PSO Manager. Position Description

Transcription

1 Date: 07 th of May 2018 Job Title : Department : Portfolio Support Office (PSO) Location : Level 1, 1 Shea Terrace, Takapuna Reporting To : Capital & Operations Planning Manager Direct Reports : - PSO coordinator - PSO Advisor Portfolio Reporting and analysis - PSO Advisor Competencies, capability & training - PSO Advisor Benefits / Quality Assurance - Senior PSO Advisor Governance and Risk Functional Relationships with : Internal WDHB Board, Portfolio Investment Committee, Executive leadership team, SRO s, Capital & Operations Planning Manager, Programme Managers; Project Managers, DHB Divisions, healthalliance; HIG, Business and Clinical units; Project Stakeholders; and Project Support Office staff. Our Purpose, Values and Standards External Other DHBs regional, national; Primary Care; MoH Staff, Treasury, consultancy firms, recruitment agencies. At the heart of Waitemata DHB is our promise of better care for everyone. This promise statement is the articulation of our three-fold purpose to: 1. promote wellness, 2. prevent, cure and ameliorate ill health and 3. relieve the suffering of those entrusted to our care. At the heart of our values is the need for all of us to reflect on the intrinsic dignity of every single person that enters our care. It is a privilege to be able to care for patients, whānau and our community, a privilege that is sometimes overlooked in our day to day work. Our standards and behaviours serve as a reminder to us all about how we are with our patients and with each other. Waitemata District Health Board Job Description Page 1

2 Purpose of the role Provide leadership and strategic direction to the Portfolio Support Office (PSO) team to enable the successful delivery of the WDHB Project Portfolio and foster a culture of best practice in the WDHB project delivery community. The role will work closely with the Portfolio Investment Committee (PIC), Executive Leadership team to ensure strong portfolio management disciplines are applied, and active support of Senior Responsible Owners (SRO s). KEY TASKS Facilitation of Project Portfolio Optimisation PSO Vison & Leadership Drive on-going P3M capabilities strengthening at WDHB, including ensuring the expectations and requirements of assessment frameworks such as ICR and P3M3 are met Enhancing key DHB (HIG, I3, F&D etc) regional and national relationships EXPECTED OUTCOMES Actively contribute and support the Portfolio Investment Committee (PIC) in the continual optimsation of the WDHB Project Portfolio through on-going priortisation. Facilitate and champion the use of sound Portfolio Management techniques to enhance the overall delivery of the WDHB Project Portfolio Evolve the PSO team s vision and mission statement ensuring that it continues to actively contribute value to WDHB s strategic plan Continuously communicate the PSO s value proposition and seek opportunities to provide further value to the Waitemata DHB Demonstrate a measurable return on investment in the PSO through clear an meaningful PSO - Key Performance Indicators (KPI s) Be a catalyst for driving Portfolio, Programme and Project management excellence throughout Waitemata DHB Drive strong people engagement across the wider project community Drive the improvement of WDHB s P3M3 score as part of the ICR assessment towards level 4 maturity Ensure the Waitemata DHB s Portfolio, Programme and Project Management (P3M) frameworks continue to evolve and remain fit for purpose by holding regular review sessions with key stakeholders Develop and maintain on-going improvement plans for the PSO driving P3 frameworks improvements including: Governance, Controls, Benefits Mgmt, Stakeholders Mgmt, Resource Mgmt, Commercial practices, Business Case development, Assurance planning and reviews. Foster key relationships with the Executive Leadership team, General Managers and Service / Divisions heads and staff to create a genuine sense of PSO partnership and pro-activity in helping in Waitemata District Health Board Job Description Page 2

3 Competencies, capability and training Portfolio Reporting & Analytics Governance & Risk Management project or programme delivery Maintain a close working relationships with areas of high project/programme delivery (HIG, I3, F&D) Work closely a variety of WDHB Services / Divisions to ensure that both WDHB strategic drivers and Service/ Divisional goals are understood Line-management responsibility for the Portfolio Support Office team, select Project Managers, Business Analysts and Project coordinators Ensure PSO team s knowledge and capability is continuously improving through capability development plans being in place and acted on. Ensure regular, relevant and appropriate communication to team members whilst providing leadership support and coaching Drive project management capability across the DHB through Competency Assessments and ongoing capability uplifts through training. Develop an internal and external resource pool that delivers on our investment strategy and project portfolio Oversee the management of the project resource demand pipeline from WDHB, mapping against available resources for programmes and projects Support the smooth recruitment and on-boarding of contract Project Managers, Business Analysts as required Ensure the PSO provides on-going support for contractors during project delivery Oversee on-going improvements to Senior Responsible Owner (SRO) project reporting and WDHB Portfolio dashboards. Review reports and underlying information in relation to the performance of the WDHB Project Portfolio and associated project assurance reviews Accountable for ensuring the monthly Portfolio Investment Committee reporting is developed, timely and accurate Provide insights into the WDHB Project Portfolio s performance and opportunities for improvement or risk mitigation Provide leadership, commitment and support for an effective and transparent risk management culture within your team. Oversee the identification and assessment of Programme and Project risks that impact. Design applicable controls and mitigation actions, and track to completion. Waitemata District Health Board Job Description Page 3

