1. IDENTIFICATION. Freebalance coding: PURPOSE 3. SCOPE

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1 1. IDENTIFICATION Position No. Job Title Supervisor s Position Manager Informatics Projects Director Government Information and Planning Department Division/Region Community Location Community and Government Services Informatics Planning and Services/Headquarters Iqaluit Freebalance coding: PURPOSE 4 th floor Brown Bldg. Main reason why the position exists, within what context and what the overall end result is. Working within the Government of Nunavut s (GN) Informatics Planning and Services branch (IPS), this position leads the Government s team of specialized Project Managers and Business Analysts in the delivery of specialized IT services. The Manager Informatics Projects is responsible for managing and mentoring all other Project Managers and Business Analysts within the Informatics Project Office, both staff and contract, and is responsible for the oversight of all development of new or enhanced IT programs or services for all departments within the GN. The Project Office and each Project Team, under the supervision of the Manager Informatics Projects is responsible for ensuring that client departments, consultants, vendors, IPS operations representatives, systems designers, enterprise architects, legal advisors, business analysts and data administrators work in unison to deliver systems that meet GN requirements. The Manager Informatics Projects is to establish, implement, develop, and control best practices for IT project management throughout the organization. This includes defining and documenting all policies and processes of project lifecycles in order to deliver these projects according to plan and within budget. The Manager Informatics Projects will also create formal methodologies for defining project key performance metrics and allocating resources. 3. SCOPE Describe the impact the position has on the area in which it works, or if it impacts other departments, the government as a whole, or the public directly or indirectly. How does the position impact those groups/individuals, the organization and/or budgets? What is the magnitude of that impact? Located in Iqaluit and reporting to the Director Government Information and Planning, the incumbent manages all informatics project initiation, planning, administration, contracting, scheduling and monitoring, as well as staff engaged in those activities. The incumbent will also be expected to negotiate and provide contract management and conflict resolution with the client department and outside contractors on the Government s approximately $10 M of systems development activity and delivery of IT programs and services each year. The incumbent will provide the management skills necessary to oversee and coordinate the interaction and impact of informatics projects across all of the GN s multiple departments and Page 1

2 programs, to assign projects to subordinate Project Managers and Business Analysts, and to keep all projects on time, within scope and within budget. Poor management could result in a project being delayed, allocated budget being lost, or termination of a project that does not fulfill the requirements of the client department. 4. RESPONSIBILITIES Describe major responsibilities and target accomplishments expected of the position. List the responsibilities that have the greatest impact on the organization first and describe them in a way that answers why the duties of the position are being performed. For a supervisory or management position, indicate the subordinate position(s) through which objectives are accomplished. The Manager Informatics Projects is responsible for overseeing the following phases of all current GN Informatics projects. Project Initiation: Assisting subordinate Project Managers and the client department in identifying needs for a specific project, this may take the form of commissioning and reviewing an analysis of existing applications and/or business processes and identifying gaps in functionality or processes Assisting subordinate Project Managers and the client department in identifying a budget and timeframe for the Project, budgets may be from $35,000 to in excess of $10 million while the timeframe may range from two months to over two years Assisting the client department in developing, advertising and evaluating a Request for Proposal according to the GN standard RFP process Preparing contracts for signature by the contracting authority Project Planning: Review and approve Project Charters from subordinate Project Managers which clearly outline to all stakeholders the scope of each project Review and approve a communication plan for each Project which indicates requirements for meetings, issue resolution and contacts Review and approve Project Plans which clearly identify the time frame and resources needed for all current Projects Oversee all Project teams which may include departmental representatives as well as third party vendors required for the delivery of various Projects Project Delivery: Review and monitor Project Charters and Project Plans to ensure that deliverables are on schedule Review and oversee any changes in the scope or time (change requests) for all Projects and evaluating the impact on the overall GN Informatics Plan Oversee on going communication between Project teams Oversee test cases and testing of the application Review and approve required training plans for end users Review and approve Certification of Product delivery Project closure: Review all Projects prior to recommendation for final signoff Ensure that post implementation support, sustainability and capacity is sufficient for the cumulative impact of all projects taken together Approve and accept the final production deployment schedules globally across all projects as they are accepted by Informatics Operations and the end users Provide post implementation review of all Projects identifying problem areas to assist the Project Office in refining project management procedures. Page 2

3 Strategy & Planning Define how the scope, goals, and deliverables of IT projects should support business goals, in collaboration with senior management. Define project success criteria and disseminate them to involved parties throughout project lifecycle. Effectively communicate and manage project expectations to project managers, owners, sponsors, team members, and other stakeholders in a clear and concise fashion. Establish project timelines and milestones/deliverables using the appropriate tools. Determine frequency and content of status reports from project managers, analyze results, and troubleshoot problem areas/mitigate project risks. Acquisition & Deployment Effectively manage project teams time and allocate resources to ensure deliverables are completed. Where required, negotiate with department managers for the acquisition of required personnel from within the company. Assess and approve/disapprove need for additional staff or consultants and make the appropriate recruitments if necessary during project s lifecycle. Operational Management Direct and manage development of all IT projects within the PMO portfolio from beginning to end. Develop best practices, techniques, and tools for project planning, execution, project management, ongoing milestone/deliverable tracking, communication, and key performance metrics. Communicate project management standards and techniques to the appropriate training staff. Review budget proposals, and recommend subsequent budget changes where necessary. Track and monitor all project milestones and deliverables. Identify and manage project dependencies and critical path. Accept and assess status reports, change requests, and requirements documentation to ensure smooth project progression. Conduct project post mortems and create a recommendations report in order to identify successful and unsuccessful project elements. Coach, mentor, motivate, and supervise new project team leads, team members, and contractors, and influence them to take positive action and accountability for their assigned work. Identify and resolve issues and conflicts within and between various project teams. Page 3

