Description of Duties
The resource will supports the Program/Project Management Office (PMO) by managing assigned projects for the Oregon eCourt Program. The resource shall assist the Oregon eCourt Program by providing project management assigned projects following project management best practices as defined by the Project Management Institute (PMI) and the Project Management Body of Knowledge (PMBOK) and all guidelines, processes and procedures established by thePMO within Oregon eCourt Program. This work shall include a variety of tasks and activities associated with managing the planning, executing, controlling, and closure phases of projects assigned. The resource shall perform the tasks using established OJD/PMO templates.
The duties include:
Project Planning
· Prepare written project budgets using OJD Strategic Plan and Program Charter document as a resource for estimated planned costs.
· Define and document in writing project plans.
· Define and document in writing the project scope.
· Determine project tasks and create a written work breakdown structure showing tasks, duration of task, and dependencies on completion of other tasks, lag times, task completion dates, and responsible party to complete the task.
· Determine and document in writing deliverables and delivery dates.
· Determine appropriate project milestones.
· Determine critical project success factors.
· Create and update written project schedules.
· Manage and document in writing:
o Issue management;
o Risk management;
o Change management;
o Communications management;
o Budget and cost tracking;
o Resource management.
· Prepare a written list of criteria that define completion of the project.
· In collaboration with the Oregon eCourt Program Management Office (PMO) and OJD Central Procurement Office (CPO) prepare all procurement-related and contract-related documents. Make corrections as requested by the PMO and CPO.
· Monitor and manage the assigned projects and complete a written status report of risks, issues, schedule, budget, task progress, and any other relevant information impacting the projects on a monthly basis for reporting to the PMO Manager, Program Director, Steering Committee, and executive sponsors.
Project Execution
· Facilitate weekly Project Team meetings.
· Provide necessary support to the Oregon eCourt PMO and the OJD CPO in drafting necessary Contract Amendments to include the scope of work of the project.
· Act as liaison between the Contractor's assigned resources and OJD staff to accomplish project tasks and deliverables on time.
· Create a written project charter and project scope statement as requested for each assigned project.
· Review, provide feedback, and provide recommendations for acceptance or rejection of Contractor Deliverables.
· In collaboration with the Oregon eCourt Program Director, coordinate the purchase of any hardware and/or software required for the project.
· Provide oversight of Contractor's system development and system testing. Ensure system functional and technical requirements are met.
· Facilitate the development of a written testing plan, written test scripts, and coordinate testing with the Oregon eCourt Testing Manager to ensure completion of system and user testing.
· Facilitate project implementation with other OJD Oregon eCourt project managers, OETO, the courts and divisions, other state agencies as needed, the Oregon eCourt's Contractor, and the end user community.
· In collaboration with the Oregon eCourt Program Director, coordinate and schedule resources to meet project tasks, deliverables, and priorities.
· Under the direction of the PMO manager, plan, coordinate, balance, and communicate workload assignments to ensure efficient project completion.
· Promote a positive work environment within the Project Team.
· Identify and coordinate removal of obstacles and barriers to the project.
· Update project WBS, schedule and deliverables, making adjustments as needed.
· Coordinate the performance of the activities identified in the project plan.
· Prepare and submit written monthly status reports.
· Manage project budget and provide updated costs with variance to budget. Provide written plan to keep project costs within approved budget to the PMO manager.
· Manage project scope, schedule, and deliverables to ensure scope and schedule do not expand beyond approved project scope statements and that approved deliverables are met within approved timelines.
· Monitor and manage the projects and complete a written status report of risks, issues, schedule, budget, task progress, and any other relevant information impacting the projects on a monthly basis for reporting to the PMO Manager and Program Director.
Project Control:
· Monitor the functionality and quality of the project deliverables.
· Respond to internal and external Quality Assurance contractor (QA) reports and remedy issues.
· Review project schedule and evaluate based on planned outcomes and current status. Make adjustments as needed to meet schedule deadlines or create requests for adjustments to the schedule. Submit updated schedule no less than weekly to the Program Plan Manager (PMP).
· Review project costs and evaluate based on planned budget and current status. Make adjustments as needed to meet planned budget or create requests for adjustments to budget and present PMO Manager for review and approval.
· Analyze the magnitude of cost variance, determine the cause of any variance, and decide if variance requires corrective action. Create written corrective action plans when necessary.
· Review Contractor design and development to make sure project requirements are met and work remains in scope and deliverables are met.
· Evaluate project deliverables to ensure they have the expected capabilities and functionality. Create plan in collaboration with Contractor to address deficiencies.
