What Providers Need to Know When Doing Business

What Providers Need to Know When Doing Business

What Providers Need to Know When Doing Business with the State of Florida Rick Scott, Governor Timothy Niermann, Interim Secretary Department of Juvenile Justice

Bureau of Contract Management Rick Scott, Governor Timothy Niermann, Interim Secretary Roles & Responsibilities Contract Manager Conduct on-going contract management functions to oversee provider service performance

Serve as a primary contact between the Department and the service provider/program Review all contract monitoring reports to ensure service delivery according to contract terms and conditions. Communicate contract compliance issues to program area and provider staff in a timely manner. Process provider invoices according F.S. 215.422 prompt pay law. Work with provider to ensure required documentation is submitted with invoices. Verify service delivery via JJIS and census reports when applicable. Track progress on corrective actions plans and impose consequences if so directed by program area. Ensure documentation of all deficiency related items is maintained

appropriately. How do I get started? Registering in My Florida Market Place (MFMP) On-Boarding Background Screening Training Juvenile Justice Information System (JJIS) Staff Verification System (SVS) Program Monitoring and Management (PMM)

Prevention Web Prevention Specific Requirements My Florida Market Place My Florida Market Place System

Funds are awarded to eligible vendors on a competitive basis; based on availability and goods and services needed. All vendors interested in doing business with the state must be registered in the My Florida Market Place System. State agencies use the My Florida Market Place System to publicize notices for funding opportunities. https://vendor.myfloridamarketplace.com/

Know If You Are Registered Properly Are you ready to do business with State agencies in Florida? Instructions for registration to receive payment from the State of Florida are located at: My Florida Market Place (MFMP) at the Florida Vendor Information Portal website: https://vendor.myfloridamarketplace.com/vms-web/spring/login?execution=e1s 1 My Florida CFO (Department of Financial Services (DFS))

http://www.myfloridacfo.com/Division/AA/Vendors/default.htm Provider On-Boarding On-Boarding Your DJJ contract manager will reach out to you to set a date for the on-boarding call. During the on-boarding call the manager will review the contract details with you to ensure you understand all that is required to be completed prior

to serving youth and what will be required to be submitted in order to get paid. It is critical that the provider use the on-boarding time to ask any questions as it relates to the performance expectations. Background Screening Processing A Provider Background Screening

DJJ Background screening policy and procedures: http://www.djj.state.fl.us/services/support/OIG/BSU DJJ Clearinghouse Results Website Instruction Guide: http://ahca.myflorida.com/MCHQ/Central_Services/ Background_Screening/docs/ ClearinghousePortal_UserRegistrationGuide_DJJ.pdf Background Screening is not optional. Its the Law!

Florida Statute 985.644 Requires background screening to be completed *prior to employment and volunteering Requires background screening of current employees & volunteers *every 5 years of continued service Screening helps to ensure all applicants for employment and those who volunteer meet screening requirements prior to having contact with youth or confidential youth records.

Provider Screening Database (Clearinghouse) The Clearinghouse (CLH) database is maintained by the Agency for Health Care Administration (AHCA) and houses the background screening results of provider employees and volunteers screened by DJJ. CLH also houses screenings completed by other participating state agencies. For a full list of participating agencies, refer to the Clearinghouse

Results Website Instruction Guide. Contact Information E-mail [email protected] Mail Department of Juvenile Justice Office of the Inspector General Background Screening Unit 2737 Centerview Drive, Suite 3400

Tallahassee, FL 32399-3100 Call PH: (850) 921-6345 FAX: (850) 921-6348 (850) 922-7997 Training Training Requirements

Your contract will specifically outline what training is required for staff. It will also specify the timeframe for completion of the training. Some training is required before contact with youth. All required training, with the exception of a few, can be found in the Departments Skillpro Learning Management System. Training Documentation

All staff must have in his/her personnel file documentation of the completion of minimum training requirements, with the number of hours earned. All independent training curriculums shall be submitted to the Departments Contract Manager for review and approval by the Departments Staff Development and Training unit. Training information shall be updated based on certification or minimum training requirements for individual trainings.

Juvenile Justice Information System JJIS JJIS is the Departments Juvenile Justice Information System. SVS, PMM, and the Prevention Web are all subcomponents of JJIS. At least one provider staff must be trained on JJIS but it is recommended to have at least 1 backup. Any staff needing access to these systems will need to complete a JJIS User Agreement Form and JJIS Access Form. When completed, the forms are sent to the DJJ contract manager

for processing. Staff Verification System All provider staff information must be entered into the Staff Verification System (SVS). SVS should be updated as staff are hired or leave the program. At least one person at the program needs to be designated the SVS Coordinator. That person will be responsible for entering and removing staff from SVS.