4 5. KNOWLEDGE, SKILLS AND ABILITIES Describe the level of knowledge, experience and abilities that are required for satisfactory job performance. Knowledge identifies the acquired information or concepts that relate to a specific discipline. Skills describe acquired measurable behaviors and may cover manual aspects required to do a job. Abilities describe natural talents or developed proficiencies required to do the job. These requirements are in reference to the job, not the incumbent performing the job. Contextual Knowledge: Knowledge of the project management standards and methods Knowledge of current technological developments/trends Knowledge of informatics practices, concepts and, principles Knowledge of financial management related to budgeting and expenditure control Skills & Abilities: Ability to facilitate relations between business groups and technology departments. Solid leadership skills. Ability to be flexible in meeting timelines and shifting priorities Problem solving skills Ability to read communication styles of project team leads, team members, and contractors who come from a broad spectrum of disciplines. Ability to defuse tension among and between project teams, should it arise. Advanced interpersonal, written, and oral communication skills. Ability to conduct research into project-related issues and products. Ability to learn, understand, and apply new technologies. Ability to effectively prioritize and execute tasks in a high-pressure environment is crucial. Qualification Requirement: Typically, the knowledge, skills and abilities required for the position would be attained through: University degree in the field of computer science or business administration Certification in Project management. Experience at working both independently and in a team-oriented, collaborative environment is essential. 5 years of progressive direct work experience in an IT project management capacity, including all aspects of process development and execution. 3 years experience in supervision of staff Experience in developing and deploying project best practices, policies, procedures, and processes. Demonstrated experience in personnel management. Asset: 3 years experience managing an Information Technology Project Management Office Awareness of the Nunavut Informatics environment, including knowledge of the Informatics Operations mission, organizational structure and mandates; A knowledge of the mandates and program activities of the GN s various departments; Knowledge of relevant legislation and regulations applicable to information management and information technology (Access to Information and Privacy Acts, Consulting and Audit Canada standards, etc.) in order to ensure systems integrity, Page 4

5 reliability and security. The ability to speak Inuktitut/Inuinnaqtun 6. WORKING CONDITIONS List the unavoidable, externally imposed conditions under which the work must be performed and which create hardship for the incumbent. Express frequency, duration and intensity of each occurrence in measurable time (e.g. every day, two or three times a week, 5 hours a day). Physical Demands Indicate the nature of physical demands and the frequency and duration of occurrences leading to physical fatigue or physical stress. Overtime may be required to meet deadlines. Sitting for extended periods of time. Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices and objects. Physically able to participate in training sessions, presentations, and meetings. The work requires frequent movement from one building to another. Some travel may be required for the purpose of training or meeting with clients, stakeholders, or off-site personnel/management. This would include travel to remote Arctic communities and/or southern destinations. Environmental Conditions Indicate the nature of adverse environmental conditions to which the jobholder is exposed, and the frequency and duration of exposures. Include conditions that increase the risk of accident, ill health, or physical discomfort. The position requires extended use of computers. Sensory Demands Indicate the nature of demands on the jobholder s senses. These demands can be in the form of making judgments to discern something through touch, smell, sight, and/or hearing. It may include concentrated levels of attention to details though one or more of the incumbents senses. Work requires intense focus on complex variable information patterns for extended periods, usually via a computer screen. Mental Demands Indicate conditions within the job that may lead to mental or emotional fatigue that would increase the risk of such things as tension or anxiety. This position requires working within a team of people that may have varying levels of commitment to the task. Coordinating the work of other team members who do not directly report to the Project Manager can be challenging. In addition the requirements of the task may change which may require modification of previously agreed schedules or budgets. Constant monitoring of third party vendors becomes stressful when the delivery of a product is delayed or the product is faulty. Page 5

6 7. CERTIFICATION Employee Signature Director Government Information and Planning Supervisor Title Printed Name Supervisor Signature Date: I certify that I have read and understand the responsibilities assigned to this position. Date I certify that this job description is an accurate description of the responsibilities assigned to the position. Deputy Minister, Roy Green Deputy Head Signature Date I approve the delegation of the responsibilities outlined herein within the context of the attached organizational structure. 8. ORGANIZATION CHART Please attach Organizational Chart indicating incumbent s position, peer positions, subordinate positions (if any) and supervisor position. The above statements are intended to describe the general nature and level of work being performed by the incumbent of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of this position. Page 6