Ret: Contracts: The median # of business days contracts are in development
Story Behind the Curve
This measure is important because to execute agreements that enable work to happen on schedule and within budget, contracts need to be drafted, routed, and signed for execution in a timely manner.
This measure shows the median number of business days contracts are in development with DVHA program staff, Contract Unit staff, and vendors. For contracts to guide the delivery of results, contract language related to business need and expectations must be clear, accurate, and understood by all parties. The current process related to drafting, routing, and executing contracts involves many required reviewers and signatories per the Agency of Administration’s Bulletin 3.5 requirements. Department program staff would like to see this process shortened, while Business Office staff must ensure that all requirements of Bulletin 3.5 are adhered to and that reviewers have adequate time to perform their review. The COVID pandemic has allowed staff to work at home and prioritize drafting/routing/signing agreements. Grants and Contracts staff work diligently to draft and route agreements in a timely manner.
This KPI can change month to month depending on the number of agreements the Unit has worked on and the overall length of time in development. The varying difference in median number of days for development can depend on various activities during negotiation and drafting. Generally, when the KPI is low, it is due to a low number of agreements in development, or the type of agreement that was developed. For example, a standard one-year term extension with no scope changes can be drafted in one-day, compared to an agreement that needs 60-day CMS review. The KPI was higher in March due to one portfolio of contracts starting development/drafting work 4+ weeks ahead of when a contract/amendment needs to be executed. This higher-than-normal KPI does not signify any roadblocks. DVHA had no contracts or contract amendments executed in the month of September. Many things were still in development or put on hold while changes were made, so agreements did not get through until October. DVHA only executed 2 contracts in the month of November, and one of those contracts took longer than normal to be developed due to the nature of the work which increased the median number of days. No contracts or amendments were executed in the month of January and August 2022. Only 2 agreements were executed in the month of September 2022, which resulted in a higher than normal development KPI. Only one contract was executed in the month of February 2023.
Narrative last updated: 03/06/23
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