milwaukee county department of health & human services (dhhs) 2006 purchase of service contracts...
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Milwaukee County Department of Health & Human Services (DHHS)
2006 Purchase of Service Contracts Orientation
Presented by:
Dennis Buesing – DHHS Contract Administrator
Rosemarie Forster – DHHS Contract Services Coordinator
Diane Kaas – DHHS QA Coordinator
Wes Albinger – DHHS Contract Services Coordinator
February 2, 2006
Overview of 2006 Purchase-Of-Services Contract & Changes
Presented By:
Dennis Buesing, DHHS Contract Administrator
February 2, 2006
Audit Requirements& Audit Review Issues
New Audit Schedules and Changes in Allowable Costs (New Forms)
2006 Purchase of Services Revenue & Expenses Report (New Forms)
Budget & Other Final Submission Items
New & Proposed Resolutions and Ordinances
February 2, 2006
Who Must Have an Audit?Audits are required by State Statute if the care & service purchased with State funding exceeds $25,000 per year
Statutes require audits to be performed at least every other year. County contracts typically require annual audits
Standards for audits are found in DHFS/DWD/DOC Provider Agency Audit Guide, 1999 Revision (on line at www.dhfs.state.wi.us/grants)
Non-profit providers that receive $500,000 or more in federal awards must also have audit performed in accordance with OMB Circular A-133 Audit of State, Local Governments, and Non-Profit organizations. Federal audit requirements are for an annual audit.
February 2, 2006
Audit WaiverStatutes allow the Dept. to waive audits. Audits may not be waived if the audit is a condition of state licensure, or is needed to claim federal funding (e.g. Group Foster Care or Child Caring Institutions).
Waiver request can be entertained only if agency does not need to have an audit according to Federal Audit requirement.
Waiver need to be approved on case to case basis by regional office based on the risk assessment ( Funding <$75,000 is considered low risk)
DHHS has been approving Audit Waivers for Fee for Service contracts mainly on basis of economic hardship
In case of small residential care providers ( Family group home and AFH) county has the authority to grant a waiver.
For POS Contracts, the DHHS is planning to approach County Board to make a Blanket Waiver request to state DOR for contracts up to $100,000.
February 2, 2006
Audit Review Issues
The County does not have to allow either a profit or reserves to providers who do not include a Schedule of Allowable Profits, or Reserve Supplemental Schedule with their audit.Corrective action plan for all current-year audit findings related to County funded programs.Management’s response to each audit comment and item identified in the Management Letter.Allowable Cost Rules under rental agreements with Related Parties contain additional restrictionsAllowable rent expense under related party leases may not exceed the actual costs to the related party with whom title vests. (Generally, mortgage interest, real estate taxes, insurance, maint./utilities & depreciation)
February 2, 2006
Changes in Allowable CostsThe Annual audit report shall contain a budget variance and reimbursable cost calculation for each program contracted.(refer new format)
Costs allowable under State and Federal allowable cost guidelines that exceed the approved program budget by the greater of (1) 10% of the specific budget line item or (2) 3% of total budgeted costs are deemed unallowable. You can remedy this variance by submitting amended budget and having it approved by DHHS prior to end of contract year.
(Refer to Section 4 Reporting Requirements Page 113 of Technical Requirement Booklet)
An annual audit report that omits information or doesn’t present line item information utilizing classifications as per Form 3 will place the Contractor out of compliance with the contract.
February 2, 2006
2006 Purchase of Service Revenue & Expenses Report
2006 Purchase of Service Revenue & Expense Report has been revised. (New Forms)No More Macros. No buttons to hide columns or see the summary and detail as in last year’s forms.New Tabs added for uniformity and detail of items requiring further explanation:Exp-Details TAB – to enter all the expenses;Units TAB – to enter units and multiple rates within program;Equipment TAB – to report all equipment over $500 purchased with county funds; and Travel TAB – to report detail of employees’ travel expenses.
