Job Specification

Purpose of Position :

To provide leadership, consultation and advice on eHealth projects that supports the eHealth accountability framework, structures and processes for the delivery of the eHealth agenda in Ontario, ensuring that projects are aligned with ministry strategic directions, business plans, priorities and OPS information management strategies/ standards. To provide overall project coordination, issues management and consolidated regular/ ad hoc reporting within prescribed timelines. To liaise with critical internal and external stakeholders on the content/ submission of key documents, oversight of deliverables and operational management of systems in support of evidence based health system decision making.

Duties / Responsibilities :

Working in a branch that manages accountabilities, legislative obligations and a dedicated liaison function to facilitate interactions between internal ministry, eHealth agencies, external partners and interest groups to enable providers to fulfil their eHealth related mandates in support of the government's eHealth agenda and priorities, this Position:

1. Provides leadership, expertise and consultation for the planning, coordination and monitoring of eHealth projects in support of the operational management and continuous improvement of systems to deliver the eHealth agenda. Consults and provides input/ advice on the development of project charters, plans and progress report requirements, including identifying purpose, scope, deliverables, timing, critical path, milestones, resource requirements, performance measures and evaluation strategies to be addressed in the negotiation of agreements; coordinates associated support and advisory activities. Leads/ participates on cross-functional teams.

2. Coordinates planning and problem solving sessions to assist in developing project structures that align with ministry/ division strategic goals, business plans, priorities, sub-strategies and OPS information management strategies/ standards. Provides advice and support to ministry business areas on IT components of strategic development; the identification of essential linkages between eHealth Ontario and the ministry; and the identification of contentious issues relating to business areas such as privacy, security, content management, records management, audit, integrity, accountability, risks, opportunities and areas of concern; facilitates their support for the eHealth agenda.

3.Builds relationships to establish effective consultation processes with management/ staff across the division/ ministry and an effective liaison function with eHealth agencies, key external partners, interest groups and central agencies (e.g. MGS, Office of Corporate Controller and Information (OCCIO), Supply Chain Management) to identify and manage project inter-dependencies, system/ compatibility issues (special gating, portal readiness); coordinates and facilitates the development/ submission of MB20s, report backs and approvals, project/ status reporting, processes and documentation standards; promotes achievement of common goals/objectives; and provides advice in the resolution of issues.

4. Provides analysis, strategic planning advice and recommendations to Director and senior management on contentious issues relating to the coordination of projects, implementation of new project structures or strategies to manage risks, resolve issues, respond to opportunities and improve performance of projects. Represents the Director and/or the branch at meetings/ committees, working groups and networks as required (e.g. eHealth Ontario's Gating Committee, Supply Chain Leadership Council).

5. Monitors activities of the multiple projects to ensure alignment, coordination and progress. Receives and reviews project status reports from partners; identifies any emerging issues related to accountabilities, progress, deliverables, funding and where required, contacts the originator, impacted internal ministry stakeholder(s) and/or central agencies to effectively address the problems (e.g. project delays).

6. Coordinates and manages the consolidation and roll up of all individual project status reports/ dashboard (e.g. Project Milestone Achievements, Project Progression Reports, Quarterly Major I&IT Report, In year Project Change requirements, Mandated Report Backs, Project Gate Timing, strategic change, project outcomes, funding) to meet regular/ mandated and executive requirements for information. Ensures that the format of reports conforms to OPS/ internal ministry reporting standards and meets prescribed timelines. Liaises with the parties to respond to any issues/ problems associated with the reports or reporting requirements. Manages the communication process for the delivery of consolidated reports; oversees effective cross-divisional communication/ linkages that involve common issues.

7. Provides leadership, coordination and project support by reviewing partner submissions (e.g. Gateway Submission content, I&IT Project Documentation Gateway Review, Procurement Submissions, Operational Project MB20s, Supply Chain Leadership Council submissions) for content and alignment with business plan, prior approvals, changes in strategic direction/priorities and forwards to appropriate internal branches/staff for their review and input. Facilitates agreement on the changes to be incorporated and prepares the formalized submission documents based on standards templates. Coordinates/ manages the formal submission and appropriate government/ ministry approval and decision making processes.

