wms position description€¦ · web view(attach an organizational chart). ... ensures office...

Washington Management Service (WMS)Position Description

Position Title:Business Project Manager,

Position Number/Object Abbreviation:71035755

Incumbent’s Name (If filled position):Vacant Agency/Division/Unit:DOH/Health Systems Quality Assurance/Office of the Assistant Secretary

Address Where Position Is Located:Tumwater, WA

Work Schedule:Part Time Full Time

Overtime Eligible:Yes No

Supervisor’s Name and Title:Niki Pavlicek, Deputy Assistant Secretary

Supervisor’s Phone:360-236-4767

Organizational StructureSummarize the functions of the position’s division/unit and how this position fits into the agency structure (attach an organizational chart). The mission of the Department is to protect and improve the health of people in Washington State.

The division of Health Systems Quality Assurance (HSQA) is responsible for the oversight of Washington State’s health care delivery system which includes licensing and regulating over 470,000 health care professionals and 12,000 facilities. HSQA also works closely with communities and local health partners to build strong health systems and prevention programs across the state to help ensure communities have access to good health care and emergency medical services.

This position reports directly to the Deputy Assistant Secretary. The position leads the business project team and is responsible for managing the business engagement and process improvement related to the legislatively authorized Health Care Enforcement and Licensing Modernization Solution (HELMS) Project.

HELMS will deliver a solution that supports internal and external customer participation in the department’s healthcare licensure and regulatory activities. The licensure and regulatory activities within the scope of HELMS support the department’s goals for patient safety and access to care. The activities to be supported are listed below.

• Healthcare professional and facility credentialing and renewal (educational and training program approval)

• Healthcare professional and facility credential regulation (investigation, inspection, enforcement, adjudication)

• Healthcare facility and community health system programs (adverse events reporting, certificate of need, charity care policies, construction review services, emergency cardiac and stroke categorization, health professions shortage area designation, trauma care fund, trauma service designation)

An organization chart is attached.Position Objective

Describe 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.

DOP 12-058 (11/23/10) WMS Position Description

The Business Project Manager will serve as a member of a project management team to organize and plan a multi-faceted, complex and highly visible project for the Department of Health, meeting strict delivery dates. The Business Project Manager will lead activities assigned to achieve the project goals and objectives, manage using quality and Lean principles, and produce deliverables that meet the cost, time, risk, scope, quality expectations and ultimately meet the satisfaction of the customer. This role is responsible for all business aspects of the project over the entire project span (initiate, plan, execute, control, close). This position will work closely with the HTS (IT) project director and technical project manager. The work performed for this project must clearly reflect business requirements, support the future direction of the business as well as technology plans, and support streamlined processes and performance metrics.

This position supports the agency goals by developing and implementing standards, processes, best practices, and fully addressing business needs to ensure that projects are being managed and enhanced functionality is delivered to our customers. This position will successfully implement a project that directly impacts access to health care and patient safety, important DOH priorities.

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 Guidance.

This position directs, plans and manages the activities of the project business team engaged in the delivery of innovative technology and service solutions, affecting 470,000 credential holders and thousands of facilities. The project manager will manage a mix of highly skilled professional staff working in coordination with the HTS technical team through the planning, delivery, and implementation of critical project functionality, using the DOH and the Office of the CIO project management methodology.

Primary responsibilities of this position include: Provide leadership and vision to the development and delivery of the Health Care

Enforcement and Licensing Modernization Solution Project. Manage the business project team while collaborating with and providing guidance to the

HTS technical team.

Facilitate feedback and decision-making from a group of business liaisons from the stakeholder business units.

Work with project staff and business managers to define functional requirements, assesses and controls 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 and manage those resources to ensure effective project progress and successful project outcomes.

Communicate effectively orally and in written form, and develop and conduct


http://www.dop.wa.gov/WorkforceDataAndPlanning/WorkforcePlanning/Pages/EssentialFunctionsGuidance.aspx

presentations for all project customers and stakeholders to develop and communicate project priorities, and identify and discuss issues.

Ability to exercise independent judgment, make defensible decisions, demonstrate accountability and best practices over a wide variety of technical and business project issues.

Negotiate for or against project 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.

Lead and organize focus groups and user experience and usability sessions to understand customer needs and ensure customer satisfaction.

Uses resources efficiently and effectively manages projects within the budget limits.

Use effective techniques to define outcomes and expectations and achieve results. Continually assesses outcomes, achievements, and effectiveness.

Build relationships and work closely with stakeholders to include HSQA business programs, agency leaders, and boards and commissions.

Develop and recommend policies and process changes to support business needs for electronic government and automation, including emerging technologies.

Accountability – Scope of Control and InfluenceProvide examples of the resources and/or policies that are controlled and influenced.

This position is directly responsible for managing up to seven professional FTEs.

Responsible for project-related planning and management in the division.

