Transcription
knowledge servicesSTATE OF ARIZONAREHABILITATION SERVICES ADMINISTRATION (RSA)MANAGED SERVICE PROVIDER (MSP)FOR VOCATIONAL REHABILITATION (VR)VENDOR PROGRAM TRAININGTrial Work Experience - September 2020
Agenda Introductions RSA Initiative Overview and Objectives Knowledge Services Overview Industry Definitions Process Overview Review of Reporting Documents Vendor Personnel Compliance Service Specifications Changes Next Steps Questions & Answers2
RSA Initiative Overview and ObjectivesThe VR program procured a contract for a Managed Service Provider (MSP) to provide variousdisability related services to VR Clients. The ongoing implementation of WIOA has required VRprograms to think differently about how services are provided to VR Clients and expand thecapability to serve individuals with the most significant disabilities.3
RSA Initiative Overview and ObjectivesSeveral methods of procurement were considered and the concept of a Managed Service Provider (MSP)resonated as a solution that would help meet several key outcomes: Provide an option to have the continuous opportunity to add to the network of service providers in order to bestserve the needs of VR Clients across the state. Provide transparency in the selection of service providers and ensure VR Client informed choice throughout theselection of service providers. Reduce VR Counselor administrative time researching and arranging for available service providers. Contract consolidation.4
About Knowledge ServicesServing those who serve others Founded in 1994 - Certified WBE Workforce Management Experts Managed Service Provider (MSP) Vendor Management System (VMS) – dotStaff Employer of Record (EOR) / Payrolling Managed Programs Staffing / Recruiting Proven MSP Program Expertise 50 enterprise-wide programs in Government,Healthcare, Banking / Finance, Retail, Food Services,Entertainment MSP for State of Indiana, Maine, Arizona, Tennessee,Florida, Utah, Ohio, Mississippi, Missouri, Nevada,North Dakota, & Rhode Island All Labor Categories including Statement of Work Gig Workforce5
Industry Definitions As the Managed Service Provider (MSP), Knowledge Services takes on primary responsibilities formanaging an organization’s project and service deliverables and vendors. dotStaff is Knowledge Services’ Vendor Management System (VMS) which is an internet-enabledproject sourcing, milestone and invoicing application that enables us to procure and manage a widerange of projects and services in accordance with the organization’s processes and rules.6
Terminology Guidesoft Inc., dba Knowledge Services MSP New Client Referral Form MSP dotStaff /VMS Posting/Bid Rates for Services Service Summary Trial Work Experience Client Service Plan Trial Work Experience Assessment Report Vendor: Supervisor / Job Coach /Representative / Personnel MSA7
Engaging the MSPWhen to engage the MSP? New VR Clients Escalation Questions regarding Vendor/Vendor Representative Authorizations received outside of the MSP Program Team Invoice and/or payment questionsHow to engage the MSP? Call the MSP Program Team Email the MSP Program Team8
MSP New Client Referral Process1. VR Counselor and VR Client meet Meeting is to determine if service is needed2. If services are approved, VR Counselor submits MSP New Client Referral Form to MSP Program Team3. MSP Program Team creates posting in dotStaff to send to appropriate Vendors4. Vendors submit confirmation of ability to service VR Client in dotStaff Vendors have 3 business days to submit confirmation in dotStaff 9
Knowledge Services Coordination with Vendor Network5. MSP Program Team provides VR Counselor with list of Vendors who can service VR Client6. VR Counselor reviews Vendor list with VR Client7. If applicable, VR Client contacts Vendors to determine compatibility8. VR Client selects Vendor9. VR Counselor creates or amends Individualized Plan for Employment (IPE) with Trial Work Experience(TWE) as a service10
Vendor Selection and Creation of Authorization10. VR Counselor tasks Purchasing Tech (PT) to create an authorization in LIBERA No verbal authorizations allowed11. PT creates authorization in LIBERA12. PT emails authorization to MSP Program Team, MSP Program Team emails authorization and MSP NewClient Referral Form to selected Vendor If applicable, VR Counselor will email supporting documentation to Vendor, once authorization hasbeen sent to Vendor from MSP Program Team13. MSP Program Team accepts the selected Vendor in dotStaff 11
Vendor Selection and Creation of Authorization (cont.)14. Vendor contacts VR Counselor and VR Client to arrange Client Service Plan (CSP) meeting Vendor is responsible for scheduling the CSP meeting with VR Counselor and VR Client within 7business days after receipt of an assignment from the MSP15. Vendor, VR Counselor and VR Client meet to complete CSP All 3 parties must be present at CSP – VR Client, VR Counselor and Vendor16. If applicable, VR Counselor tasks PT to amend current authorization for change in units, change in dates,additional services line or cancellation of services in LIBERA17. If applicable, PT creates amended authorization in LIBERA and send to MSP Program Team, MSPProgram Team sends to Vendor12
Vendor Service and Invoicing Process18. Vendor proceeds to servicing the VR Client Within 12 business days after completion of the CSP, vendors are responsible for identifying andestablishing a location in which to conduct TWEVendors are responsible for initiating TWE within 3 business after identifying the TWE location19. Vendor submits complete and accurate electronic Service Summary, Assessment Reports, or CSPs (formsapplicable to each VR Client) to MSP Program Team Within 5 business days after completion of the CSP, submit to the MSP a complete and accurate ClientService Plan and electronic Service SummaryWithin 5 business days after completing the TWE Assessment, submit to the MSP the final TWEAssessment Report and electronic Service SummaryWithin 15 days following the end of each calendar month, submit to the MSP the partial TWE AssessmentReport and electronic Service Summary20. MSP Program Team reviews documentation and enters to dotStaff for invoicing21. MSP Program Team sends invoice and Reporting Packet to AIB13
