Job Description Job title Group Section Programme Manager - ICT Corporate Information and Communication Technology Responsible to Responsibility for employees Chief Information Officer - None or Business Analysts (2 FTE) Data Migration Analyst (1 FTE) Reporting Analyst (1 FTE) Test Lead/Analyst (1 FTE) Business Support Analyst (1 FTE) Technical Analyst (0.5 FTE) Report/Writer (0.5 FTE) Data Warehouse Analyst (1 FTE) Data Warehouse Developer (1 FTE) Date September 2014 Job purpose The Bay of Plenty Regional Council has adopted a project management approach to its planning, prioritisation and delivery of projects / programmes, based on Prince 2. The Programme Manager ICT is responsible for providing support for the project governance, planning, reporting, coordination, Senior Management across the Council scheduling and resourcing activities for ICT programmes including the Stack IT Solution (SITS). The SITS project is an initiative that consolidates and replaces a range of core business software applications. The role is also required to implement programme and project management methodology on these programmes. The role is based in Tauranga and reports to the Chief Information Officer. Functional relationships (relating to others) External Other local authorities. Government organisations. Iwi and Maori Trusts. Contractors, consultants and suppliers. Industry groups. Purpose and frequency of contact Obtain information about projects or work programmes. Occasionally Ensure technical/project management information is up to date and in line with best practise. Occasionally Liaison with other delivery contracts and agencies about projects. Weekly Project Management issues. Weekly
Technical or legal professionals. Internal Senior Management across the Council Staff at all levels within the organisation. Councillors. Purpose and frequency of contact Liaison and coordination of delivery of work-streams within the project. Daily Obtain information and technical opinions about projects and issues. Daily Obtain information about other programmes, projects and activities relevant to the management and coordination of the project. Weekly Assist with the development of suitable project plans, status reporting or other management information that is relevant. Weekly Raise and resolve internal service issues. Weekly Key result areas The job encompasses the following major functions or key result areas: Operations People management Relationship management Corporate contribution The requirements in the above key result areas are broadly identified below: Key accountabilities Key accountabilities (jobholder is responsible for) 1 Operations Development and management of a project wide approach to resource planning and management, including preparing resource plans, and the monitoring and reporting of project benefit realisation. Development and management of project risk and issue register(s). Discovers and manages exceptions from the agreed project plan, budget or scope Provide input and support for the implementation and management of governance frameworks, and development of appropriate reporting tools; including completion of reporting and the development of project schedules, resource plans, risk and issue registers or dependency identification. Ensure the programmes and project(s) are adequately resourced with the right skills, at the right level, at the right time. Key accountability measures (jobholder is successful when) The delivery of the project on time, within budget, scope, quality expectations and to key stakeholder satisfaction. All governance and risk reporting being accurate and timely, with all risks identified and appropriate strategies developed and implemented. Exceptions to projects are identified and managed immediately. Increasing project management maturity and capability within the Council through the application of project management experience and knowledge. Projects have the appropriate resources to deliver the required benefits and outcomes on time, in scope and to the satisfaction of key stakeholders.
Key accountabilities (jobholder is responsible for) Support the procurement of programme and project management services, for example, the selection of Independent Quality Assurance providers responding to an RFP. Oversee coordination activities on behalf of the project sponsor and deputise as required. 2 People management Provide supportive leadership, motivating and directing staff as they work. Effectively communicating current activities and policies. Conducting the performance management process working with staff to develop, monitor, and review staff work performance. Managing external contractors, consultants, projects, project teams, and managing the quality and timeliness of outputs. 3 Relationship management Establish and maintain close working relationships with internal and external contacts including local authorities, ratepayers, landowners, suppliers, consultants, and contractors. Ensure that the relationship between the Council and its key external stakeholders is positive and constructive. Represent Council at appropriate conferences, seminars and other events. 4 Corporate contribution Promote the implementation of the Corporate Culture Statement, Leadership Model and Health and Safety Systems. Recognise individual responsibility for Workplace Health and Safety under the Health and Safety in Employment Act 1992. Meet the statutory responsibilities detailed in the Information Management Policy and Procedures standard. Meet Bay of Plenty Regional Council s statutory responsibilities for civil defence and emergency management. Key accountability measures (jobholder is successful when) Staff turnover is within acceptable level. Appropriately skilled staff are on the job. Staff are professional in approach and can contribute individually and collectively to the organisation s success. Conduct actively contributes to the building of a motivated and successful staff team. The performance review process is carried out on time with all staff. Staff have a learning and development programme. Effective, professional relationships and partnerships are developed and maintained with internal and external contacts. Key external stakeholders consider that their relationship with the council is positive and constructive Professional image is conveyed in public forums. Corporate responsibilities are undertaken and completed accurately, meeting specified standards and within agreed timeframes. Hazards are identified and all incidents and accidents are reported. Participate in any wellness programmes, such as stress management training and health monitoring. Council records are created and maintained in corporate information systems, meeting specified information management standards. Participate in any civil defence and emergency management training initiatives and assist with any civil defence emergencies, as part of Bay of Plenty Regional Council s responsibilities for civil defence and emergency management. Delegations
