folder 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. If you attended a training session, your access will still be available and you can review the information we entered in class.