STATE OF WASHINGTON

STATE OF WASHINGTONDEPARTMENT OF SOCIAL AND HEALTH SERVICESDevelopmental Disabilities Administration * P.O. Box 45310 * Olympia, WA 98504-5310

DDA MANAGEMENT BULLETIN

D14-012 – Procedure

Re-issued July 16, 2014

TO:

Regional Administrators

RHC Superintendents

Field Services Administrators

Regional Operations Managers

Office Chiefs

Case Management Supervisors

Case Resource Managers

Central Office Program Managers

Social Workers

Social Service Specialists

FROM:

Don Clintsman, Deputy Assistant Secretary

Developmental Disabilities Administration

SUBJECT:

Risk Assessment and Monitoring Plan (RAMP)

Purpose:

To ensure DDA compliance with DSHS Administrative Policy 13.11, Monitoring Contractor Performance.

Background:

DDA was found to be out of compliance with the DSHS Administrative Policy 13.11 requirements to have a Risk Assessment and Monitoring Plan (RAMP) in each contract file, which resulted in an audit exception.

What’s new, changed, or Clarified

· This pertains to all client service contracts, personal service contracts, purchased service contracts, data sharing agreements, and Interlocal agreements. DDA should ensure that the level of risk for each individual contractor is identified; the RAMP is included in each contract file; and adequate monitoring is documented and performed.

·

· Note: Individual Provider (IP) contracts are excluded from these requirements.

MSD Headquarters Contract Unit will conduct periodic monitoring of DDA staff compliance with RAMP requirements described in this management bulletin.

ACTION:

Effective immediately, DDA staff will comply with DSHS Administrative Policy 13.11 by adhering to the following procedures:

· A DDA designated staff must complete a RAMP as part of the pre-contracting process for all new contracts, renewals, and amendments. RAMP forms for specific service types are stored on the SharePoint site: http://adsashare/DDD/FSS/DCM/Shared%20Documents/Forms/AllItems.aspx

· Each region and RHC shall maintain local procedures for their areas.

· Use the appropriate RAMP for the type of service identified at the top of each Contractor Risk Assessment Worksheet. The Contractor Risk Assessment Worksheets include Instructions for Monitoring levels of risk and a Contractor Monitoring Plan that describe the service, including suggested contractor monitoring activities for the type of service.

· Enter the risk values on the Risk Assessment Worksheet (RAMP Step One).

· Review the Instructions for Monitoring and complete Contractor Monitoring Plan (RAMP Step Two). The Monitoring Plan is meant to be an ongoing process and a provider’s performance should be monitored throughout the contract term.

· License inspections are entered in the ACD monitoring screen by appropriate staff, if inspections are conducted during the contract term.

· After background checks, etc. are cleared, the Contract Manager (CM) creates the contract and the RAMP is placed in the contract file.

· The RAMP must be completed and in the contract file before the contract is signed.

· For renewals or amendments, if there are no previous concerns with the contractor, the box at the top of the Risk Assessment Worksheet stating “No previous concerns” should be checked (Low Risk contractor) and the RAMP should be returned to the contract file.

· If there are documented concerns about the provider, notify the appropriate (MSD or regional) contract staff.

· Documented concerns are entered by appropriate staff in the monitoring screen of the ACD (all service review notes are maintained in the client’s file or in CARE); and

· Maintain the completed contractor RAMP in the contract file.

The Management Services Division Headquarters Contract Unit will conduct periodic monitoring of DDA staff compliance with RAMP requirements described in this management bulletin.

ATTACHMENTS:

DDA RAMP Forms

Contract Monitoring Power Point Presentation 012314

CONTACT(S):

Sherry Hartman, Contract Manager

Management Services Division

360/725-2649

hartsm@dshs.wa.gov

D14-012Page 1 of 3Re-issued 7/16/14

D14-012Page 3 of 3Re-issued 7/15/14

Monitoring Screens

for MB 1-23-2014.pptx

Monitoring RequirementsFor DDA Contracts

AP 13.11

Monitoring Contractor Performance

1

What Forms Do I Need to Complete?

Risk Assessment

Identify the risk factors and assign risk values for each contractor.

Identify the risk factors and assign risk values for each service.

Monitoring Plan

Describe the frequency an method of monitoring activities.

Describe the frequency and method of monitoring activities.

Identify monitoring activities that are mandatory based on program requirements.

Identify how activities will be entered into the Agency Contract Database, if monitoring notes are stored in a different computerized system with just the dates of the activities are stored in the EACD indicate that as well.

Risk Assessment and Monitoring Plan Forms

Forms for each contract type can be accessed on Sharepoint at: http://adsashare/DDD/FSS/DCM/Shared%20Documents/Forms/AllItems.aspx

Where Do I Enter Monitoring Activities?

Enter Monitoring Activities in the Agency Contract Database:

Select the “Monitoring” tab from Contract Detail (page 1) section of the Agency Contract Database (ACD).

4

How Do I Do This?

Select the “New” tab from Contract Detail (page1) section.

How Do I Do This?

Select the “Program Monitoring” check box, enter your comments in the “Monitor Comments” section. Select a “Monitor Date,” list a “Next Monitor Date” and select a “Risk Level” and save your comments.