UoD IT Job Description

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1 UoD IT Job Description Role: Projects Portfolio Manager HERA Grade: 8 Responsible to: Director of IT Accountable for: Day to day leadership of team members and assigned workload Key Relationships: Management teams of SASS units IMC members School Secretaries UoD IT Management Team Third Party Suppliers Commercial Manager UoD IT teams Business Partners Role purpose: Acting fully in the interests of the University, in the context of the UoD IT change programme, the Projects Portfolio Manager is: Responsible for the support and guidance on portfolio, programme and project management processes, procedures, tools and techniques. Support includes the definition of portfolios, programmes, and projects; advice on the development, production and maintenance of business cases; time, resource, cost and exception plans, and the use of related software tools. Tracking and reporting of programme/project progress, and performance are also covered, as is the capability to facilitate all aspects of portfolio/programme/project meetings, workshops and documentation. Responsible for the provision of portfolio, programme and project office services. Responsible for the catalogue of project requests, supporting stakeholders in the preparation of requests and processes to prioritise these for delivery. Facilitate Information Management Committee and subcommittees currently Architecture Review Board, Projects and Programmes Board and other committees formed to support the Business Services change programme. Agree and maintain an appropriate service level management approach for the Programme Management Office. Continually review service performance against service level agreements and ensure they remain relevant and appropriate. Develop and implement Service Management processes and procedures which align to the ITIL v3 (2011) framework. Overall responsibility for ensuring suitable change authority is in place for all services, and ensuring effective overall management of change (including releases) affecting the services under their care. Ensuring consistent and appropriate communication with users for service related enquiries and issues (e.g. communication about strategy, account management functions and escalated issues) and use of the various systems (e.g. website, user guidance, updates, system availability). Leading consultations with user groups or other stakeholder groups, to establish service requirements, standards and priorities for change. Oversight of any work in regard to process design and development which might arise out with any funded project. Ensuring that appropriate reports and metrics for the services (e.g. KPIs, service availability, major incident reports, service improvement plans, user satisfaction surveys, etc.) are gathered and disseminated as appropriate within the University. Build strong, constructive relationships with service users and key stakeholders across the University. Be familiar with relevant University IT related policies (acceptable use, data protection, FOI, information security, purchasing etc.) and advise colleagues and end users accordingly. Represent UoD IT and University externally amongst peer institutions and industry associations. Page 1 of 6

2 Work effectively with Business Services, Infrastructure and Research Computing, and End User Service colleagues to realise the One Dundee approach. The Project Portfolio Manager reports into the Director of IT. The team currently comprises approximately 1 staff with project/programme support and delivery expertise. It is anticipated that the majority of systems development work will be performed by third party suppliers, the Project Portfolio Manager will be support Service Delivery Managers in the achievement of the successful delivery of these projects to time, cost and quality constraints. Duties No Activity 1 IT governance Reviews information systems for compliance with legislation and specifies any required changes. Responsible for ensuring compliance with organisational policies and procedures and overall information management strategy. 2 Consultancy Takes responsibility for understanding client requirements, collecting data, delivering analysis and problem resolution. Identifies, evaluates and recommends options, implementing if required. Collaborates with, and facilitates stakeholder groups, as part of formal or informal consultancy agreements. Seeks to fully address client needs, enhancing the capabilities and effectiveness of client personnel, by ensuring that proposed solutions are properly understood and appropriately exploited. 3 Technical specialism Maintains an in depth knowledge of specific technical specialisms, and provides expert advice regarding their application. Can supervise specialist technical consultancy. The specialism can be any aspect of information or communication technology, technique, method, and product or application area. 4 Innovation Actively monitors for, and seeks, opportunities, new methods and trends in IT capabilities and products to the advancement of the organisation. Clearly articulates, and formally reports their benefits. 5 Enterprise and business architecture development Contributes to the creation and review of a systems capability strategy which meets the strategic requirements of the business. Develops models and plans to drive forward the strategy, taking advantage of opportunities to improve business performance. Takes responsibility for investigative work to determine requirements and specify effective business processes, through improvements in information systems, data management, practices, procedures, organisation and equipment. 6 Portfolio management Ensures that programme and project leads adhere to the agreed portfolio management approach and timetable and that they provide the appropriate information to agreed targets of timelines and accuracy. Produces reports as appropriate for portfolio governance, including making recommendations for changes to the portfolio. 7 Project management Takes full responsibility for the definition, documentation and satisfactory completion of mediumscale projects (typically lasting 6 12 months, with direct business impact, teams of 3 5 and firm deadlines). Identifies, assesses and manages risks to the success of the project. Ensures that realistic project and quality plans are prepared and maintained and provides regular and accurate reports to stakeholders as appropriate. Ensures Quality reviews occur on schedule and according to procedure. Manages the change control procedure, and ensures that project deliverables are completed within planned cost, timescale and resource budgets, and are signed off. Provides effective leadership to the project team, and takes appropriate action where team performance deviates from agreed tolerances. Page 2 of 6