Vendor Service and Invoicing Process (cont.)22. AIB receives and processes required report(s) into ECF and invoice(s) into authorization in LIBERA23. AIB tasks VR Counselor to review invoice in LIBERA24. VR Counselor reviews required report(s) and invoice(s) and approves for payment in LIBERA25. VR Counselor acknowledges task as complete in LIBERA and enters ready-for-payment date onauthorization in LIBERA26. State remits payment to Knowledge Services27. Knowledge Services remits payment to Vendor14
Trial Work Experience Service Specifications - ChangesService Specs. Effective October 2020 Reporting Requirements: Submit to the MSP completely and accurately 1 PDF Reporting Packet for each individual VR Client. Reporting Packets submitted with multiple PDFs will not be processed and will be returned to the Vendor. Vendor shall bill only for time spent providing TWE that last longer than 15 minutes: With VR Clients face-to-face, by video conference, or by phone call With a community agency representative (related to access to educational or community services) or anemployer face-to-face, by video conference, or by phone calls to resolve issued raised by the VR Clientor other party With VR Counselors face-to-face, by video conference, or by phone calls to discuss specific issuespertaining to VR Clients.15
Vendor Personnel ComplianceVendor Personnel Compliance Form One form to provide the following: Central RegistryFingerprint Clearance CardE-VerifyAffirmation of Qualifications Vendors are responsible for all vetting of personnel and maintaining documentation Documentation for Vendor personnel can be requested at any time by RSA or KnowledgeServices16
Process for Adding New Personnel1. Vendor completes Vendor Personnel Compliance Form found on the Vendor Portal MSP Program Team provides completed form to DERS Central RegistryMSP conducted FPCC check2. MSP Program Team emails DERS Central Registry Results to Vendor3. Vendor Personnel signs Exhibit C – Vendor Code of Conduct Vendors are required to have a signed copy in the personnel file of all Personnel prior to beingcleared to provide services under the MSP Program4. MSP Program Team sends Clearance Email to Vendor, clearing Vendor Personnel to beginworking with VR Clients for the identified service(s)17
Process Timeline Reminders Vendors have 3 business days to confirm their ability to provide service in dotStaff Pre-Identified vs. Non Pre-Identified Once the dotStaff bid has been submitted and the MSP Program Team has received theauthorization from RSA, MSP Program Team will send both the MSP New Client Referral Form andAuthorization to the Vendor clearing Vendor to schedule the CSP Trial Work Experience Monthly Reporting Packets are due to the MSP Program Team: By the 15th day of the following calendar month as 1 PDF Reporting Packet for Partial AssessmentsWithin 5 business days after completion of a CSP as 1 PDF Reporting PacketWithin 5 business days after completion of the TWE Assessment as 1 PDF Reporting PacketVendors should not send the Monthly Reporting Packet or Supporting Documentation directly to AIBor VR Counselors Once approved by the MSP Program Team, a milestone is entered into dotStaff which will generatean invoice Vendor’s can access dotStaff View Milestones to obtain updates on each invoice status18
Common Vendor Questions Where can I find the Exhibits to utilize within each Monthly Reporting Packet? Each Trial Work Experience Exhibit can be found on the TWE Vendor Page Will I be able to maintain a relationship with VR Counselors? Yes, but please note the following: Authorizations must be sent to vendors directly from the MSP Program Team (verbalauthorizations are not valid) No Monthly Reporting Packets should be sent outside of the MSP Program Team19
AZVRS MSP Vendor WebsiteVendor Registration and Information PortalSite includes: Master Services AgreementRequired Certificate of Insurance (COI) informationW-9 FormVendor Information and Authorization Routing FormService Summary, Service Specifications, and ExhibitsVendor Personnel Compliance FormVendor Code of ConductdotStaff Vendor GuideMSP Program FAQTraining Presentations20
Next Steps1.Vendor's sign updated MSA with Knowledge Services Updated Service Specifications2.Vendor’s train each sub-vendor and Vendor Personnel on new MSP Program processes, requirements, and expectations3.Effective October 1, 2020, utilize new Exhibits found on the TWE Vendor Portal, reflecting the 10-01-2020 footer for monthly ReportingPackets These forms are required to be utilized for services provided beginning October 1, 20204.To add new Vendor Personnel: Vendor’s complete the Vendor Personnel Compliance Form and the Code of Conduct5.Yearly Central Registry Renewal: More information to come in October 20206.To update Vendor Information or Authorization Routing Contact: Complete Vendor Information and Authorization Routing Form21
Review of Reporting Documents Electronic Service Summary Exhibit E1 – Trial Work Experience Client Service Plan Exhibit E2 – Trial Work Experience Assessment Report22
Questions
Contact Usazvrs@knowledgeservices.comSamantha VillegasProgram Account ManagerSamanthaV@knowledgeservices.com(602) 698-094424
Thank you
STATE OF ARIZONA REHABILITATION SERVICES ADMINISTRATION (RSA) MANAGED SERVICE PROVIDER (MSP) FOR VOCATIONAL REHABILITATION (VR) VENDOR PROGRAM TRAINING Trial Work Experience - September 2020. . If services are approved, VR Counselor submits MSP New Client Referral Form to MSP Program Team 3. MSP Program Team creates posting in dotStaff to .
