Division of Purchasing

1. Strengthening Contract Management in Idaho Office of Performance Evaluation Report Legislative Response Division of Purchasing Response Division of Purchasing

2. Office of Performance Evaluation Report • Why/how was the study done • Stimulated by the Molina - MMIS • Examined the framework of Idaho’s contracting process to identify improvement areas and align best practices • Understand • how agencies develop, monitor and close out contracts • if DOP and agencies could further improve the process for developing, awarding and monitoring contracts • Data collected by surveys, individual interviews and research Division of Purchasing - Strengthening Contract Management in Idaho

3. Office of Performance Evaluation Report • Best practices framework • DOP to develop a best practices checklist and a closeout checklist into its training materials • Legislature to consider whether to require all agencies (including DOP exempt agencies) to incorporate a best practices checklist into their contracting processes • DOP to work with the AG’s office – consider improving statute, rule accessibility and make more user-friendly. Incorporate into contracting guidelines. • Contract Development and Award • Ensure all staff involved in the purchasing process receive training in various aspects of contracting process – includes administrative and management staff • Develop a full time training position • Contract Monitoring • DOP to create monitoring positions for high risk high dollar contracts • DOP to require regular risk report submittal by agencies • Require all agencies (including those exempt from DOP) be subject to DOP statewide monitoring for high dollar/high risk dollar contracts. Formalize DOP monitoring role in Idaho Code. Division of Purchasing - Strengthening Contract Management in Idaho

4. Legislative Response – HCR 18 • DOP to develop a plan to respond to OPE report • Improve the development, management and reporting of contracts using best practices • Train and certify contract development and management personnel • Improve monitoring of contracts • Plan components should be • Best practices checklists • Training programs for RFP, development experts and contract managers • Project risk management and mitigation activities • Other best practices to improve the efficiency and performance of contracts in Idaho • Develop a plan to identify and outline the role of project managers within agencies as it relates to contract management and its coordination with DOP • Report plan to the legislature on or before January 31, 2014 Division of Purchasing - Strengthening Contract Management in Idaho

5. Division of Purchasing Response – Agency Impact • DOP formal plan being created – plan in place 7/1/2013 • Give us feedback - concerns • Preliminary work started • Tools being updated/created • Templates, flowcharts, purchasing officer manual • Client level contract management MOU’s with agencies – roles, responsibilities, • expectations • Contract management guides and checklists • Training program revision/expansion • Revise current program - test, modify and improve • Propose new plan and resources • Test new delivery mechanisms (web – webinars, web based on-line) • Contract administration vs. contract management (DOP – Agency) • Definitions and best practice checklists • Governance – management at agency, administration at DOP • Responsibilities and definition of high risk/high dollar contracts Division of Purchasing - Strengthening Contract Management in Idaho