In order for a SkillPro Learning System account to be established for staff, they must be entered in SVS. Program Monitoring & Management PMM is a subcomponent of JJIS used to track a providers performance and compliance with contract terms and conditions. Providers will access PMM to review monitoring reports and manage any deficiencies for their program.

Performance measures are also entered in PMM. Prevention Web The Prevention Web is the subsystem in PMM where information about a youth is entered for Prevention programs. The system will assign a unique numerical identifier for each youth entered. Updates to a youths status, progress, and program participation are entered into JJIS.

The Prevention Web is used by the contract manager to verify the census report. SVS, PMM, and Prevention Web Trainings These training are done in person by a Department Data Integrity Officer (DIO). Only one staff member is required to be trained on each of these systems but it is good to have a backup.

When the DIO receives the JJIS Access and User Agreement forms they will reach out to the provider to arrange training. Prevention Specific Requirements Prevention Assessment Tool (PAT) The PAT was developed to assist prevention programs in identifying areas of highest criminogenic need, developing a meaningful

intervention plan, and monitoring progress in reducing risk factors and increasing protective factors. For Provider staff completing the PAT and/or entering the PAT data in JJIS, the following required trainings must be completed: JJIS, Motivational Interviewing (MI), and PAT. Motivational Interviewing MI training is intended to provide staff with more

effective communication strategies to utilize when interacting with youth. MI is a directive, client-centered interaction style for eliciting behavior change by helping youth to explore and resolve ambivalence. Documentation of MI training shall be maintained for each staff. The Provider shall coordinate with the Departments assigned Contract Manager to schedule MI training.

Motivational Interviewing and the Prevention Assessment Tool For most prevention programs, the PAT is required to be completed on all youth admitted to the program with 3 business days of admission. The PAT must then be entered in PMM within 7 calendar days of admission. This tool is used to assess the youths needs and services that should be provided.

Motivational Interviewing and PAT Training The Provider may request MI training through SkillPro or by contracting the Office of Program Accountability by accessing the following link: http://www.djj.state.fl.us/contact-us/program-accou ntability/programming-and-technical-assistance .

MI is a pre-requisite for PAT training. The Provider may request PAT training by accessing the following link: http://www.djj.state.fl.us/partners/our-approach/PA CT/prevention-assessment-tool . Miscellaneous Contract Information Know Your Agreement Invoicing

Recipient vs. Vendor Helpful Information Sites Program Monitoring Know Your Agreement Details Key sections of the contract include: Payment Method What documents need to be submitted to receive payment? How timely and often should invoices be submitted? Service Tasks

Ensure you maintain complete and thorough documentation of all services provided to the youth. Deliverables Invoices must mirror the deliverables language and include described supporting documentation. Reports A list of reports and due dates is outlined in contract. Performance Measures Measures are reported on in PMM

Payment Method Payment is based on filled slots per day Filled slot is defined as a program slot occupied by a youth Invoice is calculated as follows: # of filled slots in a month X # of service days within that month X the unit price outlined in the contract Example: 20 filled slots x 20 service days in February x $10.00/slot = $4,000

Service Tasks The service task section will outline all the services that the provider is expected to provider during the life of the contract. While documentation of every task is not required to allow payment, documentation will be reviewed during monitoring activities and may be requested by DJJ or DFS at any time.

Service Task Types Some tasks are specific to the service being provided. Examples could be mentoring, after-school programming, tutoring, life skills training, family engagement, etc. Other services may be more administrative in nature such as data entry into JJIS, record keeping, etc. All services provided to a youth must be documented in the youths file and/or JJIS.

Deliverables The deliverables in the contract detail the minimum level of service that must be documented to DJJ in order to process a payment. Not all services will equate to a deliverable. Deliverables Example VI. DELIVERABLES

Service Units/Monthly Deliverables Filled Program Slots: A filled program slot is defined as a program slot that is occupied by a youth. A PAT is required when completed. Deliverables for each program slot shall be 1 one or more of the services outlined in the Core Service Tasks. A program slot shall be considered filled when services are performed for each youth with documentation of the services maintained in the youths file in accordance with the youths service plan.

