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IT Staffing Services Vendor Meeting – Vendor Metrics Presentation Slides  

Forum - June 22, 2007

IT Staffing Services Program Update

Presentation by Sherri Parks, Assistant Director, Contracts and Procurement Services

 


 

 Goals of the Reengineered IT Staffing Services Program

  • Reduce Barriers to Entry
    • Frequent enrollment opportunities
    • A dynamic list of active vendors
  • Stimulate Competition
    • Initial solicitation
    • Individual work orders
    • A competitive process
  • Increase Quality of Services
    • Standardized professional categories and not to exceed (NTE) pay rates
    • Award based on score and specific need in a professional category
    • Exemptions granted based on need and a subsequent review prior to a re-solicitation
  • Institute a Performance-based Metric-driven Program
    • Routine assessments of vendor performance
    • Vendor promotions and demotions based on quantitative and qualitative measures
  • Continue Support of HUB and Small Business Opportunities
    • Frequent enrollment opportunities
    • Partnering opportunities
    • HUB oriented communications
  • Reduce Administrative Burden
    • Improved and Integrated Processes
    • Use of Enabling Technologies

 


Program Comparison – FY06 to FY07

FY 2006 Snapshot Statistics

  • 166 total vendor contracts
  • 74 active vendor contracts
  • 40 active HUBs
  • 43 interagency/interlocal contracts with 25 customers
  • 51 total professional categories (job descriptions)
  • 36 active professional categories (job descriptions) utilized
  • 26 customers served
    • 22 agencies
    • 0 K–12
    • 2 higher education
    • 2 local government
  • 191 solicitations processed
  • 191 work orders executed
  • 408 contractors placed
  • $79 average hourly rate

 


Program Comparison – FY06 to FY07

FY 2007 Snapshot Statistics

  • 173 total vendor contracts
  • 99 active vendor contracts
  • 52 active HUBs
  • 0 interagency/interlocal contracts
  • 15 job titles (job descriptions) / 41 levels / 123 positions
  • 15 active job titles (job descriptions) utilized
  • 34 customers served
    • 27 agencies
    • 1 K–12
    • 2 higher education
    • 4 local government
  • 203 solicitations processed
  • 192 work orders executed
  • 593 contractors placed
  • $73 average hourly rate (lower by 8%)

 


Program Comparison – FY06 to FY07

IT Staffing Services Spend

IT Staffing Services Spend 

 


Performance Metrics

Presentation by Doug Holt, Assistant Director, Sourcing Analyctics and Solutions
 

 


Institute a Performance-based Metric-driven Program

Routine Assessment of Vendor Performance

  •  Periodic assessment
    • Period 1 = FY07 Q1 = September 1, 2006 to November 31, 2006
    • Period 2 = FY07 Q2 = December 1, 2006 to February 28, 2007
  • First two quarters used to gather baseline info and validate approach
  • NO SANCTIONS for first two assessment periods (9/1/2006 to 2/28/2007)

Vendors Assessed on 5 Performance Metrics

  • The measures are equally weighted (20% each) and standardized
    • Successful Placement – the number of Placed Candidates
    • Quality – the number of acceptable candidates submitted and the number of acceptable candidates interviewed
    • Customer Satisfaction – assessment of candidates based on customer feedback
    • Compliance – the observance of contractual standards
    • Responsiveness – number of opportunities to which the Vendor responded
  • Top three quartiles (top 75%) for an assessment period are “Acceptable"
  • Sanction possible after two consecutive review periods in bottom quartile (lowest 25%)

Process and Methods

  • Data collection handled by CPS
  • Collection of solicitations
    • Compliance review
    • Receipt of customer feedback
    • Receipt of vendor reports
    • Follow-up w/customers
  • Data Analysis and Reporting handled by SAS
    • Database creation
    • GUI developed to assist CPS data collection and future reporting
    • Analysis and reporting done using MS Access, MS Excel, MS Word, and Crystal Reports

Results

  • No disproportionate impact on HUBs
    • In total, HUBs scored equally above and below the average
    • On individual metrics, HUBs scored equally above and below the average
  • 31 vendors did not meet “Acceptable” requirements for the first two assessment periods
  • Lowest performers are those that did not participate

 


Infractions and Improvements

Presentation by Brian Bell, Contract Manager
 

 


Overview of Infractions

  1. Metrics calculations were derived from seven of the 10 performance categories.
  2. Measurement of performance data within two performance categories was waived for the initial six month evaluation period. Compliance Infractions:
    • Point-of-Contact changes
    • Certificate of Insurance
  3. Designation as a Catalog Information Systems Vendor (CISV) at time of submission was monitored and used in measuring vendor performance.
  4. Reference Vendor Opportunities and Performance Metrics (Section IX, page 17) of Exhibit A, Department of Information Resources Information Technology Staff Augmentation Contract (ITSAC) Terms and Conditions for more detail.

 


Summary of Infractions

  • Solicitation Opportunities: 132
  • Resume Submissions: 3,622
  • Late Sales Report: 311
  • Inaccurate Sales Report: 47
  • Number of Resume Infractions: 455 total
    • 1st Quarter: 355
    • 2nd Quarter: 100

 


Customer Satisfaction Infractions

  • Unapproved format: 308
  • Duplicate candidate: 133
  • Unsatisfactory incident: 2
  • Inaccurate resume: 2
  • Overlapping time frame: 1

 


Compliance Infractions

  • Late sales reports: 311
  • Incorrect sales reports: 47
  • Non-CISV at time of submission: 14

 


Areas of Improvement

  • Minimum requirements not met: 154
  • Duplicate candidate submission: 133
  • Late/incorrect sales reports: 358
  • Other – includes incomplete and/or inaccurate submissions: 168
    • Exceeded submission limit
    • Incomplete forms (A, B, C)
    • Resume for different candidate
    • Failure to submit required forms
    • Not qualified to submit
    • Rate exceeded NTE
    • Non-CISV

 

Solutions for Improvement

Vendor Actions

  • Implement safeguards (internal checks and balances) related to processing and submission of responses
  • Contact DIR for guidance if any questions

DIR Actions

  • Send monthly notice reminder for submission of sales reports (immediate)
  • Program/process improvements (future)
  • Increase efficiency/streamline reporting (drop down/online)
  • Technology implementation

For more information on IT Staffing Services, please click here.

If you have any questions, please email Joan Scott or contact her by phone at 512-475-3290.