In order to execute agreements that enable work to happen on schedule and within budget, contracts need to be drafted, routed, and signed for execution in a timely manner. In order for contracts to guide the delivery of results, contract language related to business need and expectations must be clear, accurate, and understood by all parties. The current process related to drafting, routing, and executing contracts involves many required reviewers and signatories per the Agency of Administration’s Bulletin 3.5 requirements. Department program staff would like to see this process shortened, while Business Office staff must ensure that all requirements of Bulletin 3.5 are adhered to and that reviewers have adequate time to perform their review.
The contracts unit only had 2 agreements executed in the month of August so there were only 2 data points in each category to pull the median from. The development of the KPI is skewed because one agreement spent 104 days in development which is unusual. The signature KPI is skewed because one agreement spent 44 days in the signature phase because we had to wait for CMS approval before we could execute.
Many of the contracts that the unit manages expire and need to be renewed or replaced by the end of calendar and State fiscal years. Due to the volume of agreements and the nature of the work, internal State review often takes longer as shown in the KPIs for Jan 2018 and July 2018.
In Feb/March 2018, there were two agreements that spent over 30 days with State reviewers which is reflected in the KPI increase.
The data points were higher than normal in the development and review measures in January 2019. This is partly due to the higher than average number (12) of contracts that were executed in the month of January. There were quite a few IT agreements that were executed in January and IT contracts require longer periods of development and review.
No contracts were routed during the month of February 2020
The COVID pandemic has allowed staff to work at home and prioritize drafting/routing/signing agreements. Reviewers are reviewing/signing things more quickly, so we are able to move things through much more quickly than normal. Additionally, the bulk of our contracts need to be renewed by 6/30, so Grants and Contracts staff have been working diligently to get things done in a timely manner as to not push everything through at one time.
The KPIs in August are lower than normal – this is because only 1 agreement was executed, and due to the timeline and nature of the agreement, it needed to be expedited and therefore did not reach the normal threshold for # of days in the review/signature stages
Last updated: 10/15/2020