Washington Management Service (WMS)Position Description

For assistance completing this form, contact your WMS Coordinator.

Position InformationPosition Title:HELMS Project Director

Position Number/Object Abbreviation:71057214

Incumbent’s Name (If filled position):Vacant

Agency/Division/Unit:DOH/Admin Ops/HTS/ SDPS/PMO

Address Where Position Is Located:Tumwater, WA

Work Schedule:Part Time Full Time

Overtime Eligible:Yes No

Supervisor’s Name and Title:Darrell Price, Manager, Project Management Office

Supervisor’s Phone:360-236-2534

Organizational StructureSummarize the functions of the position’s division/unit and how this position fits into the agency structure (attach an organizational chart). Health Technology Solutions (HTS) is the central organization within the Department of Health (DOH) that serves the Information Technology (IT) needs of almost 1,800 employees and 400 IT systems. DOH has four program divisions – Environmental Public Health, Disease Control and Health Statistics, Health Systems Quality Assurance (HSQA), Prevention and Community Health – plus agency central administration. HTS is led by the DOH Chief Information Officer (CIO) who reports to the Chief of Staff.

The Director of Solutions Design and Project Support (SDPS) is accountable for the direction and operations of one of four major offices within HTS. The SDPS Director is responsible for oversight and strategic direction of resources that deliver IT essential services in support of the agency mission. The SDPS Director reports to the CIO.

The Project Management Office (PMO) Manager is responsible for the definition and maintenance of IT project management and process within HTS in support of the Department of Health. The PMO Manager provides oversight and direction of PM resources to ensure standard project methodology incorporating IT solutions, standards, processes, documentation and reporting in support of the Agency. The PMO Manager reports to the SDPS Director.

This position is the IT Project Director for Health Systems Quality Assurance (HSQA) Healthcare Enforcement & Licensing Modernization Solution (HELMS) project and reports directly to the Manager of the Project Management Office

The IT Project Director is responsible for providing project management needs for the HSQA HELMS project. This position manages the project and leads the IT and Business project managers assigned to the project. The Project Director will lead various committees and functional teams to carry out work outlined in the project charter. This work includes providing direction and coordination, implementing a robust governance and decision making structure for the ongoing operation of the system, integrating resources and investments and coordinating and tracking progress of all components of the project. The HELMS Project Director, in alignment with HTS and SDPS, provides project management of technology solutions in support of the agency’s mission, strategic plan, and the agency’s IT Portfolio.

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Position ObjectiveDescribe the position’s main purpose, include what the position is required to accomplish and major outcomes produced. Summarize the scope of impact, responsibilities, and how the position supports/contributes to the mission of the organization.

The Project Director will initiate, plan, and execute a multi-faceted, complex and highly visible project for HSQA within strict delivery dates. This Project Director will lead activities to achieve the project goals and objectives, manage using DOH project standards, quality and Lean principles, and produce deliverables that meet the cost, time, risk, scope, quality expectations and needs of the department. This role is responsible for all business and information technology (IT) aspects of the project over the entire project span (initiate, plan, execute, control, close). This position will work closely with the Project Champion, the Project Executive Sponsor Team the Executive Steering Committee, the PMO Manager, the Project Managers and various operational teams. This position will be responsible for ensuring that business requirements and resulting systems meet all statutory requirements. Work performed for this project must clearly reflect business requirements, support the future direction of the agency as well as technology plans, and support streamlined processes and performance metrics.

This position supports the Department of Health’s mission to "Protect and Improve the Health of people in Washington State" by:

Promoting information technology (IT) project management best practices that enable effective IT project success rates that contribute to program and service delivery in accordance with both State and Federal rules.

Continuously improving project quality. Working with external oversight in support of the project to include the Office of the Chief Information Officer

(OCIO). Ensuring that complex and high risk projects are managed successfully to be completed on time and within

budget. Providing oversight of project resources to ensure they are optimally allocated, and assisting and supporting

project stakeholders. Following established standards as well as providing project management, consulting and training. Ensuring compliance with department, state and federal policies and regulations.

