DHHS COE Meeting Agenda August 7, 2007 Welcome Introductions Contract Compliance Reporting Next...
28
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
-
Upload
adelia-scott -
Category
Documents
-
view
213 -
download
0
description
Average Number of Days Contract or Amendment Approvals SFY 2007 (RFPs not included)
Transcript of DHHS COE Meeting Agenda August 7, 2007 Welcome Introductions Contract Compliance Reporting Next...
DHHS COE Meeting AgendaAugust 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 2006 - 2007Contract Report for Center of Excellence
August 2007
Average Number of Days Contract or Amendment Approvals
SFY 2007 (RFPs not included) Average# of Days
Average# of Days
Average# of Days
Divisions
# of Contracts
Reviewed by OPCS
Internal Division
DepartmentReview Total
DCD 44 8 8 16DHSR 50 5 9 14DIRM 1 44 15 59DMA 14 12 13 25DMH 46 15 8 23DOA 2 2 4 6DPH 113 24 9 33DPH-MinH 0 0 0 0DSB&HH 0 0 0 0DSS 105 20 7 27DVR 80 4 6 10OES 3 8 3 11Rural Hlth 16 2 5 7EconOpp 70 1 15 16HR 0 0 0 0Prop & Constr 0 0 0 0ExecMgt 8 4 10 14Controller 0 0 0 0DD Council 0 0 0 0MMIS 0 0 0 0
552 12 9 21
SFY 2006 - 2007
Contract and Amendment Approval Times(RFPs and Legislative Increase amendments 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 - Legislative increase
amendments
DCD 34% 41% 25%DHSR 4% 76% 20%DIRM 0% 0% 100%DMA 7% 64% 29%DMH 28% 59% 11% 2%DAAS 0% 100% 0%DPH 25% 53% 14% 8%DPH-MinHDSB&HHDSS 56% 26% 7% 11%DVR 44% 56% 0%OES 0% 67% 33%Rural Hlth 0% 81% 19%EconOpp 74% 19% 7%HRProp & ConstrExecMgt 25% 25% 50%ControllerDD CouncilMMIS
Timely Approvals for SFY 2007
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)
Division% more than 30 days prior to effective
date
% less than 30 days prior to
effective date
% on or after
effective date
Division% more than 30 days prior to effective
date
% less than 30 days prior to effective
date
% on or after
effective date
Division% more than 30 days prior to effective
date
% less than 30 days prior to
effective date
% on or after
effective date
Other - Legislative
increase amendments
DCD 9% 46% 45% DCD 32% 45% 23% DCD 34% 41% 25%DFS 0% 86% 14% DFS 8% 69% 23% DHSR 4% 76% 20%DIRM 0% 0% 100% DIRM 0% 0% 100% DIRM 0% 0% 100%DMA 25% 50% 25% DMA 9% 55% 36% DMA 7% 64% 29%DMH 9% 84% 7% DMH 17% 58% 25% DMH 28% 59% 11% 2%DAAS 0% 100% 0% DAAS 0% 100% 0% DAAS 0% 100% 0%DPH 3% 86% 11% DPH 31% 42% 27% DPH 25% 53% 14% 8%DPH-MinH DPH-MinH DPH-MinHDSB&HH 0% 100% 0% DSB&HH 0% 100% 0% DSB&HHDSS 7% 59% 34% DSS 29% 33% 38% DSS 56% 26% 7% 11%DVR 1% 91% 8% DVR 2% 97% 1% DVR 44% 56% 0%OES 0% 100% 0% OES 0% 40% 60% OES 0% 67% 33%Rural Hlth 0% 26% 74% Rural Hlth 17% 50% 33% Rural Hlth 0% 81% 19%EconOpp 12% 86% 2% EconOpp 22% 71% 8% EconOpp 74% 19% 7%HR HR HRProp & Constr Prop & Constr Prop & ConstrExecMgt 0% 60% 40% ExecMgt 9% 64% 27% ExecMgt 25% 25% 50%Controller Controller ControllerDD Council DD Council DD CouncilMMIS MMIS MMIS
Timely Approvals for SFY 2007Timely Approvals for SFY 2005 Timely Approvals for SFY 2006
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)
Contract Approval Time-Frames SFY 2006 - 2007
Contracts or amendments rec'd for approval w ith less than 30 days
prior to the effectivedate
46%
Contracts or amendments rec'd
for approval w ith more than 30 days prior to effective
date
38%
Other - Legislativeincrease amendments
4%
Contracts or amendments rec'd for approval on or
after effective date
12%
