Project Manager

3 weeks ago

Harrisburg, United States Crescens Full time
Role: Project Manager
Location: Harrisburg,PA
Duration: 10+Months

Job Description:
  • The primary stakeholders of client include the Bureau of Historic Sites and Museums (BHSM) with 13 historical sites and museums that are jointly managed with non-profit groups called Associate Groups , The State Museum of Pennsylvania (SMOP), and the Bureau of Management Services (Client). The Project Manager (PM) will be responsible for overseeing the Ticketing and Event Management and Membership Software (TEMMS) process management initiatives agency wide. Regarding TEMMS, the processing starts with a customer paying for a service.
  • Services include, but are not limited to, purchasing an admission ticket, renting a facility for use, purchasing merchandise, buying a membership, gifting a donation, or attending a specialized event at a museum or historic site. Events vary based upon location and include seasonal events, special occasion events and festivals, and fundraisers. Most, but not all, of these transactions are recorded in the Point of Sale (POS) system.
  • Each site has different services, prices, and processes. In general, the workflow process of entering POS transactions to the method of depositing and distributing revenue (i.e., cash, checks, and credit card) between PHMC and Associate Groups appears convoluted and unorganized. Further, the soundness of maintaining records and retrieving information is disjointed and time consuming for purposes of reconciling discrepancies. This not only applies to fiscal reporting, but even reporting of other data sets like visitation, volunteer in-kind hours, and others.
SCOPE OF WORK
This role will perform functions of project management, business analysis, organizational change management, vendor management, contract management and system administration. Key activities include, but are not limited to:
  • Managing project stakeholders (e.g. project team, executive leadership, vendors, etc.) expectations and communications to ensure all affected parties have the information they require and have a clear understanding of the projects and expected outcomes.
  • Supervising assigned project team members to ensure the successful completion of assigned work tasks
  • Keeping all stakeholders informed on projects by creating dashboards and providing regular status reports to executive leadership. At minimum, prepares bi-weekly reports and submits to the Director of the Bureau of Management Services.
  • Creating statements of work for contracted professional services and reviewing vendor submissions to Requests for Proposal/Quotes/Information (RFx's)
  • Serving as the primary point of contact for all project-related issues and their resolution.
  • Resolving conflicts with diplomacy and sensitivity in a timely manner.
  • Manage and track project progress against the project plan; direct risk-impact assessments and invoke change control process as required
  • Utilize Project Management tools to effectively plan, manage, execute, monitor, and report status and outcomes.
  • Be proficient using Microsoft Project, Visio and SharePoint
  • Provide any other generalized or specific observation relevant to this project.
  • Responsible for scheduling work, distinguishing between effective and ineffective procedures interpreting and implementing instructions by management, explaining or demonstrating work techniques, and sharing appropriate information as needed to ensure work is completed in a timely manner. Prepares reports and makes oral presentations as needed.
Phase 1:
Documenting current process and ways to improve it via future solicitation of new TEMMS SaaS
  • Coordinate Client, SMOP, and BHSM briefings on TEMMS to understand user needs and business requirement for a complete understanding of current system and business processes and gather information on future needs.
  • Meet with staff to understand the fiscal and programmatic processes. Capture each step of the ticketing/admissions process and revenue reporting and analysis for each site. Works with employees performing ticketing and revenue functions to understand all process steps.
  • Lead the agency in identifying business requirements for a new TEMMS system and manages the process of selecting a new TEMMS service. Documents all business requirements information.
  • Develops evaluation criteria for the TEMMS SaaS proposals by various vendors.
  • Identifies possible software companies, schedules software demonstrations, and reviews available services.
Phase 2:
Implementation of new TEMMS SaaS
  • Works with the selected TEMMS vendor to implement software, including developing and conducting end-user training
  • Works with internal and external stakeholders, including PHMC senior leadership, OA IT and TEMMS, to troubleshoot internal issues and escalate as appropriate.
  • Develops policies and procedures related to TEMMS; creates online user guides and desk manuals, FAQs, and standard operating procedures. Responsible for the ongoing creation of process documentation for use by all system users to include setup for any customized configurations within the system at each site.
  • Develops a communication strategy for affected employees, training, and ongoing support under the new software.
  • As new standards are developed, provides updated training manuals, and develop and conduct trainings when needed.
  • Assists with system administration installation and startup activities.
  • Minimal travel to central Pennsylvania sites to review process and requirements.
Phase 3:
  • Evaluate post implementation Conduct evaluation of new TEMMS for improvements and continue to monitor and troubleshoot issues as they occur.
  • Supports PHMC system administrator to understand the new system to be able to assume primary system administration role.
CANIDATE REQUIREMENTS
Candidates bidding for this position must: -
  • Have experience in project management techniques from pre to post implementation of new software.
  • Develop analysis models to inform business decisions.
  • Able to meet and review documents/records at PHMC locations (300 & 400 North Street, Harrisburg, PA) on a regular basis.
  • Present reports of findings, conclusions and provide recommendations based on found requirements.
  • Create deliverables including (but not limited to) process maps, vendor analysis, project plan, gap analysis, specific historic site needs.
  • Meet with Client staff, site administrators, and associate groups to discuss matters
  • Provide PHMC all source documents to support decisions.
  • Provide a timeline of activities for reaching deliverables.
  • Work under the direction of the Director of Bureau of Management Services.
  • Previous experience with point of sale (POS) systems, including technologies, on-line sales, and ticketing management is preferred.
PHMC'S RESPONSIBLITIES
PHMC staff will provide the following support: -
  • Provide any records in its purview related to the SOW for this project. - Provide supervision, guidance and support whenever needed.
  • Fully participate in all activities to define business processes and system requirements.
  • Lead the procurement activities for a new solution.
  • Perform contract management functions for the selected SaaS vendor, including approving contract deliverables, invoices and conducting change management.

Required Skills:
  • Experience in project management techniques from pre to post implementation of new software.
  • Experience developing process maps, vendor analysis, project plans and gap analysis.
  • Previous experience with point of sale (POS) systems, including technologies, on-line sales, and ticketing management
  • PMP Certification

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