DHHS COE Meeting Agenda August 7, 2007 Welcome Introductions Contract Compliance Reporting Next Steps Questions and Answers Merged Systems Update Conflict of Interest Form Revision

Office of Procurement & Contract Services SFY Contract Report for Center of Excellence August 2007

Average Number of Days Contract or Amendment Approvals SFY 2007 (RFPs not included)

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

Goal for Approval Time Frames (data based on contracts requiring OPCS approval) Approval more than 30 days prior to effective date Divisions rising above the 50% mark (SFY 2007)  Division of Economic Opportunity – 74%  Division of Social Services – 56%

Goal for Approval Time Frames (data based on contracts requiring OPCS approval) All division contracts require approval before the effective date Divisions sending all contracts for approval before effective date (SFY 2007)  Division of Aging and Adult Services  Division of Vocational Rehabilitation

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

Goal for Approval Time Frames (data based on contracts requiring OPCS approval) Divisions having a consistent increase in % of contracts sent for Approval more than 30 days prior to effective date (over the past 3 years)  Division of Child Development  Division of Economic Opportunity  Division of Mental Health  Division of Social Services  Division of Vocational Rehabilitation  Executive Management

Timely Approvals SFY 2007 (RFPs not included)

Timely Approvals SFY 2005 – 2006 (RFPs not included)

Results: Timely Approvals Compare SFY Departmental increase in Contracts and Amendments received for approval more than 30 days prior to effective date %  %  2007 – 38% Department has improved over 20% within the past 3 years

Compliance Rating SFY 2007

Areas of Compliance SFY 2007

Goal for Contract Compliance (data based on contracts requiring OPCS approval) Division contract compliance should strive to achieve a 95% rate Divisions at or above above the 75% mark (SFY 2007)  Division of Social Services – 77%  Office of Rural Health – 75%

Compliance Rate SFY 2007 Taking out “Other” area

Goal for Contract Compliance Taking out “Other” area (data based on contracts requiring OPCS approval) Division contract compliance should strive to achieve a 95% rate Division of Vocational Rehabilitation – 98% Taking out the “Other” compliance area, the following divisions would be at or above above the 75% mark (SFY 2007)  Division of Social Services – 85%  Division of Mental Health – 76 %  Division of Public Health – 76%  Office of Rural Health – 75%

Contract Approval Process SFY 2007 (RFPs not included) Correct approvals and signatures Out of the contracts or amendments reviewed by OPCS, percentage that went through the correct approval process: 96 % Q1  99% Q2  96% Q3  94% Q4 95 % SFY 2007

Required Documents SFY 2007 (RFPs not included) Includes all required documentation Out of the contracts or amendments reviewed by OPCS, percentage that had all required documentation: 96 % Q1  100% Q2  94% Q3  75% Q4 86 % SFY 2007

Timely Approvals SFY 2007 (RFPs not included) Submitted to OPCS before effective date Out of the contracts or amendments reviewed by OPCS, percentage that had timely approvals: 80 % Q1  74% Q2  89% Q3  93% Q4 88 % SFY 2007

Performance Measures SFY 2007 (RFPs not included) Contract includes required measures Out of the contracts or amendments reviewed by OPCS, percentage that had performance measures: 99 % Q1  100% Q2  100% Q3  100% Q4 100 % SFY 2007

COE Review SFY 2007 (RFPs not included) Chairs or designee approved contracts and/or amendments Out of the contracts or amendments reviewed by OPCS, percentage that had a COE Review: 99 % Q1  97% Q2  99% Q3  99% Q4 99 % SFY 2007

Other Items Identified in the Review SFY 2007 (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: 89 % Q1  99% Q2  90% Q3  58% Q4 75 % SFY 2007

Contract Administrators with a 100% Compliance Rate (sfy 2007)

DHHS Contract Administrators/ Contract Numbers/Dollar Values SFY 2008

DHHS Contract Administrators/ Contract Numbers/Dollar Values SFY 2007

COE Meeting Schedule DHHS COE Quarterly Meetings Scheduled Adams :00 am – 11:00 am Year End Report and updates – August 7, 2007 Quarter 1 Report and updates – November 8, 2007 Quarter 2 Report and updates – February 6, 2008 Quarter 3 Report and updates – May 7, 2008 Please send your Division’s COE meeting schedule to:

General Contract and System Training OPCS Training Sessions SFY 2008 Training dates and times will be scheduled – this will be posted on the web site: Location:Hoey Building - Dix Campus 801 Ruggles Drive Notification required 1 week in advance include topic of interest Departmental Contracts training provided by Sharon A Jordan DHHS Contract System training provided by Karen C Smith

Questions and Answers