Professional Technical Contract and Customized EmploymentUpdate on 4/17/18
Welcome everybody
to our Webex. This is
Gretchen. I will be
your host for this
training … (housekeeping)
We'll do all
communications via the
chat function…
I will turn it over to our
trainer, Chris and Anne
> Thank you so
much. Good afternoon
everybody. My name is
Chris McVey. I'm the
strategic partnership
director with vocational
rehabilitation services.
To my left is --
> Anne, I'm the rehab
specialist community
partners.
> Focus of our webinar
today is twofold. First,
is providing key updates
regarding the
professionals technical
master services
contract. Second is on
updates of customized
employment.------^
> Today we want to
help everybody identify
the key changes
professional master
services contract
amendment process.
We want to help identify
the key dates for
community partner so
we can request contract
amendment.
> Also to help in
understanding
regarding VRS plan to
ensure knowledge and
competence for
community partners
who offer employment.
Let's start with our first
key update. Which is
the PT contract
amendment process.
> Today we wanted to
talk about what was.
Versus what is. What
was historically we've
had operating agreements.
> What is now
actually starting in
2012, VRS moved from
old operating
agreements to
professional technical
contracts in 2012.
Really within that
2012-2017, there was
some additional with
VRS to move into the
flow of the deeds and
the office for
procurement or office of
procurement.
Essentially what we
needed to do is really up
our game. We needed
to be able to move into
the flow and the
expectations that are
required of us as a state
of Minnesota entity as
an agency within a
department. Within the
state of Minnesota.
> What was, VRS has
owned contracting
process. We can do
amendments any time.
> What is now is that
the office of
procurement owns final
review of each PT
contract and the
amendment process
only they can execute
the contract. The fees
any time in the past,
now we're looking at an
amendment opportunity
twice yearly.
> Historically we could
have increases any time
added to our
amendment.
> We recognize that
our partners have been
able to request
amendment at any time
in years past. What we
need to do coming into
upping our game
around PT contract and
the entire contracting
process, is to set some
guidelines and set some
opportunities so that it's
not coming in at all
times but rather it's in a
measured way that
allows us to consider
our other work flows as
well. In that case, the
amendments will now be
taking place twice yearly
rather than at any time.
> What was.
Operating agreement,
we can finalize
internally with
opportunities and VRS
records.
> What we have now as
will be outlining in the
webinar, is that there
are multiple sign-offs
and ultimately the office
of procurement has a
final signature. This
additional bullet that we
have here will be going
into that in one of the
upcoming. As we've
learned from deeds VRS,
the fees are locked for
the length of the PT
contract. Let's talk
about the reasons to
amend a PT contract.
First of all, we know
that there are providers
that have been
anxiously awaiting the
opportunity to amend
their contract. Because
they want to add
services to their PT
contract. We want to
allow more of that
opportunity so freewayer
with offer needed
services for VRS clients
that are not currently
offered. We're looking
also to align service
types.
> As of 2017
contracting pross what
we did, we did the fee
schedule to align better
with our voc-rehab
terms.
> Within our policy
guidance we have the
same information
relating to not only the
services but also some
definitions. We wanted
to seek ways to reduce
confusion on VRS and
community partners
staff and invoicing.
There may be synapses
with this new
amendment contract
process where VRS may
request community
partner to make
changes to an existing
contract. For example,
there may be under the
under PT contract that
exist now, there are
some providers that
have other services that
might be better fit in
some of tip -- typical
services. We're looking
to reduce confusion and
create understanding
across VRS and
community partners. I
was doing recognizing
that in the past, our
community partners
have been able to
submit a PT contract
amendment request.
Solely for the reason of
increasing the fees to
their contract. they
have refer us to
statutory language.
That says fees to the fee
for services without any
other changes. In a
scope of work, or
deliverable. Are rarely
if ever justifiable. it
would require the
services must have
changed significantly
and justify that in
signature services. We
recognize this is
departure what has
been the case.
> we want to provide
fee date. [can't hear]
> Then, the approved
PT contract amendment
will be in effect no later
than September 30,
2018. What we really
want to do encourage
those of you considering
an amendment to your
PT contract, please stay
true and focus on that
early end of the dates
that are available as
we're going to share
with you, there is many
steps to be able to move
from the request to a
fully executed contract.