2006 Professional Services Expense Report has been revised too. (New Forms)
February 2, 2006
Budget and Other Final Submission Items
Providers using Old Forms, or modifying current forms.Providers using initial submission numbers for total DHHS request, vs. the numbers approved by County Board. This affects forms 1, 3, 3S, 4, 4S, 5, 5A and 6.Providers reporting Milwaukee County’s share of the program only, versus the total program, typically on Forms 1 or 5.Providers reporting only on programs applied for, versus all agency programs, Form 5.Lack of Agreement between total clients to be served on the client characteristics chart and Form 1.Not Properly filling up Form 5 ( Row 9200 Allocated Costs), and Form 6. Omission of IRS form 990 (listed as requirement in Technical Requirements, but not listed as a specific item # on submission checklist, created some confusion).
February 2, 2006
New and Proposed Resolutions and Ordinances
Milwaukee County's Code of Ethics, Chapter 9 of Milwaukee County Code of General Ordinances
“No person(s) with a personal financial interest in the approval or denial of a contract being considered by a County department or with an agency funded and regulated by a County department, may make a campaign contribution to any candidate for an elected County office that has final authority during its consideration. Contract considerations shall begin when a contract is submitted directly to a County department or to an agency until the contract has reached its final disposition, including adoption, county executive action, proceedings on veto (if necessary) or departmental approval. The language in Section 9.05(2)(l) shall be included in all Request For Proposal (RFP) and bid documents. ”
February 2, 2006
Resolutions (cont’d)……In a recent resolution Milwaukee County's Board proposed to repeal and recreate Chapter 13 of County Code of General Ordinance Guidelines on Best Governance Practices required of Non-profit Organization and amend Chapter 7 – Financial & Management Accounting of County Administrative Manual
Best Governance PracticesBest Governance Practices Approval Approval requiredrequired
Non-profit Non-profit approvedapproved
Regular Modification of Budget √
Annual Audit submittal √
Compensation of Board √
Timeframe of Appointments √
Term Limits √
Conflict of Interest √
Audit Committee √
Affirmative Action/DBE √
February 2, 2006
Resolution (cont’d)…..
Best Governance PracticesBest Governance Practices Approval Approval requiredrequired
Non-profit Non-profit approvedapproved
Due DiligenceDue Diligence √
Copy of Annual 990’s or other tax Filings √
Duty to Disclose √
Closed Sessions and Public Records √
Board Member Qualification √
Board and Committee Meeting Minutes √
CEO and CFO are separate Individual √
Endowment Fund Distribution √
Attendance Policy √
Investment Policy √
February 2, 2006
Civil Rights Compliance PlanRequirements
Presented by:
Rosemarie Forster, DHHS Contract Services Coordinator
February 2, 2006
Civil Rights Compliance (CRC)
ALL contracting agencies must submit a Civil Rights Compliance Plan or Letter of Assurance ensuring Civil Rights Compliance
The Equal Employment Opportunity certificate is a separate requirement and does not qualify as a CRC document.
February 2, 2006
CRC (Cont’d)……..
Agencies with 25 or more employees AND at least $25,000 awarded in contracts are required to submit a full CRC plan
Agencies with fewer than 25 employees OR less than $25,000 in contracts may opt to submit a Letter of Assurance instead, which includes AA, EO and LEP policies
February 2, 2006
CRC (Cont’d)……..
Agencies who subcontract are also required to ensure the subcontractor maintains CRC requirements
February 2, 2006
CRC (Cont’d)……..
Completion forms, template, instructions, sample policies and plans are posted on the State website at: http://www.dwd.state.wi.us/dws/civil_rights/plans_instructions.htm
Sample Letter of Assurance is included as Attachment 6, page 56 of the template
Site includes LEP analysis of 13 counties, including Milwaukee
February 2, 2006
CRC (Cont’d)……..
The agency must have access to data concerning employees and program participants to complete the plan
http://www.dwd.state.wi.us/oea/
Site includes statistics on county workforce profiles
February 2, 2006
CRC (Cont’d)……..