In accordance with the Council s Delegation Instrument(s) this job: Does / Does not control a budget Amount $Nil Can / Cannot spend money from other s budget Amount $25,000 Jobholder can spend unbudgeted capital Yes No Amount $Nil Jobholder is responsible for committing the organisation to long term contracts Yes No Jobholder signs correspondence on behalf of the Council Yes No Freedom to act Guidelines and support available to assist the jobholder to make decisions e.g. policy documents, standard procedures, reference to team leader or senior employees. If jobholder can make decisions without approval from anyone else, please note that authority. The job holder will be expected to carry out project management with minimal direction, and to support awareness and use of project management throughout the wider organisation. Work complexity Most challenging duties typically undertaken: The coordinated management of very complex projects with a high degree of risk and complexity to achieve critical organisational objectives. Regularly handling face to face resource, timing, quality and reporting conversations with senior management and peers in order to deliver on the accountability and reporting aspects of the role. Facilitate behavioural or practical change in areas of project management and matrix collaboration. Incorporating the wider social, cultural, economic and environmental context into plans, projects and advice. Managing and reporting on projects with strong interdependencies with other agencies and organisations. Building appropriate peer to peer relationships with other Regional Councils to ensure Bay of Plenty Regional Council is in line with leading edge project management practices. Other aspects Note any significant aspects of this job that have not been captured elsewhere in this document. Not applicable Person specification Minimum academic qualifications and experience required: Essential A degree level qualification. Project management accreditation (Prince 2/ Desirable (for recruitment purposes only) Change management accreditation Business analysis related qualification
PMI or equivalent) A valid driver s licence required* 1 Knowledge / experience (indicate years of experience required as appropriate) Essential Relevant experience consisting of : o At least 5 years project management experience in a complex environment o plus At least 5 years software application implementation experience Desirable (for recruitment purposes only) An understanding of the role of Regional Councils. Understanding of change management principals. An understanding of government procurement processes. Key skills / attributes / job specific competencies The following indicates what would typically be expected for this role at a competent level: Advanced knowledge Working knowledge Ability to operate in an environment of uncertainty and incomplete information and make well-reasoned decisions. Ability to foresee and avoid problems before they occur wherever possible. Knowledge and experience of best practice project management methodologies and techniques to provide sound advice and support to Project Coordinators. Drive, energy and determination to move the project forward. Managing financial, capital and human resources in accordance with best practice and the organisation s policies, procedures and delegations. Ensuring appropriate quality assurance and risk management processes and policies are in place and operating effectively. Proactively and assertively managing resources external to the immediate programme (e.g. contractors) to ensure the needs of the projects are met. Working with others to build a matrix, project management framework and capability for the Council to help best achieve its broader outcomes. Software Microsoft Office and Project Management Software. Health and safety legislation and personal HSE obligations. Awareness Community, cultural and political awareness. Personal attributes / key behaviours Empowers project wide results by creating, leading and motivating people towards achieving organisational goals and wider benefits. Strong communication skills including written and oral presentation skills. Sound judgement and initiative. Sound decision making skills. 1 Driving record free of driving suspensions or convictions (excluding demerit points and infringement fees). Requirement for valid Driver s Licence may be waived if applicant has a driving-related disability.
Effective time management. Problem solving skills. Self-motivated and able to work unsupervised. Negotiation skills with ability to resolve conflict situations. Desire to enhance knowledge and skills. Other requirements May require frequent travel within or outside Bay of Plenty region. Occasionally required to work outside of normal hours. Change to job description From time to time it may be necessary to consider changes in the job description in response to the changing nature of our work environment. Such changes, including technological requirements or statutory changes, may be initiated by the manager of this job with due consultation with the position holder. This job description should be reviewed as part of the preparation for performance planning for the annual performance cycle. Recommended: Manager Date Approved: Manager Date Discussed with incumbent: Employee Date
Our values - our journey A tatou haerenga Our values reflect who we are and what is important to us. Te Pumanawa 'the beating heart of the organisation'. Our organisational values have been woven together following input from staff across the organisation, now it's up to each of us to bring these values to life in the work that we do every day. TRUST INTEGRITY COURAGE We trust each other and work to build trust We do what we say we will do We act with purpose to achieve results We act boldly to lead and do the right thing for our region MANA (manaakitanga) KOTAHI (kotahitanga) WHĀNAU (whanaungatanga) Mana Leadership Unity Strong focus on relationships. Having strength and courage Strong emphasis on collaboration Having fun and being happy Being a positive influence Being proud and courageous Professionalism Manaakitanga Trust and respect Reciprocity (sharing) Being inclusive Nurturing a positive team spirit Sense of ownership Kotahi means as one. Adding the tanga accentuates the word, giving it a wider meaning, bringing us together strength in unity. Socialising, including the importance of friends Supporting each other Whānau means family. Adding the tanga extends the word to a wider whānau context. It has a very strong focus on relationship within the organisation. Nurture/support Mana has many meanings such as integrity, charisma and prestige. Manaaki means to nurture and support and help each other grow. When you add the tanga the word is enhanced.