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DHHS COE Meeting Agenda September 15, 2011

DHHS COE Meeting Agenda September 15, 2011. Welcome Introductions Contract Compliance Reporting Questions and Answers DHHS Open Windows Update. Office of Procurement & Contract Services. SFY 2010 - 2011 Contract Report for Center of Excellence August 2011.

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DHHS COE Meeting Agenda September 15, 2011

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  1. DHHS COE Meeting AgendaSeptember 15, 2011 • Welcome • Introductions • Contract Compliance Reporting • Questions and Answers • DHHS Open Windows Update

  2. Office of Procurement & Contract Services SFY 2010 - 2011 Contract Report for Center of Excellence August 2011

  3. Contracts Reviewed by OPCS 2008 - 2011

  4. Average Number of Days Comparison

  5. Average Number of Days Contract or Amendment Approvals Q4

  6. Average Number of Days Contract or Amendment Approvalsby Division Q4 (RFPs not included)

  7. Average Number of Days SFY 2011 Q 1 – Q4

  8. Average Number of Days to review Contract or AmendmentsSFY 2011

  9. Average Number of Days Contract or Amendment Approvalsby Division SFY 2011 (RFPs not included)

  10. Total Average Number of Days to Review Contracts SFY 2008 - 2011

  11. Timely Approvals Comparison

  12. Department Timely ApprovalsDHHS Q4

  13. Department Timely ApprovalsDHHS Q1 – Q4

  14. Timely Approvalsby Division Q3 & Q4

  15. Timely Approvalsby Division Q1 & Q2

  16. Divisions submitting all contracts prior to the effective date Q4 • Division of Health Service Regulation • Division of Mental Health - Facilities • Division of Services for the Blind • Division of Vocational Rehabilitation • Office of Rural Health and Community Care • Office of Economic Opportunity • Executive Management

  17. Department Timely ApprovalsDHHS SFY 2011

  18. Timely Approvalsby Division SFY 2011

  19. Timely Approvalsby Division SFY 2008 - 2009

  20. Timely Approvalsby Division SFY 2010 - 2011

  21. Timely Approvals Trend AnalysisSFY 2008 – SFY 2011

  22. Divisions submitting all contracts prior to the effective date SFY 2011 • Division of Aging and Adult Services • Division of Services for the Blind • Office of Medicaid Management Information Systems

  23. Compliance Comparison

  24. Compliance RatingSFY 2011 Q 4 57% in Compliance *Goal – 95%

  25. Compliance Rating SFY 2011 TrendQ1 - Q 4 57% 51% 67% 49% % in compliance

  26. Compliance Rating Q3 & Q4

  27. Compliance Rating Q1 & Q2

  28. Contract ComplianceQ4 SFY 2011(data based on contracts requiring OPCS approval) Division contract compliance should strive to achieve a 95% rate • Division of Services for the Blind – 100% • Office of Rural Health and Community Care – 100% • Executive Management – 100% Divisions at or above above the 75% mark • Office of Economic Opportunity – 86% • Division of Mental Health ~ Facilities – 79% • Division of Mental Health – 75% • Division of Public Health – 75%

  29. Department Compliance Rate SFY 2011

  30. Compliance Rating by DivisionSFY 2011

  31. Goal for Contract ComplianceSFY 2011(data based on contracts requiring OPCS approval) Division contract compliance should strive to achieve a 95% rate • Division of Aging and Adult Services – 100% • Division of Services for the Blind – 100% • Office of MMIS – 100% Divisions at or above above the 75% mark • Office of Rural Health and Community Care – 83% • Division of Public Health – 80%

  32. SFY 2008 to 2011 Overall Compliance Comparison

  33. SFY 2008 to 2011 Overall Compliance Trend Analysis

  34. Compliance Rating by Area SFY 2011 Q4

  35. Areas of Compliance Q4

  36. Compliance Rating by AreaSFY 2011 Q1 thru Q4 Approval process Required Documents Timely Approval Performance Measures COE Review Other Edits

  37. Annual Compliance Rating by AreaSFY 2011

  38. Areas of Compliance by Division SFY 2011

  39. Contract Approval ProcessSFY 2011(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% • Q4 97% 98% SFY 2011

  40. Required Documents SFY 2011(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% • Q4 92% 96% SFY 2011

  41. Timely Approvals SFY 2011(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% • Q4 93% 76% SFY 2011

  42. Performance Measures SFY 2011(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% • Q4 82% 89% SFY 2011

  43. COE ReviewSFY 2011(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 • Q4 100% 100% SFY 2011

  44. Other Items Identified in the Review SFY 2011(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% • Q4 86% 86% SFY 2011

  45. Areas of Compliance Trend AnalysisSFY 2008 - 2011

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