1. DHHS COE Meeting Agenda August 20, 2009 Welcome Introductions Contract Compliance Reporting Questions and Answers Merged Systems Update

2. Office of Procurement & Contract Services SFY 2008 - 2009 Contract Report for Center of Excellence August 2009

3. Average Number of Days to Review Contracts or Amendments SFY 2009 – Q4 (RFPs not included)

4. Average Number of Days Contract or Amendment Approvals by Division - Q4 (RFPs not included)

5. Average Number of Days SFY 2009 Q1 – Q4

6. Average Number of Days to Review Contracts or Amendment SFY 2009

7. Average Number of Days Contract or Amendment Approvals by Division - SFY 2009 (RFPs not included)

8. Total Average Number of Days to Review Contracts SYF 07 to SFY 10

9. Timely Approvals DHHS Q4 SFY 2009

10. Timely Approvals DHHS Q1 thru Q4 2009

11. Timely Approvals by Division Q3 & Q4 (RFPs not included)

12. Timely Approvals by Division Q1 & Q2 (RFPs not included)

13. Approval Time Frames Q4 SFY 2009 (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 (Q4 - SFY 2009) Division of Child Development Division of Health Service Regulation Division of Vocational Rehabilitation Division of Aging and Adult Services

14. Timely Approvals DHHS SFY 2009 (RFPs not included)

15. Timely Approvals by Division SFY 2009 (RFPs not included)

16. Timely Approvals by Division SFY 2007 – SFY 2008 (RFPs not included)

17. Timely Approvals Trend Analysis SFY 2007 – SFY 2009

18. Goal for Approval Time Frames SFY 2009 (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 2009) Division of Child Development Office of Education Services Division of Vocational Rehabilitation and Division of Aging and Adult Services successfully met this goal two years straight for SFY 07 and SFY 08

19. Goal for Approval Time Frames SFY 2009 (data based on contracts requiring OPCS approval) Approval more than 30 days prior to effective date Divisions rising above the 50% mark (SFY 2009) The Division closest to this goal is DPH with 39% of their contracts Next is DSS with 28% of their contracts Office of Economic Opportunity successfully met this target two years in a row for SFY 07 and SFY 08 with 79% and 59% respectively.

20. Compliance Rating SFY 2009 Q4 63% in Compliance *Goal – 95%

21. Compliance Rating SFY 2009 Trend Q1 thru Q4 57% 78% 74% 63% % in compliance

22. Compliance Rating Q3 & Q4

23. Compliance Rating Q1 & Q2

24. Department Compliance Trend Analysis Q 1 – Q 4 SFY 2009

25. Contract Compliance Q4 SFY 2009 (data based on contracts requiring OPCS approval) Division contract compliance should strive to achieve a 95% rate Division of Health Service Regulation – 100% Divisions at or above above the 75% mark (Q4-09) Division of Mental Health (not including Facilities) – 88% Division of Mental Health Facilities – 78% Division of Aging and Adult Services – 100% Division of Vocational Rehabilitation – 75% Division of Public Health – 88% Division of Social Services – 84%

26. Department Compliance Rate SFY 2009

27. Compliance Rating by Division SFY 2009

28. Goal for Contract Compliance SFY 2009 (data based on contracts requiring OPCS approval) Division contract compliance should strive to achieve a 95% rate Division of Health Service Regulation – 96% Divisions at or above above the 75% mark (SFY 2009) Division of Mental Health (not including Facilities) – 85% Division of Vocational Rehabilitation – 85% Division of Public Health – 83%

29. SFY 2007 to 2009 Overall Compliance Comparison

30. Compliance Rating by Division SFY 2008

31. Compliance Rating by Division SFY 2007

33. SFY07-SFY 09 Compliance Comparison Analysis No Division consecutively met the 95% compliance 3 years in a row. No Division consecutively remained above the 75% mark 3 years in a row. However, Division of Vocational Rehabilitation came closet to this achievement with 85% and 99% compliance rates respectively in SFY 08 and SFY09. Compliance ratings for all divisions over the last three years have fluctuated or remained flat with the exception of Division of Public Health. Best Compliance holding at 66% for SFY09. There was no correlation to be made when comparing the impact on Compliance across the quarters within each SFY. Lowest compliance was 28% in Qtr 3, SFY08, best was 78% in Qtr. 3, SFY09. Although, budget restrictions, indecisions, and ARRA may have contributed to the Timely” Approval compliance issue Division of Public Health is the only Division to show consistent and positive compliance improvement across all three year (54%, 64% and 83%). Division of Health Service Regulation showed the biggest compliance improvement from SFY08 to SFY09 (50%) followed by Division of Mental Health-Central Office and Facilities (30%), Division of Public Health (20%) and Division of Social Services and Office of Rural Health and Community Care (15%).