8. Leads and facilitates in the design / implementation of performance measurement, monitoring and reporting techniques/ tools to provide ongoing assessment of customer satisfaction and system performance to achieve intended strategic and operational outcomes (e.g. increased utilization of health systems information, improved evidence based health system decision making, increased transparency of eHealth funding, policies and operations). Ensures tracking and monitoring mechanisms are in place to assess the effectiveness of current performance metrics, recommend improvements and lead in the development of data collection for appropriate measurement.

9. Prepares advice, coordinates and/or prepares communication materials (e.g. current issue briefing notes, news releases), responses to FOI requests, various eHealth presentations and responses to information requests from senior management with respect to status of projects, implementation plans and resolution of contentious/ emerging issues.

Knowledge :

Advanced knowledge of the provincial external health sector environment and eHealth issues (e.g. role of LHIN, businesses of crown agencies, health care delivery system and operations, health systems management, health industry in general), government/ministry mandate, objectives and strategic directions and new initiatives with respect to eHealth, divisional program and operational policies, health related legislation and regulations (e.g. Personal Health Information Protection Act (PHIPA), CFMA) and ministry approval/ decision making structures to facilitate the development of project charters, plans and reporting so that it aligns with and supports the OPS/ministry agenda, priorities and strategic directions, provide advice, prepare formalized submissions (e.g. Procurement Submissions, Operational Project MB20s) and respond to issues/ requests for information. Position requires knowledge of OPS/ministry information management strategies, policies, standards as well as administrative policies/ guidelines/practices related to procurement, privacy requirements, records management, audit and integrity to lead in the identification of project inter-dependencies between ministry and eHealth agencies, address system/ compatibility issues, etc in support of reliable and relevant health data information flow to senior management/ stakeholders in accordance with these policies/ guidelines. Position needs to maintain awareness of emerging trends and developments in information management (e.g. portals, gateways), effective application of customer service standards and measurement / performance metric development to monitor system performance, identify opportunities for continuous improvements and facilitate increased utilization of health system information. Knowledge in the application of effective project and change management methods/ techniques and issues management processes with excellent project management skills and experience to successfully coordinate, monitor and report on eHealth projects for the division, monitor project progress, performance and outcomes and prepare briefing notes in response to issues. Knowledge of contract management and procurement policies and practices is required to provide expertise and review/ provide input into procurement submissions related to development of new data management systems or re-engineering of existing information infrastructure and information systems to meet eHealth program needs. Demonstrated leadership and facilitation skills to provide advice and guidance on resolution of problems/ issues related to improving project progress/deliverables and secure cooperation in meeting required reporting timelines. Highly developed analytical, evaluation, problem solving, project management and issue management skills are required to review individual progress reports received from partners, identify issues, gaps, opportunities and assess risks, solicit comments from relevant areas within the branch/ ministry, assess and incorporate feedback, and consolidate project reporting; identify issues with achieving project timelines, project performance and deliverables and develop recommendations/ solutions that are predicated upon a thorough investigation, synthesis of information and understanding of eHealth agenda, legislative obligations, agreements and partners mandate, and provide accurate/efficient advice to senior management on issue resolution. Strong stakeholder management and relationship building skills and political acuity are required to establish effective consultation processes, with colleagues throughout the division, ministry, other ministries and external stakeholders to achieve work related goals, coordinate and deliver project reporting and promote acceptance of the ministry/ government agenda. Highly developed oral/written communication, presentation, mediation and consultation skills are required to liaise with internal ministry and with external stakeholders (e.g. eHealth Ontario and other agencies, Supply Chain Leadership Council), communicate about strategic, operational and technical matters orally and in writing to ensure that complex information is effectively conveyed, to represent the branch/ division with key players/stakeholders on intra and inter ministerial corporate committees/initiatives and to prepare briefing notes, correspondence, action plans, presentations and respond to information requests. Good computer skills to access the Internet as a research tool and to prepare correspondence, letters, reports, presentations using relevant software programs (e.g. word processing, spreadsheets, etc.)

