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

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DHHS Contract Process Reform Symposium

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  1. DHHS Contract Process Reform Symposium Presentation to Symposium Attendees September 24, 2014

  2. 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.

  3. 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.

  4. 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

  5. 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.

  6. 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.

  7. 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.

  8. 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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