If your agency has not already submitted a LOA or CRCP, please submit the appropriate document to:
Dennis Buesing
DHHS Contract Administrator
1220 W. Vliet St., Suite 109
Milwaukee, WI 53205
February 2, 2006
Wisconsin Civil Rights Compliance Officer
Questions may also be directed to:
David Duran, CRC OfficerPO Box 7850One West Wilson Street, Room 561Madison, WI [email protected]: (608) 266-9372Fax: (608) 267-2147
February 2, 2006
Quality Assurance, Contract and Program
Compliance Requirements
Presented By:
Diane Kaas, DHHS Quality Assurance Coordinator
February 2, 2006
Laws, Rules and Regulations:
Compliance with requirements related to applicable provisions of DHHS Purchase-Of-Service Contract and Policies and Procedures, as well as other applicable provisions of Federal, State, and County regulations.
Maintain in good standing all licenses, permits, certifications, and service provider’s credentials relating to the services provided.
February 2, 2006
Caregiver Background Checks
Agency must complete a State-wide criminal background check and meet requirements of Wisconsin Caregiver Law.
Obtain Federal/Other State’s criminal background check for caregivers not residing in Wisconsin during the 3 years preceding the date of search.
Repeat background checks every 4 years for ongoing Providers or at any time within that period when an agency has reason to believe a new background check should be obtained
February 2, 2006
General Record Keeping
Maintain records in secure and locked cabinets/rooms.
Individualized client files must include all appropriate assessments, service and treatment plans, case contact notes, and all other required documents.
Case records should be maintained until participant becomes 19 years of age or until 7 years after treatment or other services, whichever is later.
Must maintain such records and financial statements as required by Federal, State and County rules and regulations.
Retain all documentation necessary to adequately demonstrate the time, duration, location, scope, intervention and effectiveness of the services rendered.
February 2, 2006
Inspection of Premises and County site Audits
County Representative has the right to inspect at all reasonable times, case, medical, program,financial and such other records as may be required by applicable contract, rules and regulations.
County also reserve the right to review Board approved by-laws, minutes, policies and procedures, employee files and employment records, client attendance and case records, billing and accounting records, financial statements, certified audit reports.
February 2, 2006
Outcome Measurement Initiative
Presented By:
Wes Albinger, DHHS Contract Services Coordinator
February 2, 2006
Outcome Measurement Initiative
Objective is to measure benefits for participants during or after their involvement with a program, such as improvement in knowledge, skills, function, or status
Not to be confused with process, services, or output-number or volume
of services delivered
February 2, 2006
Outcomes (Cont’d)……..
In 2006, Contract Administration will be implementing four pilot programs in Outcome Measurement
For Fiscal Year 2007, Outcome Measurement will be included in the Purchase of Services Guidelines Technical Requirements (RFP)
February 2, 2006
Outcomes (Cont’d)……..
Contract Administration will be gathering input from agencies through surveys and focus groups to better understand your agency’s practices, capabilities, and technical assistance needs with:• Program theory• Program outcomes, indicators, and
measurement tools• Data collection and analysis• Research/Evidence based program design
February 2, 2006
Accounting Contact Info:
Randy Iding (414) 289-6105 [email protected]
Paula Dills (414) 257-6465 [email protected]
Robert Graveen (414) 257-6036 [email protected]
February 2, 2006
BHD Contact info:
Paul Radomski (414) 257-7493 [email protected]
Walter Laux (414) 257-7436 [email protected]
Chuck Sigurdson (414) 257-7361 [email protected]
Rochelle Landingham (414) 257-7337 [email protected]
February 2, 2006
DCSD Contact Info:
Eric Meaux (414) 257-7789 [email protected]
Dave Emerson (414) 257-7284 [email protected]
Jim Sponholz (414) 289-5778 [email protected]
February 2, 2006
DSD Contact Info:
Charlotte Williams (414) 289-5898 [email protected]
Rosemarie Forster (414) 289-5896 [email protected]
Wes Albinger (414) 289-5871 [email protected]
Virgil Cameron (414) 289-5954 [email protected]
February 2, 2006
ESD Contact info:
Judy Roemer-Muniz (414) 289-6692 [email protected]
Jim Sponholz (414) 289-5778 [email protected]
February 2, 2006
Thank you for your participation!
Have a Great Day!
February 2, 2006
Thank you for your participation!
Have a Great Day!
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