Description of Services and Expectations
The WCSM PMO Director will work with the WCSM Program Director to evaluate WCSM Program objectives, the structure needed to enable those objectives, the needs to achieve that structure, and make recommendations to restructure the WCSM Program accordingly. The WCSM PMO Director will oversee the creation and operation of PMO functions for the WCSM Program, enabling success of the WCSM Program and its underlying projects through the foundational support provided by the WCSM PMO. The WCSM PMO Director’s responsibilities may include but are not limited to:
Overall PMO direction
• Establishing, leading, and maintaining the program management office, through the WCSM Roadmap to full realization of the WCSM vision. This includes maintaining and keeping the program aligned to industry-standard frameworks, and proven techniques, strategies, processes, and structures necessary to deliver projects and products within the WCSM Program. Processes and structures must be developed and maintained in compliance with best practices.
• Developing and maintaining the PMO’s templates, tools, processes, and standards, including any reporting structures needed to effectively manage multiple projects. These templates, tools, processes, and standards must be informed by best practices while being developed and maintained.
• Developing the framework and infrastructure to support program-level reporting metrics and trend analysis.
• Collaborating with the WCSM Program’s contracted resources to ensure all aspects of the projects are being executed and the critical path is being managed.
Planning large-sized projects or multiple sub-projects.
This includes working and partnering with project stakeholders to define scope and deliverables for projects, building cross-project work plans, working with project managers or project teams to estimate level of effort for project activities, and preparing detailed project schedules.
• Managing and overseeing complex large-sized or multiple concurrent sub-projects within the WCSM Portfolio. This includes ensuring project work plans are up to date, managing project resources, monitoring project budgets (where applicable) and contract status, adjusting plans to ensure the project remains on the critical path, and reporting status to project stakeholders on a frequent basis.
• Performing risk assessment activities across subordinate projects, including risk identification, mitigation, status, and tradeoff recommendations that balance strategic needs and tactical actions, including managing the issue and risk logs, escalating as appropriate to the WCSM Program Director.
• Ensuring project closeout activities are completed and documented, including lessons learned, postimplementation report, transition plans, documentation clean up, resource release, etc.
• Frequently collaborating with external oversight, including client''''''''''''''''s oversight consultants and quality assurance partners; reviewing and thoughtfully considering oversight recommendations, taking action to implement as appropriate.
Program governance
• Overseeing the establishment and operationalization of program governance, including steering committees, change control board, architecture review board, and automation governance board.
• Ensuring accurate and timely reporting of project status and escalation of risks, issues, and decisions for governance action. Budget management
• Ensuring that projects are adequately budgeted by identifying unmet needs.
• Overseeing the development and operation of standard expenditure reporting across all projects to facilitate efficient fiscal claiming.
• Reviewing planned and actual expenditures and ensuring that projects make efficient and timely use of state and federal funding. Procurement, contract, and vendor management
• Providing leadership to procurement, contract, and vendor management activities.
• Ensuring the development and implementation of best practices for procurement, contract, and vendor management within the program.
• Supporting vendor integration and management across all projects.
• Assisting the WCSM Program Director in execution of contractor statements of work and review of deliverables.
Cutover Planning and Execution
▪ Define testing-related inputs required to support cutover planning and go-live readiness discussions
▪ Plan testing activities and sequencing to align with OneWA Program cutover timelines, checkpoints, and dependencies
▪ Develop testing status, defect summaries, and risk information to support cutover coordination and readiness discussions
▪ Plan for and participate in cutover planning, cutover plan review, mock cutover, and cutover execution activities from a testing perspective
▪ Lead and manage client''''''''''''''''s cutover planning and execution activities in coordination with the OneWA Program
▪ Field and coordinate responses to questions and escalations related to agency cutover activities, working with the cutover team to close open items
▪ Manage client''''''''''''''''s cutover tasks, risks, issues, and dependencies to ensure alignment with the approved cutover plan of record
▪ Coordinate with client''''''''''''''''s system owners, business SMEs, technical SMEs, and workstreams to ensure cutover and system remediation activities, deliverables, and milestones are developed and completed In coordination with the client''''''''''''''''s OneWA Project Manager, develop and provide cutover and remediation progress reporting to the OneWA Program and client''''''''''''''''s leadership.
Required Skills and Experience
The PM service provider candidate working under this SOW must have:
• An active Project Management Professional Certification from the Project Management Institute, or
equivalent certification.
• Ten years’ experience providing program and project management services to projects of
comparable size and scale, including a minimum of five years leading large-scale projects. That
experience should include:
• Experience in large business and IT modernization projects, with a portfolio of projects that
require integrated project management oversight.
• Five years’ experience* leading large projects in state or local government.
• Five years’ experience* in large-scale complex business transformation projects.
• Five years’ experience* managing vendors contracted to provide modernization services.
• Experience establishing standard plans and tools to facilitate common project management
processes (risk & issue management, change management, budget management, schedule
management, status reporting, etc.).
• Experience managing core competencies inherent to PMO operations:
o Experience managing projects to maintain program budget and achieve cost savings
when appropriate.
o Experience creating and managing complex integrated schedules with Microsoft
Project.
o Experience with oversight of stakeholder communications and reporting project
progress to a variety of stakeholders.
• Ability to lead and motivate diverse project teams toward defined outcomes utilizing project
management best practices.
• Demonstrated effective leadership of program and project staff to build strong, trusting
relationships with the project team, steering committees, sponsors, the authorizing
environment (e.g., the legislature), and other key stakeholders.
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