Job Specification

Purpose :

To apply in-depth, senior level knowledge, concepts and principles of process improvement and business analysis to the development of performance measurement, quality assurance, evaluation, continuous improvement and innovation strategies, initiatives and projects that fulfill the mandate and
objectives of the Lead Delivery Office.

Key Responsibilities :

1. Business Analysis and Process Improvement
-Designs tools and processes aimed at supporting the Lean Delivery Office in identifying, assessing value and prioritizing improvement initiatives in accordance with the ministry's strategic themes and priorities; develops and delivers briefings and presentations, providing advice and support to executives as required.

-Leads and facilitates structured discussions and presentations, such as interviews and workshops, to gather information from ministry program areas and project teams in order to document processes and workflows and gain knowledge of organization and context; designs, implements, and coordinates processes to collect, synthesize, and analyze data/business information.

-Identifies opportunities for process improvement and innovation; determines issue connectivity and analyzes information to translate business priorities into implementable actions; utilizes knowledge of ministry strategic priorities, policies, programs, and services to provide coordination and analytical
expertise to the design of future state business and process models.

-Provides recommendations for process improvements, improving quality, optimizing costs, and establishing appropriate process metrics and process controls; maintains in-depth understanding of stakeholder's business and program needs to proactively introduce innovation into business processes
that can impact results and improve efficiency.

-Leads business case development for proposed business process improvement initiatives to ensure adequate assessment of opportunities, risks and return on investment; integrates performance metrics and process improvement and design methodologies into the development of business cases.

-Partners with and acts as a resource to project managers in identifying and prioritizing process improvement and innovation projects; identifies barriers to implementing improvement plans and develops strategies to overcome these barriers.

-Leads environmental scans, literature reviews and research to identify and examine issues, trends, developments and best practices in business process improvement methodologies and makes recommendations on new functionality, tools and processes for their applicability to the functional and
business requirements of the ministry and Project.

2. Analysis and Performance Measurement
-Develops methods to collect, synthesize, analyze, and use data that provides input to facilitate and align process improvement strategies with the organizations objectives

-Provides expertise to the development of analytic and performance measurement strategies for all projects undertaken, including the development of key performance indicators, identification of data sources and collection of baseline data.

-Partners with stakeholders to develop metrics to successfully track improvements that achieve their priorities, goals, and objectives; defines standards to ensure cohesive and reachable measures of success; reviews and reports on data pre- and post- implementation to measure success.

-Leads the development of a dashboard of performance focused analytics that provide a mechanism to monitor and assess what is happening in the ministry and translate those findings into concrete plans for improvement; identifies need for associated evaluation or research projects as appropriate.

-Ensures the Manager is aware of critical issues associated with performance measure and outcome design, operationalization and ongoing development; provides options, advice, recommendations, and perspectives relating to issues, opportunities, and challenges.

-Assesses the need for and provides process improvement training for ministry managers and project teams in support of the Project's objectives.

3. Expertise, Advice and Stakeholder Relations
-As a subject matter expert on improvement methodologies, imparts knowledge of improvement processes and best practices to project teams, program area and senior managers; provides expertise to the development of various tools, templates and methodologies of process/performance measurement, analysis and design.

-Acts as a champion and provides advice and/or identifies ways to continuously drive process improvement and innovative change within the ministry.

-Establishes effective working relationships and communications with key senior managers to position process improvement and innovation work as a key enabler to strategy and execution efforts.

-Contributes to the development and implementation of organizational initiatives to foster continuous improvement and innovation at all ministry levels, including consulting with staff and stakeholders to identify examples of innovative approaches to ministry business practices.

-Leads and/or participates in ministry, cross-government, and external teams and working groups, representing the perspectives and requirements of the ministry and Project; to maintain thorough knowledge of current and emerging approaches and best practices; and to discuss and resolve process
improvement issues.

Knowledge / Skill :

Knowledge of and skills in:
-Business analysis, business modeling and forecasting tools, and process improvement methodologies, principles and techniques including the definition, measurement, analysis, improvement, and control and verification of business processes to lead the development of current and future state business and process models and provide outcomes measurement data for application to performance measurement, quality assurance, continuous improvement, and innovation strategies and initiatives.

-Performance measurement systems and methodologies and evaluation theories to provide expertise to the development of key performance indicators and qualitative and quantitative measurement to develop, apply and evaluate results of metrics that measure process efficiency and effectiveness.

-Risk assessment/management to determine the root cause of process improvement problems and create alternative solutions that resolve issues in the best interest of the program area; to develop mitigation and contingency plans to resolve issues related to process improvement.

-Change management processes and tools to support process improvement and innovation initiatives and enhance the delivery of the Project's mandate through the continuous improvement of ministry and processes and programs.

-Research techniques and methodologies to: lead environmental scans, literature reviews and research to identify and examine issues, trends, developments and best practices in business process improvement methodologies; determine optimal analytical methods and tools for data extraction and analysis to develop metrics to track improvements.