· Evaluate project deliverables for quality to ensure the functions perform well. Create written plan in collaboration with Contractor to address deficiencies.
· Track deliverables and completion dates to ensure deliverables are completed on time.
· Assess performance of Contractor on project to determine if corrective or preventive actions are needed and recommend actions as necessary to the Oregon eCourt Program Director.
· Analyze, track, and monitor project risks. Identify, document in writing, and report risks to Program Risk Manager. Ensure risk plans are updated and mitigation plans are implemented as required.
· Monitor system and user testing. Ensure there is a current checklist of problems and errors that need to be corrected as a result of the testing. Work with the Program Testing Manager to ensure there is a plan executed to fix bugs.
· During implementation, coordinate with Implementation Manager, using established Program processes and procedures, to ensure there is a current checklist of problems and errors for Contractor to correct, and ensure there is a plan that is executed by the Contractor to fix errors.
· Coordinate with OETO's Organizational Change Manager to develop business processes and training as required for each project.
· Take corrective actions as necessary to keep project on track within scope and budget and on schedule, providing expected OJD deliverables on time and monitor the work of the Contractor. Develop a strategy to recover from deficiencies and create a written plan for the Project Team to meet critical project deliverables.
· Create any required change requests and submit to the Program Change Manager for processing. Ensure each change request states a clear requirement that needs to be met. Monitor the design, development, and -implementation of approved changes when and as they occur. Ensure scope statement, project plan, WBS, schedule, and costs are updated to reflect approved changes.
· Ensure individuals are assigned to open issues and monitor for timely resolution of such issues.
· Monitor resource plans to ensure sufficient OJD and Contractor resources with appropriate skills are available to the project at appropriate times. Ensure Contractor complies with commitment of allocated resources.
· Ensure Contractor provides documentation to OJD for application configuration.
Project Closure
· Define and gain agreement on all remaining project deliverables that have not yet been met.
· Define and gain agreement on any outstanding Contractor commitments that still exist.
· Create and implement a clear hand-off strategy for on-going product maintenance and support to OJD operations and support.
· Define and communicate closing work activities for Project Team and actively lead the team through project closeout.
· Review Contractor contract and create checklist of outstanding issues Contractor shall complete prior to contract close out.
· Monitor Contractor checklist and close out Contractor issues.
· Survey the OJD divisions and courts to document any outstanding unmet concerns, questions, open issues that must be resolved.
· Create a punch list (project completion checklist) of tasks that need to be completed to close each project and track for completion.
· Working with OETO ensure business process documentation and training are complete.
· Obtain consensus that project has met the completion criteria stated in the Project Planning activity.
· Confirm with Oregon eCourt Program's Requirements Manager that all approved requirements have been met, tested, and are functional in the Contractor's applications.
· Update project files to reflect final actuals in schedule, functionality, quality, and cost.
· Work with Contractor and ensure design and specification documents have been updated and are consistent with actual product delivered.
· Document lessons learned using appropriate PMO template.
· Prepare PowerPoint presentations for Steering Committee and PMO office on lessons learned and schedule presentations.
· Write project closure and evaluation document using the PMO Closing Phase template "Project Evaluation" to include documentation that project deliverables stated in the Initiative Design, Project Charter, and planning documents have been met.
· Update all project files to reflect status of project at closure.
· Provide final closing report to the PMO Manager. Support PMO manager in gaining written approval that each project is closed from the Program Director, Steering Committee, and Executive Sponsors.
Work skills required:
· Daily plan, organize, and prioritize work demands in a limited time frame;
· Strong problem solving, analytical and technical problem solving skills;
· Daily long hours using a computer and looking at computer screens;
· Strong oral and written communication skills;
· Ability to work under pressure;
· Ability to work independently and also work in a collaborative work environment; and
· Excellent keyboarding capability.
Work Experience Desired
A minimum of 7 years experience in:
· Project Management Institute (PMI) Project Management Professional Certification (PMP);
· A minimum of 7 years project management experience.
· Ability to use Microsoft Project to develop and manage project schedule;
· Excellent writing and documentation writing skills;
· Ability to work in a positive, collaborative manner with the project teams, stakeholders, executive management, and the vendors.
The work for this position is reviewed by the PMO Manager.
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Thanks & Regards,
Shashi
SARKIT INC.
Omaha, NE 68136
Tel # 402-493-4091
Fax # 855-587-5567
shashi@sarkit.com
Certified Minority Women Owned Business Enterprise (MWBE)
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