POSITION DETAILS. ORGANOGRAM (Adjust as necessary. Include line manager, line manager s manager, all subordinates and colleagues. Include job grades)

Transcription

1 HR191 JOB DESCRIPTION NOTES Forms must be downloaded from the UCT website: This form serves as a template for the writing of job descriptions. A copy of this form is kept by the line manager and the job holder. Position title POSITION DETAILS Records Management Analyst Job title (HR Practitioner to provide) Job grade (if known) 10 Academic faculty / PASS department Academic department / PASS unit Division / section Information and Communication Technology Services (ICTS) Division Content Architecture team Date of compilation January/February 2015 ORGANOGRAM (Adjust as necessary. Include line manager, line manager s manager, all subordinates and colleagues. Include job grades) Executive Director, ICTS Director, Division Content Architecture Access Production Support Development Content Analyst/ Developer Content Analyst/ Developer Records Management Analyst Access team Production Support team Development team Content Architecture team PURPOSE The main purpose of this position is to support the customers of UCT s records management business by performing second line production support, conducting requirements and content analysis, identifying system based solutions, writing functional specifications, modeling processes, testing development and usability, and participating in projects in a professional, efficient and service-orientated manner in accordance with UCT policy and enterprise content management governance and standards. Please note: Several of these KPAs have been structured in accordance with the SFIA, see: 17 July 2014 Page 1 of 5 HR191

2 Key performance areas (4 6) (What) 1 Information management and content publishing (Area: Information strategy) 2 Provide support to super users JOB CONTENT % of time Activities / Objectives / Tasks spent (How) 20% Information management (in particular records management): Take responsibility for the accessibility, retrievability and protection of information. Provide advice on the transformation of information from one format/medium to another, where appropriate. Maintain and implement information handling procedures. Ensure the availability, integrity and searchability of information through the application of formal data structures and protection measures. Identify and comply with relevant organisational policies and procedures, taking responsibility for assessing and managing risks around the use of information. Ensure that information is presented effectively. Based on business requirements, create document type definitions Map document types into the metadata architecture (and file plan, if required) Define core metadata and additional metadata requirements for document types Identify and model relevant taxonomies, vocabularies and metadata schemas Normalise document types and metadata schemas Define XML validation rules Identify, document and model content sources Information content publishing: Use XSLT to transform XML documents from one format to another through development. Define and manage content management processes to meet the needs of users. Use appropriate tools and techniques to provide moderately complex web interfaces to new or existing applications. Strategising Evaluate projects and define information management strategy for customers i.e. methods, tools & technologies, media, resources. Conduct audience analyses on behalf of customers. 35% Monitor and analyse support calls Escalate software problems and development requests to the vendor, and track their correction and final resolution Resolve faults (i.e. it used to work and it doesn t work now ) - Participate in the resolution of support requests - Assist other staff with complex support requests - Assist with testing of software corrections / support packages received from the vendor Respond to production support service requests e.g. requests for ad-hoc reports or extracts - Execute the request timeously Results / Outcomes (Why) Information is managed proficiently to the required standard. Document Type Definitions and XML schemas are created that identify which content is to be displayed where, and how it is to be formatted in different information channels (such as portals, print media, mobile sites...). Customers are given recommendations (based on research) as to their information management strategy, as necessary. Audience analyses are completed, as necessary. Research is undertaken to inform information governance strategy. Support calls are acknowledged, resolved and/or escalated within the specified time periods. Faults are resolved, resolutions documented and stakeholders informed as needed Assigned production support/enhancement requests are dealt with according to schedule, are accurately specified, unit 17 July 2014 Page 2 of 5 HR191