-Government/ministry structure, organization, function, priorities and objectives, and political decision-making processes and protocols, and Branch's mandate to lead business process improvement activities and performance measurement analysis in support of the development and implementation of
business improvement and innovation initiatives.

-Planning and organizational skills to lead and coordinate process improvement assignments with tight and often concurrent time frames.

-Sound knowledge of various facilitation methods and approaches to facilitate meetings and workshops involving staff and stakeholders at all levels.

-Strategic thinking to think and work strategically and approach analysis and problem solving in a creative and innovative way to incorporate the 'big picture' and by gathering information systematically, taking into consideration risk and a range of issues or factors in the development business process
recommendations.

-Verbal and written communications to lead discussions and make presentations to stakeholders and senior management, communicate complex information to variety of audiences; lead and/or coordinate the preparation options papers, business cases, reports and presentations; champions continuous improvement and provides advice to all levels within the ministry.

-Standard office software applications including word processing, spreadsheets, presentations, data visualizations, e-mail and internet in order to conduct research and analysis, prepare reports, presentations, and to maintain contact with colleagues, management, and stakeholders.

Interpersonal / Influencing Skill :

-Consultation and relationship management skills to build sustainable relationships and trust with key program area stakeholders through open and interactive collaboration.

-Influencing skills to communicate proposed changes in a way that drives acceptance and ownership by stakeholders and removes barriers to successful and sustainable implementation.

-Collaboration skills to consults with all levels of management to negotiate and develop solutions which meet planning schedules, quality objectives, and, policies and procedures of the ministry.

-Relationship management skills to develop networks throughout the ministry to champion and develop support for process improvements and innovation, including designing and delivering presentations and workshops for ministry staff and stakeholders.

-Leadership skills to champion and provide advice that drives process improvement and innovative change within the ministry.

-Facilitation skills to support various meetings and workshops involving senior managers, professional staff, OPS partners and external stakeholders related to business improvement and other topics.

Analyzing / Problem Solving Skill :

Analytical and problem-solving skills to:
-Elicit requirements using interviews, document analysis, requirements workshops, surveys, site visits, business process descriptions, use cases, scenarios, business analysis, tasks and workflow analysis.

-Respond to challenges and potential risk factors and assist in identifying, understanding and utilizing performance improvement methodologies in order to support the advancement of the Project's strategic goals and objectives.

-Identify and contribute to networking, idea sharing, and capacity building initiatives relating to performance measurement, evaluation, quality assurance, and continuous improvement and innovation.

-Analyze and synthesize complex information, identify key issues, and develop viable options and recommendations.

-Analyze, synthesize, apply, and present complex outcomes measurement information in an accessible and easy-to-understand manner within the context of government and ministry goals, business needs, fiscal realities, operational feasibility, and stakeholder interests.

-Identify and monitor emerging trends, issues and opportunities and remain current in knowledge and developments pertaining to process improvement methodologies.

Decision Making / Responsibility :

Responsible for:
-Leading information gathering discussions and presentations to document processes and workflows and gain knowledge of organization and context.

-Identifying opportunities for process improvement and innovation and leading the design of future state business and process models.

-Proactively introducing innovation into business processes that can impact results and improve efficiency.

-Coordinating information and activities to ensure measures and indicators are defined, performance data is collected and evaluated, and performance focused analytics are developed.

-Acting as a champion and providing advice and/or identifying ways to continuously drive process improvement and innovative change within the ministry.

Has latitude to: develop options, next steps, timelines and desired results in process improvement initiatives and to provide process improvement expertise to senior management and other ministry stakeholders.

Work is performed within OPS/ministry/branch business and administrative directives, policies, standards and frameworks to meet program area business requirements, and by specific legislation and/or agreements which have direct bearing on the business area.

Contacts / Stakeholder :

-Organization and ministry senior managers to provide comprehensive and synthesized updates and reports; raise awareness of issues of significance; identify opportunities to improve processes; provide supporting documents for presentations and approvals; identify and move forward on process
improvement initiatives.

-Project managers and teams to exchange information; provide process improvement-related expertise, information, advice and consultation; collaborate on projects and initiatives; and resolve issues.

-Ministry stakeholders to lead consultations, provide information/advice; to address issues.

-Counterparts in the public /private sector and other jurisdictions to conduct research regarding trends, developments and best practices in the field of process improvement.

Guidance / Supervision :

-Provides expertise, advice and guidance to project managers and ministry stakeholders in identifying and prioritizing process improvement and innovation projects and developing strategies to overcome barriers.

-To provide leadership and technical guidance to business analysts.

Demands / Pressures :

Work Demands :

-Frequent unexpected work demands on short notice, changes to deadlines on short notice, and tight time pressures.

Mental / Sensory :

-Frequent periods of concentration to address and resolve issues and develop recommendations.

-Frequent requirement to listen intently when facilitating meetings and to seeking input on business requirements from stakeholders.

Conditions / Environment :

Work is performed in a typical office environment.