Lead Program Manager

1 week 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 numerous business and health professionals. It also ensures the integrity of the electoral process, fosters economic growth via corporate registrations, and oversees financial information for various charities.

Key Responsibilities:


• Oversee, manage, and direct a significant enterprise-wide information technology initiative that is of strategic importance.


• Represent the Department of State by providing project oversight, organizing, prioritizing, and managing various work efforts across the project team.


• Facilitate reviews with the project steering committee and report findings and recommendations to senior leadership as required.


• Develop and ensure the fulfillment of project service commitments.


• Assist in planning training and orientation specific to the project.


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


• Conduct reviews and analysis of essential project management metrics.


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

Project Management Planning:


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


• Refine the project plan to identify requirements and outline major tasks and milestones based on scope, resources, budget, and personnel.


• Make informed decisions within the authority defined in the project plan to mitigate 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 Scheduling:


• Manage and track project progress against the established schedule.


• Coordinate schedules across multiple project teams.


• Balance workload with the capacity of project members.


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


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


• Responsible for scheduling status reviews and inspections with relevant stakeholders.


• Develop estimates for enhancements and business process improvements during planning, analysis, design, construction, testing, and implementation.


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


• Ensure new project estimates receive client approval.

Change Management:


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


• Log all change requests from stakeholders and assist in their completion.


• Conduct preliminary analyses of risks, costs, schedules, and scope related to changes before presenting 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 to the project team and stakeholders.

Risk Management:


• Monitor and assist in developing strategies for risk mitigation and track their resolution.

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.

Project Communication:


• Act as the primary point of contact for all project-related issues.


• Effectively communicate with customers and suppliers as necessary.


• Anticipate and proactively address potential issues.


• Build and maintain relationships with key stakeholders.


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


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

Project Phases:


• Phase 1: Documenting Current Processes

1. Attend briefings to understand user needs and business requirements.

2. Meet with staff to capture each step of business process workflows.

3. Identify potential software companies and schedule demonstrations.


• Phase 2: Implementation

1. Collaborate with the selected vendor to implement software and conduct end-user training.

2. Work with stakeholders to troubleshoot issues.

3. Develop policies and procedures related to the new software.

4. Create a communication strategy for affected employees.

5. Update training manuals as new standards are developed.


• Phase 3: Post-Implementation Evaluation

Conduct evaluations of the new system for improvements and monitor ongoing issues.

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