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: Sharon.A.Jordan@dhhs.nc.gov

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.