Q&A
DSS contract management structure and oversight processes
0:23:23
·
3 min
Commissioner Park explains the contract management structure within DSS, detailing the various units and processes involved in overseeing shelter providers.
- Three main categories of contract monitoring and engagement
- DHS staff (program analysts and administrators) perform on-site monitoring and invoice review
- Accountability office conducts enhanced reviews, independent audits, and monitors incident data
- Agency Chief Contracting Officer (ACCO) handles the contracting process and responsibility determinations
Gale A. Brewer
0:23:23
How many separate units within DHS or DSS combined are involved in the contracting process with providers?
0:23:31
How many separate units?
Molly Wasow Park
0:23:33
So it's really embedded throughout what we do.
0:23:36
I would divide it high level into to 3 different categories of of areas where there is contract monitoring and engagement.
0:23:45
But, it starts very much with the with the DHS staff.
0:23:50
Right?
0:23:50
So the way we are structured, we have program analysts reporting up to program administrators, each of whom have a portfolio of providers.
0:23:58
They are out on the sites on a regular basis.
0:24:01
Their job is to, observe what is going on, make sure that that policies and procedures are being followed, provide technical assistance.
0:24:10
They are doing both performance management and contract management.
0:24:14
So they are looking, for example, at how many move outs, permanent housing placements that each shelter is doing.
0:24:19
They're also doing the invoice review for for providers.
Gale A. Brewer
0:24:24
Let's talk about that invoice issue then.
0:24:26
Go ahead.
Molly Wasow Park
0:24:27
Okay.
0:24:28
Let me let me give the the landscape of of how we are Yep.
UNKNOWN
0:24:32
Go ahead.
Molly Wasow Park
0:24:32
Addressing contract management.
0:24:33
So so the DHS, frontline staff are very much embedded in that contract management process, and making sure that providers, whether financially or programmatically, are doing what they are supposed to do.
0:24:46
We also have our accountability office.
0:24:48
As I mentioned, I'm joined here by our chief accountability officer.
0:24:51
They are filling a range of different functions.
0:24:55
So they are, recommending providers for enhanced review.
0:24:59
This is a a citywide structure where providers that have run into some level of challenge on financial management have a higher level of scrutiny before invoices are are approved.
0:25:10
They're doing, independent audits contracted with 3rd party auditors.
0:25:16
They're monitoring incident data.
0:25:17
So this is, you know, issues that come up on-site.
0:25:20
We are man mandated to report those to the state.
0:25:23
They're look they're looking at that incident data, make sure we are complying with our reporting requirements and and looking at any patterns.
0:25:30
They have, as I mentioned in my testimony, our vendor management committee.
0:25:33
This brings together, people from all across the agency to make sure that we aren't losing sight of either issues or potential solutions in our various programmatic silos across DHS and HRA.
0:25:48
They have an investigative team to be able to do in-depth follow-up on on particular issues that might be identified, and then they monitor and and track the caps, corrective action plans.
0:26:02
And then the third very important piece of our contract management component is our agency chief contracting officer, our ATCO.
0:26:09
They are obviously the ones doing the actual hands on work of contracting with our providers.
0:26:15
That includes, among many other pieces of it, the responsibility determination, which is part of the citywide process that looks at the vendors, ultimate accountability with with various requirements.