Timely Approvals SFY 2005 – 2006 (RFPs not included)
Contract Approval Time-Frames SFY 2004 - 2005
on or aftereffective date
14% more than 30 days prior to effective date
17%
Contracts less than 30 days prior to the effective
date
69%
Contract Approval Time-Frames SFY 2005 - 2006
less than 30 days prior to the effective
date
58%
more than 30 days prior to effective date
24%
on or aftereffective date
18%
Results: Timely Approvals Compare SFY 2005 - 2007
Departmental increase in Contracts and Amendments received for approval
more than 30 days prior to effective date
2005 - 17% 2006 - 24% 2007 – 38%
Department has improved over 20%
within the past 3 years
Compliance Rating SFY 2007
Compliance Rating at the time of Approvals 2007 (SFY Totals)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 #
Com
plia
nt
% CompliantDCD 44 26 59%DHSR 50 36 72%DIRM 1 0 0%DMA 14 9 64%DMH 46 33 72%DAAS 2 1 50%DPH 113 61 54%DPH-MinHDSB&HHDSS 105 81 77%DVR 80 48 60%OES 3 1 33%Rural Hlth 16 12 75%EconOpp 70 4 6%HRProp & ConstrExecMgt 8 3 38%More@4ControllerDD CouncilMMIS
Overall: 552 315 57%
OPCS Reviews
Areas of Compliance SFY 2007
Division
# of Contracts or Amendments
Reviewed by OPCS #
Non
Com
plia
ntP1
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 44 1 98% 4 91% 12 73% 0 100% 0 100% 9 80%DHSR 50 1 98% 3 94% 10 80% 0 100% 0 100% 1 98%DIRM 1 0 100% 0 100% 1 0% 0 100% 0 100% 0 100%DMA 14 1 93% 1 93% 4 71% 0 100% 0 100% 1 93%DMH 46 2 96% 1 98% 5 89% 0 100% 6 87% 4 91%DAAS 2 0 100% 1 50% 0 100% 0 100% 0 100% 0 100%DPH 113 7 94% 4 96% 16 86% 0 100% 0 100% 34 70%DPH-MinHDSB&HHDSS 105 3 97% 5 95% 7 93% 0 100% 0 100% 15 86%DVR 80 1 99% 0 100% 0 100% 0 100% 0 100% 30 63%OES 3 1 67% 2 33% 1 67% 1 67% 1 67% 1 67%Rural Hlth 16 0 100% 1 94% 3 81% 0 100% 0 100% 0 100%EconOpp 70 8 89% 56 20% 5 93% 0 100% 1 99% 44 37%HRProp & ConstrExecMgt 8 0 100% 2 75% 4 50% 0 100% 0 100% 0 100%More@4ControllerDD CouncilMMIS
Overall: 55295% 86% 88% 100% 99% 75%
Overall Positive Compliance Rate for the Dept
Compliance Rating at the time of Approvals 2007 (SFY Totals)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
OPCS Reviews Areas of Compliance
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 2007Taking out “Other” area
Compliance Rating without OTHER 2007 (SFY Totals)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
ompl
iant
% CompliantDCD 44 31 70%DHSR 50 36 72%DIRM 1 0 0%DMA 14 9 64%DMH 46 35 76%DAAS 2 1 50%DPH 113 86 76%DPH-MinHDSB&HHDSS 105 89 85%DVR 80 78 98%OES 3 1 33%Rural Hlth 16 12 75%EconOpp 70 9 13%HRProp & ConstrExecMgt 8 3 38%More@4ControllerDD CouncilMMIS
Overall: 552 390 71%
OPCS Reviews
Goal for Contract ComplianceTaking 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 ProcessSFY 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 ReviewSFY 2007
(RFPs not included)
Chairs or designee approved contractsand/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 ReviewSFY 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)
DAAS Karisa Derence DPH Bob Winstead DVR Beth Coberly
DHSR Drexdal Pratt Brant Goode Carol PotterHazel Slocumb Kathleen Watts Jim SwainHolli Hoffman Kathy Blue Lisa AbatemarcoPaul Pennell Kim Hoke Marjorie Donaldson
DMA Angela Floyd Lara Percenti Stephanie VinsonChuck Brownfield Libby Rogers Tim Goodson
Jeffrey Simms Phillip Benson ExecMgt Jan MoxleyDMH Adolph Simmons Rebecca King OES Michael Viar
Antonio Coor Sally Malek Rural Hlth Michael Keough
