Lead Program Manager

2 weeks ago

Harrisburg, Pennsylvania, United States ATC Full time

Overview:

The Department of State (DOS) is dedicated to safeguarding public health and safety by overseeing the licensing of numerous business and health professionals. Additionally, it ensures the integrity of the electoral process, fosters economic growth through corporate registrations, and manages registration and financial data for a multitude of charities.

Key Responsibilities:


• Direct and manage a high-priority, enterprise-wide information technology initiative that holds strategic significance.


• Provide oversight for project execution on behalf of the Department of State, ensuring effective planning, organization, prioritization, and management of multiple tasks across the project team.


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


• Develop and facilitate the achievement of project service commitments.


• Assist in identifying project-specific training and orientation requirements.


• Monitor the project budget and advise relevant stakeholders as necessary.


• Review and analyze essential project management metrics.


• Ensure accountability for the final project management evaluation with stakeholders.

Project Management Plan:


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


• Refine the project plan to identify requirements and define key tasks and milestones, considering scope, resources, budget, and personnel.


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


• Manage the project's scope and secure agreement and approval for scope changes from the steering committee and affected stakeholders.

Project Schedule:


• Oversee and track project progress against the established schedule.


• Coordinate schedules across various project teams.


• Balance workload with the capacity of project members.


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


• Communicate project timelines, milestones, phases, and approved work packages to team leads.


• Schedule and oversee status reviews, project inspections, and quality assurance reviews with appropriate stakeholders.


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


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


• Ensure new project estimates receive client approval.

Change Management:


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


• Log all change requests from stakeholders and assist them in completing necessary forms.


• Conduct preliminary analyses of risk, cost, schedule, and scope related to change requests before presenting them to the Change Control Board.


• Clarify any open issues or concerns with change requestors.


• Revise documentation as necessary for all approved changes and communicate these changes to the project team and stakeholders.

Risk Management:


• Monitor and assist in developing strategies for risk mitigation, ensuring all risks are tracked to closure.

Project Standards:


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


• Ensure compliance with project standards and procedures.


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

Project Communication:


• Act as the primary point of contact for all project-related inquiries and issue resolutions.


• Effectively communicate with customers and suppliers as appropriate.


• Work collaboratively with users and clients as necessary.


• Anticipate potential issues and proactively address them, while identifying and tracking issues as they arise.


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


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


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

Phases of Implementation:


• Phase 1: Documenting Current Processes

1. Attend 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 workflows, reporting, and analysis.

3. Identify potential software vendors and schedule demonstrations.


• Phase 2: Implementation

1. Collaborate with the selected SaaS vendor for software implementation, including end-user training.

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

3. Develop policies and procedures related to the SaaS solution and create user guides and standard operating procedures.

4. Establish 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 for issues.

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