3 8 Business analysis Takes responsibility for investigative work to determine business requirements and specify effective business processes, through improvements in information systems, information management, practices, procedures, and organisation change. Applies and monitors the use of required modelling and analysis tools, methods and standards, giving special consideration to business perspectives. Conducts investigations at a high level for strategy studies, business requirements specifications and feasibility studies. Prepares business cases which define potential benefits, options for achieving these benefits through development of new or changed processes, and associated business risks. Identifies stakeholders and their business needs. 9 Requirements definition and management Facilitates scoping and business priority setting for large or complex changes, engaging senior stakeholders as required. Selects the most appropriate means of representing business requirements in the context of a specific change initiative. Drives the requirements elicitation process where necessary, identifying what stakeholder input is required. Obtains formal agreement from a large and diverse range of potentially senior stakeholders and recipients to the scope and requirements, plus the establishment of a base line on which delivery of a solution can commence. Takes responsibility for the investigation and application of changes to programme scope. Identifies the impact on business requirements of external impacts affecting a programme or project. 10 Benefits management Identifies specific measures and mechanisms by which benefits can be measured, and plans to activate these mechanisms at the required time. Monitors benefits against what was predicted in the business case and ensures that all participants are informed and involved throughout the change programme and fully prepared to exploit the new operational business environment once it is in place. Supports senior management to ensure that all plans, work packages and deliverables are aligned to the expected benefits and leads activities required in the realisation of the benefits of each part of the change programme. 11 Business modelling Produces models in support of business strategy. Has in depth knowledge of a broad range of industry wide modelling techniques. Advises on the choice of techniques and approach and influences customers accordingly. Capable of developing bespoke models for unusual contexts. Responsible for planning and co ordinating team modelling activities and for ensuring the quality of their work. 12 Stakeholder relationship management Develops and maintains one or more defined communication channels and/or stakeholder groups, acting as a single point of contact. Gathers information from the customer to understand their needs (demand management) and detailed requirements. Facilitates open communication and discussion between stakeholders, using feedback to assess and promote understanding of need for future changes in services, products and systems. Agrees changes to be made and the planning and implementation of change. Maintains contact with the customer and stakeholders throughout to ensure satisfaction. Captures and disseminates technical and business information. 13 Resourcing Conducts job analyses, prepares job descriptions and person specifications, and prepares selection and evaluation criteria for candidates. Manages recruitment campaigns. Locates and selects possible agencies and other suppliers, negotiating terms and conditions, and placing orders with them, ensuring that all obligations are met in accordance with the agreed terms and timescales. Reviews candidate details, manages selection processes, and ensures that account is taken of relevant statutory or external regulations, standards and codes of good practice. Ensures that all relevant parties are informed of the results of interviews and other decisions, and assists in the negotiation of terms and conditions of service. 14 Service level management Ensures that service delivery meets agreed service levels. Creates and maintains a catalogue of available services. In consultation with the customer negotiates service level requirements and agrees service levels. Diagnoses service delivery problems and initiates actions to maintain or Page 3 of 6