34. Compliance Rating by Area SFY 2009 Q4

35. Areas of Compliance by Division Q4

36. Compliance Rating by Area SFY 2009 Q1 thru Q4 Approval process Required Documents Timely Approval Performance Measures COE Review Other Edits

37. Annual Compliance Rating by Area SFY 2009

38. Areas of Compliance by Division SFY 2009

39. SFY 2009 Top Three Compliance Issues The top major compliance issues for SFY 2009 are Required Documents, Timely approval and Edits. Division Meeting or Exceeding Compliance goal: Required Documents: DHSR, DIRM, DMA, DMH- Central and Facilities, DAAS, DPH, DVR and Rural Health. Timely Approval: DCD and DVR Edits: DHSR, DIRM, and DVR

40. Contract Approval Process SFY 2009 (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  99% Q4 98 % SFY 2009

41. Required Documents SFY 2009 (RFPs not included) Includes all required documentation Out of the contracts or amendments reviewed by OPCS, percentage that had all required documentation: 98 % Q1  96% Q2  99% Q3  81% Q4 90 % SFY 2009

42. Timely Approvals SFY 2009 (RFPs not included) Submitted to OPCS before effective date Out of the contracts or amendments reviewed by OPCS, percentage that had timely approvals: 67 % Q1  81% Q2  94% Q3  88% Q4 84 % SFY 2009

43. Performance Measures SFY 2009 (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  100% Q4 100 % SFY 2009

44. COE Review SFY 2009 (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: 100 % Q1  100% Q2  100% Q3  99% Q4 100 % SFY 2009

45. Other Items Identified in the Review SFY 2009 (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  76% Q4 84 % SFY 2009

46. Areas of Compliance by Division SFY 2008

47. Areas of Compliance by Division SFY 2007

48. Areas of Compliance Trend Analysis SFY 2007 – 2009

49. SFY07-SFY09 Top Three Compliance Issues- Analysis Required Documents, Timely Approval and Edits remain an area of opportunity across all three years. Timely approval fluctuated across all three years, best was 88% compliance rating in SFY07, worst was 84% in SFY09 Required Documents have improved across all three years from a low of 86% to 90% compliance, but goal still remain unmet. Edits have improved consistently from a low of 75% to 84% compliance respectively over the last three years, but goal still remain unmet.

50. Performance Measure Quality Rating 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

53. PBC Quality Rating Comparison Quality Rating for all measures showed tremendous improvement. Demand, Outcome, Service Quality and Efficiency measures were all under 95% for SFY08. SFY 09 all measures quality ratings were except Service Quality was equal to or greater than 94%. Total quality rating is at 94%. Divisions with Total PBC Quality Rating above 95% Division of Child Development Division of Mental Health Division of Public Health Division of Social Services Division of Vocational Rehabilitation

54. DHHS Contract Numbers/Dollar Values/ % Reviewed/Compliance Rate

55. COE Meeting Schedule DHHS COE Quarterly Meetings Scheduled SFY 2010 Adams 264 9:30 am – 11:30 am End of Fiscal Year 2009 Report – August 20, 2009 Quarter 1 Report and updates – November 12, 2009 Quarter 2 Report and updates – February 11, 2010 Quarter 3 Report and updates – May 13, 2010 Please send your Division’s COE meeting schedule to: Sharon.A.Jordan@dhhs.nc.gov

56. General Contract Management and System Training OPCS Training Sessions SFY 2010 Training dates and times will be scheduled – this will be posted on the web site: http://opcs.dhhs.state.nc.us/default.aspx Location:Hoey Building - Dix Campus 801 Ruggles Dr. Notification required 1 week in advance include topic of interest Departmental Contracts training provided by Sharon.A.Jordan@dhhs.nc.gov DHHS Contract System training provided by Karen.C.Smith@dhhs.nc.gov

57. Questions and Answers

58. Merged Systems Update Volunteers needed in each division for User Acceptance Testing and training (September) People that are familiar with entering contracts into the current system Attend required training session for the testing period (Sessions will be scheduled by DIRM. One 4 hour ? session) Commit to small amount of time each day to test and provide feedback.

59. Merged Systems Update Merged Systems Preview is here!!! We are almost ready to head into user acceptance testing -- which leads to intensive training sessions – which will lead to the system roll-out and everyone will need to be familiar with this new system. (September – October) We are not accepting feedback as far as general system functionality, but will address any issues that relate to functions already in place that are not working as they should. We still have some identified items that we are currently still working on, but would like to have you take a peek into what you will be working with.

60. Merged Systems 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

61. Merged Systems Update The following slides will give you information you need to be able to access the TEST SITE for the Merged System. You may go in and play around. Please be aware that we are still finishing up some changes BEFORE we enter into testing, but this will give you an opportunity to look at the new 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. http://wwwdev01.dhhs.state.nc.us:9000/

62. Main Screen

63. Sign In Screen UserName: contractuser1; contractuser2; contractuser3 Password: dmsi2008

64. Click the Contracts Tab and the buttons will appear