Art Eccleston Steve ShermanDoug Cameron Denise Pavletic
Glenn Silver DSS Brenda RobertsonLaura White David AtkinsonLee Lewis David LoweLeonard Hollifield Heather BohananMargaret Brake Jane SeoMaria Fernandez Katherine JohnsonMichael Bamwell Marina ChatooPaul Savery Marlene Myers Sandra Ellsworth Sharon JohnsonSmith Worth Tamika WilliamsVivian Leon Thomas Smith
DHHS Contract Administrators/Contract Numbers/Dollar Values SFY 2008
Agency Contract Manager
Con Adminw/ access
07.07
Contracts in system07/07
sfy 2008
Approx. $ Value of Contracts as of 07/07
sfy 2008 funding
CMS - Budget and Analysis 2 1 0 -$
CMS - Office of Rural Health and Community Care 2 2 266 14,913,682$ CMS - Council on Developmental Disabilities 2 1 1 133,492$ CMS - Economic Opportunity 2 1 81 28,549,493$ CMS - Office of Medicaid Management Information Sys 0 0 0 -$ CMS - Property and Construction 1 2 5 454,936$ CMS - Secretary's Executive Management Team 0 6 8 617,516$ DCD - Division of Child Development 1 18 26 162,208,791$ DHRS - Division of Health Service Regulation 1 12 47 3,619,392$ DIRM - Information Resource Management 2 9 21 653,296$ DMA - Medical Assistance 3 39 48 104,661,196$ DMH - Mental Health 20 113 304 50,607,426$ DAAS - Aging 1 9 5 868,010$ DPH - Public Health 4 134 466 65,177,426$ DSBD - Services for Blind, Deaf & Hard of Hearing 2 12 15 20,802,893$ DSS - Social Services 2 36 310 54,652,712$ DVR - Vocational Rehabilitation Services 1 16 90 18,702,781$ OES - Educational Services 7 27 24 934,582$
44 425 1717 527,557,624$
DHHS Contract Administrators SFY 2008This is a count of Contract Administrators assigned in the system
They may not be assigned a current contract in the system, but the access has not been revoked
DHHS Contract Administrators/Contract Numbers/Dollar Values SFY 2007
Agency Contract Manager
ContractAdmin.10.06
Contracts in system07/06
sfy 2007
Approx. $ Value of Contracts sfy 2007
CMS - Budget and Analysis 2 2 4 916,667$
CMS - Office of Rural Health and Community Care 2 2 230 9,801,401$ CMS - Council on Developmental Disabilities 2 1 0 -$ CMS - Economic Opportunity 2 1 200 31,612,802$ CMS - More at Four 1 1 92 59,516,187$ CMS - Office of Medicaid Management Information Sys 1 5 0 -$ CMS - Property and Construction 1 1 20 1,051,203$ CMS - Secretary's Executive Management Team 0 6 45 1,155,700$ DCD - Division of Child Development 1 18 17 128,444,967$ DFS - Division of Facility Services 1 9 10 2,098,724$ DIRM - Information Resource Management 2 8 104 4,526,903$ DMA - Medical Assistance 3 32 53 54,729,441$ DMH - Mental Health 20 97 315 46,157,486$ DAAS - Aging 1 8 10 1,802,073$ DPH - Public Health 4 105 509 62,913,315$ DSBD - Services for Blind, Deaf & Hard of Hearing 3 11 26 1,080,938$ DSS - Social Services 3 31 296 54,652,752$ DVR - Vocational Rehabilitation Services 1 20 105 19,519,261$ OES - Educational Services 7 25 25 2,154,329$
57 383 2061 482,134,149$
DHHS Contract Administrators SFY 2007This is a count of Contract Administrators assigned in the system
They may not be assigned a current contract in the system, but the access has not been revoked
COE Meeting Schedule
DHHS COE Quarterly Meetings ScheduledAdams 264 10:00 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 scheduleto: [email protected]
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: http://opcs.dhhs.state.nc.us/default.aspx 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
