Posted on: September 23, 2018
Title: Project Manager Duration: 3 Years & 8 Months Period of Performance: October 22, 2018 and shall end on June 30, 2022 Date of Interview: 10/10/2018 Candidate must provide the following along with his/her resume 1. At least two examples of MS Project schedules that the Contractor Staff has personally managed 2. At least two Project Management Plans, or sub-Plans, that the Contractor Staff authored 3. Sample OCM Plan 4. 3 References RESUME AND REQUIRED DOCUMENTS ARE DUE ASAP. Background and Purpose The (WSLCB) has endeavored on a Systems Modernization Project (SMP) which shall replace our current legacy licensing, enforcement, and imaging systems. There are other projects currently underway and being planned as the agency continues to modernize aging systems. The WSLCB is in need of strong Project Management Services to manage each of these projects. Each project is in a different stage of development, but has many of the same internal staff dedicated to it. On overview of each project is detailed below. Systems Modernization Project (SMP) The 64th Legislature (2015) enacted Engrossed Substitute House Bill 1965 which authorized the WSLCB to replace and consolidate legacy licensing, enforcement, document management and stand-alone applications with an integrated technology solution. The objective is to purchase a Commercial Off-The-Shelf (COTS) Licensing, Enforcement, and Imaging system for the WSLCB. SMP will be focused on replacing the aging AS/400 licensing system, Electronic Notebook (EN) enforcement system and I Series imaging system with modern technologies on a modern platform. The selected solution will be an operationally proven, COTS system designed for collecting, storing, managing, and issuing liquor and marijuana licenses, enforcement activities, and all while functioning both as an imaging and database system. The WSLCB is committed to using existing out-of-the-box functionality and as such the selected software will be configurable to meet most SMP requirements. We will need project management for this project beginning at contract execution and it is anticipated that this project will end in July 2020. Enterprise Content Management Enterprise Content Management (ECM) is that part of the Legislative mandate that provides enterprise document management capabilities in support of agency records management practices. It includes both provision of a new solution software, and migration of existing content to a new solution repository. It will eventually replace the existing legacy Quillix/Oracle software. Vendor Laserfiche was procured to implement the ECM solution and is currently in the implementation phase. We anticipate that this project will end December 31, 2018 or earlier. Tax and Fees System LCB operates three separate tax and fee systems in administering tax assessment, collection and fund distribution from beer, wine, spirits, and marijuana sales in Washington State. The lack of integration between the three tax and fee systems has resulted in numerous workarounds with a significant portion of the accounting functions being moved to Microsoft-Excel supported processes. We anticipate that this project will commence in July 2020 and will last for 18 months. Scope of Work Project Management The Project Manager will work closely with WSLCB Project Sponsor, Steering Committee, Operations Group, contractors for Quality Assurance, and other stakeholders to manage, track, facilitate and plan for all Project activities and to ensure the timely delivery of a quality product. Contractor Staff must have demonstrated experience leading high risk, high visibility projects. Contractor shall furnish the necessary personnel, equipment, materials and/or otherwise do all things necessary for or incidental to the performance of work set forth in the Scope of Work. It is the expectation that the awarded Contractor will provide project management for multiple projects at the same time. Statement of Work Project Management The Contractor Staff shall complete functions including, but not limited to the following: Provide preliminary consultation with OCM Lead and WSLCB management, assess and define needs and issues, provide a work plan describing contractor's approach to: 1. Understand WSLCB's vision and the efforts needed to manage cultural changes so we are able to achieve the desired future state; 2. Identify and develop the strategies that will assist in the organizational changes resulting from SMP; 3. Identify the risks and assist in the development of the needed mitigation strategies for achieving the organizational change objectives. Review current WSLCB culture and responses to changes; identify strengths, weaknesses, opportunities and threats for management team to meet challenges; produce a baseline assessment report capturing your findings; Assess staff feedback regarding the risks or mitigation strategies involved in the organizational development and change management process; Assess staff's capacity to cope with and manage changes associated with the development of the new WSLCB organizational structure, work processes, performance goals and expectations, etc.; provide a mitigation strategy to address findings from this assessment; Identify and develop the actions required of management, staff, and stakeholders such as, but not limited to, our licensees, vendors, and agency partners to support WSLCB organizational development and change management plan; In collaboration with OCM Consultant, will develop WSLCB Change Management Plan that addresses weaknesses and/or gaps that were identified in the baseline report; Facilitate regular meetings with the WSLCB's designated SMP operations group, steering committee and key staff as needed to provide consultation on change management issues as they arise during implementation and provide management coaching as needed; Report on the status of organizational change to the SMP Steering Committee as needed; Conduct a readiness assessment in comparison to the baseline report prior to end-user training Development of after-action or final project report, meeting and discussion of report findings with WSLCB management and designated OCM lead. Vendor must spend sufficient time onsite to immerse themselves in the current state (i.e. culture and processes) and prepare for, implement and monitor progress toward the planned future state. Receive direction from the Executive Sponsor; Administer project activities and enforces project governance; Regularly report project status to Executive Sponsor and