Assigned Work Activities (Duties and Tasks)Describe the duties and tasks, and underline the essential functions. Functions listed in this section are primary duties and are fundamental to why the position exists. For more guidance, see Essential Functions Guide.

This position supports, plans and manages the activities of the project teams. The Project Director will manage highly skilled professional teams using the DOH and the Office of the CIO project management methodology as well as quality and Lean principles.

Primary responsibilities of this position include:

Provide leadership and vision to the development and delivery of the HELMS project. Provide overall project management for the HELMS project and oversee functional teams. Support the business project team(s) and the HTS technical team(s). Manage the project oversight relationship with the state Office of the Chief Information Officer (OCIO), the

Department of Enterprise Services (DES) and the Technology Services Board (TSB). Oversee project teams to define functional requirements, assess and control risks, and prioritize trade-offs

between on-time, in-scope or on-budget delivery as necessary. Successfully manage assignments, including clarifying competing priorities. Determine required resources (resources include staff time) and manage those resources to ensure effective

project progress and successful project outcome. Oversee the development of project plans; assemble and coordinate cross agency staff; establish project

timelines Communicate effectively verbally and in written form, and develop and conduct presentations for all project

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customers and stakeholders. Make defensible decisions independently and demonstrate accountability over a wide variety of technical and

business project issues. Negotiate for or against changes as appropriate. Ensure quality and project performance measures are met. Identify, manage and mitigate project-related risks and respond effectively to unforeseen problems. Monitor and evaluate social, fiscal, and political trends that affect the project in order to predict problems, identify

risks, or drastic changes, and formulate strategies to effectively manage them. Use resources efficiently and effectively manage project within the budget limits. Use effective techniques to define outcomes and expectations and achieve results. Continually assess outcomes, achievements, and effectiveness. Build relationships and work closely with stakeholders and leadership. Develop and recommend policies and process changes to support business needs.

OutcomeThe Project is managed in a way that team members feel supported, understand their roles, understand how they fit into the overall goals of the department and are held accountable. Staff feel DOH are employers of choice.

Accountability – Scope of Control and Influence

Provide examples of the resources and/or policies that are controlled and influenced.As a key advisor to the DOH Chief Information Officer, Deputy Secretary of HSQA and the HELMS Steering Committee, has significant influence on project management, IT, customer support and communication strategies, standards, policies and procedures in support of the project.

Has delegated signature authority for invoice vouchers, procurement requests, staff overtime and contract documents.

Responsible for project-related planning and management to ensure that project deliverables meet customer requirements and are completed on time and within budget.

The position reviews and analyzes of all aspects of the proviso project budget and financial status. Has significant influence on resolutions to budgetary and contractual issues.

Determines impact of budget and/or legislative changes impacting the project, and prepares fiscal reports.

Relative to project implementation, this position has influence over division: Administrative policies and procedures. Strategic direction of information technology (IT). Performance strategies and measures.

Describe the scope of accountability.This position is accountable for the planning and implementation of a large and complex project with significant political and technical risks. It is responsible for ensuring the CIO and the Deputy Secretary of HSQA are informed and have the information needed to make strategic and tactical decisions to support the project and the department. Decisions and directions are well planned, researched and carried out.

This includes: Specifying and implementing robust system functionality centered on business needs. Resource recommendations, including staff time. Strategic planning and implementation of resources related to the project. Assures project-related contracts are developed and implemented within budget and are consistent with program

requirements and state/federal laws, rules, and regulations. Implement the Healthcare Enforcement & Licensing Modernization Solution within scope, schedule, and budget

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(Cost).

Providing a strategy to ensure healthcare providers have the ability to review and manage relevant information (such as credential application status, address updates, healthcare specialties, etc.).

