CONTRACT AND QUALITY ASSURANCE OVERVIEW TRAINING

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CONTRACT AND QUALITY ASSURANCE OVERVIEW TRAINING

• July 23rd - 130 300 p.m.
• July 24th 1000 1130 a.m.

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• WELCOME AND OVERVIEW
• Mute Phone - 6
• Unmute Phone - 7

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AGENDA

• Welcome and Overview
• 06-07 Close Out
• 07-08 Contract Overview
• Components of the Contract
• Deliverables and Performance Measures
• Reporting Requirements
• Fiscal Issues
• Incident Reporting
• Additional Topics
• 07-08 Monitoring Information
• Questions and Answers
• Closing Remarks

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06-07 Close Out

• Financial Reports
• Programmatic Reports
• Monitoring

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06-07 Close Out

• FINANCIAL REPORTS
• FINAL INVOICE
• Reviewed against reimbursements to date
• Reconcile with award by funding source
• FCADV will make adjustments as needed
• Payments being processed ASAP
• QUARTERLY FINANCIAL
• Breakdown expenditures by line item for April
  June
• ANNUAL FINANCIAL REPORT
• Breakdown of expenditures by line item
• Roll-up of the 4 quarterly reports

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06-07 Close Out

• PROGRAM REPORTS
• STARS Report ALL SUBMITTED AND CURRENT
• Annual Services Report
• Exhibit B Outlines items to be addressed
• Due August 15th
• Rural Only
• STARS - Rural Section ALL SUBMITTED
• Federal STOP Report for JanJune
• NO LATER THAN JUNE 30th

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06-07 Close Out

• MONITORING REPORTS
• All Completed and Distributed
• Corrective Action Plans

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07-08 Contract Overview

• All contracts executed by July 1st
• Copies returned to centers
• TAKE NOTE Post Award Notice

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07-08 Contract Overview

• TOPICS TO BE COVERED
• Components of Contract
• Deliverables
• Performance Measures
• Reporting Requirements
• Fiscal Issues
• Incident Reporting
• Misc. Items

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Components of Contract

• Standard Contract
• Approved DCF Model Contract
• Contains general administrative and financial
  terms and conditions
• Addresses issues mandated by federal, state,
  and/or department laws, regulations, policy
  (Note Exhibit K Authority, Laws, Rules and
  Requirements)
• Use of the Standard Contract is mandatory
• Not program specific
• Items incorporated by reference Attachments,
  Exhibits, Application, Cost Allocation Plan,
  Budget

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Components of Contract

• Attachments and Exhibits
• Attachment I Program Specific/ Clarifies
  Standard Contract
• Services to be Provided Terms, Description,
  Clients
• Manner of Service Provision Tasks, Staffing,
  Location, Equipment, Deliverables, Performance,
  Monitoring
• Cost Allocation Plan
• Method of Payment
• Special Provisions
• Exhibits References and Forms
• Attachment II Certifications and Assurances
• Match
• Lobbying
• Debarment
• Attachment III - Budget

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Deliverables and Performance Measures

• DELIVERABLES
• Quantity Output
• What is done?
• Items to be produced/provided
• Linked to invoice/payment
• PERFORMANCE MEASURES
• Quality Outcome
• So what?
• How good/effective are the items delivered
• Linked to monitoring/quality assurance
• Based on DCF/FCADV contract requirements

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CONTRACT DELIVERABLES

• STARS Report
• Program Status Report
• Rural - Trainings

PERFORMANCE MEASURES

• Safety Plans 98 of adult victims in shelter 72
  hrs will have written safety plan.
• Quality Assurance Center will meet 85 of
  quality assurance/monitoring requirement.
• Rural Training 85 of attendees will score 90
  on competency based exam.

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Program Status Report

• New this year
• Purpose of report
• Review of items requested
• Variations in statistics for current month
  explain variations for any statistics that are
  higher or lower than typical.
• Report on any noteworthy issues relating to
  delivery of services or program initiatives. If
  application included goals and objectives,
  address implementation of these activities.
• Describe significant events such as incidents,
  media coverage, community events, DV trainings
  held, legal advocacy efforts, etc.
• Describe best or promising practices (please
  provide narrative, copies, etc, as appropriate).
• Additional Comments
• Rural Narrative
• Suggestions for completion

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Reporting Requirements

• Reporting Schedule Chart in Contract
• Monthly STARS, Program Status, Invoice
• Quarterly Financial, Board/Finance Comm. Info
• Other Annual, As needed, etc.
• Reports vs. Pre-Monitoring Items
• External Audit
• Inventory
• Civil Rights
• Board/Finance Committee Info
• Timely Submission of Report
• Written Requests and Response for Extensions