3 - Ensure that the deliverables are produced successfully and have satisfactory quality Refinement of business solutions Recommend improvements to enhance efficiency Utilise and communicate best business practice Encourage more effective use of existing IT facilities Research and identify opportunities for the extended use of IT in support of business Work with super users to design and document new or changed business processes Develop and train super users Identify training needs Design innovative learning solutions Teach or assist on training courses tested and delivered User requirements are understood and appropriate system solutions proposed and specified. Opportunities for improved system support are identified and proposed to users and super users. Assistance is provided to the support offices in the development of super users 3 Design, configure, test, document and deliver new or revised functionality Issue management Identify and manage business and issues Work closely with super users and developers to resolve issues creatively 20% Deliver new or revised functionality 4 Ensure quality 20% Test deliverables Perform configuration and customisation Prepare business and technical design specifications for interfaces, reports, etc. Assess need for deviation from delivered system standard, and verify that the UCTspecific solution is indeed appropriate Prepare documentation Provide input to super users for documentation and training material Ensure quality in project deliverables (see QA below) Participate in upgrade projects (new releases or support packages) Assess business and technical impact Prepare and implement corrective measures, with respect to deviations from delivered system standard Participate in, and support super users in, regression testing activities Plan testing of system and interfaces Test configuration and system components, and correct any errors Participate in tests and integration tests; assist with diagnosis and correction of any errors Perform quality audits and assurance of all project deliverables Conduct user walkthroughs and formal user test demonstrations Support system testing Assist super users in preparation and maintenance of test plans and detailed test documentation Support super users during the execution of upgrade (regression) testing New functionality makes best use of delivered software Deviations from delivered software are specified only where necessary. Upgrade/support projects are supported as needed User acceptance testing is arranged for upgrades and support packs, and users and system support staff are supported in the testing process Structured unit testing is done according to functional requirements specifications Errors are identified and corrected prior to user testing Users are assisted in devising and conducting acceptance/regression tests 17 July 2014 Page 3 of 5 HR191

4 5 Contribute towards development leadership (Learning and development: Continual learning) Usability evaluation (where required) Develop usability tests for Perform, analyse and document usability evaluations according to a plan. Assist in ensuring that SD maintains a high level of quality, service and delivery by assessing the work of colleagues (QA). 5% Continual learning Pursue self-development and engage in activities that promote learning and growth in one or more of the following areas: Internalise and promote best practice technical content authoring principles, philosophy, practices and styles and standards. Acquire and maintain knowledge in the field of information management (in particular records management), technical content authoring, business process modeling, and usability testing and in order to provide appropriate guidance to customers. Stay abreast of new technologies and approaches to information management. Document and communicate Keep customers informed of developments and problems that affect them through clear, concise communication Use advanced technical writing skills to document complex according to recognized standards Communicate new technologies, opportunities and standards when appropriate Interact confidently with colleagues and customers Contribute significantly to the team, department and ICTS Skillfully share knowledge with others Usability tests are developed to customer s specifications and expectations and feedback is given that is useful and adds value to the system/content development process. Self learning and other development opportunities are identified and used. Communication to stakeholders is produced and distributed as required Interactions with customers and colleagues are cordial, professional and effective in sharing knowledge Work and attitude reflects continual education and learning Regular interactions User departmental supervisors and managers Registrar, Directors, Executive Directors and HOD s analysts and developers Other ICTS staff and management Vendor staff and management 17 July 2014 Page 4 of 5 HR191

5 Minimum qualifications MINIMUM REQUIREMENTS Relevant tertiary qualification at NQF level 7, or NQF 6 with additional relevant experience (see below). Relevant business certifications are desirable e.g. ERM Practitioner, XML authoring, ImageNow certification Minimum experience (type and years) For a suitably qualified NQF 7 candidate, some exposure to business support and at least two or more years experience in an IT support environment For a suitably qualified NQF 6 candidate, at least three or more years experience in an IT support environment Experience required (two to three or more years, depending on qualifications): User support services Information management, records management, information architecture or librarianship System testing and usability analysis Working in the IT support environment Business process modelling Developing business and technical documents Demonstrated experience working as a system analyst in a records and document management environment Technical skills/knowledge required: Experience advantageous: Content and/or Records Management ERP or administrative University environments Software training Above average knowledge about ERP, enterprise content management and information technology Content analysis/information architecture knowledge and skills (knowledge of metadata methods and standards, ability to define taxonomies, controlled vocabularies and thesauri) Business process mapping skills System and usability testing skills Copy editing and technical writing skills ideally in the IT industry. HTML and/or XML authoring and publishing (i.e. creation of DTD, XSLT, and XML Schemas) Ability to work according to prescribed standards High proficiency in Microsoft Word, PowerPoint, and Visio Excellent English language skills in written and spoken form COMPETENCIES Competence Level Competence Level Individual leadership 2 Technical knowledge 2 Communicating and influencing 2 Building interpersonal relationships 2 Client service and support 2 University awareness 2 Facilitation skills 2 Decision making/judgment 2 Analytical thinking / Problem solving 2 Initiating action/initiative 2 Continuous learning 2 Results focus 2 AGREED BY PRINT NAME SIGNATURE CONTACT NO. DATE Job Holder New position, not applicable / / / Line Manager Jenny Wood X February 2015 HOD Richard van Huyssteen X February July 2014 Page 5 of 5 HR191