Lead Program Coordinator

2 weeks ago

Harrisburg, Pennsylvania, United States ATC Full time

Overview:

The Department of State (DOS) is dedicated to safeguarding public health and safety through the licensing of over one million business and health professionals. Additionally, it ensures the integrity of the electoral process, fosters economic growth via corporate registrations and transactions, maintains registration and financial data for numerous charities, and oversees professional combat sports.

Key Responsibilities:


• Oversee, manage, and facilitate the re-engineering or development of a high-priority, enterprise-wide information technology initiative of strategic significance.


• Represent the Department of State by providing project oversight and assisting in the planning, organization, prioritization, and management of various work efforts across the project team.


• Conduct reviews with the project steering committee and communicate status updates and recommendations to senior leadership as necessary.


• Develop and ensure the achievement of project service commitments.


• Aid in the planning of project-specific training and orientation requirements.


• Monitor and manage the project budget, advising relevant stakeholders as needed.


• Responsible for reviewing and analyzing essential project management metrics.


• Accountable for the final evaluation review of project management with stakeholders.

Project Management Plan:


• Assist in the creation and upkeep of a comprehensive project management plan.


• Review and refine the project plan to identify needs and define key tasks and milestones based on scope, resources, budget, and personnel.


• Make informed decisions within the designated authority as outlined in the project plan to mitigate project risks, supported by sound analysis and best practices in project management.


• Accountable for managing the project's scope and securing agreement and approval for scope changes from the project steering committee and affected stakeholders.

Project Schedule:


• Manage and track project progress against the established schedule.


• Coordinate project timelines across multiple teams.


• Balance workload with the capacity of project members.


• Monitor project milestones and phases, taking corrective actions as necessary to ensure adherence to the schedule.


• Notify team leads of project timelines, milestones, phases, work requests target dates, and approved work packages.


• Accountable for scheduling or monitoring status reviews, project inspections, and quality assurance reviews with relevant stakeholders.


• Responsible for developing estimates for enhancements, business process re-engineering, or development efforts throughout planning, analysis, design, construction, testing, and implementation.


• Collaborate with vendor project managers and technical project managers to adjust and revise project estimates as needed.


• Ensure new project estimates receive client approval and agreement.

Change Management:


• Ensure all changes to scope adhere to the processes outlined in the Change Management Plan and are properly documented.


• Log all change requests from project stakeholders, assisting them with form completion as necessary.


• Conduct preliminary risk, cost, schedule, and scope analysis of changes prior to presenting them to the Change Control Board.


• Clarify any open issues or concerns with change requestors.


• Revise documentation as necessary for all approved changes.


• Communicate any approved changes to the project team and stakeholders.

Risk Management:


• Monitor and assist in developing risk mitigation strategies, tracking them to closure.

Project Standards:


• Coordinate the establishment of project standards and specific procedures with team leads.


• Ensure project compliance with established standards and procedures.


• Ensure that tasks provide value and align with the strategic direction of the project while meeting or exceeding service commitments.

Project Communication:


• Serve as the primary point of contact for all project-related issues and resolutions.


• Communicate effectively with customers and software/hardware suppliers as appropriate.


• Collaborate with users and clients as necessary.


• Anticipate and proactively address issues, identifying and tracking them.


• Build and maintain relationships with key stakeholders and customer representatives.


• Communicate to team members how their assignments contribute to achieving project objectives.


• Prepare periodic status reports for the project team, team leads, group leads, sponsors, and relevant stakeholders.


• Analyze and distribute reports on project metrics related to improvement measures.

Phases of Implementation:


• Phase 1: Documenting Current Processes

1. Attend agency briefings to understand user needs and business requirements for a comprehensive understanding of current systems and processes.

2. Meet with staff to capture each step of business process workflows, reporting, and analysis.

3. Identify potential software vendors, schedule demonstrations, and review available services.


• Phase 2: Implementation

1. Collaborate with the selected SaaS vendor to implement software, including developing and conducting end-user training.

2. Work with internal and external stakeholders to troubleshoot issues and escalate as appropriate.

3. Develop policies and procedures related to the SaaS solution, creating user guides, FAQs, and standard operating procedures.

4. Develop a communication strategy for affected employees, including training and ongoing support.

5. Update training manuals and conduct training sessions as new standards are developed.


• Phase 3: Post-Implementation Evaluation

Conduct evaluations of the new legal case management system for improvements and continue monitoring and troubleshooting issues as they arise.

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