Therefore, in order to
have that PT contract
amendment in place by
September 30th, we are
really encouraging you
to opt for the earlier
date like in early to
mid-may. If you are
submitting your PT
contract amendment
request in the tail end of
June, we cannot assure
that your PT contract
will be amended by
September 30th. We're
trying to allow for some
additional time in order
to ensure that the
process that's required
and the time that it
takes for each of these
areas that we're not so
in a crunch time
situation. Again, the
sooner you get those
amendment request to
us the better.
> The PT contract
amendment step by step
process, community
partner must request a
PT contract amendment
proposal via VRS grant
app address that's
available. Then you
will e-mail PT contract
amendment proposal to
me Anne Paulson.
> We should let you
know that in your
request for PT contract
amendment form, that
will be sent to you. It is
a fillable form. We
wanted to create ease
for you in terms of being
able to get that
developed and then sent
back to us. The sooner
you can move that
forward and get that
contract amendment
proposal to us, the
better. Earlier than
later in May. This is a
new step for us that
we're including. In
regarding the
amendment approval
process. The VRS
leadership team once
Anne receives the
application, amendment
request, VRS leadership
team will review each
community department
amendment proposal
that is submitted.
Then will approve or
decline the amendment
proposal based on
service needs. This is
very important to us in
that we want the
services that are being
provided to VRS to meet
the needs of what we're
looking for. Under the
umbrella of WIOA, these
are the elements that we
wanting to see so that
we have the services
that are going to be best
meet our clients? needs.
The VRS leadership
team will be making
those decisions and
either approving or
declining the proposal.
If they are approved
they will move forward.
If they are decline, there
will be contact made to
the provider indicating
the reason for the
declining. There may
be time if there's
something that needs to
be adjusted, that it
could be resubmitted.
> The PT contract
amendment step by step
process. Deed
administrative fiscal
services contract will
conduct a review of the
community patterns
existing PT contract.
They take it seriously.
They really looking at
everything with a fine
tooth.
> That -- as we've been
advised from deeds AFS.
They will look existing
PT contract. And
determine based on the
amendment that before
them are there any
similarities to what is
already being provided
and if they feel as
though there's a degree
without a differences.
They may not allow the
amendment to continue
on. That's an
important part of the
process. We have
contract attorneys that
are taking a look at
language and services
proposed and really
from a state of
Minnesota as the entity,
taking that careful
review. This is a
contract with the state
of Minnesota. It's
upping our game, I
think, across the board.
With our community
partners. Once it's
approved by deed-AFS.
The contract
amendment will be
returned to deeds AFS.
> They will send
drafted PT contract
amendment to the
community partner for
signature. We will go
ahead and have you
return that to us.
> It's only after it's
been approved by
deeds-AFS. We would
be -- Anne will be
working with the you as
the provider to make
any of the changes that
was suggested by
DEEDS-AFS. Anne will
ensure that the contract
is routed for signature
to the following. Her
responsibility will be to
ensure that it goes to
Kim Peck who is the
deeds VRS director.
The macro view here is
that Kim as the deeds
VRS director it will
ensure it went to acting
service. They will then
carefully review the
contract and if they
approve, which we hope
they would, then they
would sign off on it.
Then from there, it goes
to the department of
administration's office of
procurement. Their
contract management
staff. They will also do
a very careful in-depth
review. To let you know
as we've been
understanding through
deeds AFS each step will
take about two weeks.
This is a time
consuming process as
well. This is something
that has been learning
curve for us. We've
come along and upped
our game again. Come
in line what the state of
Minnesota requires for
any contractor or any
vendor who's providing
services for the state of
Minnesota. Or the
individuals that we
serve.
> The department of
administration office of
procurement, they will
return contract back to
DEEDS-AFS deeds VRS
will notify the contract.
Once we get the
executed signed PT
contract back, we'll send
to the community
partner that will be
added to our DEED-VRS
site and DEED-VRS will
be notified.
> I hope you get a
sense of what the many
subsets it takes. This
was the same process
when we had the 2017
PT contract put in place.
It's when you amend
your PT contract, it goes
through a process same
as an approval. Please
know, this is something
that I think with what
was versus what is.
What was is that the
provider could see that
Kim Peck signed off on
it. That's all that was
required. There are
many signatures
required. There are
many steps in the
process. Each of those
steps takes as we're
being told instructed
about two weeks each.
This is at least 8 to 10
weeks from start to
completion. Starting
getting amendment
request in May is highly
advisable.
> Once again, if you
have any questions,
contact me Anne
Paulson. There's my
e-mail address and
phone number.
