I. DESCRIPTION OF WORK
DRAFT
Work involves facilitating strategic planning and prioritization for delivery of complex information technology services in large, complex IT organizations to meet agency or university level goals and objectives. Positions manage and provide leadership for staff responsible for the functions of the Enterprise Program Office, including large complex enterprise project management, quality assurance and risk management, enterprise tool sets, and security. Positions have overall responsibility for enterprise portfolio management including strategic planning, forecasting, project prioritization, resource allocation, and budgeting.
Other duties include analyzing business requirements, investment and project justification for enterprise IT initiatives including approving complex IT projects and providing financial and performance management functions using benchmarks, metrics and standard reporting.
Positions in this class analyze capacity and resource allocation to ensure effective and efficient delivery of services and establish policies, procedures, standards, methodologies and guidelines for information technology projects and services. Normally reports to the CIO or other executive management.
II. ROLE DESCRIPTIONS BY COMPETENCY LEVEL
Contributing Journey Advanced
Positions at this level manage enterprise information technology portfolios. Portfolios generally consist of multiple technology disciplines and projects of significant impact across a large agency or university or multiple agencies. Provides leadership for the myriad of projects and ensures teamwork in resolving problems. Oversees adherence to State
Technical Architecture as applicable. Provides consultation to the entire project, team sponsors and stakeholders. May mentor or supervise other IT project managers. Ensures that project deliverables meet all the business objectives defined in the project.
Positions at this level are responsible for the leadership of significant high risk project portfolios including multiple projects of long duration. Normally projects are either enterprise implementation or multiple technology disciplines interwoven with significant business process re-engineering efforts. Oversees and monitors progress for the review and issuance of the RFP’s, negotiations with vendors, and evaluations of proposals and award of contract. Monitors vendor performance and realigns projects as business needs change. Responsible for all phases and processes of the long term project that may last 5 years or more. Provides advice and counsel to the highest level executive management regarding issues of risk and process engineering.
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COMPETENCIES
Competency
Knowledge - Technical
Definition
Possession of a designated level of technical skill or knowledge in the specific technical area(s) and the ability to keep up with current developments and trends in areas of expertise.
Planning and Organizing
Project Management
Ability to develop plans to accomplish work operations and objectives. Ability to arrange and assign work to use resources efficiently. Ability to develop strategic plans, organizational structures, and systems to fulfill legislative or mission driven organizational goals.
Ability to provide oversight for project(s) and all related activities in that setting to include quality assurance and safety. Ability to coordinate and manage facilities, equipment, supplies and related resources as necessary for the project. Ability to monitor environmental risks, if any and quality control. Ability to establish a set of tasks and activities associated with an intended outcome and timeline. Ability to ensure actions are performed and/or implemented to achieve the results of the project.
Technical Solution Development Ability to demonstrate a methodical and logical approach to addressing customer needs. Ability to use innovative solutions and/or designs where appropriate.
Technical Support Ability to understand internal/external customer technologies and problem resolution techniques.
Ability to communicate effectively with customers. Ability to listen to symptom descriptions; to analyze problems; to respond effectively and to provide constructive feedback to the client on problem resolution.
Consultancy Skills Ability to provide advice and counsel. Ability to understand client programs, organization and culture.
Note: Not all competencies apply to every position/employee; evaluate only those that apply. Competency statements are progressive.
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Responsible for the management of a portfolio of several projects that may be in one or more programs. Typically the assignment would be of major significance to the business, characterized by its high risk profile, its budget, its duration, its complexity of design, or the adoption of new techniques or technologies. .
Also responsible for acquiring and utilizing the necessary resources and skills, within agreed parameters of cost, timescales, and quality.
With PMBOK/agency methodology as a base, customizes as needed the process to facilitate the management of the portfolio for which responsible.
Continuously monitors the portfolio to ensure that it remains aligned with the overall goals of the organization and is on track. Monitors overall progress and initiates corrective action, as appropriate, to ensure that deliverables are produced on time and within budget. Monitors and controls team performance against plans.
May operate in partnership with a Business
Program Manager.
Oversees the solicitation process and all of the steps necessary to select the appropriate solution for the business need. Consults with
Statewide IT procurement on best practices and legal requirements.
Reviews status reports before submittal to
SCIO and stakeholders. Reports are reviewed for accuracy, progress against baseline, and issues and risk mitigation/strategy.
Responsible for the management of an entire organization’s portfolio of projects. Often functioning in the role of Program/Project Management
Office where all agency projects are reviewed for business case, strategic alignment with agency business goals, and availability of resources to deliver.