Steering Committee; Participate in QA meetings, receives QA Reports, coordinates and drafts management responses to QA findings; Upload QA response to OCIO IT Transparency dashboard; Monitor timelines and tasks; Identify and escalate project risks and issues; Ensure risk mitigations, issue resolutions, and decisions are implemented; Ensure project related assignments are distributed to identified project resources and that assigned tasks remain in scope and completed schedule; Coordinate assignments and communication amongst the various project teams and stakeholders, including WSLCB Technical Leads, Operations Group, Vendor Teams and Facet Groups; Consistently maintain an accurate, resource-based, dependency driven project schedule/work breakdown structure using MS Project that includes details tasks and timelines; Update schedule daily ensuring it reflects projected and actual activity status; Track completion of Artifacts and Deliverables; Receive and perform administrative reviews of vendor submitted Artifacts and Deliverables; Maintain project documentation, collaborative work environment, and document repository; Liaise with the Office of the Chief Information Officer (OCIO) and Office of Financial Management (OFM); Update OCIO dashboard; Serve as designated vendor manager; Manage and monitor project budget; Inform Steering Committee of major project activities; Coordinate Steering Committee and Operations Group meetings; Coordinate quarterly reviews and updates of the Project Management Plans; Ensure that the project team stays focused; Coordinate with Vendor Project Managers and Project Teams; Resolve conflicts and issues at lowest level; Escalate issues, risks and decisions to the Steering Committee and or Executive Sponsor as appropriate; Maintain adherence to approved project standards and practices; Work within existing project governance structures and refine if necessary to assure any changes to scope, schedule, quality or cost are approved, resources are secured, and escalated issues are resolved; and, Consistently evaluate project management methodologies in collaboration with vendor project managers to identify and implement process improvement. Additional Expectations The WSLCB may assign other contractors and/or WSLCB staff to work with the Contractor Staff on the same assignment(s The Project Manager and the OCM Consultant(s) will work collaboratively with the WSLCB staff in activities which may include, but are not limited to: Conducting analysis or gathering information with WSLCB staff. Seeking input or direction from the WSLCB staff or management. Development of any criteria for decision making choosing among options. Peer review and feedback on work assignments. Preparing materials, system demos, or data for presentations. Sharing knowledge with the WSLCB employees, including knowledge transfer to FTE staff and coaching or mentoring business area customers is required on all work completed. Minimum Qualifications Proposed Project Manager must meet the minimum qualifications described below to be considered for an interview. Project Management Mandatory: Expert-level project management skills, demonstrated through the submission of proposed Contractor Staff resume that reflects at least five years of project management or project director experience on projects with a budget that exceeds $3,000,000. Expert-level MS Project knowledge, demonstrated through the submission of at least two examples of MS Project schedules that the Contractor Staff has personally managed. Schedules must be dependency driven. Demonstrated experience leading projects within a political environment, demonstrated through the submission of proposed Contractor Staff resume that reflects local, state or federal government project experience or an explanatory statement within the resume of political constraints in a corporate environment. Demonstrated experience writing clear, concise and thorough project plans, demonstrated through the submission of at least two Project Management Plans, or sub-Plans, that the Contractor Staff authored. PMP or equivalent certification. Education requirements minimum of a bachelor's Degree Five years' experience providing organizational change management, consulting, facilitating, one-on-one or group coaching Experience with projects affecting 200+ employees with significant systems replacement, job function changes, and organizational structure changes Experience with risk assessment and analysis related to an organizational restructure Experience with strategic planning in a large organization Ability to demonstrate a history of measurable successful outcomes for maintaining and enhancing positive work environments during major reorganizations Experience and proven ability to build trust with staff to help establish an environment that fosters trust and openness through the organization in advance of and throughout a long-term project Experience developing and presenting information to executives Experience writing clear and comprehensive reports Experience working with regulatory and/or public safety organization(s) Demonstrated IT Project experience. Demonstrated experience leading legacy system conversion to COTS solution. Demonstrated experience coordinating Organizational Change Management activities. Highly Desirable (analyzed from submitted Contractor Staff resume): Demonstrated experience managing a Level 3 Project, as categorized by the Office of the Chief Information Officer. Demonstrated experience navigating Washington State Security Design Review and Secure Access Washington integration. Demonstrated experience managing or directing a project with multiple vendors, coordinating activities with several vendor project managers. Demonstrated vendor management experience. Experience working with public organizations with employees assigned to multiple geographic locations in multiple disciplines Experience working with public service agencies that have implemented large-scale infrastructure initiatives, including IT projects, resulting in significant organizational change management support. Expert level knowledge and experience with industry best practices; Experience working with organizations that are experiencing organizational change with a represented workforce. Graduate degree in a relevant field. Certification in the Prosci-- ADKAR change management methodology would be a plus but is not required.
Keywords: SkansioTech, Olympia , Project Manager, Executive , Olympia, Washington
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