> Anne is available for
any questions that you
have regarding the PT
contract, even though
it's in existence now,
just know that she's
available. Let's move
on to the second key
update. Which is
around customized
employment. Within
VRS, we have taken
some time and done
some deep heavy work
regarding what does
customized employment
means. Engaging with
number of community
partners in some
training through Marc
Gold and associates.
It's so essential that the
individuals that are
providing customized
employment not only do
they need to have
training but they also
need to demonstrate
their competency in
delivering those
services. I think that in
putting this process in
place, will be much
closer to where we need
to be to help individuals
requiring these services
getting the services that
they need but also to
have our VRS staff one
of your referral persons
for customized
employment, really
understanding who's
best served through
customized employment
and what compensate
customized employment
look like. In order for
community partner to
provide customized
employment services,
they must demonstrate
the following. The first
is, evidence of
completing ACRE
certified training within
the last three to five
years. ACRE certified
train is what the
standard is for the many
of the large providers of
customized employment
in the puss. Those
providers have a big
hand helping to elevate
customized employment
into a beginning by
agreeing what are the
essential components.
We felt that knowing in
Minnesota, we had
multiple training
institutes about
customized
employment. The
second is that that
individual needs to
submit work samples of
a discovery assessment
and what we're looking
at is between two of our
providers.
Griffin-Hammis has
been providing
customized
employment. He use a
list of 20 employers and
also in some cases
visual resume. That
would be an example of
the work samples that
we would be reviewing.
The second set of work
samples is through
Marc Gold and
associates. Combining
the training someone
received and the
evidence of competent
work sample is going to
be the ability for that
provider to continue or
to offer customized
employment on their PT
contract. What we
wanted to do in thinking
about how are we going
to measure competence
and thoughtfully
considering that there
are individuals around
the state, not many but
some, who has the
benefit of having both
the Griffin-Hammis
model of training. We
developed a customized
employment review.
These people will be
reviewing the worm
sample submitted by the
community partner that
wishes to continue or
add continue to provide
or add customized
employment to their PT
contract. It includes
Josh Dean, Margie
Webb who is a VRS
career counselor but
has what significant
experience and has done
work with individuals
with disabilities. Jolen
Juhl. See has been
working with her staff in
understanding and
delivering customized
employment services.
And Tony Gantenbein.
They will be looking at
the competency pieces
that you referred to.
What I like you to do is
consider joining us for a
May 15th webinar where
we will be laying out the
process for those
providers that are
planning to submit
evidence of the training
and the work samples
for the competence
review process.
Question that some may
have on their minds is
what happens if
customized employment
documents submitted.
In that case, customized
employment service will
not be lowed as a
service on the PT
contract. What we
want to do is help
people in their learning
process and allow for
opportunities for a
provider to add those
services. There may be
some instances where a
provider or that
individual doesn't quite
meet -- we want to be
flexible, but we'll be
laying that out in our
May 15th webinar. The
second is that in the
event that the
customized employment
services and the
documents submitted
are standard if after
some conversation, we
realized or the provider
realizes that they're not
able to provide
customized employment
based on our
competence standard,
that DEED-VRS will
remove customized
employment from
provider contract. Fees
for the customized
employment discovery
assessment. Lot of
questions are in the air
regarding this. As I as
a strategic initiative
director have looked at
all of the PT contracts of
providers that offer
customized
employment. We do
see there's quite a bit of
difference in term what
is charged and whether
per hour or per flat rate
for service. DEED-VRS
is in discussion with
DHS to ensure the
reimbursement rate is
comparable regardless
of the funding stream.
There's something else
that we want to change
and adjust within the PT
contract for providers
that offer customized
employment. One of
the areas where there's
been confusion about
customized employment
is what it is and what
are the phases of
customized
employment. I know
that with some of our
providers, they kind of
forecast it and put
customized employment
on their PT contract and
may have included
customized
employment. And
finally understand there
are these distinctions
within customized
employment. The other
pieces of customized
employment, Jon
development and
systematic instruction
are funded in different
ways from the
assessment. What I
wanted to divert from
this slide is to say that
with the three areas of
customized
employment, discovery,
assessment, job
development and
systematic construction.
The only piece that we're
talking about here that's
distinguished
customized employment
is the discovery
assessment. What
we're going to be doing
with our providers that
want to offer customized
employment is to make
sure that your PT
contract reflects
appropriately and
include what it is we're
talking about. We
wanted to say on your
PT contract, customized
employment, discovery
assessment. We will
also have customized
employment PBS. It
includes job
development portion
and 20 hours
job -- there's no
distinction what we pay
for in retention services.
We are not at this point
making any change to
how we pay for
placement and retention
services under