Management of a diverse team of experts to include IT professionals, business experts and vendor staff towards improving public health systems through the use of commercial off the shelf (COTS) products.

Partnering with sponsors to automate the Health Professions Shortage Area (HPSA) survey process.

Overseeing the planning and direction of the project in order to provide a shared solution to health professionals and the ability to associate healthcare providers with their practice locations.

Identifies, develops, and initiates innovations and solutions which lead to the increase of electronic records access for healthcare regulatory boards, commissions, and committees.

This position requires the ability to balance competing demand and priorities with defined resources.

Describe the potential impact of error or consequence of error (impacts unit, division, agency, state).Ineffective planning, schedule delays and lack of attention to the proviso budget, could result in:

Inappropriate use or loss of state resources. A risk to patient safety and public health due to the inefficient use of resources. Audit findings. Loss of public confidence. Unfavorable media attention. Negative repercussions and reports to OFM, the Office of the CIO and the legislature.

Poorly planned or executed project implementation could result in: A risk to patient safety and public health. An inefficient use of state resources. System-wide data security breaches. Unfavorable media attention. Civil suits against the agency.

Other potential impacts or consequences of errors regarding this position means that as many as 400 front-line staff would be prevented from effectively meeting business, customer and performance requirements every work day, should the system need to be taken down. The ultimate outcome is that backlogs and delays in completing health provider and facility licensing and discipline would cause a significant detriment to the health care delivery system, by limiting access to care and allowing unsafe providers to continue in practice.

Financial DimensionsDescribe the type and annual amount of all monies that the position directly controls. Identify other revenue sources managed by the position and what type of influence/impact it has over those sources.

Operating budget controlled.Manages the execution of the project budget of more than 15 million and monitors the project spending plan.

Other financial influences/impacts.Anticipates problems and develops contingency plans; states options and writes clean and concise briefings and recommendation papers; develops monthly spending plans and tracks budgets with budget constraints.

Supervisory Responsibilities

Supervisory Position: Yes No If yes, list total full time equivalents (FTE’s) managed and highest position title.One FTE an ITS/AS6 Project Manager

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Decision Making and Policy Impact

Explain the position’s policy impact (applying, developing or determining how the agency will implement).Plans, directs, and manages all business and acceptance criteria for a large, complex project, with numerous different functional capabilities. Identifies priorities, resource allocation and strategic direction impacting the project in light of changing social, fiscal, and political trends that affect the project in order to predict problems, identify risks, or drastic changes, and formulate strategies to effectively manage them.

Collaborates and directs activities of partners and vendors regarding development and processing of contractual documents.

Develops and recommends with functional team changes to agency program specific policies and procedures based on enhanced project functionality and changes in interoperability.

The position:

Envisions and develops business requirements and acceptance for a large, complex agency approved project. Oversees information technology planning and needs identification related to the project. Works with other organizations with state government to further the project goals. Prepares and oversees spending plans. Approval of contract development and processing. Approval of

business requirements, project timelines, and operational support. Independently makes decisions within the project to ensure successful completion within scope, schedule, and

budget. Regularly makes decisions and takes independent action on matters directly affecting project outcomes. Makes independent decisions to balance workload, based on determined work priorities and in meeting

determined deliverable dates. Reviews problems and develops solutions as they arise in projects. Also has contingency plan in place ahead of

problems to be able to quickly put into place options in response to problems arising. Works cross-functionally to solve problems and implement changes. Guides project teams in learning and applying useful decision making approaches. Partners with sponsors in understanding and creating opportunities and in making timely choices. Identifies, develops, and initiates innovations and solutions where precedents and procedures may not exist. Analyzes decisions and actions for their support of the larger area's strategic direction.

