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Job Specification
Position Title: PROJECT MANAGER (HEALTH CAPITAL PROJECTS)
Job Code: AMAPCEO - General Admin Ama Unit AGA21, 21AGA
Job ID: 21919

Purpose of Position:
To provide leadership and expertise to the Consultant team in the management and coordination of the Ministry`s review, decision-making and approval processes for health capital projects within assigned Local Health Integration Network (LHIN) geographical areas. To represent the Ministry with key stakeholders and health service partners, including consulting with LHINs to assist in ensuring the alignment of capital projects with LHIN program and service priorities. To project manage and coordinate the Ministry`s role in all aspects of review and decision-making regarding health capital redevelopment project submissions, ensuring compliance to industry best practices and with Ministry goals / objectives, contractual and accountability mechanisms. To represent the health capital program at inter/intra Ministry and government meetings, cross-functional teams and other working groups.

Duties/Responsibilities:
Working in an Unit that is responsible for leading the management and coordination of the Ministry`s planning and decision-making process for the successful operational implementation of its multi-year, multi-million dollar health capital program, and for providing consulting / support to health service providers, key stakeholders and heath care partners, this Position:

1. Provides leadership and direction to the Consultant team, Including providing expertise. advice and guidance related to the interpretation and application of legislation, program policies, processes and best practices associated with capital infrastructure development / renewal projects. Provides support to the Manager in the areas of hiring, training and performance management; identifying work priorities and optimal resource allocation to meet the project and Unit objectives, day to day coordination and keeping staff informed of changes to policies, procedures and processes.

2. Represents the Ministry and the capital program to the LHINs, health service providers and stakeholders within the assigned geographical area; develops and manages effective working partnerships to establish an effective forum for the development of practical and reasonable solutions to address program / capital project issues through mutual problem solving. Promotes understanding, buy-in and support for the government / Ministry`s direction with respect to the delivery of the Province`s health capital program. Consults with LHINs to assist in ensuring alignment of capital projects with their strategies / priorities and Ministry`s initiatives / program. Manages the stakeholders for which project approvals were not obtained.

3. Provides team leadership, expertise and coordination in the application of the branch`s common project management
methodology, tools and templates (e.g. key milestones, priorities, Issue management processes, standards, tracking and reporting mechanisms) to ensure effective delivery at the Unit`s assigned capital proposals and project submissions from inception, planning, design and implementation to construction completion and post occupancy. Manages the scope, schedule, status and cost of assigned capital projects and proposals and the development and quality of all products required to support the Ministry`s decision-making processes; reviews quality of work to ensure high standards are met by the Consultant team. Identifies and investigates problems with performance, meeting project deadlines / deliverables and takes appropriate action to address them (e.g. develop / deliver training, negotiate changes to contracts with impacted parties, advises Manager).

4. Leads process to ensure health care providers meet best practice project requirements and establish clear and achievable project objectives that align with LHIN and Ministry objectives; provides input to balancing and prioritizing the competing demands for health capital resources; leads problem solving to advance approvals to respond to concerns and expectations of the various stakeholders while still meeting Ministry goals/objectives and accountability requirements.

5. Manages the Ministry`s review and decision-making process through all aspects of development and implementation of health capital projects related to the redevelopment of health care facilities / services delivered through a diversity of health care delivery systems (LHINs) within an assigned geographical area. Provides Ministry policy and program direction, expertise, advice and support to LHINs / health services providers from proposal inception to project construction completion / operations and post occupancy, including working collaboratively to develop strategies to resolve complex issues and mitigate risks / impediments throughout the entire process.

6. Conducts and effectively coordinates the review of project related planning, design, procurement and financial project documentation such as Master Programs, Master Plans, Business cases, Functional Programs, Design Development documents, Working drawings, Local Share Plan, Cost Reports and Procurement documents with required internal / external resources (e.g. planning approvals, architectural design, financial assessment, etc); ensures that requests for information / assistance, submissions (e.g. funding methodologies, capital plans) and processes are addressed, responded to and expedited in a timely manner. Recommends approval / non- approval of capital plans; advises clients of recommendations and provides advice / expertise in resolving planning issues.

7. Works with LHIN`s in providing direction and facilitating joint discussions between stakeholders on issues related to the planning of the health care facilities/services within the assigned area with respect to changes to health care service providers / services including transfers, realignments, closures or conversions. Ensures that the outcomes are based on valid, defensible rationale and that they support and are consistent with government and LHIN directions.

