DHHS COE Meeting AgendaFebruary 11, 2010

• Welcome• Introductions• Contract Compliance Reporting• Questions and Answers• DHHS Open Windows Update

Office of Procurement &

Contract Services

Quarter 2 – SFY 2010Contract Report for Center of Excellence

February 2010

Average Number of Days Contract or Amendment Approvals Q1 (RFPs not included)

Average# of Days

Average# of Days

Average# of Days

DivisionsInternal Division

DepartmentReview Total

DCD 5 7 12DHSR 4 4 8DIRM 0 0 0DMA 4 6 10DMH 10 3 13DMH - Facilities 21 2 23DAAS 1 2 3DPH 12 6 18DSB 0 0 0DSDHH 0 0 0DSS 45 5 50DVR 22 2 24OES 2 6 8Rural Hlth 1 1 2EconOpp 0 0 0HR 0 0 0Prop & Constr 0 0 0ExecMgt 2 2 4Controller 0 0 0DD Council 0 0 0MMIS 0 0 0

9 3 12

1st Quarter 2009 - 2010

Average Number of Days Contract or Amendment Approvals Q1

0

5

10

15

20

25

July August September 1st Quarter

Internal Department Total Avg Day

Average Number of Days Contract or Amendment Approvals Q2 (RFPs not included)

Average# of Days

Average# of Days

Average# of Days

DivisionsInternal Division

DepartmentReview Total

DCD 9 16 26DHSR 6 2 8DIRM 1 9 10DMA 4 29 34DMH 18 4 22DMH - Facilities 0 0 0DAAS 2 10 12DPH 10 4 15DSB 0 0 0DSDHH 0 0 0DSS 22 4 26DVR 3 1 4OES 0 0 0Rural Hlth 2 7 9EconOpp 2 1 3HR 0 0 0Prop & Constr 0 0 0ExecMgt 1 2 3Controller 0 0 0DD Council 0 0 0MMIS 0 0 0

8 7 15

2nd Quarter 2009 - 2010

Average Number of Days Contract or Amendment Approvals Q2

0

5

10

15

20

October November December 2nd Quarter

Internal Department Total Avg Day

Contract and Amendment Approval Times Q1 (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% 57% 43%DHSR 0% 92% 8%DIRMDMA 4% 14% 82%DMH 0% 100% 0%DMH - Facilities 0% 100% 0%DAAS 0% 100% 0%DPH 7% 86% 7%DSBDSDHHDSS 0% 64% 36%DVR 0% 100% 0%OES 0% 33% 67%Rural Hlth 0% 0% 100%EconOpp 2% 23% 75%HRProp & ConstrExecMgt 50% 50% 0%ControllerDD CouncilMMIS

Timely Approvals for 2010 (Q1)

Department Timely ApprovalsQ1 Monthly Comparison

0%

10%

20%

30%

40%

50%

60%

July Aug. Sept. lst Qtr.

% On or after the effective date

Department Timely ApprovalsQ1

Contract Approal Time-Frames Q1 2009 - 2010

Contracts or amendments rec'd for approval less

than 30 days prior tothe effective date

51%

Contracts or amendments rec'd for approval more

than 30 days prior to the effective date

3%

Other - Including Legislative increase

amendments0%

Contracts or amendments rec'd for approval on or

after effective date

46%

Q1

Divisions submitting all contracts prior to the effective date.

– Division of Mental Health (Central Office)– Division of Mental Health (Institutions)– Division of Vocational Rehabilitation– Executive Management

Contract and Amendment Approval Times Q2 (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% 19% 81% 0%DHSR 50% 50% 0% 0%DIRM 0% 0% 100% 0%DMA 10% 80% 10% 0%DMH 0% 90% 10% 0%DMH - FacilitiesDAAS 0% 0% 100% 0%DPH 8% 86% 6% 0%DSBDSDHHDSS 0% 82% 18% 0%DVR 0% 100% 0% 0%OESRural Hlth 7% 79% 14% 0%EconOpp 0% 91% 9% 0%HRProp & ConstrExecMgt 0% 33% 67% 0%ControllerDD CouncilMMIS

Timely Approvals for 2010 (Q2)

Department Timely ApprovalsQ2 Monthly Comparison

0%

5%

10%

15%

20%

25%

30%

October November December 2nd Quarter

% On or after the effective date

Department Timely ApprovalsQ1 & Q2

Contract Approal Time-Frames Q1 & Q2 Combined 2009 - 2010

Contracts or amendments rec'd for approval on or

after effective date

36%

Other - Including Legislative increase

amendments0%

Contracts or amendments rec'd for approval more

than 30 days prior to the effective date

4%

Contracts or amendments rec'd for approval less

than 30 days prior tothe effective date

61%

Q2

Divisions submitting all contracts prior to the effective date.