Judgement :

Position works under the general direction of Director, eHealth Liaison Branch and within the broad framework of eHealth government/ ministry agenda, commitments and priorities, ministry legislation, policies, guidelines, procedures and protocols. Position exercises considerable judgement in leading the development, coordination and reporting of projects that have ministry wide scope and that enable eHealth partners and agencies to achieve their agreement obligations; and in ensuring that the development of projects are aligned with OPS/ministry strategic directions, priorities, sub-strategies and information management strategies/ standards. Excellent judgement is required to oversee and monitor all project pieces (e.g. timelines, milestones, desired outcomes, funding, in-year changes, priority changes); to review and assess all individual project progress reports and consolidate them for mandated/ regular reporting purposes and identify/ report on emerging issues (e.g. security of information, information access, project funding); and in establishing effective stakeholder relationships and consultation processes to discuss/ resolve project management and delivery issues (e.g. project delays, funding shortfall). Excellent judgement is required in providing expertise and advice to branch/ division staff related to IT components of strategic development, in representing OPS information management strategies and providing IT advice to business areas across the ministry to facilitate their support for the eHealth agenda. For delivery of components of eHealth Ontario led projects, excellent judgement is required to identify project and IT implications of competing priorities between ministry and eHealth Ontario and develop strategies/ options to arrive at a solution that is acceptable to both (e.g. how to respond to a request from a division for a broader health system application that aligns with eHealth's Ontario mandate but is not in their business plan or approved priorities). Position requires excellent judgement to liaise and maintain regular interactions between internal ministry staff, eHealth agencies and central agencies (i.e. OCCIO, SCM) to facilitate essential system linkages between eHealth agencies and ministry's existing system architecture as eHealth Ontario is not subject to all OPS architectural standards. Judgement is used in assessing and incorporating feedback from relevant branches/divisions on partner submissions, formalizing them and in managing the submission, approval and communication processes. Judgement is exercised in providing advice and recommendations for issue resolution and responding to information requests from the Director/ senior management, for establishing standards and measurement criteria for evaluating and reporting on performance against objectives/plans and in determining action required to resolve variances from plans, emerging issues and problems, especially where they cross organizational boundaries.

Accountability - Programs :

Accountable for leadership, expertise and consultation for the planning, coordination and monitoring of eHealth projects in support of the operational management and continuous improvement of systems to deliver eHealth agenda; for providing advice and coordinating planning and problem solving sessions to assist in developing project charters that support full alignment with ministry/ division strategic goals, business plans, priorities; for monitoring all project pieces (i.e. timelines, milestones, desired outcomes, achieving performance targets) and identifying/ responding to emerging issues/ problems; and for consolidating all individual project progress reports to capture the “big picture” to meet regular/ mandated and executive requirements for information. Accountable for managing effective stakeholder relationships and a liaison function and in responding to issues, including the development of briefing notes/other materials in support of Director/ senior management

Accountability - Finance and Materials :

Monitors costs and outcomes associated with project design and implementation activities/ deliverables; identifies and reports problems with funding or performance measures. Develops clear estimates of financial impacts of recommended project changes.

Accountability - Impact of Errors :

Failure to provide effective leadership, consulting, overall project monitoring and analyses for identifying and effectively responding to problems/ issues with project progress, performance and deliverables in a timely manner could negatively impact on the ministry's ability to make evidence-based decisions due to unavailable, incomplete or missing information, would make it difficult for partners to fulfill their eHealth mandates or the ministry to fulfill its legislative obligations and create embarrassment for the Minister and the senior management due to poor rating on delivery of eHealth services from clients and the public

Contact - Internal :

Regularly with peers and associates in the division/ ministry (legal, policy, financial, performance, information management) to: consult on the development/ implementation of project charters, activities and issues resolution, collaborate on efforts/issues of mutual concern and in review of partner submissions, to inform senior management of status of projects, including identification of emerging issues based on consolidation of individual project progress reports and maintain linkages for cross-branch issues. Facilitates coordination and cooperation between eHealth Ontario business connections and business leads in the ministry on the development of project charters, resolution of issues (e.g. funding shortfall, project delays) and report preparation. Contact with senior management up to the level of the Minister to provide briefings, advice and recommendations for issues resolution. Regular contact with colleagues in other ministries and central agencies (e.g. OCCIO) to develop partnerships with key stakeholders and to work collaboratively on eHealth issues (e.g. system compatibilities, gating, portals).

Contact - External :

Regularly with eHealth Ontario, other eHealth agencies (Ontario Telemedicine Network, First Nations, electronic Child Health Network) and external partners (e.g. LHINs, Canada Health Infoway) to collaborate on development of project charters, plans and activities, to advise on OPS/ministry information management architectural standards, IT strategic development and discuss/ address project progress, performance, funding and other problems and provide advice/information on eHealth agenda and priorities. Position participates on various committees on behalf of the branch/ division/ ministry.