Business Office

Contracts: The median # of business days contracts are in routing for signature

16Jun 2022

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  • Agency of Human Services
  • Agency of Digital Services
  • Agency of Administration
  • Office of the Attorney General
  • Department of Finance & Management (AOA)
  • DVHA Vendors
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 mean number of business days contracts are in routing with reviewers for signature.  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.

After reviewers conduct their agreement review, the Contracts & Grants Unit will upload the contract routing package into Silanis for the reviewers to sign the appropriate routing forms. This signing is sequential, starting at DVHA, then to AAG, AHS, ADS, and AOA as applicable. If a reviewer is out or is not available to sign, this can cause delays in capturing all State approvals on-time. Many reviewers are also performing COVID-19 tasks and have assigned delegates who are not signing as quickly as others. Additionally, some signers are working on COVID activities and are largely unavailable to sign. DVHA Contracts & Grants staff will reach out to signers to request timely signature to meet deadlines and escalate to the DVHA Commissioner as needed. 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 get signed due to an interruption mid-signature collection which increased the median number of days. No contracts or amendments were executed in the month of January 2022.

Narrative last updated:  02/15/22

Scorecard Result Container Indicator Measure Action Actual Value Target Value Tag S R I P PM A m/d/yy m/d/yyyy