– Division of Health Service Regulation

– Division of Vocational Rehabilitation

Compliance Rating Q1

Division

# of Contracts or Amendments

Reviewed by OPCS #

Com

plia

nt

% In Compliance

DCD 14 3 21%DHSR 12 11 92%DIRMDMA 22 3 14%DMH 11 10 91%DMH -Facilities 1 1 100%DAAS 1 0 0%DPH 14 13 93%DSBDSDHHDSS 11 4 36%

DVR 34 1 3%OES 3 1 33%Rural Hlth 1 0 0%EconOpp 89 11 12%HRProp & ConstrExecMgt 4 4 100%More@4ControllerDD CouncilMMIS

Overall: 217 62 29%

Q 1 - OPCS Reviews

Compliance Rating at the time of Approvals 2010 (Q1)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

Compliance Rating Q1 Monthly Comparison

62173411

155

1357

85

0

50

100

150

200

250

July August September 1st Qtr.

Num

ber

of C

ontr

acts

Compliant Non Compliant

11% 37%

57%

29%

In Compliance %

Areas of Compliance Q1

Division

# of Contracts or Amendments

Reviewed by OPCS #

Non

Com

plia

nt

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 14 0 0% 5 36% 6 43% 0 0% 0 0% 7 50%DHSR 12 0 0% 0 0% 1 8% 0 0% 0 0% 0 0%DIRMDMA 22 0 0% 0 0% 18 82% 0 0% 0 0% 14 64%DMH 11 0 0% 0 0% 0 0% 0 0% 0 0% 1 9%DMH -Facilities 1 0 0% 0 0% 0 0% 0 0% 0 0% 0 0%DAAS 1 0 0% 0 0% 0 0% 0 0% 0 0% 1 100%DPH 14 0 0% 0 0% 1 7% 0 0% 0 0% 0 0%DSBDSDHHDSS 11 0 0% 1 9% 4 36% 1 9% 0 0% 4 36%

DVR 34 0 0% 0 0% 0 0% 0 0% 0 0% 33 97%OES 3 1 33% 2 67% 1 33% 0 0% 0 0% 1 33%Rural Hlth 1 0 0% 0 0% 1 100% 0 0% 0 0% 0 0%EconOpp 89 0 0% 29 33% 67 75% 10 11% 0 0% 30 34%HRProp & ConstrExecMgt 4 0 0% 0 0% 0 0% 0 0% 0 0% 0 0%More@4ControllerDD CouncilMMIS

Overall: 2171 0% 37 17% 99 46% 11 5% 0 0% 91 42%

Q 1 - OPCS Reviews Percentage of Contracts or Amendments NOT in Compliance per area

Compliance Rating at the time of Approvals 2010 (Q1)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

% of ALL contracts that have a problem in this area:

Q1

Divisions with a Compliance Rating above 90%

– Division of Health Service Regulation– Division of Mental Health (Central Office)– Division of Mental Health (Facilities)– Division of Public Health– Executive Management

Performance Measure Quality Rating

****Performance Based Contracting quality rating was not captured Quarter 1, 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

Compliance Rating Q2

Compliance Rating at the time of Approvals 2010 (Q2)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

% In Compliance

DCD 16 3 19%DHSR 4 4 100%DIRM 2 0 0%DMA 10 9 90%DMH 10 9 90%DMH -FacilitiesDAAS 1 0 0%DPH 35 26 74%DSBDSDHHDSS 11 3 27%DVR 2 2 100%OESRural Hlth 14 3 21%EconOpp 35 4 11%HRProp & ConstrExecMgt 3 1 33%More@4ControllerDD CouncilMMIS

Overall: 143 64 45%

Q 2 - OPCS Reviews

Compliance Rating Q2 Monthly Comparison

642029

14

79

1140

28

020406080

100120140

October November December 2nd Quarter

Num

ber

of C

ontr

acts

# Compliant # Non-Compliant

33%

42%

65%

45%

In Compliance %

Areas of Compliance Q2

Division

# of Contracts or Amendments

Reviewed by OPCS #

Non

Com

plia

nt

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 16 0 0% 3 19% 13 81% 0 0% 0 0% 4 25%DHSR 4 0 0% 0 0% 0 0% 0 0% 0 0% 0 0%DIRM 2 0 0% 0 0% 2 100% 0 0% 0 0% 0 0%DMA 10 0 0% 0 0% 1 10% 0 0% 0 0% 0 0%DMH 10 0 0% 0 0% 1 10% 0 0% 0 0% 0 0%DMH -Facilities

