Outsource Agreements by kqn65350

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									             CCIT
          July 28, 2010


Contract Management System Update

                 Presented by: Brenda Lujan



                                              1
            Data Input

The consequences of not entering your data
properly could indeed be worse 




                                             2
    Today’s Update Includes:

 Legislative Reports – another snapshot
 CMS Changes – what’s new for you
 Retired fields – where’s the data
 Training – Program staff must monitor
 Training – CMS for new users and refresher
  for old pros
 New Subcommittee



                                           3
             Legislative Reports
“How accurate is my Department’s contract Info?”

 Legislative Reports
     First reporting period will cover 18 months :
       July 1, 2009  December 31, 2009 plus
       January 1, 2010  December 31, 2010
       All subsequent reporting will be annually.
     Fields will change before reports sent in early 2011.
     Second snapshot of Reports are complete (version 2.0)
       Uses current fields – not modified fields
       These custom reports are not contained within CMS.
          OSC will send .pdf versions to CCIT.
       Review. Review. Review.
            Ask yourself if the information was sent to the legislature
             today would it be accurate? Are there holes?

                                                                           4
                                  CMS Changes
   Contract Types

                  14 Umbrella Types
                      Comprised of those contract types requiring the same fields.
                      Sub-contract types are those determined to contain the same
                       fields.
                  3 Umbrella Types ready for Users to get familiar with in new
                   TEST environment:
                    Personal Services
                          Personal Services
                          Grant Agreement
                          Price Agreement (Master Document)
    Sub-contract




                          Purchase Orders {Services >$100K}
                          Outsource Agreements
    types




                          Master Task Order
                          Information Technology – Inclusive and Maintenance


                                                                                      5
           CMS Changes . . . cont.
   Contract Types


        Individual Task Order
           New contract type
           No sub-contract types
           Used to track and manage T.O.’s issued under a
            Master Task Order
           Need to create Personal Services – Master Task Order
            record first
           Link all subsequent individual T.O. records to the
            Master record
           Refer to guidance documents  1) “Task Order
             Contracts in CMS” July 22, 2010 2) “Complete Help Text for
             all Fields in CMS” July 22, 2010”



                                                                      6
       CMS Changes . . . cont.
 Contract Types

     Modification
       No sub-contract types
       Not changed significantly
       Continue to use this Umbrella contract
        type for Amendments, Option letters,
        Change Orders, etc.
       Always link the Modification record to
        the record for the contract being
        modified.

                                                 7
              CMS Changes . . . cont.
   Contract Types

         Implementation Order for remaining Umbrella Types:
              Construction
              Interagency
              Intergovernmental
              Purchase Order (Services < $100K, all Goods, or approved exceptions)
              Real Property
                   Real Property
                   Easement/ROW
                   Lease                    Changes will occur over the next couple of
                   Purchase                 months. Notice of each will be sent through CCIT
                   Licenses                 email prior to moving into Test site. Moves to
                   COPS                     Production/Live-site will only occur on set
              Multi-party                   established day (Tuesdays) .
                   Multi-party
                   Real Property
                   Intergovernmental
              Commodities/Goods
                   Commodities / Goods
                   Lease/Purchase
              Vendor Agreements (Use only for <$5,000)
              Revenue
              Settlement (Amendment or Stand-alone)
              Loans (State as lender)

                                                                                                8
             CMS Changes . . . cont.
   Getting Familiar with the Changes

       Log in to the TEST environment:
               Go to https://scmstest.state.co.us
               You will get an error message saying “There is a problem
                with this website's security certificate.”
               Ignore this and click on “Continue to this website (not
                recommended.”
               At the sign-in screen, enter your user name in both fields.

       Each new Contract Type will be put into TEST environment
        before moving to the Production/Live environment.
           OSC will review for accuracy.
           CCIT will be notified of any changes in the TEST environment.
           Moves into Production will occur only on Tuesdays regardless of
            when placed into TEST environment.
           First move  August 5, 2010 for 3 Umbrella types.

                                                                              9
    Retired fields – where’s the data!

   Retired Fields

       Short Term – fields are “hidden” and data retained
       Long Term – fields permanently deleted

       Field Information
           Spreadsheets containing all hidden data will be created
            the night before changes moved into Production/Live-site.
           Interested Departments can obtain a record of the data no
            longer stored by contacting Brenda Lujan.

       No adverse impact to Legislative Reporting




                                                                    10
                Training
           Who, When and Why

 Program Level Staff
   How to Monitor and Evaluate Vendors
   How to work and communicate with department
    contract staff – what, when, purpose
   Clarifying responsibilities
   Arranging the training
       List of Department Program Staff from SPCs
 New Contract Level Staff or Refresher
     Continue Train-the-Trainer?
     Hold downtown class for new comers?
     Refresher for department staff training new comers?
     Ideas?

                                                        11
     Subcommittee’s Work!!
   New Subcommittee:
       Purpose:
         To explore the use of the Financials functionality in CMS
            It’s part of the software might as well learn to use
              it!
         Draft a process for agencies to follow should they so
           choose
       Why?
         Track monies spent by Task Orders issued under a
           Master Agreement all within the CMS Master record.
         Track monies spent by Purchase Orders
   Interested?
       Currently a great group of 5 but willing to grow.
       Contact Brenda Lujan


                                                               12
Questions?



             Answers!
                  Hopefully 




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