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DHHS COE Meeting Agenda August 7, 2007

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. Office of Procurement & Contract Services. SFY 2006 - 2007 Contract Report for Center of Excellence

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DHHS COE Meeting Agenda August 7, 2007

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  1. DHHS COE Meeting AgendaAugust 7, 2007 • Welcome • Introductions • Contract Compliance Reporting • Next Steps • Questions and Answers • Merged Systems Update • Conflict of Interest Form Revision

  2. Office of Procurement & Contract Services SFY 2006 - 2007 Contract Report for Center of Excellence August 2007

  3. Average Number of Days Contract or Amendment Approvals SFY 2007 (RFPs not included)

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

  5. 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%

  6. 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

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

  8. 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

  9. Timely Approvals SFY 2007(RFPs not included)

  10. Timely Approvals SFY 2005 – 2006(RFPs not included)

  11. 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

  12. Compliance Rating SFY 2007

  13. Areas of Compliance SFY 2007

  14. 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%

  15. Compliance Rate SFY 2007Taking out “Other” area

  16. 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%

  17. 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

  18. 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

  19. 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

  20. 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

  21. COE ReviewSFY 2007(RFPs not included) Chairs or designee approved contracts and/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

  22. 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

  23. Contract Administrators with a 100% Compliance Rate(sfy 2007)

  24. DHHS Contract Administrators/Contract Numbers/Dollar Values SFY 2008

  25. DHHS Contract Administrators/Contract Numbers/Dollar Values SFY 2007

  26. COE Meeting Schedule DHHS COE Quarterly Meetings Scheduled Adams 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: Sharon.A.Jordan@ncmail.net

  27. 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

  28. Questions and Answers

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