4 improve levels of service. Establishes and maintains operational methods, procedures and facilities in assigned area of responsibility and reviews them regularly for effectiveness and efficiency. 15 Service acceptance Engages with technical design and project managers or Project Management Office, to ensure correct products are produced, in a timely fashion. Evaluates the quality of project outputs against agreed acceptance criteria. 16 Procurement Undertakes strategic analysis, including research into suppliers, markets and product and service categories, to inform and develop commercial strategy and sourcing plans. Advises on policy and procedures covering the selection of suppliers, tendering, and procurement. Leads procurements, managing cross functional teams as required. Clarifies specifications for key products and services. Ensures that suppliers are approved in accordance with organisation s procedures. Typically as part of a wider commercial and legal team, applies commercial strategy and relevant procurement and intellectual property law and assists with negotiations with preferred suppliers, drafting contracts and technical schedules, and developing acceptance procedures and criteria. Manages the tender, evaluation and acquisition process with expert assistance as required and places contracts. 17 Supplier relationship management Maintains a broad understanding of the commercial IT environment, how the organisation sources, deploys and manages external partners and when it is appropriate to use in house resources. Develops and manages contracts with suppliers to meet key performance indicators and agreed targets, taking account of information security of third parties. Is responsible for the liaison between the organisation and designated supplier(s). Carries out benchmarking and makes use of supplier performance data to ensure that supplier performance is properly monitored and regularly reviewed. Is responsible for the management and implementation of supplier service improvement actions and programmes. May be responsible for managing a discrete IT function or service in a multi supplier environment. 18 Contract management Oversees and measures the fulfilment of contractual obligations. Uses key performance indicators (KPIs) to monitor and challenge supplier performance and identify opportunities for continuous improvement. Develops strategies to address under performance and compliance failures, including application of contract terms. Identifies where changes are required, evaluates the impact, and advises stakeholders about the implications and consequences for the business and/or the procurement element of programmes/projects. Negotiates variations and seeks appropriate authorisation. Actively supports and engages with experts and stakeholders to ensure continuous improvements are identified through review and benchmarking processes. Develops and implements change management protocols. 19 Following HR policies and guidelines and relevant strategies (University and UoD IT), facilitate the creation and management of a balanced development plan for each member of your team that takes account of business objectives and individuals aspirational goals. 20 Ensure that the performance of staff is managed and reviewed in accordance with relevant University policies, procedures and timescales. This includes ensuring that team members are on board, unified and moving in a direction that is aligned to our goals. 21 Proactively contribute to leading developmental activity within UoD IT. 22 Actively pursue your own development in terms of relevant knowledge (technical, professional or specialist), appropriate experience and qualifications within the context of the University s business needs. 23 From time to time assist or support work of a similar level and nature in other areas as required. 24 Travel to all campuses and locations of the University as and when required. 25 Contribute to evening and weekend work, if required, and cover all areas of service if resources fall below critical levels. 26 Ensure that all relevant legislation and University policies are adhered to. 27 Any other duties as prescribed by the Director of IT or the UoD IT Management Team. Page 4 of 6

5 Person Specification No Item Qualifications/Experience Essential Desirable 1 An extensive and recent track record of performing the duties set out above. 2 Strong educational background including a first or higher degree in an IT related subject or equivalent experience. 3 Relevant service delivery management experience of working in an ITILbased framework; familiarity with the processes, procedures and outputs of ITIL. ITIL Foundation Certificate. 4 A recent advanced qualification relating to service management. E.g. ITIL Service Management. 5 A good understanding of how IT contributes to the delivery of a service, preferably within a higher educational environment. 6 A recent advanced qualification relating to project and/or programme management. E.g. PRINCE2 or MSP Practitioner 7 Demonstrable ability to successfully manage projects with budgets of at least 500k. 8 Experience in the installation, configuration and support of corporate information systems (ideally Workday, Oracle or SAP), reporting tools (e.g. MS Reporting Services, Cognos), and of Oracle & SQL Server databases in general. 9 Substantial, recent, experience of the maintenance and development of corporate business applications, technical infrastructure and processes across a complex organisation. 10 Previous ICT experience at a level where the role has required the ability to translate technical requirements and specifications into easily understood business concepts and vice versa. Skills and Competencies 11 Strong leadership and management skills. This would include effective planning, strong decision making and organisational skills, plus an ability to manage priorities and workloads. 12 Ability to manage workloads under pressure and to tight deadlines and with an analytical and methodical approach to investigating problems and resolving issues. 13 Highly developed interpersonal skills and proven ability to work effectively with individuals and teams at all level both within and external to the organisation. 14 Ability to manage a multi disciplinary team of IT staff from different backgrounds. Page 5 of 6

6 No Item 15 Understands and can represent any service across the organization, particularly to senior stakeholders and other governance entities. 16 Sensitivity to the issues of working in a highly devolved environment and an ability to develop effective and pragmatic solutions. 17 Ability to influence and persuade others to take a specific course of action when there is no direct line of command or control. 18 Customer and service focussed: understanding the needs of the customer when making decisions. 19 Proven ability to develop, implement and evaluate policies and processes. 20 Highly IT literate with strong and relevant application experience. 21 Working knowledge of the Data Protection Act and other related legislation. Page 6 of 6

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