division of purchasing strengthening contract management in idaho office of performance evaluation...
TRANSCRIPT
Division of Purchasing
Strengthening Contract Management in Idaho
Office of Performance Evaluation Report
Legislative Response
Division of Purchasing Response
Division of Purchasing -
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 o how agencies develop, monitor and close out contractso if DOP and agencies could further improve the process
for developing, awarding and monitoring contracts
Data collected by surveys, individual interviews and research
Strengthening Contract Management in Idaho
Division of Purchasing -
Office of Performance Evaluation Report
Strengthening Contract Management in Idaho
Best practices frameworko DOP to develop a best practices checklist and a closeout checklist into its
training materialso Legislature to consider whether to require all agencies (including DOP exempt
agencies) to incorporate a best practices checklist into their contracting processes
o 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 Awardo Ensure all staff involved in the purchasing process receive training in various
aspects of contracting process – includes administrative and management staffo Develop a full time training position
Contract Monitoringo DOP to create monitoring positions for high risk high dollar contractso DOP to require regular risk report submittal by agencieso 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 -
Legislative Response – HCR 18
Strengthening Contract Management in Idaho
DOP to develop a plan to respond to OPE reporto Improve the development, management and reporting of contracts using best
practiceso Train and certify contract development and management personnelo Improve monitoring of contractso 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 -
Division of Purchasing Response – Agency Impact
Strengthening Contract Management in Idaho
• 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