Performs work which is concerned with the formulation of strategy and policy aligned with State enterprise’s business goals, the effective deployment of extensive IT resources, the exploitation of IT within one or more organizations and/or the advancement of IT knowledge.
Operates in partnership with Agency
Head and Executive Management.
Constantly monitors the strategic benefits and business cases and realigns the entire agency portfolio as necessary.
Uses “optimization” analysis to prioritize projects/programs within the agency portfolio.
Reviews status reports before submittal to SCIO and stakeholders.
Reports are reviewed for accuracy, progress against baseline, and issues and risk mitigation/strategy.
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Constantly monitoring the pulse of key stakeholders/sponsors and proactively manages issues and expectations.
Reviews on a regular basis the status of vendor performance with contract administrator.
Reviews action plans that are recommended by the team and paves the way for making corrective changes.
Understands the impact of re-scoping, postponement, or cancellations and carefully reviews the information that the recommendations were based on.
Communicates clearly to customers and stakeholder the impacts of the recommended decisions.
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Assigns to other project managers the responsibilities of developing and executing all project related plans. Reviews for accuracy and manageability.
Reviews the business case and its alignment with the business sponsor’s strategic plans.
Communicates to the sponsor this alignment and how it will be carried out.
Reviews and monitors the vendor solicitation process and analysis and makes sure the appropriate subject matter experts are on the evaluation team, that a contract administrator has been identified, as well as client’s satisfaction with requirements and deliverables.
Ensures coherence of the program, through regular reassessment of project priorities, by resolving resource conflicts, monitoring changes in project portfolio and reassessing whether projects continue to meet business objectives and to use funds efficiently.
Owns business case development and maintenance. Helps to quantify the business benefits and, with the program’s sponsor, defines and documents the business case for the program. Reviews business cases at program and individual project levels for validity and authorizes submission to approval process. In cost/benefit analyses, attempts to quantify intangible benefits.
Responsible for definition and implementation of recovery plan for any program and reviews and monitors as appropriate.
Approves solicitation process from RFP development through contract award recommendation.
Develops and maintains manpower plans for staff directly managed, and monitors the
Responsible for the selection and planning of a portfolio of projects and programs and related activities to achieve a set of business objectives; management of that program within a controlled environment to maximize the associated business benefits.
Reviews and monitors the vendor solicitation process and analysis and makes sure the appropriate subject matter experts are on the evaluation team, that a contract administrator has been identified, as well as client’s satisfaction with requirements and deliverables.
Ensures that the organization and its staff are managed carefully through the process of change, monitors progress; reviews during the process, and makes adjustments as necessary to achieve the planned results .
Directs project and program managers in planning, scheduling, acquiring resources, and staffing and provides guidance through approval levels.
Ensures that comprehensive program, quality, and risk plans are prepared and maintained.
Defines changes in organizational practice to eliminate failures;
Proposes changes with consideration of related secondary benefits.
Coordinates the program’s portfolio of projects, on a day to day basis, on behalf of senior management, to ensure maximum efficiency in the allocation of common resources and skills.
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deployment of individuals to ensure that they contribute effectively while developing skills and experience.
Seeks out opportunities to enhance agency reputation when defining and implementing recovery plans.
In cost/benefit analyses, identifies strategic long-term benefits.
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Demonstrates extensive knowledge of IT and its exploitation in both own and other organizations.
Demonstrates competence in key areas of management and leadership expertise including communication and relationship building, staff direction and motivation, financial planning and control, quality management, risk analysis and the achievement of targets.
Ability to keep overall objectives and strategies in mind, and not deflected by matters of detail.
Ability to make decisions at the appropriate time, taking into account the needs of the situation, priorities, constraints and the availability of necessary information.
Certified/maintains certification in project management methodology.
Ability to understand the potential impact of emerging technologies in IT products and services.
Has a comprehensive knowledge of relevant development lifecycles.
Has proven project management and leadership skills, and a good knowledge of business analysis.
Exhibits a broad and deep IT knowledge coupled with equivalent knowledge of own agency’s as well as
State enterprise’s use and exploitation of IT.
Demonstrates competence in key areas of management and leadership expertise including communication and relationship building, staff direction and motivation, financial planning and control, quality management, risk analysis and the achievement of targets.
Knowledge of and ability to identify potential business opportunities by the use of and development of the
Enterprise Technology strategy.
Is able to analyse and explain the risks involved in using, or not using,
IT solutions to business or organizational problems.
Ability to make decisions at the appropriate time, taking into account the needs of the situation, priorities, constraints and the availability of necessary information.
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Proposes/leads strategic initiatives.
Evaluates and makes recommendations/decisions on technical options as appropriate, actively contributing to organization's technical strategies.
