DHHS COE Meeting Agenda
May 19, 2011
• Welcome
• Introductions
• Contract Compliance Reporting
• Questions and Answers
• DHHS Open Windows Update
Office of Procurement
& Contract Services
Quarter 3 – SFY 2011Contract Report for Center of Excellence
May 2011
Average Number of Days Contract or Amendment Approvals Q3 (RFPs not included)
Average# of Days
Average# of Days
Average# of Days
DivisionsInternal Division
DepartmentReview Total
DCD 2 11 13DHSR 5 2 7DIRM 2 17 19DMA 11 8 19DMH 10 8 18DMH - Facilities 19 25 44DAAS 0 0 0DPH 22 11 32DSB 0 0 0DSDHH 0 0 0DSS 14 5 19DVR 3 2 5OES 0 0 0Rural Hlth 1 8 9EconOpp 0 0 0HR 0 0 0Prop & Constr 0 0 0ExecMgt 2 8 10Controller 0 0 0DD Council 0 0 0MMIS 0 0 0
11 8 19
3rd Quarter 2010 - 2011
Average Number of Days Contract or Amendment Approvals Q3
0
5
10
15
20
25
January February March 3rd Quarter
Internal Department Total Avg Day
Contract and Amendment Approval Times Q3 (RFPs not included)
Division
% more than 30 days prior to
effective date
% less than 30 days prior to
effective date
% on or after effective
date
Other - Including
Legislative increase
amendments
DCD 0% 100% 0% 0%DHSR 0% 100% 0% 0%DIRM 0% 67% 33% 0%DMA 7% 13% 80% 0%DMH 0% 0% 100% 0%DMH - Facilities 0% 0% 100% 0%DAASDPH 22% 61% 17% 0%DSBDSDHHDSS 0% 20% 80% 0%DVR 0% 100% 0% 0%OESRural Hlth 0% 100% 0% 0%EconOppHRProp & ConstrExecMgt 0% 50% 50% 0%ControllerDD CouncilMMIS
Timely Approvals for 2011 (Q3)
Department Timely ApprovalsQ3 Monthly Comparison
0%
20%
40%
60%
80%
100%
January February March 3rd Quarter
% On or after the effective date
Department Timely ApprovalsQ1, Q2 & Q3
Contract Approal Time-Frames Q1, Q2 & Q3 Combined 2010 - 2011
Contracts or amendments rec'd for approval less
than 30days prior tothe effective date
61%
Contracts or amendments rec'd for approval more
than 30days prior to the effective date
4%
Other -Including Legislative increase
amendments
0%
Contracts or amendments rec'd for approval on orafter effective date
36%
Divisions submitting all contracts prior to the
effective date Q3
• Division of Child Development
• Division of Health Service Regulation
• Division of Vocational Rehabilitation
• Office of Rural Health & Community Care
Compliance Rating Q3
Compliance Rating at the time of Approvals 2011 (Q3)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
Division
# of Contracts or Amendments
Reviewed by OPCS
# C
om
pli
an
t
% In Compliance
DCD 3 3 100%DHSR 10 9 90%DIRM 3 2 67%DMA 30 3 10%DMH 3 0 0%DMH -Facilities 2 0 0%DAASDPH 18 15 83%DSBDSDHHDSS 15 3 20%DVR 10 10 100%OESRural Hlth 3 3 100%EconOppHRProp & ConstrExecMgt 2 1 50%More@4ControllerDD CouncilMMIS
Overall: 99 49 49%
Q 3 - OPCS Reviews
Compliance Rating Q3 Monthly Comparison
1723
9
4911
30
9
50
0
20
40
60
80
100
January February March 3rd Quarter
Num
ber o
f Con
trac
ts
Compliant Non Compliant
61%
43%
50%
49%
In Compliance %
Areas of Compliance Q3
Division
# of Contracts or Amendments
Reviewed by OPCS
# N
on C
ompl
iant
P1 Approval Process
# N
on C
ompl
iant
P2Required
Documents
# N
on C
ompl
iant
P3Timely
Approval
# N
on C
ompl
iant
P4Performance
Measures
# N
on C
ompl
iant
P5COE Review
# N
on C
ompl
iant
Other (Edits, NCAS header,
etc.)
