Division of PurchasingStrengthening Contract Management in IdahoOffice of Performance Evaluation Report

Legislative Response

Division of Purchasing Response

Division of Purchasing - Office of Performance Evaluation ReportWhy/how was the study doneStimulated by the Molina - MMIS

Examined the framework of Idahos contracting process to identify improvement areas and align best practices

Understand how agencies develop, monitor and close out contractsif 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

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Division of Purchasing - Office of Performance Evaluation ReportStrengthening Contract Management in IdahoBest practices frameworkDOP to develop a best practices checklist and a closeout checklist into its training materialsLegislature to consider whether to require all agencies (including DOP exempt agencies) to incorporate a best practices checklist into their contracting processesDOP to work with the AGs office consider improving statute, rule accessibility and make more user-friendly. Incorporate into contracting guidelines.Contract Development and AwardEnsure all staff involved in the purchasing process receive training in various aspects of contracting process includes administrative and management staffDevelop a full time training position Contract MonitoringDOP to create monitoring positions for high risk high dollar contractsDOP to require regular risk report submittal by agenciesRequire 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.

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Division of Purchasing - Legislative Response HCR 18Strengthening Contract Management in IdahoDOP to develop a plan to respond to OPE reportImprove the development, management and reporting of contracts using best practicesTrain and certify contract development and management personnelImprove monitoring of contractsPlan components should beBest practices checklistsTraining programs for RFP, development experts and contract managersProject risk management and mitigation activitiesOther 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

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Division of Purchasing - Division of Purchasing Response Agency ImpactStrengthening Contract Management in IdahoDOP formal plan being created plan in place 7/1/2013Give us feedback - concerns

Preliminary work started

Tools being updated/createdTemplates, flowcharts, purchasing officer manualClient level contract management MOUs with agencies roles, responsibilities,

expectationsContract management guides and checklistsTraining program revision/expansion Revise current program - test, modify and improvePropose new plan and resourcesTest new delivery mechanisms (web webinars, web based on-line)Contract administration vs. contract management (DOP Agency)Definitions and best practice checklistsGovernance management at agency, administration at DOPResponsibilities and definition of high risk/high dollar contracts

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