Job Specification

Purpose of Position :

To coordinate the provision of electronic document systems solutions to OPS ministries, agencies, boards and commissions including application design, development, enhancement, implementation and maintenance. To develop and implement marketing and communications strategies for the promotion of electronic document systems solutions across the OPS.

Duties / Responsibilities :

Within the Shared Services Bureau which provides a range of centralized business support services to the Ontario Public Service including ministries, agencies, boards and commissions, the Project Manager provides electronic documents systems solutions to ministries across the OPS to enable and enhance client business processes.

1) Plans and coordinates the work of the unit to provide high quality and timely applications services to clients across the OPS. Develops operational plans, application standards and procedures for electronic document systems solutions. Reviews and prioritizes requests from clients. Develops Memoranda of Understanding (MOUs), Project Charters, and Service Level Agreements (SLAs) with clients.

2) Coordinates/provides advisory services, business and systems analysis expertise to clients regarding e-forms solutions options and associated technologies; advises on methods to improve business efficiency and productivity through the analysis of customer business and data processing requirements/processes; identifies opportunities for IT resource sharing and recommends process re-engineering to improve cost effectiveness.

3) Provides project management for the systems analysis and development of electronic document management solutions including preparing project plans, leading teams (staff, client personnel and internal/external consultants, as appropriate), determining resources and schedules, assigning and monitoring activities, providing technical direction and project control, and preparing status reports.

4) Leads/conducts applications development for the SSB and clients across the OPS including: analysis of specific application requirements to meet clients' business needs and objectives, the recommendation and development of applications (e.g. the Government Forms Management Repository/Web Sites, Life Events Bundling, databases, other web sites); user acceptance and quality assurance testing, implementation of applications, and preparation of systems and user documentation. Ensures all applications conform to established IT and forms management standards and policies.

5) Has full responsibility for the development and maintenance of the Government forms intranet site and for the development, maintenance and population of the forms repository.

6) Coordinates the provision of technical support to clients in the resolution of technical problems relating to electronic documents applications including the development/implementation of problem management procedures and the management of third party vendor services.

7) Develops and implements marketing and communications strategies to provide information to clients, promote the benefits of electronic forms/documents applications, and solicit client feedback. Coordinates/provides training to internal staff and clients on use of e-forms applications.

8) Provides technical expertise and advice on electronic document systems solutions; advises Senior Manager/Director regarding related options, technologies and standards. Researches and implements the latest developments in the e-forms software industry, as appropriate, to enhance the overall cost effectiveness of electronic document services for clients and the SSB. Obtains information from other government jurisdictions e.g. federal, provincial, municipal and leaders in e-forms solutions at an international level. Develops RFQs and RFPs, coordinates and participates in vendor selection and vendor contract management in relation to e-forms solutions services.

9) Oversees the Electronic Document Systems unit including providing leadership and direction to staff, recommending performance standards, participating in performance reviews, providing training and development, and resolving work-related problems. Develops and administers unit budget; negotiates and manages contracts with external consultants providing services on projects.

Knowledge :

Position requires knowledge of systems analysis, applications development, current programming concepts, languages and tools; PC-, server- and mainframe-based systems technologies; data management, Internet/Intranet technologies, emerging technologies and IT security, particularly as they relate to electronic forms/information management in order to coordinate the provision of electronic document systems solutions services to the SSB and its clients throughout the OPS. Knowledge of current and emerging electronic document systems technology to evaluate and implement applications/software that provide the greatest cost benefit for clients' business and to ensure the OPS is well positioned for the future. Knowledge of OPS and SSB policies, standards and objectives relating to information technology and forms management in order to ensure that applications/advice conform to these guidelines. Knowledge of project management methodologies to provide project leadership and control for unit projects. Knowledge of business analysis and business process re-engineering techniques and broad knowledge of OPS ministry programs, policies and business processes in order to fully understand and meet clients' e-forms applications requirements and provide recommendations for business improvement. Knowledge of training techniques to coordinate the development and delivery of training seminars for forms management staff and clients. Knowledge of business case development, tendering and contract administration practices, as well as vendor management skills in order to prepare proposals and manage the acquisition of products and outsourcing of services, as required. Analytical and problem-solving skills are required to determine unit priorities, client requirements and best technical approaches to e-document solutions. Communication, consultation, negotiation and interpersonal skills to make presentations to clients, consult with technical and non-technical personnel in the SSB and client ministries, direct the work of staff/consultants/vendors, and prepare proposals, business cases and reports.

Judgement :

Work is performed under the general direction of the Senior Manager, Forms & Official Documents within the framework of Government/SSB policies, procedures and standards related to information technology and procurement, with considerable latitude for decision-making in coordinating the work of the unit and managing projects. Judgement and analytical skills are exercised in assessing the diverse electronic document applications needs for clients across the OPS and leading the development of solutions which are cost effective in supporting client program delivery. Considerable judgement and initiative are exercised in coordinating the analysis and definition of specific client needs, the derivation of data/functional requirements, and the design of business, data and functional models for clients. Judgement is required in managing projects, overseeing/conducting the development and testing of applications and the provision of documentation and technical support to clients to ensure that applications are properly implemented and maintained to clients' satisfaction. Judgement is exercised in dealing with innovative applications which are evolving and include issues related to technical infrastructure, systems compatibility and the transfer of information between jurisdictions. Judgement is also exercised in identifying business re-engineering.

Accountability - Programs :

Position is accountable for coordinating the work of the Electronic Systems Solutions unit and for providing technical and project management expertise in the planning, development, implementation and maintenance of electronic document systems applications for the SSB and clients across the OPS. Accountable for providing technical advice to Senior Manager/Director and clients concerning technical approaches and technologies which offer the greatest cost benefit for current and future business needs.

Accountability – Personnel :

- Directly supervises 4 staff including 1 Database Administrator, 1 Project Coordinator, 1 Programmer, 1 Junior Programmer QA.

- Provides direction to client staff, external consultants and vendors on projects, as required.

Accountability - Finance and Materials :

Accountable for developing and administering an annual budget for Electronic Systems Solutions, ensure cost effective use of resources. Ensures all applications incorporate adequate security features and contingency planning. Negotiates and administers services and consultants' contracts. Has signing authority up to $15, 000 per individual transaction.

Accountability - Impact of Errors :

Poor technical decisions and ineffective project management could result in inefficient or defective electronic document applications/systems for clients across the OPS and misuse of resources. Poor judgement in evaluating and implementing software could result in poor positioning of the OPS for future e-document management. Failure to provide adequate technical support could result in unresolved applications malfunctions, with subsequent negative impact on client program delivery.

Contact - Internal :

Regular contact with managers and staff in OPS client ministries to discuss applications requirements and issues, negotiate MOU's and SLA's, and coordinate the planning, development, and implementation of related initiatives. Regular contact with Senior Manager and Branch Director to provide updates on electronic document systems initiatives in client ministries and to provide information/recommendations concerning technical options and directions. Regular contact with Manager, Forms Management and OPS IT policy representatives to obtain information on Forms/IT policies, standards and directions in order to ensure consistency of e-document systems applications.

Contact - External :

Regular contact with IT industry representatives and software vendors to discuss available and emerging products, acquire technology products and services, negotiate service agreements, and resolve technical problems. Regular contact with external consultants to acquire their services, oversee their work, negotiate and administer contracts. Regular contact with peers in other jurisdictions and organizations to exchange information on electronic document systems developments and issues.