POSITION INFORMATION DOCUMENT

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1 POSITION INFORMATION DOCUMENT Position Title: Senior Manager, ICT Contracts Classification Code: ASO8 Division: ICT Services Directorate: ICT Contracts & Performance Management Type of Appointment: Branch: ICT Procurement Ongoing Position Number: o Temporary Term Position Created: o Other As part of the South Australian Government s health reform agenda, the Department of Health is embarking on a significant reorganisation of its ICT services across South Australia. An external feasibility report on the centralisation of ICT services across the public health system was delivered and accepted by the Health Portfolio Executive in December In centralising ICT services the following objectives are being sought: management of all ICT services from a whole of health strategic perspective a uniform and repeatable ICT environment across SA Health to support the effective delivery of health care services to the people of South Australia achievement of operational savings to contribute to the upgrade of public health infrastructure and ICT services establishment of a uniform platform for the introduction of the electronic health record mirror the South Australian Government s practice and commitment to shared services. ICT Services has established the ICT Contracts and Performance Management directorate to manage the procurement of ICT products, systems and/or services from acquisition, contract development, performance to close out. The directorate will be responsible for purchasing, contract management and contract performance management, including providing advice across ICT services in relation to procurement activities. The centralisation of ICT services has resulted in the establishment of 6 new directorates: ICT Strategy and Standards ICT Contracts and Performance Management ICT Customer Services ICT Program Services ICT Operations ICT Business Services Sets, defines and aligns ICT strategy and standards to the goals and objectives of SA Health and provides independent governance and risk management to ICT Services. Is the major procurement, contract and performance management arm of sourcing ICT related services, products and systems. Is the major point of coordination and interaction with ICT customers across SA Health. Manages and delivers all ICT projects as approved by the ICT Steering Committee. Manages, supports and maintains the production environment across SA Health. Provides internal corporate support to ICT Services with an emphasis on staff development and training. Page 1 of 10

2 The Senior Manager, ICT Contracts is accountable for managing ICT contract management systems and practices from contract establishment to finalisation, ensuring rigorous and disciplined performance management measures are consistently applied to ensure SA Health obtains planned outcomes from vendors and suppliers. The position forms part of the ICT Contracts and Performance Management directorate which is responsible for: Purchasing Contract Management Advisory Services Contract Performance Management This will require the incumbent to develop an understanding of the variety and complexity of SA Health s information systems and business models across a wide range of departments and divisions including metropolitan and country health units. SA Health information systems involve 120 contracts valued between $ M annually. The customer base is estimated at over 25,000 users. ORGANISATION Supervisor reports to: Supervisor s Position: Subject position: Other positions reporting to supervisor: Chief Information Officer Director, ICT Contracts and Performance Management Senior Manager, ICT Contracts Senior Manager, ICT Procurement STATISTICS RELEVANT TO THE POSITION Staff supervised: Total 7-8 Budget: Value of contracts concurrently under management $ M Page 2 of 10

3 JOB AND PERSON SPECIFICATION Position Title: Senior Manager, ICT Contracts Classification Code: ASO8 Type of Appointment: Ongoing Position Number: o Temporary Term Position Created: o Other Division: ICT Services Directorate: ICT Contracts & Performance Management Branch: Job & person specification approval CE or delegate / / PREAMBLE: Underpinning the Department of Health Strategic Directions are the agreed values that reflect honesty, respect and integrity for every individual. These values drive how we conduct our business and how we behave. We aim to make the values live. It is important that we incorporate the values into our behaviour systems and processes. The Department has a Commitment to Workplace Values attached to Job and Person Specifications that all staff are required to uphold. (Please refer to the back of this document). Australia has one of the most culturally and ethnically diverse populations in the world. Having a diverse workforce (inclusive of bi-lingual, bi-cultural and disabled employees) can enhance the department s ability to negotiate with, and meet the needs of, the full range of its clients and customers. Such employees also add to the diversity of the workforce, and give added opportunities to fully capitalise on difference as a valuable asset in an increasingly competitive environment. Page 3 of 10

4 JOB SPECIFICATION 1. Summary of the broad purpose of the position in relation to the organisation's goals The Senior Manager, ICT Contracts is accountable for managing ICT contract management systems and practices from contract establishment to finalisation, ensuring rigorous and disciplined performance management measures are consistently applied to ensure SA Health obtains planned outcomes from vendors and suppliers. 2. Reporting/working relationships Reports to the Director, Contracts and Performance Management Primary working relationship with Senior Manager, ICT Procurement Liaises extensively with the ICT Strategy and Standards directorate and the ICT Program Services directorate Direct responsibility for coordinating professional contract management and administration staff Liaises extensively with senior managers and peers in the Strategic Procurement Unit and Crown Solicitors Office, and the office of the CIO. Leads or participates extensively in ongoing contract management activities with senior representatives of large ICT vendors Liaises extensively with customers, senior management and staff within SA Health and ICT Services. 3. Special conditions The incumbent may be required to work out of hours The incumbent may be required to travel or work across and/or be located at any of the Department of Health units/divisions as required A flexible approach to the taking of leave is required The appointee may be subject to a criminal history check prior to confirmation of appointment The incumbent will uphold the values of the Department of Health as reflected in the SA Health Strategic Plan The incumbent may be assigned elsewhere within the department subject to relevant provisions of the PSM Act The incumbent may be required to enter into an annual performance agreement for the achievement of specific (service or program) outcomes. 4. Statement of key outcomes and activities 1. Implement and manage effective ICT contract management systems and practices from contract establishment to finalisation, ensuring rigorous and disciplined performance Page 4 of 10

