POSITION INFORMATION DOCUMENT

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1 POSITION INFORMATION DOCUMENT Position Title: Scheduling Officer, ICT Programs Classification Code: ASO6 Division: ICT Services Directorate: ICT Program Services Type of Appointment: Branch: ICT Program Office 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 Program Services directorate (formerly known as Projects Branch) to lead and oversee the management of approved ICT programs and associated projects. 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 Scheduling Officer, ICT Programs is responsible for providing expert scheduling services and advice to a significant number of high value ICT program and associated projects. The incumbent will possess a comprehensive understanding of advanced project scheduling management methods and a high level of competency with complex project scheduling tools. The role will significantly impact the quality of project outcomes by enabling more effective resource and time management. The position forms part of the ICT Program Office within the ICT Program Services directorate. The ICT Program Office is responsible for: program financial management program staff resource management program standards and reporting program support program schedule services This will require the incumbent to understand 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 include over 460 sites, 20,000 desktops, 500 servers and over 1,000 applications. The customer base is estimated at over 25,000 users. ORGANISATION Supervisor reports to: Supervisor s Position: Subject position: Staff supervised: Other positions reporting to supervisor: Director, ICT Program Services Manager, ICT Program Office Scheduling Officer, ICT Program Office Nil Finance Officer, ICT Program Office Resourcing Officer, ICT Program Office Standards Officer, ICT Program Office Support Officer, ICT Program Office STATISTICS RELEVANT TO THE POSITION Staff supervised: Direct Reports Nil Budget: Programs Supported Up to $50M pa Page 2 of 10

3 JOB AND PERSON SPECIFICATION Position Title: Scheduling Officer, ICT Programs Classification Code: ASO6 Division: ICT Services Directorate: ICT Program Services Type of Appointment: Branch: ICT Program Office Ongoing Position Number: o Temporary Term Position Created: o Other 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 Scheduling Officer, ICT Programs is responsible for providing expert scheduling services and advice to a significant number of high value ICT programs and associated projects. The incumbent will possess a comprehensive understanding of advanced project scheduling management methods and a high level of competency with complex project scheduling tools. The role will significantly impact the quality of project outcomes by enabling more effective resource and time management. 2. Reporting/working relationships Reports to the Manager, ICT Program Office Close working relationship with Finance Officer, Resourcing Officer, Standards Officer, Project Quality Assurance Manager and Support Officer within the ICT Program Office Working relationships with the Managers, Business Analysis, ICT Strategy and Standards and ICT Service Delivery Teams Significant working relationships with all program and project managers Liaises extensively with external project and program management vendors. 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 Contribute to the successful implementation of a range of high value capital programs and projects through the provision of scheduling services by: Page 4 of 10

5 a) managing the project scheduling system, and providing guidance on the methods, procedures and processes required to use the system according to agreed standards b) creating and maintaining complex and detailed project schedules and work breakdown structures for complex and high value programs and associated projects (either approved or proposed), including detailed scheduling analysis to improve project efficiencies c) overseeing compliance to established project scheduling standards across multiple interdependent programs and associated projects d) coaching others in complex project scheduling methods and techniques e) tracking the progress of projects against the planned schedule and providing program and portfolio reporting. 2 Contribute to service and performance excellence within the ICT Program Office which results in an efficient and effective project scheduling service through: a) implementing scheduling service, systems and process improvement initiatives b) ensuring all program and project schedules are developed and maintained to the highest standards c) identifying and reporting impending issues or problems in a timely manner and enacting appropriate escalation processes if required to ensure project risks or threats are addressed in an appropriate way d) developing and implementing quality improvement standards and measurement strategies e) performing self assessment of performance in meeting goals and commitments f) ensuring training and skills are aligned to effectively meet needs and deliverables and ensuring the appropriate leader is aware of these requirements g) proactively contributing to developing the competency of project managers in developing and managing effective project schedules. 3 Contribute to the development of a culture and ethos that is outcome and performance focused through: a) contributing to the development of a quality culture including the conduct of quality assessment reviews and performance management and succession planning b) developing and implementing appropriate business plans and processes for the branch including service planning, design and resourcing c) financial planning, controlling, reporting and resource management d) implementation of agreed performance indicators, and of quantitative and qualitative monitoring and reporting on outcomes e) supporting performance of external service providers, consultants, contractors, vendors and partners. 4 Contribute to continuous service improvement to align to SA Health s business and ICT Services strategic objectives through: a) contributing to the redesigning services to transition from current ICT project arrangements to a single ICT service performance model b) contributing to developing and implementing a model for program office services and associated best practice tools, processes, standards and methodologies c) delivering improved service practices, processes and outcomes Page 5 of 10

6 d) optimising ICT resources leveraging existing capability e) contributing to the delivering of economies of scale and efficiency savings ensuring sustainability and performance of ICT services f) aligning services to better meet business requirements. 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 Nil Experience Significant experience with complex project scheduling for ICT programs and associated projects across a large and complex organisation Demonstrated experience with advanced project scheduling software, ideally MS Project Server Demonstrated experience tracking project progress and evaluating project status against planned schedules, and providing insightful reports to project managers and senior leaders. Knowledge Detailed knowledge of project scheduling methods and techniques Detailed knowledge of advanced project scheduling and management systems such as MS Project Server Detailed knowledge of the project management and software development lifecyles Sound knowledge of ICT project management and project scheduling requirements including management of interdependencies of projects competing for constrained resources, and the consequent impact on schedules. Professional & Technical Skills: Professional skill Skill definition Skill Requirement Programme and project support office The provision of support and guidance on programme and project management processes, procedures, tools and techniques to programme and project managers and their teams. The use of project management software. The development, production and maintenance of time, resource, cost and exception plans. The tracking and reporting of progress and performance of projects (including those performed by third parties). The Uses recommended project control solutions for planning, scheduling and tracking projects. Sets up project files, compiles and distributes reports. Provides administrative services to project boards, project assurance teams and quality review meetings. Provides guidance on project management software, procedures, processes, tools and techniques. Page 7 of 10

8 maintenance of programme and/or project files and the repository of lessons learned on previous projects and programmes. The servicing of programme/ project control boards, project assurance teams and quality review meetings. The analysis of performance and the maintenance of metric data and estimating models. The administration of project change control, including use of configuration management systems. Business Skills: The Scheduling Officer, ICT Program Office will have the following personal and professional competencies Autonomy Influence Complexity Business skills 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 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. Page 8 of 10

9 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 Degree Relevant Industry Project Management Certifications 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