PSO Advisor. Position Description

Transcription

1 Date: 14 May 2018 Job Title : PSO Advisor Department : Project Services Office Location : Level 1, 1 Shea Terrace, Takapuna Reporting To : Project Support Office (PSO) Manager Direct Reports : n/a Functional Relationships with : Internal Portfolio Investment Committee, Executive leadership team, SRO s, Capital & Operations Planning Manager, PSO Manager, Programme Managers; Project Managers, DHB Divisions, healthalliance; HIG, Business and Clinical units; Project Stakeholders; and Project Services Office staff External Other DHBs regional, national; Primary Care; MoH Staff, Treasury, consultancy firms, recruitment agencies. Our Purpose, Values and Standards 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 PSO Advisor Role - Page 1

2 Purpose of the role The Portfolio Support Office (PSO) Advisor role provides proactive hands on support and guidance to WDHB Project Portfolio community across the range of PSO related functions. The PSO Advisor role will also provide a deep specialist knowledge of and take the lead for the development of on-going organisational maturity within one of the following areas : - Competency and Capability - Benefits and Quality Assurance - Governance & Risk Management - Portfolio Analysis and reporting Business Analyst tasks KEY TASKS EXPECTED OUTCOMES Cross-functional PSO Support Provide expert consultancy and hands on support in the use of project, programme and portfolio (P3) management tools, techniques and standards Portfolio Analysis and reporting (Either provide support to or lead on) Competency and Capability (Either support of lead) Drives on-going P3 maturity through improvement planning and incremental development at WDHB Ensure that programmes and projects are initiated and structured according to best practice Ensure projects and programmes are deliverd in accordance with WDHB s Project/Programme Management Framework Portfolio Investment Committee monthly portfolio analysis and dashboard reporting Development of WDHB sub-portfolio / programme dashboards On-going development of the WDHB Projects database Responsible for Enterprise PPM tool development Collation of multiple project status information (approx +80 projects) Extracting project status information from multiple stakeholder groups Reviewing WDHB project portfolio data and analysing aggregation trends Manage the resource demand pipeline from the business using available WDHB project resources and recruit external resources as required Project Management role recruitment, advice and support Competency Management Framework scoring and tracking Manage WDHB Programme and Project Waitemata District Health Board PSO Advisor Role - Page 2

3 KEY TASKS Benefits and Quality Assurance (Either support of lead) Governance & Risk Management (Either support of lead) EXPECTED OUTCOMES Management training schedule Develop and deliver training material and collateral Develop an internal and external resource pool that delivers on our investment strategy and project portfolio Managing the recruitment, on-boarding and induction of contract Programme Managers, Project Managers and Business Analysts Maintain contractor database On-going support and coaching for contractors during delivery Coordinate the WDHB Community of Practice (CoP) & facilitate monthly Effective contract resource management and assignment to support the inflight project portfolio Support the PSO team in PSO service offering (risk workshops, project management training) Evolve and embed the Quality Assurance & Benefits frameworks Benefits and Quality Assurance advice to projects/programmes Develop and maintain training material and collateral Deliver tailored training on Benefits Management & Quality Assurance Manage the WDHB s Benefits Realisation register Liaise with external auditors for RPT-3 project reviews Carry out gate reviews for projects and programmes Facilitate Benefits Management workshops with PMs and SROs Co-ordinate / facilitate quality assurance and health checks Own and enhance PIR process and templates Facilitate PIRs for projects and programmes Expert project governance, risk and issue management advice Facilitates project / programme Risk/Issue Management workshops Facilitates Portfolio Risk Management Workshops Development and embedding of the Risk Management framework Prioritise, analyse and manage critical risks and issues across the portfolio, driving risk assessment, Waitemata District Health Board PSO Advisor Role - Page 3

4 KEY TASKS WDHB Project Management Community of Practice (CoP) EXPECTED OUTCOMES management and escalation Improve and embed P3 governance standards and framework Support the on-going development of the WDHB Project Management Community of Practice (CoP) by actively contributing to the sessions through presenting topics, providing content/ topics of conversation or session facilitation Champion and actively promote attendance of the Community of Practice in the wider WDHB PSO Intranet / Knowledge Management hub Support the on-going development and updating of a centralised PSO Intranet Site that provides a central hub for PSO information, templates, Guidance, Tools, Governance and Project Management information Support and drive P3M3 maturity in: - Orgnaisational Maturity - Management Control - Benefits Management - Risk Management - Financial Management - Stakeholder Management - Resource Management Support the maintenance of a central documentation library (possibly SharePoint) site ensuring all updated project documentation is uploaded correctly, versioned and with naming conventions Think DHB-wide about change impacts as a result of the P3M3 Help ensure sustainable change occurs by understanding the requirements of the business and ensuring each area is operationally supported Able to help develop solutions that support the business through transitional processes Identify barriers to the business initiative and develop change strategies, plans and schedules to effectively overcome these barriers Waitemata District Health Board PSO Advisor Role - Page 4

5 PERSON SPECIFICATION POSITION TITLE: P3M3 Analyst / Advisor Pi Programme Minimum Preferred Qualification One or more of: PRINCE2,PMI CAP, or similar One or more of: P3O MoP P3M3 MSP PRINCE2 Experience Worked in a busy EPMO environment providing EPMO services and support activities. Supported the development/ ongoing improvement of Project Management tools, templates, guidance and systems. Experience with SharePoint 2013 (is this a mandatory minimum or a preferred?) Experience with PPM toolsets 5-7 years experience working in EPMO s environments for large, complex organizations Part of a EPMO improvement Programme or maturity uplift initiative Responsibility for the development/ on-going improvement of Project Management tools, templates, guidance and systems. The provision of PMO reporting and practice support services The management of PMO information through PPM tools and/or PPM reporting spreadsheets Involvement in project health-checks / quality assurance activities and advising project managers on best practice Ensuring sound Project Benefits Management practices on projects Supporting Project Management Communities of Practice Experience of working in PMO s within the Health sector Waitemata District Health Board PSO Advisor Role - 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 Systems thinking ability to think across the whole spectrum to participate in robust decision making and innovation 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 A positive glass-half-full disposition (noting this is for an organisation that currently has low P3M maturity, but is working to achieve highp3m maturity, using a formal improvement programme, with strong senior executive support.) Open and friendly personality Strong attention to detail Resilient attitude and drive Self Awareness High competency in written and oral communication Strong interpersonal skills 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 Strong Information and Knowledge Management process skills. Strong health information management process analytical skills Knowledge of clinical practices and processes within WDHB Understanding of the relevant legislations applicable. Appreciation of Technology and it s place in the business Understands the management of stakeholders and the psychology of change Waitemata District Health Board PSO Advisor Role - Page 6