5 management measures are consistently applied to ensure SA Health obtains planned outcomes through: a) managing the development, implementation and utilisation of all ICT contract management processes and activities, ensuring compliance with all SA Health and whole of government objectives, policies and standards b) ensuring the highest standards of proactive contract administration are maintained to optimise contract value to SA Health including proactive contract tracking, auditing of contract terms compliance, rebate management, ensuring service level compliance and measurement of contract deliverables to determine if desired outcomes have been effectively achieved c) managing the development, implementation and utilisation of the ICT contract management framework which incorporates all ICT contract performance management processes and activities, documenting service levels agreements and KPI s, measurement and reporting systems d) managing the vendor contractual relationship, commencing with contract negotiation and leading contract management and performance review activities for high value or strategic contracts including managing contract variation negotiations and dispute resolution e) managing the vendor management and administration function from order to validation of invoices in preparation for payment, ensuring the highest standards are maintained for invoice verification, cost allocation, recharging to health units, and financial reporting f) managing the contract administration system (CMS, and ensuring all staff are trained and competent in the system, and high levels of compliance, utilisation and data management are maintained at all times g) Managing and reporting of contractual outcomes and performance for consideration and review by ICT Executive h) providing authoritative and expert advice to executive and senior operations and program services staff on matters relating to contract performance management i) providing professional leadership and direction to staff and encouraging a culture of cross-team and cross-agency collaboration j) ensuring the identification of roles, responsibilities and reporting requirements for personnel. 2. Develop and maintain operational policy, plans and standards relating to ICT contract management in accordance with SA Health and Whole of Government requirements by: a) analysing and evaluating current policies, plans and operational procedures against SA Health and government directions, objectives and initiatives, and leading continuous improvement initiatives b) providing high level advice, input and consultancy services on SA Health and government policies, processes and guidelines that relate to ICT contract management, including advocating for change at a whole of agency level when required c) developing and implementing systems that encourage feedback and participation from key stakeholders and clients on policy, operational processes, and service effectiveness d) ensuring policies, plans and standards relating to ICT contract management are strictly adhered to and in accordance with and leverage from whole of Government policies and whole of Government and Departmental arrangements. Page 5 of 10

6 3. Contribute to the development of a culture and ethos that is outcome and performance focused for ICT contracts through: a) ensuring the highest standards of recruitment, development, performance management and succession planning are maintained and consistent with public sector standards b) development and implementation of quality improvement standards and measurement strategies within the ICT Contracts and Performance Management directorate c) sound quality and performance management of external service providers, consultants, contractors, vendors and partners d) development and implementation of appropriate business plans and processes for the branch including service planning, design and resourcing e) financial planning, controlling, reporting and resource management f) implementation of agreed performance indicators, and of quantitative and qualitative monitoring and reporting on service delivery outcomes. 4. Contribute to continuous service improvement within ICT contracts to align to SA Health s business and ICT Services strategic objectives through: a) redesigning services to transition from current ICT arrangements to a single ICT service performance model b) development and implementation of a model for ICT contracts that reflects best practice tools, processes, standards and methodologies c) delivering improved service practices, processes and outcomes d) optimisation of ICT resources leveraging existing capability e) delivering economies of scale and efficiency savings ensuring sustainability and performance of ICT services f) aligning services to better meet business requirements g) establishment of a continuous improvement program and practices. 5. Contribute to the wellbeing of people in South Australia through participation in counter disaster activities including attendance, as required, at training programs and exercises to develop the necessary skills required to participate in responses in the event of a disaster and/or major incident. 6. Contribute to the promotion and implementation of the general public sector management aims, personnel management standards and employee conduct standards and in particular, equal opportunity and occupational health, safety and welfare by adhering to the provisions of relevant legislative requirements. Approved by line manager: / / Acknowledged by occupant: / / Page 6 of 10