Is the position responsible for making significant recommendations due to expertise or knowledge? If yes, provide examples of the types of recommendations made and to whom. Yes. This position works independently to determine appropriate and accurate decision-making and actions. This position is responsible for making significant recommendation to the Executive Sponsor Team and the CIO and work with functional teams to meet emerging business needs in a time of great change due to many factors. This position consults with and makes recommendations to execute management and the IT Governance Group on sensitive difficult project-related issues. This position views the agency as a whole and provides recommendations and guidance regarding the optimal use of resources and ensuring the project deliverables are met with any eye to future business needs.

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Explain the major decision-making responsibilities this position has full authority to make.

Preparation and oversight of spending plans. Approval of contract development and processing. Approval of business requirements, project timelines, and operational supports.

Independently makes decisions within the project to ensure successful completion within scope, schedule, and budget.

Regularly makes decisions and takes independent action on matters directly affecting project outcomes. Makes independent decisions to balance workload, based on determined work priorities and in meeting

determined deliverable dates. Reviews problems and develops solutions as they arise in projects. Also has contingency plan in place ahead of

problems to be able to quickly put into place options in response to problems arising. Works cross-functionally to solve problems and implement changes. Guides project teams in learning and applying useful decision making approaches. Partners with sponsors in understanding and creating opportunities and in making timely choices. Identifies, develops, and initiates innovations and solutions where precedents and procedures may not exist. Analyzes decisions and actions for their support of the larger area's strategic direction.

Describe whether decisions are of a tactical or strategic nature and how decisions are made. For example, is there known precedent, is it somewhat unfamiliar, or unknown and unexplored?Decisions include both tactical and strategic areas. The position is required to interpret broad policies for application to the project. Technical knowledge in the following areas is needed to determine the parameters for decision making:

Washington State statutes, rules, and policies related to project management, financial management, data management, records management and retention, contracting, and administrative rules development.

State and federal public health agenda and priorities.

What are the risks or consequences of the recommendations or decisions?Poor project related decisions and/or misguided direction on the project could significantly limit the agency’s ability to protect public health and patient safety or result in civil lawsuits. This position is relied on for its expertise and consultation in business and project management, often involving complex issues impacting all areas on the agency. The consequences of faulty direction, recommendation or advice could negatively impact the agency’s bottom line and result in nonperformance of the project, which would prevent us meeting our agency mission priorities. As such, errors could negatively impact the credibility of the agency.

Incorrect decisions can require the need for rework, and can ultimately impact a project’s scope, schedule, resources, and/or budget.

Failure to manage and control project scope can result in higher project costs to the department and delays in system implementation.

Failure to manage and control project schedule can result in the loss of funding, staff and other resources, failure to address critical business needs such as tracking not being completed.

Failure to manage project budget can result in other department priorities going unfunded.

In summary, poor decisions or recommendations made by this position could negatively impact the project and deliverables, impacting both patient safety and access to care.

Qualifications – Knowledge, Skills, and Abilities List the education, experience, licenses, certifications, and competencies.Required Education, Experience, and Competencies.

A Bachelor’s degree or higher in Computer Science, Informatics, Public Administration, System Engineering, Information Systems, Business Administration, or related discipline; AND six (6) or more years of experience as a IT

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Project Manager of complex high risk projects INCLUDING managing and controlling IT project budgets of at least $1 million, and supervisory and/or management experience.

NOTE: Preference may be given to candidates with a Project Management Professional (PMP) Certification.

Demonstrated experience in the following:o IT Project Management experience including experience to lead and motivate diverse groups of people

towards accomplishing an ultimate goal.

o Effective management of interpersonal relations to build rapport inside and outside the immediate project team, and can motivate through leadership.)

o Experience with requirements gathering and developing system requirements specifications.

o Effectively producing technical documentation (e.g., planning documents) using a tool such as MS Word.

o Managing projects using scheduling methods and tools and a budget tracking tool (e.g., MS Excel).

o Managing and overseeing vendor teams and contracts.

o Using and understanding of performance measurements, including data collection, manipulation and interpretation.

o Experience using data to manage and make data-driven decisions.