DAAS 1 0 0% 0 0% 1 100% 0 0% 0 0% 0 0%DPH 35 1 3% 0 0% 3 9% 0 0% 0 0% 6 17%DSBDSDHHDSS 11 0 0% 0 0% 2 18% 0 0% 0 0% 6 55%DVR 2 0 0% 0 0% 0 0% 0 0% 0 0% 0 0%OESRural Hlth 14 2 14% 0 0% 2 14% 0 0% 0 0% 8 57%EconOpp 35 1 3% 0 0% 3 9% 1 3% 0 0% 32 91%HRProp & ConstrExecMgt 3 0 0% 0 0% 2 67% 0 0% 0 0% 0 0%More@4ControllerDD CouncilMMIS

Overall: 1434 3% 3 2% 30 21% 1 1% 0 0% 56 39%% of ALL contracts that have a problem in this area:

Compliance Rating at the time of Approvals 2010 (Q2)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 2 - OPCS Reviews Percentage of Contracts or Amendments NOT in Compliance per area

Q2

Divisions with a Compliance Rating at or above 90%

– Division of Health Service Regulation – Division of Medical Assistance– Division of Mental Health (Central Office)– Division of Vocational Rehabilitation

Performance Measures Quality Rating

Division Demand Input Output OutcomeService Quality Efficiency Total #

DAAS X X X X X X X 0 0 0

DCD X X X X X X X 0 0 0

DHSR X X X X X X X 0 0 0

DIRM X X X X X X X 0 0 0

DMA X X X X X X X 0 0 0

DMH X X X X X X X 0 0 0

DMH -Facilities X X X X X X X 0 0 0

DPH 100% 100% 100% 100% 100% 100% 100% 2 6 36

DSS X X X X X X X 0 0 0

DVR X X X X X X X 0 0 0

EconOpp X X X X X X X 0 0 0

Exec Mgmt X X X X X X X 0 0 0

OES X X X X X X X 0 0 0

Rural H 100% 100% 100% 100% 0% 0% 67% 3 9 54

DepartmentTotals 100% 100% 100% 100% 40% 40% 80% 5 15 90

SFY 2010 - Q 2 PBC Quality Rates

# of

con

trac

ts re

view

ed

Col

umn

Tota

ls

Poss

ible

# p

er R

ow

Contract Approval ProcessQ1 & Q2 (RFPs not included)

Correct approvals and signatures

Out of the contracts or amendments reviewed by OPCS, percentage that had all required approvals:

100 % Q1 97 % Q2

Required Documents Q1 & Q2 (RFPs not included)

Includes all required documentation

Out of the contracts or amendments reviewed by OPCS, percentage that had all required documentation:

83 % Q1 98 % Q2

Timely Approvals Q1 & Q2 (RFPs not included)

Submitted to OPCS before effective date

Out of the contracts or amendments reviewed by OPCS, percentage that were sent through timely approvals:

54 % Q1 79 % Q2

Performance Measures Q1 & Q2 (RFPs not included)

Contract includes required measures

Out of the contracts or amendments reviewed by OPCS, percentage that had all performance measures:

95 % Q1 99 % Q2

COE Review Q1 & Q2 (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 went through a COE review:

100 % Q1 100 % Q2

Other Items Identified in the Review - Q1 & Q2 (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 require edits or other revisions:

58 % Q1 61 % Q2

COE Meeting Schedule

DHHS COE Quarterly Meetings Scheduled SFY 2010

Adams 264 10:00 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

Questions and Answers

System Update

• DHHS Open Window – The first of the High level overview training

sessions were scheduled and attended– The Second Level of training sessions

were held and produced great feedback. – The Third Level detailed training sessions

are currently being scheduled and will be held starting February 22 through March. Everyone that works with Contracts will need to attend this training.

System Update

• DHHS Open Window – First Release is scheduled for February 8, 2010

• Public will have search, view, and reporting capabilities on fields designated for public view. More fields and information will become available as system functionality and testing is complete.

• Program Management information will be LIVE at this time

• Contract information will be READ ONLY until we finish with the third level detailed contract training. Continue using the current DHHS Contract System for data entry until notified otherwise. The data in the new system will be ‘refreshed’ from time to time until we go LIVE with contracts in Open Window.

• Continue to clean up the database – is this the information you want the public to see?

System Update

• DHHS Open Window – We would like to continue to encourage you to view the

system as you have an opportunity if you haven’t already done so. There is quite a difference in systems, and the more you become familiar with it now, the easier the transition will be.

– 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.

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 (the prototype has been created and is in the beginning stages of development)

• We will be asking for volunteers to help us test just this functionality and help address any issues before we go live with this process.

– Please continue with cleaning up data in the current system.

DHHS Open Window Update

• The following slides will give you information you need to be able to access the TEST SITE for DHHS Open Window.

• 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:

http://wwwdev01.dhhs.state.nc.us:9000/default.aspx 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.

Main Screen

Sign In Screen

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.