Dhhs contract process reform symposium
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DHHS Contract Process Reform Symposium. Presentation to Symposium Attendees September 24, 2014. DHHS Contract Process – Present. DHHS contracting and procurement has improved significantly under Commissioner Mayhew’s leadership.

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DHHS Contract Process Reform Symposium

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Dhhs contract process reform symposium

DHHS Contract Process Reform Symposium

Presentation to Symposium Attendees

September 24, 2014


Dhhs contract process present

DHHS Contract Process – Present

  • DHHS contracting and procurement has improved significantly under Commissioner Mayhew’s leadership.

    • The current reform effort seeks to build upon the substantial reforms implemented since 2011.

  • Key areas to target:

    • Process: Ensure structure, uniformity and efficiency in the Department’s procurement and contracting process.

    • Language / Content: Bolster the content and language to make certain that contracts include clearly defined deliverables, performance expectations and payment terms.


Dhhs contract process goals

DHHS Contract Process – Goals

We initiated reforms in September—this process remains ongoing.

Fundamental Goals

  • Ensure that all DHHS contracts contain measurable outcomes, meet clear performance targets and provide value to the people of Maine.

  • Simplify and standardize the Department’s contracting process, such that drafting contracts is as straightforward as possible for DHHS staff.

  • Ensure that key parties—with different areas of expertise—have the opportunity to review and sign off on all DHHS contracts.

  • Create a predictable process that operates with a defined structure on an established timeline.


Dhhs contract process future

DHHS Contract Process – Future

  • Reforms are designed to encourage upfront thinking; to boost communication in the process; and to add clarity around when steps should occur.

  • Pre-Approval Template: modeled on the Grant Pre-Approval Template.

  • Checklists: Contract initiation; Contract; RFP.

  • Pilot / Soft Rollout: Announced changes August 14 SMT; implemented today; continue to seek feedback throughout the fall.

  • Personnel Resources: Additions to DCMand Program.

  • Technology: Workflow Tool


  • Key considerations

    Key Considerations

    • Not a radical change: The process should look similar—just more clear-cut, structured and organized.

    • Seeking feedback: In August; throughout the fall. Consider the implementation process as an extended feedback session.

    • One Department—fostering partnership, teamwork: Everyone is working hard, but functional contracting and procurement processes must be a true partnership and team effort.

      • DCM personnel realignment by program office.

      • Increased staff support for DCM / Program contract administrators.


    Driving improvement contracting and the evolution of dhhs service delivery

    Driving Improvement: Contracting and the Evolution of DHHS Service Delivery

    • Continuous Quality Improvement: DHHS contracting is a burning platform. We have made improvements, but we must continue to forge positive change.

    • Today, DHHS contractors deliver many of the services that the Department provides and about which we are passionate.

    • This makes the contracts we write critical to successful service delivery and fulfillment of the Department’s mission.

      • Oftentimes, we are the contracts that we execute.

      • We must constantly drive excellence—execute, manage, review, procure, select and repeat.


    End game

    End Game

    • Better contracts.

      • Well thought out.

      • Tightly drafted.

      • Thoroughly reviewed.

    • More timely execution.

      • No mad dash in July.

      • No providers working at risk.

    • Better management and results.

      • Trust but verify. Certainty in getting what we paid for.

      • Ensuring first rate service delivery for the people of Maine.


    Contacts

    Contacts

    • Alec Porteous – 207.287.5159

      Deputy Commissioner of Finance

    • Karen Kalka – 207.287.3774

      Director, Division of Contract Management

    • Jim Lopatosky – 207.592.9537

      Deputy Director, Division of Contract Management


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