DHHS COE Meeting Agenda June 26, 2009 Welcome Introductions Contract Compliance Reporting General Updates Divisional COE news Questions and Answers

Office of Procurement & Contract Services Quarter 3 – SFY 2009 Contract Report for Center of Excellence June 2009

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

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

Average Number of Days Contract or Amendment Approvals Q3

Average Number of Days Contract or Amendment Approvals Q1 – Q3

Average Number of Days Contract or Amendment Approvals Q1 – Q3 Compare

Contract and Amendment Approval Times Q1 (RFPs and Legislative Increase amendments not included)

Department Timely Approvals Monthly Comparison Q1

Department Timely Approvals

Contract and Amendment Approval Times Q2 (RFPs and Legislative Increase amendments not included)

Department Timely Approvals Monthly Comparison Q2

Department Timely Approvals

Contract and Amendment Approval Times Q3 (RFPs and Legislative Increase amendments not included)

Department Timely Approvals Monthly Comparison Q3

Department Timely Approvals

Average Number of Days Contract or Amendment Approvals Q1 – Q3 Compare

Compliance Rating Q1

Compliance Rating Monthly Comparison 51% 39%83% 56% In Compliance %

Areas of Compliance Q1

Performance Measures Quality Rates

Compliance Rating Q2 Compliance Rating at the time of Approvals 2009 (Q2) Results include only Contracts and Amendments that are approved through OPCS. Does not include RFPs that are sent to DOA or State P&C for approval

Compliance Rating Monthly Comparison 78% 84% 66% 74% In Compliance %

Areas of Compliance Q2

Performance Measures Quality Rates

Compliance Rating Q3

Compliance Rating Monthly Comparison 47%76% 87% 78% In Compliance %

Areas of Compliance Q3

Departmental Compliance Comparison Q1 – Q3

Performance Measures Quality Rates

Performance Measures Quality Rates Q1 – 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: 99% Q1  97% Q2  98% Q3

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: 97% Q1  96% Q2  99% Q3

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: 67% Q1  81% Q2  94% Q3

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: 100% Q1  100% Q2  99% Q3

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: 100% Q1  100% Q2  100% Q3

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: 93% Q1  91% Q2  85% Q3

Divisional COE News How has your COE evolved over time? What has worked for you What has not worked well How do you ensure that the contracts are meeting the goals of the program and the overall goal of your division? Contract process roles & responsibilities.

COE Meeting Schedule DHHS COE Quarterly Meetings Scheduled Adams :00 am – 11:00 am End of Fiscal Year 2008 Report – August 6, 2008 Quarter 1 Report and updates – November 5, 2008 Quarter 2 Report and updates – February 5, 2009 Quarter 3 Report and updates – June 26, 2009 Please send your Division’s COE meeting schedule to:

General Contract Management and Contract System Training OPCS Training Sessions SFY 2009 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. Departmental Contracts training provided by DHHS Contract System training provided by

Questions and Answers