Reports Some reports listed will be due at the beginning of the contract while others may be due at various times during the contract period. While reports are not generally considered to be deliverables, failure to submit reports as outlined means the provider is non-compliant with contract terms and conditions which could result in the imposition of financial

consequences. Report Submission Examples Due at Contract Startup

Initial budget Proof of insurance Copies of subcontracts COOP Organizational Chart Training Plan Due Monthly Invoice, Youth Census Report,

Monthly Activity Report, Staff Vacancy and Hire Report, MBE Utilization Report Due Quarterly Quarterly Expenditure Report Due Annually

Budget Organization Chart COOP Updated training plan Miscellaneous IRR (soft/hardware)

Performance Measures Determine the effectiveness of the program May be used as past performance measure on future procurements Two types: Performance Outputs

Risk Factors Assessment Performance Outcomes Youth Arrests During Placement (ADP) Rate Recidivism Property Purchases

If DJJ funds are used to buy property for program operations, those items become property of the Department. At the end of the contract term the property purchased with DJJ funds must be returned to the Department. Purchases for computer, laptops, tablets, and software are considered property and if paid for with DJJ funds must be

turned over to DJJ upon the completion of the contract. NOTE: Prior to purchasing any IT related items an Information Resource Request (IRR) must be submitted and approved by the Department. Invoice Information Invoice Documentation

Refer to the deliverables section of the contract to see what minimum level of service must be met in order to receive payment. Provide documentation outlined in the deliverable section as supporting verification that the services were provided. Note - DJJ or DFS can ask for additional documentation to evidence services were provided

Document, Document, Document! Monthly/Quarterly Reporting Process and Forms

Invoice (RR1 Exhibit) Youth Census Report (Exhibit) CMBE Utilization Report (Exhibit) Monthly Activity & Progress Report (Exhibit ) Staff Vacancy Report Quarterly Expenditure Report Sample Invoice

Census Report Total Client Service Days on Census should agree with amount/days billed on Invoice 46 The Prompt Pay Law Florida Statute 215.422 outlines timeframes the State has to pay a providers

invoice. Upon receipt of a correct and proper invoice, DJJ has 20 days to audit and process that invoice to DFS for payment. The State, both DJJ and DFS, has a total of 40 days to remit payment to the provider. NOTE: Clock starts upon the

receipt of a correct and proper invoice. Recipient vs. Vendor Recipient/Sub-recipient A recipient/sub-recipient is subject to more detailed monitoring of state funded expenditures. A vendors financial information does not need to be provided to DJJ. (Note: most all Prevention providers are considered recipient/sub-recipients.)

Budgets and expenditures will be monitored by the contract manager. Changes to budgets must be approved by the Department. Any funds paid and not spent on DJJ program costs must be returned to the Department. Funds should not be co-mingled. Expenditures Contract expenditures should be: Expenses cannot exceed budget category

Expenses must be included in the approved budget and narrative Expenses must directly relate to contract No supplanting or commingling Terms & Conditions of the grant contract require that the agency must have a separate bank account or separate project cost records (accounting system) for the program Helpful Information Sites Helpful Links

http://www.myfloridacfo.com/Division/AA/Manuals/A uditing/Reference_Guide_For_State_Expenditures.pdf http://www.myfloridacfo.com/Division/AA/Training/A AProviderParticipant090613.pdf Contract Management Webpage A lot of information, forms, instructions, etc. can be found at the link below on DJJs website. Remember too that your contract manager can assist with any

questions or concerns you may have. http://www.djj.state.fl.us/partners/contract-management Monitoring of DJJ Programs Monitoring Overview Contracts are assessed annually and quarterly to determine frequency of monitoring. There are 2 types of monitoring: Programmatic

Administrative Monitoring may be conducted on site or via a desk review. For recipient/sub-recipient agreements the provider will be asked to supply financial information to support expenditures made with funding provided by DJJ. Best practice is to not comingle DJJ funds with other revenues. Administrative Monitoring Each year the contract manager will complete an administrative monitoring for each provider and their contract(s).

The monitoring event allows the Department to ensure all administrative and financial aspects of the contract and the provider are current and in compliance with the contract, Florida Statutes, Administrative Rule, DJJ policy, and any Federal rules that may apply. 3 Types of Administrative Reviews Checklist Low Prioritization Involves minimal, if any, input from the provider. Conducted by December 31 of each year.

Desk Review Medium Prioritization Does require input from the provider. Conducted by April 30 of each year. On-Site Review High Prioritization Will be conducted at the providers location. Conducted at various times throughout the year. Recipient/Sub-Recipient Administrative reviews for recipient and sub-recipient providers are a bit more detailed then for a vendor.

Basically, all financial documentation will be reviewed to ensure expenditures are appropriate and in line with the contract. Documentation reviewed may include bank statements, general ledgers, payroll records, purchasing documentation, etc The CFO is often interviewed as well. Documentation It is important that all state and federal dollars spent on services to DJJ youth are well documented. If the provider has sources of income in addition to DJJ, there

must be clear and accurate tracking of expenditures using DJJ funds. It is recommended that either a separate account or some other internal accounting system be used to track the DJJ funding. Contact Information Beth Davis, Chief, Bureau of Contract Management [email protected] 850-717-2629


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