Department for Child Protection Procurement & Contracting Sector - PowerPoint PPT Presentation

Department for Child Protection Procurement & Contracting Sector Briefing 2 Friday 5 April 2019, 9am – 11am The Science Exchange (webex meeting 998 687 805)

Acknowledgement of Country We would like to acknowledge this land that we meet on today is the traditional lands of the Kaurna people and that we respect their spiritual relationship with their country. We also acknowledge the Kaurna people as the custodians of the Adelaide region and that their cultural and heritage beliefs are still as important to the living Kaurna people today.

Child protection sector briefing 2 Contract Reform Update Jennifer Browne, Chief Financial Officer Department for Child Protection

Contract reform Catalyst for Contract Management Reform

Contract reform The scope of reform

Contract reform: Contract Management Governance and Frameworks Reform activities To deliver  A clear and standardised approach to managing and To deliver Contract Management Framework administering contracts (CMF)  Commitments and obligations from buyers (DCP) and Procurement and Contract suppliers are effectively met  Value for money Management Governance Committee  Minimised risk to government and clients Clarification of Service Specifications  Achievement of desired contract outcomes and Service Provision Requirements  Clear roles, responsibilities and actions throughout the contract management lifecycle Digital workspace record management  Sustainable and flexible contracting models that integration support sector development and emerging needs

Contract reform: Contract Management & Licensing System (CMLS) Reform activities To deliver To deliver  More efficient document creation, approval and Contract Management and Licensing management processes System (CMLS)  Reduction in rework, effort, inconsistencies and potential Data warehousing, reporting, document for error through automated contract management and creation & approval (docusign), workflow licensing workflows management  Improved data quality, accuracy, transparency and sharing  Easier mechanisms to submit financial and performance Online service provider portal acquittals through an online portal Integration with financial and record  Easier mechanisms to submit licence applications through management systems an online portal

Contract reform: Policies, practices, tools and templates Reform activities To deliver To deliver  Improved quality of care for children and young people Standardised Agreement templates  Value for money service delivery Not for Profit (NFP) Funded Agreement  Contractual arrangements aligned to service and client Goods and Services Agreement needs Standardised unit pricing for family  Agreed roles and responsibilities based care  Equitable, accountable & transparent relationships  Proactive planning approaches Standardised tools and templates  Ability to identify and manage risk and opportunities for Clarify roles, responsibilities and end to improvement  Improved decision making and processing response times end processes relating to contract  Reduction in rework, duplicated effort and administrative management inefficiencies

Contract reform: Change management and engagement Reform activities To deliver To deliver  Identification of impacted stakeholders Service contracts organisational model  Areas of change to be known and proactively planned and to support service delivery managed Engagement mechanisms established  Appropriate mechanisms established to inform, to educate, inform, communicate communicate and support change  Targeted messaging, resources and support mechanisms (e.g. briefings, email updates, DCP webpage) available and accessible to impacted stakeholders to Change and engagement model to understand and adapt to change support ongoing relationship and  Stakeholders are supported pre, post and during change service delivery outcomes Stakeholders are supported and understand impacts of change

Contract reform: Contract performance management Reform activities To deliver To deliver  Improved collaboration in delivery of safe quality care Contract Performance Management  Equitable, accountable & transparent relationships Framework (CPMF)  Value for money in the expenditure of public money Contract management meetings &  Shared understanding of obligations, roles, discussions responsibilities and accountabilities  Rule based approach to performance measurement, Performance Measurement monitoring and reporting Specifications (PMS)  Early identification of non-performance & intervention strategies Abatement guidelines, Growth  Service delivery contracts align to client, community and principles, Placement utilisation policy, strategic expectations Performance recovery plan, Performance improvement plan

Contract reform Anticipated key dates Sector feedback on Service provision requirements Contract Management & Contract Performance and service specifications Licensing System (CMLS) Management & published online User Acceptance Testing (UAT) Performance Measurement Specifications (5 April 2019 – 22 April 2019) Introduction of contract Contract Management & arrangements using the new Licensing System (CMLS) Launch of finalised Contract agreement templates Proposed go live Performance Management & (subject to user acceptance testing) Performance Measurement Specifications (End May 2019) May alter subject to approvals and completion of dependencies

Contract reform Visit DCP’s Service Provider Webpage https://www.childprotection.sa.gov.au/service-providers Contact DCPServiceProviders@sa.gov.au Attend sector debrief sessions Refer to DCP newsletters and Service Contract Updates emailed to you

Contract reform

Child protection sector briefing 2 Contract Performance Management Deborah Odgers, Manager Service Contracts and Licensing Department for Child Protection

Contract Performance Management What is Contract Performance Management? The process of ensuring both parties to an agreement meet their obligations as effectively as possible in order to achieve agreed contractual outcomes. DCP’s Contract Performance Management Framework: Will streamline reporting requirements for DCP’s contracted service providers and apply a consistent performance measurement and monitoring response across all DCP service contracts. Describes how DCP will administer, monitor, evaluate and reconcile the delivery of services as described in the contract between DCP and the service provider. Supports the delivery of safe quality care to children and young people in care.

Contract Performance Management The benefits of Contract Performance Management Provides a methodical and evidence based approach to ensure: Performance indicators in current agreements are standardised, and in some instances reduced Equitable, transparent and accountable relationships Shared understanding of roles, responsibilities and accountabilities A rule based approach to performance measurement, monitoring and reporting Early identification of non-performance and implementation of intervention strategies Ability to highlight and benchmark good performance Collaboration in the delivery of safe quality care to the children and young people in care DCP service delivery contracts align to client, community and stakeholder expectations

Contract Performance Management How performance management supports contract management Drafted & seeking feedback Contract Contract Performance Performance Management Framework Measurement Management Framework Specification Supports a consistent approach to Provides a consistent approach, Supports the key activities required contract management. methodology, tools to support within the CPMF, specifically the Describes the required phase 2 (management) and phase 3 measurement, monitoring and responsibilities across the 3 phases (close out) of the CMF. management of performance of the contract lifecycle Describes how DCP will administer, against service agreement. (set up, management, close out) monitor, evaluate & reconcile Defines Key Performance the delivery of Indicators services. (KPIs)

Contract Performance Management Contract Management Framework (CMF) Available on DCP Service Provider Webpage, under Contract Reform Contract Management Framework Supports a consistent approach to contract management. Describes the required responsibilities across the 3 phases of the contract lifecycle (set up, management, close out)

Contract Performance Management Contract Performance Management Framework (CPMF) Contract Performance Management Framework Provides a consistent approach, methodology, tools to support phase 2 (management) and phase 3 (close out) of the CMF. Describes how DCP will administer, monitor, evaluate & reconcile the delivery of services.

Contract Performance Management Contract Performance Management Framework (CPMF) Relies on six key elements working together to support the delivery of safe quality care to children and young people in care: 1. Guiding principles (desired outcomes) 2. Oversight & governance 3. Contract Measure (1 st CPMF component) 4. Monitor (2 nd CPMF component) 5. Manage (3 rd CPMF component) 6.