The position reviews and analyzes all aspects of the project budget and financial status in coordination with the Project Director. Determines and recommends resolutions to budgetary and contractual issues to the HSQA Deputy Assistant Secretary.

Determines impact of budget and/or legislative changes impacting the project, and prepares fiscal documents for division and agency consideration. Ensures office fiscal activities are in compliance with financial policies and procedures.

Determines when new or modifications to office business processes are needed based on changes


related to automation and project implementation to ensure efficient workflow within the office.

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

Relative to project implementation, this position has influence over division:

Administrative policies and procedures. Strategic direction of information technology (IT).

Performance strategies and measures.

Provides substantive input to major policy issues and decisions. With moderate influence (guidance, support, etc.) from higher level management, will determine some office protocols or business practices within the division or the agency, generally on issues of lower impact or scope as business needs change due to automation.

Describe the scope of accountability.This position has shared accountability for a large and complex project, specifically authorized by the legislature. It is responsible for on-time delivery of enhanced system functionality that meets business requirements directly impacting health providers, employers, facilities, patients and the overall health care delivery system in Washington.

This includes:

Specifying and implementing robust system functionality centered on business needs.

Decision-making for purchases, including equipment.

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.

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 of errors or consequences of errors regarding this position means that as many as 600 front-line staff would be prevented from effectively meeting business, customer and performance requirements every work day, should the licensing and enforcement system need to be taken down. The ultimate outcome is that backlogs and delays in health care licensure and enforcement activities would cause a significant detriment to the health care delivery system, by limiting access to care.

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 $18 million and monitors the business project spending plan. Other financial influences/impacts.

Anticipates problems and develops contingency plans; states options and writes clear and concise briefings and recommendation papers; develops monthly spending plans and tracks budgets within budget constraints.

Supervisory ResponsibilitiesSupervisory Position: Yes No If yes, list total full time equivalents (FTE’s) managed and highest position title.

This position will directly manage up to seven professional FTEs. The highest level is Health Services Consultant 4 (HSC 4).

Decision Making and Policy ImpactExplain 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 changes to division and program specific policies and procedures based on enhanced project functionality and changes in workflow and processes.

This position: • Envisions and directs business requirements and acceptance for a large, complex legislatively


approved project.• Oversees information technology planning and needs identification related to the project.• Works with other organizations within state government to further the project goals.

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 recommendations to the agency executives, including formulating recommendations for the development of technical functionality to meet emerging business needs in a time of great change due to many factors. This position consults with and makes recommendations to executive management on sensitive or difficult project-related issues. This position views the division and other business units in the project as a whole and provides recommendations and guidance regarding the optimal use of resources and ensuring the project deliverables are met with an eye to future business needs.

Explain the major decision-making responsibilities this position has full authority to make.Preparation and oversight of spending plans. Approval of all expenditures to assure that they are within the project budget and consistent with agency, state and federal priorities. Approval of contract development and processing.

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, personnel management, IT management, records management and retention, contracting, licensing and regulation of health care professions and facilities, and administrative rules development.

Agency administrative policies and procedures. Union collective bargaining agreement. 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 division’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 of the office, division, and agency. The consequences of faulty direction, recommendations or advice could negatively impact the agency’s bottom line and result in nonperformance on a proviso project, which would be reported to OFM and the legislature. As such, errors could negatively impact the credibility of the agency. 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.

Willing and able to undergo and pass a criminal history background check.

A bachelor’s degree or year for year equivalent work experience.

Five years of experience in project management using a standardized methodology that crosses program or divisional boundaries.

Project Management experience includes the ability to lead and motivate diverse groups of people towards accomplishing an ultimate goal. Demonstrated effective management of interpersonal relations to build rapport inside and outside the immediate project team, and can motivate through leadership.

w Two years of supervisory and/or management experience.

Experience with requirements gathering and developing system requirements specifications.D Demonstrated ability to produce technical documentation (e.g., planning documents) using a tool such as

MS Word.Demonstrated ability to manage projects using scheduling methods and tools and a budget tracking tool (e.g., MS Excel). A strong understanding of performance measurement, including data collection, manipulation and interpretation. Experience using data to manage and make data-driven decisions. Outstanding written and verbal communication skills using multiple channels.

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 timely to emails, phone messages, and mail. 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 well and accurately conveys others’ ideas. Composes clear, direct and succinct written messages that effectively convey ideas or information to the intended reader. Recognizes 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.


Computer skills - Able to navigate and use word processing, database, and internet programs (to include Microsoft Word, Microsoft Excel, and Microsoft Outlook).

Conflict Resolution - Proactively intervenes and negotiates to prevent escalation of conflict. Tactfully presents sensitive or controversial information in an objective and neutral manner; remains calm and patient when responding to resistance or conflict; seeks to learn and demonstrates respect for other perspectives; keeps conversations positive, focusing on options, benefits, and sources of assistance.

Constructive Feedback - Ability to make decisions and provide constructive feedback in a positive manner.