DCD 3 0 0% 0 0% 0 0% 0 0% 0 0% 0 0%DHSR 10 1 10% 0 0% 0 0% 0 0% 0 0% 0 0%DIRM 3 0 0% 0 0% 1 33% 0 0% 0 0% 0 0%DMA 30 0 0% 0 0% 24 80% 3 10% 0 0% 6 20%DMH 3 0 0% 0 0% 3 100% 0 0% 0 0% 0 0%DMH -Facilities 2 0 0% 0 0% 2 100% 0 0% 0 0% 0 0%DAASDPH 18 0 0% 0 0% 3 17% 0 0% 0 0% 0 0%DSBDSDHHDSS 15 0 0% 1 7% 12 80% 1 7% 0 0% 2 13%DVR 10 0 0% 0 0% 0 0% 0 0% 0 0% 0 0%OESRural Hlth 3 0 0% 0 0% 0 0% 0 0% 0 0% 0 0%EconOppHRProp & ConstrExecMgt 2 0 0% 0 0% 1 50% 0 0% 0 0% 0 0%More@4ControllerDD CouncilMMIS
Overall: 99
1 1% 1 1% 46 46% 4 4% 0 0% 8 8%99% 99% 54% 96% 100% 92%
% of ALL contracts that have a problem in this area:Overall Positive Compliance Rate for
the Dept
Compliance Rating at the time of Approvals 2011 (Q3)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
Q 3 - OPCS Reviews Percentage of Contracts or Amendments NOT in Compliance per area
Q3 - Divisions with a
Compliance Rating at or above 90%
• Division of Child Development
• Division of Health Service Regulation
• Division of Vocational Rehabilitation
• Office of Rural Health & Community Care
Contract Approval ProcessQ1, 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:
Q1 99% • Q2 100% • Q3 99%
Approval ProcessQ1, Q2 & Q3 Monthly Comparison
90%
95%
100%
July Aug. Sept. Oct. Nov. Dec. Jan. Feb. March
Followed the Appropriate Approval Process
Required Documents Q1, Q2 & Q3 (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:
Q1 98% • Q2 97% • Q3 99%
Required Documents Q1, Q2 & Q3 Monthly Comparison
80%
85%
90%
95%
100%
July Aug. Sept. Oct. Nov. Dec. Jan. Feb. March
Included all Required Documents
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:
Q1 65% • Q2 76% • Q3 54%
Timely Approval Q1, Q2 & Q3 Monthly Comparison
40%
50%
60%
70%
80%
90%
100%
July Aug. Sept. Oct. Nov. Dec. Jan. Feb. March
Contracts Receiving Required Approvals Before the Effective Date
Performance Measures Q1, Q2 & Q3 (RFPs not included)
Contract includes required measures
Out of the contracts or amendments reviewed by OPCS, percentage that had all performance measures included:
Q1 87% • Q2 100% • Q3 96%
Performance Measures Q1, Q2 & Q3 Monthly Comparison
70%
80%
90%
100%
July Aug. Sept. Oct. Nov. Dec. Jan. Feb. March
Contracts Including Performance Measures
COE Review Q1, Q2 & Q3 (RFPs not included)
COE Review was completedChairs or designee approved contracts
and/or amendments
Out of the contracts or amendments reviewed by OPCS, percentage that had COE approval:
Q1 100% • Q2 99% • Q3 100%
COE Review Q1, Q2 & Q3 Monthly Comparison
90%
95%
100%
July Aug. Sept. Oct. Nov. Dec. Jan. Feb. March
COE Reviews Completed
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:
Q1 85% • Q2 84% • Q3 92%
Other Items Identified in the Review Q1, Q2 & Q3 Monthly Comparison
60%
65%
70%
75%
80%
85%
90%
95%
100%
July Aug. Sept. Oct. Nov. Dec. Jan. Feb. March
Other Edits
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 264 10:00 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: [email protected]
Other Items
• New Fund Structure– Pending approval by OSBM
• DHHS Excels and DHHS Open Window– Golden opportunity to fully embrace
DHHS Excels to make things better, streamlined and more efficient.
DHHS Open Window Update
DHHS Open Window
• Public has search, view, and reporting capabilities on fields designated for public view.
• Division Service/Budget 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?
New Item
• Provider Area – This is where the provider will come into Open
Window and update their information, forms, certifications, and access parts of the contract information (budget & SOW) to complete in the system.
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
– This will mean a change in your business processes as they are today – be ready and flexible to be able to meet the needs of this change for your division
DHHS Open Window UpdateIt is VERY important :
– Set up a group of people within your division -
• that will be able to answer general questions regarding Open Window.
– All questions/communication need to go through the division (contacts and/or user groups) 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. We plan to have training tools available to assist in this process in the future.
– Department technical assistance will be available to those division representatives.
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.
– Communicate to contract administrators regarding how the measures should be entered into the system and the measures/scope of work roll up.
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:https://practiceopenwindow.dhhs.state.nc.us/
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. So, Log out and contact the System Administrator to finish the second step in this process.