8. Facilitates the reviews of Post Construction Operating Plans (PCOP) submissions for funding operating costs in health care agencies resulting from capital construction for consistency with approved functional program.

9. Coordinates the preparation and / or prepares complex briefing notes, correspondence and input to corporate submissions (e.g. Cabinet submissions) within tight deadlines to provide information and advice to Branch management, senior management and/or the Minister on capital redevelopment issues, their relative priority and proposals for the resolution of problems, potential difficulties and their impact.

10. Represents the health capital program at intra / inter ministry and government meetings, cross functional teams and other working groups.

Knowledge:
Position requires extensive knowledge of project management methodology, processes, tools and templates; health capital project development and implementation requirements and processes, the health care system / LHINs and major issues, service delivery model, authorities, funding mechanisms and governance, including role / mandate of LHINs and Infrastructure Ontario, to provide leadership and coordination to the Consultant team for the Ministry`s decision-making process in support of the delivery of health capital projects within an assigned geographical area, to project manage the Ministry`s decision-making process for health capital projects and to manage the resolution or program / project issues. Excellent knowledge of government / Ministry strategic directions, legislation (e.g. Public Hospitals Act, Ministry of Health Act, Private Hospitals Act, Independent Health Facilities Act), policies, program, health care goals/priorities, in particular those governing infrastructure development / renewal planning and implementation, and decision making processes in order to represent the health capital program to stakeholders, to assist LHINs in aligning the capital projects with their strategies / government direction, ensure compliance with Ministry`s program / policies through each planning, design and construction milestone and to ensure that joint discussions to effect changes to health care service providers / services support government direction / policy. Knowledge of and proficiency in use of computers and related software packages (e.g. word processing, data base management, project
management and spreadsheet) to track and monitor capital projects progress, prepare correspondence, briefing notes and corporate submissions. Strong conceptual and strategic thinking skills to provide strategic planning support to the Manager/ Unit to work with LHINs and promote support / buy-in or government / Ministry direction with respect to the health capital program to key stakeholders.

Political acuity is required to effectively manage stakeholder relationships, especially in cases where capital project was not approved. Superior analytical, interpretative and problem solving skills to resolve complex problems involved in meeting capital program / project objectives related to scope, design, costs and the project`s local share; critically analyze and apply benchmarks to capital plans and make recommendations as to whether to approve the submissions; identify and address barriers/ impediments / diversity of issues and develop innovative solutions / new approaches where possible in response to them throughout all aspects of the Ministry`s decision making processes; and assess capital plans for compliance with industry best practices and Ministry policies / program objectives.

Excellent project management skills and experience with large and/or complex health capital projects to project manage the Ministry`s role related to health capital project submissions that have long term impacts on the delivery of health care services, to track /report on all projects within the Unit, to identify problems with achieving project objectives / deliverables and taking appropriate action. Excellent leadership, planning, coordination and organizational skills to coordinate work within the Unit, assign resources, monitor all project schedules / deliverables within the Unit and successfully balance a demanding workload, including conducting review processes with relevant Ministry staff and stakeholders (health services providers, LHINs, and Infrastructure Ontario for AFP projects). Excellent communication and relationship management skills to develop and foster the maintenance of complex relationships with LHINs, health service providers and internal / external stakeholders to facilitate a forum for mutual problem resolution to promote
support and buy in for government / Ministry direction / objectives, to provide effective consultation services and to develop briefing notes / materials and corporate submissions. Excellent negotiation skills to address complex project related issues, including changes to project scope, budget and timelines and to ensure that negotiations for changes to health service providers / services (e.g. transfers, realignments, closures or conversions) meet Ministry objectives and better serves the needs of the community.

Judgement:
Work is performed under the general direction of the Manager, Capital Projects and within the broad framework of Ministry legislation, policies, business directions, guidelines governing the health capital program. Considerable judgement is exercised in representing the Ministry`s health capital program to a wide variety of health capital program to a wide variety of health service providers / stakeholders within an assigned geographic area. In ensuring that their capital needs are aligned with government / Ministry direction. In effectively dealing with issues raised by stakeholders
whose capital proposals were not approved, and in reviewing / recommending approval or non approval of their capital proposals and requests for funding capital-related operating costs. Position exercises considerable judgement in resolving complex problems related to scope, status, cost and design as reflected in health capital project submissions. Position exercises judgement in providing team leadership, expertise and functional direction to the Consultant team in the interpretation / application of legislation, program policies in the use of common project methodology, processes and best practices, in the resolution of complex capital related program / project issues and in negotiating changes to health care service providers proposed capital projects. Excellent judgement is required to successfully project manage the Ministry`s role for a diverse portfolio of health capital projects to meet health service providers` plans and
expectations within the context of project objectives and government directions - projects vary in size and complexity from minor and small hospital and community proposals to multi-million dollar, high profile new and renovation capital redevelopment projects. Excellent judgement is exercised in managing and coordinating the Ministry`s decision-making processes for these project submissions during all stages to ensure progress within time and on budget (e.g. program reviews, focused operational and capital reviews, construction, request for associated operating funding, project funding and settlements, etc.).