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Fiscal Issues

• Cost Allocation Plan and Budget
• Invoicing
• Fixed Rate vs. Cost Reimbursement
• Expenditure Support Reports
• Minimum 2 x per year
• Contract manager to determine dates required
• Like a cost reimbursement invoice packet
• Quarterly Report
• New format
• Designed to be maintained

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CAP/Budget Amendments

• Changes to Cost Allocation Plan must be submitted
  in writing to the contract manager for approval.
• May adjust budget up to 10 within a funding
  source across approved line items.
• Communicate ALL budget changes to the contact
  manager by the 10th of the month following the
  change.
• Request written approval from the contract
  manager for any changes to the Approved Contact
  Budget if
• Moving in excess of 10 of a total funding source
  (DVTF, FVPSA, TANF, STOP) amount of the Approved
  Contract Budget from one approved line item to
  another approved line item within that funding
  source, or
• The change proposes the establishment of a new
  line item, or the deletion of an existing line
  item within a funding source.
• Exhibit J Budget Amendment Form
• Cannot change amount of a funding source.

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Monthly Invoice
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Expenditure Support Documentation
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Quarterly Financial Report
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Incident Reporting

• Review of New Form
• Located on the web
• Reporting Procedures for Centers
• FCADV Response

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Publicity and Sponsorship

• Standard Contract
• Sponsorship - Program financed in any way with
  contract funds must, in publicizing, advertising,
  or describing the sponsorship of the program,
  state Sponsored by (contractor's name), FCADV,
  and the State of Florida, Department of Children
  and Families. If the sponsorship reference is
  in written material, the words FCADV, State of
  Florida, Department of Children and Families
  shall appear in at least the same size letters or
  type as the name of the organization.
• Publicity - Without prior DCF written consent,
  cannot use State name, mark, etc to advertise,
  publicize or promote that any product or service
  provided by the contractor has been approved or
  endorsed by the State, or refer to the existence
  of this contract in press releases, advertising
  or materials distributed to the contractors
  prospective customers
• Attachment I - CLARIFICATION BETWEEN FCADV AND
  DCF
• Authorized to use DCF logo on training and
  education materials used to support the training
  events, educational activities, and direct
  services tasks and materials procured under this
  contract without prior approval of the Contract
  Manager.
• Use of DCF also fulfills the requirements as
  specified in the Standard Contract on
  sponsorship.
• Rural Special requirements from US Department
  of Justice same as last year.

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Additional Topics

• INSURANCE
• Required upon execution of the contract and
  within 10 days of issuance of new or renewal
  policy.
• EMERGENCY PLANS Due 7/30
• SUBCONTRACTS, if applicable
• Standard Contract and Attachment I clarification
• Written requests by center to subcontract for
  services must be submitted to the contract
  manager for approval PRIOR to the execution of
  the subcontract.
• Request must include 1) a copy of the proposed
  subcontract, 2) the name and contact information
  of the proposed subcontractor, 3) a description
  of the process by which the subcontractor was
  selected, and 4) payment method.
• FCADV will respond in writing regarding approval
  of any subcontract requests.
• Subcontract does not relieve the center of any
  responsibility for performance of its duties or
  requirements under FCADV contract.

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Equipment and Inventory

• Property"
• 1,000 or more
• Expected life is 1 year or more.
• Each item marked, as practicable
• Must maintain an inventory reference contract
  for items to include on inventory.
• Due within 30 days and with final invoice.
• Need approval to dispose of any property.
• Prior to expending funds for property must submit
  a request in writing to the contract manager
• Exhibit C Property Purchase Request Form
• Exhibit D Information Resource Request

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07-08 Monitoring

• RISK ASSESSMENT
• Noted in previous Webinar
• Process based on CFOP
• All centers will be monitored during the year and
  a report will be issued
• Some on-site and some desk
• Monitoring Schedule
• Monitoring schedule developed Info being sent
  out to centers

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07-08 Monitoring

• REPORT FORMAT
• Working to revise format to provide more
  information
• PLANS FOR TRAININGS AND TECHNICAL ASSISTANCE
• Increased opportunities during the year
• Alice
• Fiscal accountability
• Service management/documentation

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FCADV.org

• FCADV website source of information
• All forms available to download and use
• Calendar for trainings
• FAQ check often
• www.fcadv.org

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• Questions and Answers
• Closing Remarks