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					                            Program Improvement Plan (PIP)
                                     Instructions

Exhibit D1 section 3.5.2 Contractors who do not achieve 85% of case compliance with
the elements reviewed in the Department Case File Review, or whose family and
Department worker satisfaction results are below an 85% satisfaction level as described
in Section 3.2.3.3 through 3.2.3.3.4, will be required to have Program Improvement Plan
[PIP] in place, within forty- five [45] days of being notified by the Contract Monitor.

The Program Improvement Plan shall describe the action steps and appropriate
improvement benchmarks the contractor plans to implement in order to meet the
Department’s minimum compliance expectations. Program Improvement Plans shall
continue for a minimum of six [6] months and shall contain measurable improvement
goals that will be achieved by the contractor during the six-month period. The
Department Contract Owner must approve all Program Improvement Plans.

Once a Program Improvement Plan has been approved, the Contractor will be
responsible for submitting required documentation, including monthly reports
concerning progress on their plan to their Department Contract Monitor. The Contract
Monitor will monitor implementation of the plan throughout its duration.

Program Improvement Plans will be utilized for Quality Assurance purposes and there
will be no monthly payment reduction. However, the Contractor’s failure to satisfactorily
comply with this plan could result in contract termination and/or the Department
choosing to not renew the contract.

The Program Improvement Plan (PIP) is a two-part system of reporting to the
Department. The Contractor will be required to submit as per 3.5.2 a Program
Improvement Plan within forty-days of notification that the elements reviewed did not
meet 85% satisfaction level.

The (PIP) Part I is utilized to identify the contractor, project manager, service area, and to
indicate (using the check boxes) from which review or survey the plan is being developed
for and the date of the report in which the contractor is responding.

In completing the form, (reporting requirement area) use the check boxes to indicate the
type of plan, whether it is an initial plan, second plan, or third plan required.

Part II of the Plan is completed using the Excel format. This portion of the plan has
seven Excel sheets, which are tabs at the bottom of the Excel form. The initial sheet is
utilized to identify the concerns, actions steps, and benchmarks or measurable goals. The
subsequent sheets will identify the concerns, actions steps, benchmarks/measurable goals,
but will also address the progress that has been made each month.

When developing the plan, Part I and the (initial plan) of the Part II will be completed.
These will be sent to the Contract Monitor by electronic mail. The Contract Monitor will



PIP.Instructions.01/01/10
review the plan and make a recommendation to the SAM and Contract Owner concerning
acceptance of the plan. If the plan is not approved, the Contract Monitor will send
recommendations for changes to the Contractor. The Contractor will resend with
recommended changes. Once the plan is approved, an email will be sent to the
Contractor’s Project Manager, indicating approval.

Once the Contractor has received the approved plan, this will begin the first month of the
PIP. The Contractor will report at the end of the each month (utilizing the tabs for the
appropriate month end) any changes in Action Steps and Month End Progress on Part II
and send to the Contract Monitor. This is an inclusive document, which will be used as a
continuous document that will be used throughout the first six months of reporting.

The Contract Monitor will review the PIP and if the Contractor was able to improve the
compliance to 85% or above, for this six month period, the PIP will be complete. If the
Contractor has not met the benchmarks, a second PIP will be required and the same
process for approval and implementation will be used.

The Contractor will submit the Program Improvement Plan Part I and Part II for the third
plan to the Contract Monitor and again the same process for approval and implementation
will be used. The Contractor will again submit at the end of each month of progress and it
will be reviewed by the Contract Monitor. At the end of the six months of reporting, the
Contract Monitor will review the PIP and if the Contractor has met the required case
compliance the PIP will be considered completed. The Contractor’s failure to
satisfactorily comply with this plan could result in contract termination and/or the
Department choosing to not renew the contract.




PIP.Instructions.01/01/10

				
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Description: Resend Contract document sample