As part of Baker Tilly’s review of the Dane County Department of Human Services’ POS Agency contract process, focus groups were held with POS agencies. According to the final report, one item raised by participants was that, although the department’s Program Managers were generally knowledgeable and accessible, there were potential areas where communication could be improved upon.
As a result of this feedback, Baker Tilly recommended that the Dane County Department of Human Services develop a plan to enhance existing positive relationships with POS agencies by formalizing two-way feedback opportunities and joint planning sessions with the department. This process would include sustained and regular communication throughout the contract year.
The Office of the Director currently communicates important policy changes, deadlines, and budget information with POSagencies via e-mail and postal mail. This process will continue.
Communications from the past year included:
In addition, accountants communicate regularly with vendors concerning late reporting or upcoming deadlines for budget information.
The department is also scheduling routine meetings with service coalition directors and leadership (ex., the Developmental Disability Coalition, and the Homeless Services Consortium) to encourage regular two-way communication between the department and leaders in various service areas.
In the future, the department will develop a frequently asked questions (FAQ) document that can be shared with providers and posted on the department’s website. The FAQ will be a combination of original content and linked content about various department processes.
Potential topics include:
Contract managers will deliver on the following standards for communications between POS agencies and the department:
Standard communications from providers will also be important to achieve the two-way feedback identified in the Baker Tilly review. Helpful information would include: