Attachment I, Post-Meeting Written Report.pdf
PDF 320 KB Posted
- Attached to
- Service Desk and Deskside Support Services
- Solicitation number
- HHS0017021
- Issued by
- Texas
About this file
This is a Post-Meeting Written Report template for Contract HHS0017021, Service Desk and Deskside Support Services, issued by the Health and Human Services Commission (HHSC). The document is designed to document monthly metrics miscellaneous meetings focused on reviewing Managed Services staffing compliance. The report captures attendance verification, meeting purpose, topics discussed, decisions made, and action items related to filled and vacant positions, alignment with Key Performance Measure (KPM) requirements, staffing risks, corrective actions, and replacement timelines. The template includes sections for documenting staffing compliance percentages against the 85% KPM-02 requirement, anticipated vacancies, and releases, establishing a formal record-keeping mechanism for contractor performance monitoring throughout the contract term.
The report requires contractor certification by an authorized representative and is subject to HHSC review and approval. The document serves as a reference tool for tracking staffing compliance status, risks, issues, and mitigation strategies, with detailed staffing calculations documented in a separate Monthly Staffing Report. This template establishes accountability for both the contractor and HHSC regarding service delivery staffing levels and compliance with contractual performance metrics, facilitating ongoing oversight and management of the Service Desk and Deskside Support Services contract.
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Text version
Attachment I, Post Meeting Report
RFO No. HHS0017021 Attachment I
Attachment I, Post Meeting Report
Contract: HHS0017021 – Service Desk and Deskside Support Services
Meeting Type: ☐ Monthly Metrics ☐Miscellaneous Meeting Title: <TBD> Meeting Date: <MM/DD/YYYY> Meeting Time: <Start–End Time, Time Zone> Report Prepared By: <Name, Title> Date Submitted: <MM/DD/YYYY>
1. Attendance Verification
Name Organization Role Attended (Y/N)
This section serves as formal attendance verification for the meeting.
2. Meeting Purpose
The purpose of this meeting was to review Managed Services staffing compliance, including filled and vacant positions, alignment with KPM requirements, and any staffing risks or corrective actions.
3. Topics Discussed/ Meeting Agenda
(Describe the topics or agenda items discussed during the meeting)
• Review of Monthly Staffing Report
• Staffing compliance percentage for the reporting period
• Filled positions and vacancies
• Anticipated vacancies and releases
• Replacement status and timelines
• Staffing risks, trends, or constraints
• Prior action item status (as applicable)
4. Decisions Summary
(Summarize decisions made during the meeting.)
Decision # Decision Description Effective Date
5. Action Items
Open Action Items
Action Item #
Description Responsible Party Due Date
Status
Open
Open
Closed Action Items
Action Item #
Description Responsible Party Completion Date
6. Staffing Compliance Status (Reference)
Item Summary
Reporting Month / Quarter
Total Required Positions
Total Staffed Positions
Staffing Compliance %
Meets ≥85% KPM-02 Requirement
☐ Yes ☐ No
Detailed staffing calculations are documented in the Monthly Staffing Report submitted separately.
7. Risks, Issues, and Mitigation
Risk / Issue Impact Mitigation Strategy Owner
8. Next Steps
• Upcoming staffing actions
• Anticipated vacancies or replacements
• Follow-up items prior to next meeting
9. Certification
The Contractor certifies that this report accurately reflects the discussions, decisions, and action items from the meeting identified above.
Contractor Representative Name: __________________ Title: __________________ Signature: __________________ Date: __________________
HHSC Review (HHSC Use Only)
☐ Approved/Accepted
☐ Requires Further Review
HHSC Reviewer: ________________________________________ Date: ________________________________________________ Comments:
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