Coordinating and Organizing - Acts as effective communications link and reliable source of information to others. Accepts responsibility for all aspects of the coordination process, retaining full knowledge of what is being accomplished by those to whom the tasks are delegated. Prioritizes tasks that must occur and establishes communication with affected parties. Effectively plans, directs and organizes the work of others to achieve stated goals and objectives in a timely fashion. Persists in getting information from others to finish work products.

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, as need be, their assumptions, implications, and practical consequences; and communicates effectively with others in figuring out 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, educational, ethnic and professional backgrounds, of all ages and lifestyle preferences.

Data and Analysis - Background and experience in mathematics, data, and statistics related to call center and operational performance metrics.

Development and Continual Learning - Actively works to continuously improve job effectiveness and efficiency. Knows own strengths and applies them effectively; knows personal strengths and weaknesses. Uses failure as an opportunity to learn from past results and continues to learn and grow. Accepts personal responsibility for developing talents and knowledge. Actively acquires new skills and abilities. Seeks information and ideas from many places. Learns from others. Accepts and uses feedback from others.

Ethical Conduct - Respects and maintains confidentiality. Avoids inappropriate situations and actions which present the appearance of a conflict of interest. Avoids misrepresentation. Does not misrepresent self or use position for personal gain. Uses the public’s funds and resources appropriately.

Interpersonal Skills - Adapts to and works effectively with a variety of situations and people.

Judgment - Displays balanced thinking that combines analysis, wisdom, experience, and perspective. Produces decisions that withstand “the test of time.” Recognizes and carefully weighs pros and cons of a prospective action and makes the best decision; based on pros and cons, identifies options and chooses a course of action to address issues.


Knowledge and enforcement of rules, regulations - Clearly explains rules and regulations as they relate to processing applications and renewals of health care provider credentials, facility licenses, and the complaint intake process.

Leadership - Approaches problem-solving holistically and systematically. Empowers others to take action by delegating responsibility with associated authority. Promotes a safe, healthy, productive and cooperative work environment. Sets clear, reasonable expectations and follows through. Determines and effectively models when and how to include risk taking in strategic actions. Vigorously pursues a compelling and shared mission, vision and key values. Organizes people and resources toward the effective and efficient pursuit of predetermined objectives. Creates a culture of ethical standards by demonstrating ethical behavior and impressing its importance upon others. Earns the trust of others by consistently being an exemplary role model.

Organizational Relationships - Collaborates with partners and stakeholders to improve agency performance. Identifies and includes key internal and external players and stakeholders in collaborative venture; identifies external and internal issues that may impact the delivery of essential public health services; and works effectively within the political environment to meet customer expectations.

Problem solving - Facilitates the problem-solving process by identifying and communicating key issues, encouraging others to offer solutions, acknowledging and building on good ideas, and directing the group through productive discussions; logically integrates various ideas, intentions, and information to form effective goals, objectives, timelines, action plans, and solutions.

Process improvement skills - Successfully leads and directs process review and improvement activities, resulting in improved service, efficiency, or cost savings.

Professional and Technical Competence - Applies professional and technical knowledge and skills to fulfill job requirements. Effectively leads and directs a group of managers, professionals, and administrative support personnel. Effectively directs the development of necessary legislation, budgets, and application of resources.

Strategic, Financial, and Project Planning - Aligns activities and resources with the mission and strategy of the organization; anticipates problems and develops contingency plans; states policy options and writes clear and concise policy statements; and develops and tracks budgets within budget constraints.

Stress Management - Ability to remain calm and positive in a busy operations-oriented, production call center environment.

Team Orientation - Ability to work inclusively and collaboratively in a team environment and the strong desire to improve operations and contribute to the team.

Time Management and Sense of Urgency - Excellent organizational and time management skills, along with a clear understanding of time criticality and deadlines for production work products.

Workload Management - Able to plan and manage time effectively, and identify and handle competing priorities; remains acutely aware of timeframes and successfully meets deadlines. Effectively handles competing priorities and urgent situations, making sound decisions within short timeframes and taking appropriate action. Effectively organizes multiple assignments, sometimes of a complex nature or involving competing priorities, to produce work products that are accurate, thorough and on time. Remains in touch with individual aspects of complex assignments and transitions easily and quickly between them.


Preferred/Desired Education, Experience and Competencies.

Master’s degree in public administration, public health, business, mathematics, statistics, or organizational development.Project management certification.Lean Six Sigma certificationOrganizational Change Management certification

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

N/A

Working ConditionsWork Setting, including hazards: Work Setting: 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 locations, or share with other staff, as business needs require.

Schedule (i.e., hours and days): Due to the operational and supervisory nature of the 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): Same as below

Date:12/9/19

Appointing Authority’s Name and Title: Niki L. Pavlicek, Deputy Assistant SecretarySignature (required):/s/Niki L. Pavlicek

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


Date: Employee’s Signature:

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


wms position description€¦ · web view(attach an organizational chart). ... ensures office...

Documents