Senior Program Manager

The Department of State (DOS) protects the public's health and safety by licensing more than one million business and health professionals; promotes the integrity of the electoral process; supports economic development through corporate registrations and transactions; maintains registration and financial information 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 or development of a high priority, high profile, commonwealth enterprise – wide information 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 status and 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 management metrics.
• Accountable for the final project management evaluation review with stakeholders

Project 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 and milestones, based on scope, resources, budget, and personnel.
• Make decisions within the designated authority as defined in the project plan to minimize project risk supported by sound analysis and project management best practices.
• Accountable for management of the project's scope and gaining agreement and approval of scope changes with project steering committee and affected stakeholders.

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 to ensure the project is on schedule.
• Notify team leads of project timelines, milestones, phases, work requests target dates, and approved executable work packages.
• Accountable to schedule or monitor status reviews, project management inspections, and software quality assurance work product and process reviews with the appropriate stakeholders.
• Accountable for peer reviews with the appropriate project team resources.
• Responsible for the development of estimates for the enhancement, business process re-engineering or development effort in planning, analysis, design, construction, testing, and implementation.
• Collaborates with vendor PM and technical PM to adjust and revise project estimates 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 Management Plan and are documented.
• Receive and log all change requests from project stakeholders assisting them with the completion of the form as necessary
• Conduct preliminary risk, cost, schedule, scope analysis of change prior to presenting 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 and stakeholders

Risk Management

• Monitor and assist with the development of risk mitigation strategies, and track to closure.

Project Standards

• Coordinate the establishment of project standards and project specific procedures with team leads.
• Responsible for project compliance with project's standards and procedures.
• Ensure that tasks provide value and support the strategic direction of the project and meet or exceed service commitments.

Project Communication

• Serve as the DOS/Business primary point of contact for all project-related issues and resolution of issues.
• Communicate effectively with customers and software / hardware suppliers supporting 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 customer representatives.
• Communicate to team members how their work assignments relate to and help achieve 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 items related to improvement measures.

Phase 1: Documenting as is process

1. Attending agency briefings tounderstand user needs and business requirements for a complete understanding ofcurrent system and business processes and gather information on future needs.

2. Meet with staff to understand the businessand programmatic processes. Capture each step of the business processworkflows, reporting, and analysis. Work with employees, contractors, counties,and business process owners to understand all process steps.

3. Identifies possible softwarecompanies, schedules software demonstrations, and reviews available services.

Phase 2: Implementation

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

2. Works with internal and external stakeholders, including OGC senior leadership, OA IT, and SaaS vendor, to troubleshoot internal issues and escalate as appropriate.

3. Develops policies and procedures related to SaaS solution; 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.

4. Develops a communication strategy for affected employees, training, and ongoing support under the new software.

5. As new standards are developed, provides updated training manuals, and develops and conduct trainings when needed.

Phase 3: Evaluate post implementation.

Conduct evaluation of new legal case management system for improvements and continue to monitor and troubleshoot issues as they occur.