Senior Program Manager - American Technology Consulting

The Department of State (DOS) protects the public's health and safety bylicensing more than one million business and health professionals; promotes theintegrity of the electoral process; supports economic development throughcorporate registrations and transactions; maintains registration and financialinformation for thousands of charities, and sanctions professional boxing,kickboxing, wrestling and mixed martial arts.General:• Direct, administer, manage and facilitate a business process re-engineering ordevelopment of a high priority, high profile, commonwealth enterprise – wideinformation technology project of strategic importance.• On behalf of the Department of State, provide project oversight and help plan,organize, prioritize, and manage multiple work efforts across the project team.• Assist in conducting reviews with project steering committee and report statusand recommendations to senior leadership as needed.• Develop and facilitate achievement of project service commitments.• Assist with the planning of project-specific training and orientation needs.• Monitor and track the project budget and advise necessary stakeholders.• Responsible for the review and analysis of required project managementmetrics.• Accountable for the final project management evaluation review withstakeholdersProject Management Plan• Assist in the development and maintenance of a project management plan• Review and refine project plan, to identify needs and define major tasks andmilestones, based on scope, resources, budget, and personnel.• Make decisions within the designated authority as defined in the project planto minimize project risk supported by sound analysis and project management bestpractices.• Accountable for management of the project’s scope and gaining agreement andapproval of scope changes with project steering committee and affectedstakeholders.Project Schedule• Manage, and track the project progress against the project schedule.• Coordinate project schedules across multiple project teams.• Balance workload with project members ’capacity.• Monitor project milestones and phases and take corrective action as needed toensure the project is on schedule.• Notify team leads of project timelines, milestones, phases, work requeststarget dates, and approved executable work packages.• Accountable to schedule or monitor status reviews, project managementinspections, and software quality assurance work product and process reviewswith the appropriate stakeholders.• Accountable for peer reviews with the appropriate project team resources.• Responsible for the development of estimates for the enhancement, businessprocess re-engineering or development effort in planning, analysis, design,construction, testing, and implementation.• Collaborates with vendor PM and technical PM to adjust and revise projectestimates when necessary.• Ensure new project estimates are approved by the client and agreed upon.• Process Change Requests• Ensure all changes to scope follow processes outlined in the Change ManagementPlan and are documented.• Receive and log all change requests from project stakeholders assisting themwith the completion of the form as necessary• Conduct preliminary risk, cost, schedule, scope analysis of change prior topresenting to the CCB• Seek clarification from change requestors on any open issues or concerns• Make documentation revisions/edits as necessary for all approved changes• Ensure any approved change is communicated to the project team andstakeholdersRisk Management• Monitor and assist with the development of risk mitigation strategies, andtrack to closure.Project Standards• Coordinate the establishment of project standards and project specificprocedures with team leads.• Responsible for project compliance with project’s standards and procedures.• Ensure that tasks provide value and support the strategic direction of theproject and meet or exceed service commitments.Project Communication• Serve as the DOS/Business primary point of contact for all project-relatedissues and resolution of issues.• Communicate effectively with customers and software / hardware supplierssupporting the commonwealth as appropriate.• Communicate and work with users and client as necessary.• Anticipate issues and proactively address them. Identify and track issues.• Build and maintain relationships with key stakeholders and customerrepresentatives.• Communicate to team members how their work assignments relate to and helpachieve project objectives.• Prepare status reports on a periodic basis for the project team, team leads,group leads, Sponsor, and appropriate stakeholders.• Analyze and distribute reports on project metrics associated with work itemsrelated to improvement measures.Phase 1: Documenting as is process1. Attending agency briefings tounderstand user needs and business requirementsfor a complete understanding ofcurrent system and business processes and gatherinformation on future needs.2. Meet with staff to understand the businessand programmatic processes. Captureeach step of the business processworkflows, reporting, and analysis. Work withemployees, contractors, counties,and business process owners to understand allprocess steps.3. Identifies possible softwarecompanies, schedules software demonstrations, andreviews available services.Phase 2: Implementation1. Works with the selected SaaS vendor to implement software, includingdeveloping and conducting end-user training2. Works with internal and external stakeholders, including OGC seniorleadership, OA IT, and SaaS vendor, to troubleshoot internal issues and escalateas appropriate.3. Develops policies and procedures related to SaaS solution; creates onlineuser guides and desk manuals, FAQs, and standard operating procedures.Responsible for the ongoing creation of process documentation for use by allsystem users to include setup for any customized configurations within thesystem at each site.4. Develops a communication strategy for affected employees, training, andongoing support under the new software.5. As new standards are developed, provides updated training manuals, anddevelops and conduct trainings when needed.Phase 3: Evaluate post implementation.Conduct evaluation of new legal case management system for improvements andcontinue to monitor and troubleshoot issues as they occur.