COMPETENCIES:

Achievement Orientation – Makes efficient use of available time and resources. Meets productivity standards, deadlines and work schedules. Provides products and services that consistently meet the needs and expectations of customers. Consistently produces accurate and timely work. Accepts personal responsibility for the quality and timeliness of work. Acknowledges and corrects mistakes. Communicates and measures results accurately.

Change Leadership – Positively influences organizational change. Provides consultation to develop change strategies; aligns changes with the organization’s strategic direction and objectives; advocates for positive outcomes. Effectively influences others to achieve understanding, acceptance, and commitment to act in support of ideas, programs, or causes.

Communication – Communicates clearly and concisely avoiding bureaucratic language and jargon whenever possible. Demonstrates understanding and empathy with the listener or reader. Responds to emails, phone messages, and mail in a timely way. Participates in meetings in an active, cooperative and courteous manner by following ground rules. Effectively uses the media, advanced technologies and community networks to communicate information. Shares appropriate information internally and externally. Anticipates and resolves disagreements and conflicts constructively. Communicates with tact and discretion. Listens will and accurately conveys others’ ideas. Composes clear, direct, and succinct written messages that effectively convey ideas or information to the intended reader. Recognized when language requires adjustment to achieve understanding by differing readers, and rewords messages accordingly. Accurately emphasizes the most important and pertinent points in a body of information that results in quick understanding of the material’s essence. Organizes the flow of information in a document/report so that facts or ideas build upon one another logically to lead the reader to a specific conclusion.

Critical Thinking – Raises vital questions and problems, formulating them clearly and precisely; gathers and assesses relevant information, using abstract ideas to interpret it effectively; comes to well-reasoned conclusions and solutions, testing them against relevant criteria and standards; thinks open mindedly within alternative systems of thought, recognizing and assessing, s need be, their assumptions, implications, and practical consequences; and communicates

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effectively with others in figuring our solutions to complex problems.

Cultural Competency – Actively seeks out different points of view and leverages the benefits of different perspectives. Develops solutions that take into account cultural differences. Facilitates and encourages the development of a diverse workforce. Educates self about the impacts and benefits of diversity through study and analysis. Integrates cultural, social, and behavioral factors in the delivery of services. Uses appropriate methods to interact professionally, sensitively and effectively with persons from diverse cultural, racial, social, economic, education, ethnic and professional backgrounds, of all ages and lifestyle preferences.

Preferred/Desired Education, Experience, and Competencies.Project Management Professional (PMP) certification Demonstrated experience in risk management/change management/strategic planning

Special Requirements/Conditions of EmploymentList special requirements or conditions of employment beyond the qualifications above.

Working ConditionsWork Setting, including hazards: Work will be almost exclusively indoors in a cubicle office environment. As a part of

a busy, fast-paced office, can sometimes get noisy and/or distracting. May be required to move cubicle location, or share with other staff, as business needs require.     

Schedule (i.e., hours and days): Due to the operational and supervisory nature of this position, schedule will be Monday through Friday. A minimum of 40 hours per week is required to fulfill the responsibilities of this position. May need to work more than 40 hours per week to meet critical deadlines or address workload peaks.

Travel Requirements: Occasional travel may be required.

Tools and Equipment: Will require the use of standard office equipment and furniture (e.g., computer, desk, chair, telephone, fax/copier machine, printer, etc.).     

Customer Relations: Most contact will be with co-workers, but occasional contact with vendors, other agency staff, or external customers may be required.

Other: During a public health emergency and/or to support business continuity will assist with emergency response activities as assigned.

Acknowledgement of Position DescriptionThe signatures below indicate that the job duties as defined above are an accurate reflection of the work performed by this position.

Date:     

Supervisor’s Signature (required):     

Date:     

Appointing Authority’s Name and Title:     Signature (required):     

As the incumbent in this position, I have received a copy of this position description.Date:     

Employee’s Signature:      

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Position details and related actions taken by Human Resources will be reflected on the Position Evaluation Summary form.

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