CCIT May 19, 2010

1. CCITMay 19, 2010 Contract Management System Update Presented by: Brenda Lujan C M S

2. Another OIT – OSC Moment

3. Today’s Update Includes: • OSC Technical Guide • Forms Forms and more Forms • Reports • Subcommittee Work • Data Accuracy • A Word from a Few Guests

4. OSC Technical Guide • Intent • How to complete the various forms • How to complete the associated CMS fields • Contents • Applicable Statutes • A review of what is a Personal Services Contract • Definition of contract completion • An example of the life of a “typical personal services contract” • When each form comes into play • When each CMS field comes into play

5. Forms Forms and more Forms • Required • Final Vendor Evaluation • For Personal Services, >$100,000 • At contract completion  contract can no longer be renewed • OAG definition of “completed” • Construction Report • For Capital Construction contracts >$500,000 • At contract completion  end of contractor warranty period • Sole Source Justification and Certification • Must use if procuring a vendor as sole source. • Must complete CMS fields.

6. Forms Forms and more Forms (cont.) • Optional • Vendor Disclosure • Except for Construction and Interagency. • May be included in contractor’s response to solicitation. • Initial Certification • Required by statute; certification may be completed in CMS without form once fields are available. • Highly Recommended to complete and maintain the form provided as part of the hardcopy file. • Pre-Contract Execution • Interim Evaluation • Highly Recommended to use some type of this form. • Maintain interim reviews throughout the year to support re-certification and ultimate final vendor rating. • Always have supporting documentation in contract files.

7. Forms Forms and more Forms (cont.) • Optional (cont.) • Annual Certification • Required by statute; certification may be completed in CMS without form once fields are available • Completed annually at the end of first contract term AND each subsequent renewal • Highly Recommended to complete and maintain the form provided as part of the hardcopy file. • Vendor Rebuttal • Vendor determines its use.

8. Reports“What’s Happening with the Info We Enter in CMS?” • Legislative Reports • Statute requires Annual reports • OAG and OSC determination of first reporting period: • July 1, 2009  December 31, 2009 plus • January 1, 2010  December 31, 2010 • First set of Reports will cover 18 months then all subsequent reporting will be annually. • Fields will change before reports sent in early 2011. • Legislative Reports are complete (version 1.0) • Updates will occur after field changes • These custom reports are not contained within CMS. OSC will send .pdf versions to single points of contacts. • A “snapshot” of what would be reported as of today. • Is it accurate? Are there holes? • Departmental Reports • 3 Standard Reports are complete and in production • Purchase Orders (for all purchase orders) • Expiring Contracts (contract that will expire in the next 120 days) • Contract Status (for all contracts)

9. Reports (cont.)“What’s Happening with the Info We Enter in CMS?” • How Custom Searches and Reports Work • Creating a Custom Search versus Writing a Report • Users can create custom searches that will allow viewing and/or extracting data to Excel where data sorts and calculations can be added. • Once saved, a Search cannot be modified. Fields and criteria cannot be changed. Given this, it is best to limit use of criteria when creating searches. • Searches can be run at any time and will include all data within CMS that meets the search’s criteria • Criteria determines what gets filtered • Creating a report with dynamic criteria requires programming and can only be created by OIT support staff. An example of dynamic criteria is “within the last 30 days.” Static criteria is “literal,” meaning 4/1/2010 to 4/30/2010.

10. Reports (cont.)“What’s Happening with the Info We Enter in CMS?” • Subcommittee to discuss the type of reports that would be useful across all departments. • This information will be forwarded to OIT for report creation and added to the 3 current Reports. • Suggestions Welcome! • What a User can generate and how: • A User can select Fields and view the search results • To ensure a complete picture, will want Criteria and Conditions set to pull maximum information with no dependencies. The fewer filters the better. • Be thoughtful when setting criteria. It typically will not make sense to add date criteria, however, it might make sense to filter the search by contract type. • Select “Export” then sort data as needed. • Step-by-Step “HOW TO” will be provided. Initial draft available now!

11. Reports (cont.)“What’s Happening with the Info We Enter in CMS?” What’s Next? • Continue Work on Custom Search User Guide: • Create list of Short Field Names (Common Names) • Create a Cheat Sheet to cross reference between the short names in the custom search tool and field names on the contract screen (i.e. make labels match) • Include the new short names in the help bubbles. • New Test Environment: • Currently the training environment is used to allow select users to test new reports and new configurations. This has caused confusion when this environment has also been used to train users. • New Test environment will allow training environment to mirror production and eliminate confusion.

12. Subcommittee Work“Making CMS more User Friendly” • Your Advocates: • Lisa Eze – CDLE > Brian Stafford – CDLE • Thirza Kennedy – OIT > Andy Johnson – OIT • Harry McCabe – DHS > Michelle Lee – DHS • Maggie VanCleef – DNR > Deb Polk – CDPHE • Kevin Edwards – OSC > Bob Jaros – OSC • Completed: • Review of all Current Contract Types (32) (List used to start a contract record) • Creating Umbrella categories (14) for initial selection. • Use Field “Contract Group/Type to further define if necessary. Will default to Umbrella. • Ex: Select Personal Services Umbrella then in the record field, change to Grant if writing a grant contract. This will not alter the fields. • A few of the current contract types will be deleted. • Review of all fields • Left with 54 fields. Down from 84. • Deleted, Modified and Added • Continuing Work: • Purchase Categories  Refine (Suggestions Welcome!) • Task Order Contracts • Review of changes once made in Test environment before moving to Training for Users to review.

13. Data AccuracyThe old “Garbage in – Garbage Out” • After the subcommittee has completed its work and the revised fields are made available, start looking at your records: • Have all the fields that can be completed, been completed? • Do fields that have been completed, contain the correct information? • Look at the Legislative Reports and ask yourself: • If these were sent to the Capital today would they accurately represent my department? • Try running a few custom searches/reports to determine if fields are blank or incorrect. • Go out to the Public website and look at what is posted for your department. (Spelling does Matter!)http://contractsweb.state.co.us

14. Word from a Few Guests“A Peek at Real Life” • Thirza Kennedy • Procurement Director, Governor's Office of Information Technology • Harry McCabe • Director, Contract Management Unit, • Department of Human Services • Brian Stafford • Contract Performance Manager • Department of Labor & Employment • Maggie VanCleef • Procurement CoordinatorDepartment of Natural Resources

15. Questions? Answers! Hopefully 