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DHHS COE Meeting Agenda November 5, 2008

DHHS COE Meeting Agenda November 5, 2008. Welcome Introductions Contract Compliance Reporting Form Updates Divisional COE news Questions and Answers. Office of Procurement & Contract Services. Quarter 1 – SFY 2009 Contract Report for Center of Excellence November 2008.

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DHHS COE Meeting Agenda November 5, 2008

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  1. DHHS COE Meeting AgendaNovember 5, 2008 • Welcome • Introductions • Contract Compliance Reporting • Form Updates • Divisional COE news • Questions and Answers

  2. Office of Procurement & Contract Services Quarter 1 – SFY 2009 Contract Report for Center of Excellence November 2008

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

  4. Average Number of Days Contract or Amendment Approvals Q1

  5. Contract and Amendment Approval Times Q1(RFPs and Legislative Increase amendments not included)

  6. Department Timely Approvals

  7. Department Timely ApprovalsMonthly Comparison

  8. Compliance Rating Q1

  9. Compliance Rating Monthly Comparison 56% 51% 39% 83% In Compliance %

  10. Areas of Compliance Q1

  11. Performance Measures Quality Rates

  12. Contract Approval ProcessQ1(RFPs not included) Correct approvals and signatures Out of the contracts or amendments reviewed by OPCS, percentage that went through the correct approval process: 99 %

  13. Approval ProcessMonthly Comparison

  14. Required Documents Q1 (RFPs not included) Includes all required documentation Out of the contracts or amendments reviewed by OPCS, percentage that had all required documentation: 97 %

  15. Required DocumentsMonthly Comparison

  16. Timely Approvals Q1 (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: 67 %

  17. Timely ApprovalMonthly Comparison

  18. Performance Measures Q1(RFPs not included) Contract includes required measures Out of the contracts or amendments reviewed by OPCS, percentage that had performance measures: 100 %

  19. Performance MeasuresMonthly Comparison

  20. COE ReviewQ1(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 a COE Review: 100 %

  21. COE ReviewMonthly Comparison

  22. Other Items Identified in the Review - Q1(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: 93 %

  23. Other Items Identified in the Review Monthly Comparison

  24. Form Updates • CAF updated • The Contract Approval Form (CAF) has been updated to accommodate documenting the required GIC number for all NGO contracts. July 2008 • Update to UNC Cover, General Cover and Reporting Requirements • Minor language changes have been incorporated for clarification purposes. October 2008

  25. Divisional COE News • How has your COE evolved over time? • What has worked for you • What has not worked well • How do you ensure that the contracts are meeting the goals of the program and the overall goal of your division?

  26. COE Meeting Schedule DHHS COE Quarterly Meetings Scheduled Adams 264 10:00 am – 11:00 am • End of Fiscal Year 2008 Report – August 6, 2008 • Quarter 1 Report and updates – November 5, 2008 • Quarter 2 Report and updates – February 5, 2009 • Quarter 3 Report and updates – May 6, 2009 Please send your Division’s COE meeting schedule to: Sharon.A.Jordan@ncmail.net

  27. General Contract Managementand Contract System Training • OPCS Training Sessions SFY 2009 • Training dates are scheduled and posted on the web site: http://opcs.dhhs.state.nc.us • Location: Hoey Building - Dix Campus - 801 Ruggles Dr. • Send an email at least 1 week in advance, to the person you would like to schedule the training with. Please include topic(s) of interest so that an appropriate amount of time can be set aside for you. • Departmental Contracts training provided by Sharon.A.Jordan@ncmail.net • DHHS Contract System training provided by Karen.C.Smith@ncmail.net

  28. Questions and Answers

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