Recommends cancellation of projects, and initiation of new projects, within the program.
Puts in place systems, processes and measures to ensure that exceptions, slippage, and issues of priority are effectively managed, and that extra activities are initiated wherever gaps in the program are identified. Actively manages issues to closure.
Ensures coherence of the program, through regular reassessment of project priorities, by resolving resource conflicts, monitoring changes in project portfolio and reassessing whether projects continue to meet business objectives and to use funds efficiently.
Recommends cancellation of projects, and initiation of new projects, within the program.
Ensures that significant strategic problems are identified at the earliest opportunity and that solutions are identified and implemented in line with the change control process.
Maintains detailed awareness of and promotes any relevant statutory, internal, or external regulations, standards, and codes of practice; contributes to the definition of such regulations, standards and codes.
Works with senior management to establish the contribution that IT can make to business objectives and business continuity- defining strategies, specifying requirements, conducting feasibility studies and producing strategic models of the organizatio n’s information needs.
Leads the selection and definition of a portfolio of projects which will comprise a significant program of strategic change. Produces business cases for recommended new systems, identifying the business impact, the probability of satisfying business needs, the anticipated business benefits and the risks and consequences of failure.
Ensures that significant strategic problems are identified at the earliest opportunity and that solutions are identified and implemented in line with the change control process.
Using breadth and depth of IT knowledge and significant expertise in the practice of project or program management, may be called upon to drive the recovery of high-profile developments at serious risk of failure.
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Identifies and plans systematic corrective action to reduce errors and improve the quality of the systems and services, by examination of the root causes of problems.
Ensures that new methods and tools migrate to effective operation by directing the education of method/tool users and by promoting understanding of the effects of new methods and tools among non-users.
Modifies existing process improvement approaches and/or develops new approaches to achieving improvement from own experiences of successful and unsuccessful improvement activities.
Has substantial impact on the operating efficiency of the employing agency.
Develops and maintains manpower plans for staff directly managed, and monitors the deployment of individuals to ensure that they contribute effectively whille developing skills and experience.
Initiates formal reviews of the program and its achievements, to assess critically the work carried out and benefits obtained, and to ensure that the program and its business benefits are realized within the terms of the business case which justified program funding.
Ensures that projects within programs are closed out and, where appropriate, subsequently reviewed, and that lessons learned are captured and moved forward.
Facilitates process improvements by changing approaches and working practices, typically using recognized maturity models. Ensures that appropriate methods and tools for the development and maintenance of systems are adopted and used effectively throughout the organization.
Instrumental in the achievement, and maintenance of compliance against, national and international standards, if appropriate.
Measures achievement of the quality policy in terms of meeting the organization’s needs and objectives and reviews it as necessary. Reviews and audits the management of projects and programs to ensure conformance to organization standards.
Directs and leads significant improvement programs, taking responsibility for the quality and appropriateness of the work performed.
Has substantial impact on the operating efficiency of the employing agency.
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Provides advice, assistance and leadership in improving the quality of software development, by focusing on process definition, management, repeatability and measurement. The consultancy can deal with one specific aspect, or it can be wide ranging and address many aspects, or it can be of a strategic nature.
Participates in the definition and implementation of the IT infrastructure, including standards, methods, guidelines, techniques, tools and control structures.
Identifies new requirements.
On matters of quality, represents the organization to external bodies such as certification bodies.
If projects are struggling (own or outside of area of responsibility), conducts root cause analysis and implements recovery actions.
Escalates to upper management if necessary.
Participates in the creation/maintenance of an enterprise level mentoring program.
Understands the needs, objectives and constraints of those in other disciplines and functions.
Participates in a project team, working group or task force established to deal with a specific problem or issue - especially valuable if the group is interdisciplinary.
Influences and persuades others to take a specific course of action when there is no direct line of command or control.
Manages or provides advice on, the application of appropriate quality and project management techniques to any aspect of an IT function.
Respects differing cultures and modifies approach and style to obtain cooperation and commitment and resolve potential conflict. Shows sensitivity to political and cultural issues as well as technical and business effectiveness targets.
Provides definitive interpretation of relevant national and international standards. Gains and maintains compliance to them.
Represents the organization at the highest level, both internally and externally, with regard to process improvement and other improvement matters.
Advises and makes decisions on the viability, cost effectiveness, appropriateness, and strategic importance of proposals submitted by others.
Has significant influence on policy formation.
Participates in working groups, committees, etc responsible for the production, maintenance or oversight of relevant standards or governance.
Serves as a mentor to other project
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managers
Teaches, lectures, tutors, coaches, formally or informally, in area of own expertise to professionals out of area of own responsibility
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