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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

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.
  • 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