7 PERSON SPECIFICATION To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in the person specification are representative of the knowledge, skills, minimum education, training, licensure, experience, and/or ability required. ESSENTIAL MINIMAL REQUIREMENTS Educational/vocational qualifications None Knowledge Extensive applied knowledge of the principles and practice of contract and performance management of high value contracts for complex capital projects, ideally with a sound knowledge of ICT Extensive knowledge of Public Service contract and performance management procedures, and a sound understanding of the SA Government ICT and whole of government contract management policies and standards, or a demonstrated ability to acquire and apply the required knowledge very rapidly Extensive knowledge of contemporary contract management practice A sound knowledge of order and billing management systems processes and practices Excellent written and verbal skills with high level ability to articulate and present complex concepts clearly and concisely, identify, analyse and conceptualise problems to formulate and execute appropriate solutions and present high level written reports. Experience Significant experience managing and leading a contract management function responsible for high value capital procurement series to a large and complex organisation Extensive and proven experience in the advising senior managers on contract performance management and leading contract performance measurement and evaluation initiatives Proven experience in managing complex high value capital contracts, ideally in the public sector Experience managing procure to pay functions Highly effective interpersonal skills, with proven ability to relate effectively to a diverse customer base, negotiate successful outcomes in an innovative and resourceful manner, whilst maintaining a high standard of professional competence and an ethical approach. Professional & Technical Skills: Professional skill Skill definition Skill Requirement Supplier relationship management On behalf of a client organisation, the identification and management of external suppliers to ensure successful delivery of products and Page 7 of 10 Maintains a broad understanding of the commercial IT environment, how the organisation sources, deploys and manages external partners and

8 Financial management for IT Client services management services to achieve outcomes. The overall financial management, control and stewardship of the IT assets and resources used in the provision of IT services, ensuring compliance with all governance, legal and regulatory requirements. The management and control of one or more client service functions, including strategy, support for business development, quality of service and operations. when it is appropriate to use in-house resources. Develops and manages contracts with suppliers to meet key performance indicators and agreed targets. Is responsible for the liaison between the organisation and designated supplier(s). Ensures that supplier performance is properly monitored and regularly reviewed. Advises on policy and procedures covering the selection of suppliers, tendering and procurement. Is responsible for the management and implementation of supplier service improvement actions and programmes. Monitors and manages IT expenditure, ensuring that all IT financial targets are met, and examining any areas where budgets and expenditure exceed their agreed tolerances. Assists with the definition and operation of effective financial control and decision making, especially in the areas of service, projects and component cost models and the allocation and apportionment of all incurred IT costs. Carries out day-to-day management of the client services function. Defines service levels for client services staff and monitors performance. Takes responsibility for specification, agreement and application of client services standards and for the resolution of client service problems. Business Skills: The Senior Manager, ICT Contracts will have the following personal and professional competencies Autonomy Influence Works under broad direction. Is fully accountable for own technical work and/or project/supervisory responsibilities. Receives assignments in the form of objectives. Establishes own milestones and team objectives, and delegates responsibilities. Work is often self-initiated. Influences organisation, customers, suppliers and peers within industry on the contribution of own specialism. Has significant responsibility for the work of others and for the allocation of Page 8 of 10

9 Complexity Business skills resources. Makes decisions which impact on the success of assigned projects i.e. results, deadlines and budget. Develops business relationships with customers. Performs a challenging range and variety of complex technical or professional work activities. Undertakes work which requires the application of fundamental principles in a wide and often unpredictable range of contexts. Understands the relationship between own specialism and wider customer/organisational requirements. Advises on the available standards, methods, tools and applications relevant to own specialism and can make correct choices from alternatives. Analyses, diagnoses, designs, plans, executes and evaluates work to time, cost and quality targets. Communicates effectively, formally and informally, with colleagues, subordinates and customers. Demonstrates leadership. Facilitates collaboration between stakeholders who have diverse objectives. Understands the relevance of own area of responsibility/specialism to the employing organisation. Takes customer requirements into account when making proposals. Takes initiative to keep skills up to date. Mentors more junior colleagues. Maintains an awareness of developments in the industry. Analyses requirements and advises on scope and options for operational improvement. Demonstrates creativity and innovation in applying solutions for the benefit of the customer. Desirable Qualifications Relevant Postgraduate Degree Desirable Industry Certifications Nil Page 9 of 10

10 COMMITMENT TO WORKPLACE VALUES The Department of Health values have an influence on the people we employ Every organisation has values that govern the way people are treated and the way decisions are made. The Department s Strategic Plan identifies the values that guide our behaviours. These behaviours apply to all employees and govern the way people in the organisation are treated, the way decisions are made and how we provide our services. These values are used in day to day communication and interaction between all employees and are linked to the whole of government Code of Conduct, Performance Development, Job and Person Specifications and Department of Health Employment Conditions. Department of Health Organisational Values are: Honesty We show honesty by speaking truthfully, within the boundaries of confidentiality. This is shown in our dealings within the Department and with our consumers and partners by: saying what we mean and meaning what we say, keeping our promises, telling the truth tactfully, providing honest feedback and answers and admitting to mistakes. Respect We show respect by speaking and acting with courtesy. We treat others with dignity and use culturally appropriate ways of communicating. This is shown in our dealings within the Department and with our consumers and partners by: treating everyone fairly, communicating so people can understand, listening to others, and seeking and providing feedback. Integrity We show integrity by honouring our values and the rules of our department, government and nation. This is shown in our dealings within the department and with our consumers and partners by: doing the right thing, abiding by the values, standing up for what we believe in, and taking responsibility for our mistakes. ***************** I have the ability and commitment to behave consistently with the stated values of the Department of Health. / / Signature Please complete and return attached to your application to the nominated person The right people with the right skills in the right place at the right time Page 10 of 10