Position exercises judgement in day to day coordination of work in the Unit, in establishing priorities and aligning resources, in ensuring project compliance with industry best practices and Ministry`s programs / policies / contractual and accountability frameworks through each planning, design and construction milestones, in providing ongoing consultation and advice to health services providers to facilitate needed changes through the proactive analysis and evaluation of program/ project issues and in the interpretation of Ministry policies, practices, guidelines and procedures. Judgement is required to deal with confidential information, lead the approvals for the procurement processes; approve plans. Judgement is exercised in gathering, compiling and analyzing a variety of reports and in coordinating and/or preparing recommendations, briefing notes / materials in of senior management.

Accountability - Programs:
Accountable for providing leadership, functional direction and day to day coordination to Consultant team; for representing the Ministry / health capital program to wide variety of health service providers within a geographical area and managing the resolution of complex program / project management issues; for the review and analysis of project documentation; for overall project tracking and reporting for all capital projects within the Unit, for comprehensive primary support, consultation services, project management of Ministry`s role and problem solving on a full range of restructuring and/or redevelopment projects, including ensuring compliance with industry best practices and government / Ministry goals / objectives. Accountable for ensuring that negotiations of changes to health service agencies / services support LHIN, government Ministry direction and best meets community needs.

Accountability - Personnel:
Provides team leadership, guidance to Consultant team, including assigning work, reviewing quality of work and identifying the need for training. Provides functional guidance and coordination to Ministry and intra-government staff to expedite capital planning processes and address issues /problems related to implementation of capital projects.

Accountability - Finance & Material:
Reviews and analyzes planning, design, procurement and financial documents. Negotiates scope, cost, schedule, design and local share plan issues. Advises and monitors costs, local share, schedule and scope at capital projects for
compliance with the project objectives and government direction. Recommends the allocation of multi-year multi-million dollar transfer payment fund and provides advice to support project funding and settlements.

Accountability - Impact of Errors:
Poor advice consultation, overall Unit project management / tracking and ineffectual management of stakeholder
relationships and their issues could result in capital projects that represent poor government investments and do not meet government priorities / criteria in stakeholders who do not adhere to sound practices, in provision of health care services that do not meet the needs of the communities and loss of credibility with local communities. Errors in decision-making for projects could result in projects that do not provide value for money, have cost over-runs and lead to use of inappropriate physical facilities related to poor health outcomes. Poor planning advice / consultation could delay health care reform within the assigned geographical area.

Contact - Internal:
Frequent, ongoing contact with Branch and divisional contacts (e.g. Capital Programs & Standards, Capital Project
Management Office, Capital Financial Services, and Health System Accountability & Performance, HSIMID) to provide expertise, advice and recommendations on complex capital redevelopment projects and to ensure effective liaison and coordination. Regular ongoing contacts with colleagues within the Branch (e.g. financial services, programs and standards, project management) to provide functional direction, expertise and recommendations to expedite and facilitate solutions to complex capital planning, management and construction issues, provide status reports / information, coordinate the development of Cabinet Submissions and ensure effective communication, linkages and liaisons. Frequent contact with senior Branch management, and occasionally within Ministry senior management and/or
Minister to present recommendations and briefings on contentious, highly political capital project issues.

Contact - External:
Regular, ongoing contact with health service provider decision makers (e.g. President & CEOs, Board Chairs), LHINS, and Infrastructure Ontario for those projects that are using an Alternative Financing and Procurement (AFP) approach, regarding the planning and implementation of diverse and complex capital projects, provide expertise and authoritative advice on the planning, design, costing and procurement in support of their health capital project submissions. Regular contact with broad range of external provincial partners and stakeholders, such as LHINs, health service providers professional and technical staff and their designated consultants (e.g. architects, engineers, cost consultants, site planners, lawyers) to provide consultation, advice, information, policy and standards clarification; expedite and facilitate problem-solving related to Ministry decision making processes in all stages of capital development, implementation and post occupancy operations.