4 Benefits and Assurance Maintain a Risk Management culture in the DHB PSO operational budget management Maintain a register of existing risks, monthly review and tracking of actions with management, and business partners when relevant. Ensure compliance to governance and assurance activities including but not limited to: internal & external audit reviews, control self-assessments (Matrix), ad hoc assurance tests, and regulatory requirements. Ensure that clearly defined project and programe Assurance plans are in place for the WDHB Project Portfolio Oversee PSO led health checks on programmes or projects at any time during the lifecycle or when requested by the Portfolio Investment Committee Build and maintain strong relationships with key internal stakeholders and external suppliers to ensure the Project Assurance function Provide PSO Project rescue services where required Deliver Post Implementation Reviews (PIR s) on completed projects and report findings Facilitate lessons learned sessions with PM s and stakeholders and share learnings with the wider project community Build and maintain a repository of good examples of programme and project documentation Business Case, PIR s, Closures etc. Prioritise and manage the critical risks and issues across the project portfolio, driving risk assessment, management and escalation across all the portfolio Ensure risk management practices and compliance processes are embedded across all applications and the way in which Operations work. Maintain operational budget oversight of the PSO team cost and associated expenses Ensure appropriate on-charging of PSO costs to projects to adhere to PSO cost model Oversight of monthly project contractor invoice payment process Waitemata District Health Board Job Description Page 4

5 PERSON SPECIFICATION POSITION TITLE: P3M3 Analyst / Advisor Pi Programme Qualification Minimum Relevant experience Preferred Tertiary qualification or equivalent experience Experience One or more of: PRINCE2,PMI CAP, or similar Leadership of a PMO in a large organization Strong background in Project, Programme and Portfolio management Worked with a variety of PPM toolsets Experience of lifting P3M maturity in a low-maturity organization. Solid experience in all P3M3 Perspectives : - Origanisational Management - Management Control - Benefits Management - Risk Management - Financial Management - Stekeholder Management - Resource Management One or more of: P3O, MoP, P3M3, MSP, PRINCE2, PMP or PRINCE2 certification Proven leadership & influencing experience at Executive level, strong interpersonal skills and the ability to influence and lead significant cultural change. 10 years experience in implementation of organisational change as part of a project and or/ Portfolio Support Office environment (PMO/EPMO) Solid background of working in and leading EPMO s for large, complex organizations Proven business and commercial financial acumen Responsibility for the on-going development/ on-going improvement of Project Management tools, templates, guidance and systems. The management of PMO information through PPM tools and/or PPM reporting spreadsheets Supporting Project Management Communities of Practice Experience of working in PMO s within the Health sector Waitemata District Health Board Job Description Page 5

6 Skills/Knowledge/Behaviour Demonstration of values alignment to the Waitemata DHB values. Relationship building skills ability to build strong links with internal and external stakeholders Detail oriented ability to complete tasks with high accuracy levels Team player must be able to work within a team as well as manage specific accountabilities Analytical ability and motivational skills Sound oral and written communication skills Ability to navigate a complex organisation Ability to build strong stakeholder partnerships across the business Deep understanding of EPMO services and value adds to organisations Ability to work under pressure and deliver to tight timeframes Experience of operating with a variety of project methodology, tools and techniques Strong analytical skills and the ability to interpret complex and detailed data and assumptions High level of Self Awareness High competency in written and oral communication Ability to listen, collect, and understand appropriate information, identify the concerns of others, gain consensus Ability to work with key stakeholders at various levels of the organization Strong meeting organization and facilitation skills Ability to be flexible and easily adapt to rapidly shifting priorities Understanding of the relevant legislations applicable. Waitemata District Health Board Job Description Page 6