Position Description

Commonwealth of Pennsylvania
POSITION DESCRIPTION FOR JOB POSTING
Position Number: 00297945	Description Activated On: 3/5/2025 9:30:35 AM

Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively.

The Project Manager (PM) directs, administers, manages and facilitates an information technology (IT) enhancement, business process re-engineering or developmental project. The PM is the individual ultimately responsible for the success of the project. The PMs primary responsibility is to drive the entire effort from start to finish. The PM must ensure that the project is completed on schedule, within the defined budget and that the final product meets the business, technical, and established quality requirements.

Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor.

• Responsible for working with the Business Relationship Manager (BRM) and IT Solutions Management team or, on some occasions work on the development of estimates for enhancements, business process(es) re-engineering or development efforts in planning, analysis, design, construction, testing, implementation, and transition to operational support.
• Works with team leads to adjust and revise project estimates, when necessary.
• Ensure new project estimates are approved by the client and agreed upon.
• Follow the Health and Human Services (HHS) IT Delivery Center (DC) Project Management Office (PMO) PM Checklist, PM Procedures, and OA/OIT and internal HHS IT DC procedures.
• Accountable for delivery of all work tasks identified in the Project Management Plan.
• Manage and track the project progress against the project schedule.
• Develop work planning and scheduling work.
• Monitor project milestones and phases and take corrective action as needed to ensure the project is on schedule.
• Monitor and track the project budget and keep the necessary stakeholders apprised.
• Plan, organize, prioritize, and manage multiple work efforts across the project team.
• Notify, and keep informed, team leads of project timelines, milestones, phases, work requests target dates, and approved executable work packages.
• Accountable to schedule or monitor status reviews, project management inspections, and software quality assurance work product and process reviews with the appropriate stakeholders.
• Responsible for the capture and reporting of required project management metrics.
• Analyze and distribute reports on project metrics associated with work items related to improvement measures.
• Ensure all changes to scope follow processes outlined in the Project Management Plan; Change Management section and are documented.
• Prepare status reports on a periodic basis for the project team, team leads, group leads, Sponsor, and appropriate stakeholders.
• Responsible to tailor and baseline all project templates.
• Ensure processes and activities are followed.
• Maintain and update the RAID+ Log.
• Communicate and work with users and client(s), as necessary.
• Anticipate issues and proactively address them. Identify, track, and resolve issues.
• Build and maintain relationships with key stakeholders and customer representatives.
• Serve as the primary point of contact for all project-related issues and resolution of issues.
• Communicate effectively with customers and software/hardware suppliers supporting the commonwealth, as appropriate.
• Communicate to team members how their work assignments relate to and help achieve project objectives.
• Accountable for the final project management evaluation review with stakeholders.
• Develop a Transition to Operational Support document; set-up the Service Level Agreement (SLA) tracking tool and perform monthly SLA overview after implementation identifying and SLAs not met that have penalties.
• Accountable for management of the project’s scope for the project and gaining agreement and approval of scope changes with customer representatives and affected stakeholders.
• Direct work planning and scheduling work.
• Accountable for peer reviews with the appropriate project team resources.
• Coordinate and present proposals to agencies as necessary.
• Identify and manage project risk, and develop risk mitigation strategies, and track to closure.
• Follow and utilize the established PMO project standards and project specific procedures with team leads and the business area.
• Responsible for project compliance with standards and procedures.
• Develop and facilitate achievement of project service commitments.
• Ensure that tasks provide value and support the strategic direction of the project and meet service commitments.
• Balance workload with project members’ capacity.
• Plan project specific training and orientation needs.
• Direct, administer, manage and facilitate an enhancement, business process re-engineering or development of a high priority, high profile, and commonwealth enterprise-wide IT project of strategic importance.
• Accountable for activities with excess delivery cycles of 8 to 12 months.
• Accountable for project coordination with multiple agencies.
• Conduct reviews with agencies.
• Report status and recommendations to senior leadership as discussed and in the Communication Matrix.
• Make decisions within the designated authority as defined in the Project Charter to minimize project risk supported by sound analysis and project management best practices.
• Mentor less experienced project management project staff and business teams to build overall understanding of project management, when needed.
• Manage, coordinate, and establish priorities for complete lifecycle of projects including the planning, design, programming, testing, and implementation of business solutions designed to meet requirements of various departments in the Commonwealth.
• Design project plans, which identify needs and define major tasks and milestones, based on scope, resources, budget, and personnel.
• Coordinate project schedules across multiple agencies.
• Manage PM, BA, Subject Matter Experts (SMEs), Product Owners, etc. on a multiagency project.
• Coordinate the communications of multiple PMs based on the project schedule and support of the initiative.

Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature.

This position works independently keeping the HHS IT DC Manager of the Project Management Office (PMO) informed of any significant issues. Supervises project team staff supporting the initiative. Escalate issues or concerns to PMO management. Exercises broad decision-making authority in the determination of escalation points to ensure timely intervention of key stakeholders at the appropriate times.

Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License

Experience:

• Seven (7) to nine (9) years of a proven record of progressively complex, large, IT projects that span several areas of a large organization.
• Four (4) year college degree or equivalent technical study.
• Management of other PMs, BAs assigned to the project.
• Demonstrated knowledge and understanding of the Project Management Institue (PMI) Project Management Book of Knowledge (PMBOK) and Software Development Lifecycle (SDLC).

Licenses, registrations, or certifications:

1.   N/A

2.   N/A

3.   N/A

4.   N/A

5.   N/A

6.   N/A

Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.

1.	Manages the planning, development, implementation, and transition to operational support multiple, complex IT projects with the HHS IT DC.
2.	Exceptional, highly developed facilitation skills and communication skills (both oral and written).
3.	Responds to competing demands and prioritizes work accordingly.
4.	Performs duties with independent/innovative action and judgment with a high attention to detail.
5.	Identifies and defines problems, collects data, establishes facts, draws valid conclusions and presents to various forms of management.
6.	Manages relationships as well as directs and assigns work to project team members monitoring the status of tasks assigned to project team members.
7.	Performs and directs project procurement management and budgeting activities.
8.	Provides oversight and monitoring of vendor deliverables to ensure all contractual obligations are met by the dates outlined.
9.	Identified missed deliverables by vendors to ensure issued are addressed immediately for enough time to develop a mitigation plan.
10.	Other duties as assigned around the PMO.