Duty Statement Form (TECH 052)



State of CaliforniaCalifornia department of technologyDuty Statement PROPOSEDTech 052 (Rev. 02/2018)RPA NUMBER (HR Use Only)19-227ALERT: This form is mandatory for all Requests for Personnel Action (RPA).INSTRUCTIONS: Before completing this form, read the instructions located on last page. Section A: Position ProfileA. DateB. appointment effective dateC. Incumbent Name5/12/2020 d. CIVIL SERVICE CLASSIFICATIONe. POSITION WORKING TITLEInformation Technology Supervisor II F. Current Position NumberG. proposed Position Number (Last three (3) digits assigned by HR) H. office / section / unit / physical Location of PositionI. supervisor Name and classificationOffice of Statewide Project Delivery/California Project Management Office/Project and Portfolio Support/Sacramento J. Work Days / Work Hours / work shift (day, swing, grave)K. Position Requires: fingerprint background check FORMCHECKBOX Yes FORMCHECKBOX NoMonday-friday 8 am to 5 pm Driving an Automobile FORMCHECKBOX Yes FORMCHECKBOX NoSection B: Position Functions and DutiesIdentify the major functions and associated duties, and the percentage of time spent annually on each (list higher percentages first). Information Technology Domains (Select all domains applicable to the incumbent’s duties/tasks.) FORMCHECKBOX Business Technology Management FORMCHECKBOX Information Security Engineering FORMCHECKBOX IT Project Management FORMCHECKBOX Software Engineering FORMCHECKBOX Client Services FORMCHECKBOX System EngineeringOrganizational Setting and Major FunctionsUnder the general direction of the Information Technology Manager I (IT Manager I), California Project Management Office (CA-PMO), the Information Technology Supervisor II (IT Sup II) manages a team to provide support to the CA-PMO and the Office of Statewide Project Delivery (OSPD). The IT Sup II assists in the development and maintenance of standardized project portfolio management processes, tools, techniques, measurement systems and reporting mechanisms based on proven best practices and lessons learned. The IT Sup II acts as a team member and/or independently performs difficult studies and activities in connection with portfolio management, resource management, facilitation, and business process reengineering and organizational change management.The IT Sup II ensures support of internal and external staff, executive management, stakeholders, and sponsors on the CA-PMO related tasks and deliverables. The IT Sup II works collaboratively with the OSPD managers, as well as State entities and agencies, to facilitate CA-PMO policies, transition processes and procedures. The IT Sup II collects, organizes, analyzes, and reports on various statewide IT projects, project data and conducts state IT project analysis to identify and assess statewide trends.Essential Functions (Percentages shall be in increments of 5, and should be no less than 5 %.)% of time performing duties35%% of time performing duties20%20%10%% of time performing duties10%5%IT Project Portfolio Management:Manage OSPD’s portfolio management process, tracking and reporting on projects in the Statewide IT Project Portfolio.Create and compile Statewide IT Project Portfolio documents, processes, templates and reports, including policy, procedures, templates and tools for the State Administrative Manual (SAM) and Statewide Information Management Manual (SIMM).Produce portfolio reports and dashboards for the California Department of Technology (CDT) executives, Project Approvals and Oversight managers, state entities, and control agencies working with SharePoint and PowerBI developers.As a Subject Matter Expert, conduct information sharing of portfolio artifacts and materials with project teams, other CDT offices, and across the state as needed.Develop and mature the processes, procedures, and methodologies used statewide by the CDT, the OSPD, and the CA-PMO.Coordinate and develop business workflows, process documents, requirements, and user stories to inform development or design of a statewide IT Project Portfolio Management tool.Participate and facilitate in a multitude of meetings and conduct reporting for the OSPD, the CDT, Executives, Government Operations, Governor’s Office, Legislative Analyst’s Office, and other stakeholders.Assist in the maturing of the State’s IT Project portfolio management to better inform decisions on strategic IT investment based on alignment with the State’s IT Strategic Plan, prioritization of efforts throughout the State, and business value being delivered.Ensure that the information captured via the statewide IT project portfolio and storage repositories is accurate and can be viewed and accessed by required parties.Project Standards & Best Practices:Create statewide project delivery resources including the development of process, procedures, standards, frameworks, methodologies, tools, templates, techniques, measurement systems, and reporting mechanisms based on industry best practices and lessons learned.Establish and maintain CA-PMO and OSPD document and portfolio storage repositories.Collaborate with stakeholders in the planning, development, authoring, and review of resources and tool implementations.Develop standard templates and maintain repositories for cataloging and sharing lessons learned between projects teams and across the state’s IT project portfolio.Conduct research and analysis, incorporate into work product, document findings, draft reports and present.Continuously evaluate processes to improve organization and operational efficiencies.Update and maintain the statewide repository of reusable, project-related artifacts including, but not limited to: project charters, governance structures, risk tracking, roles and responsibilities, requirements traceability, etc.Administer the review and vetting process of CA-PMO artifacts prior to publication.Provide briefings to management including the IT Manager I, Project Managers and others as needed in addition to consulting with other offices and divisions within the CDT, ensuring standards include consideration of the effect of their implementation.Act as a Subject Matter Expert to internal clients on CA-PMO resources and tools.Ensure that the statewide resources and tools are high quality, professional, intuitive products that leverage progressive and innovative features and provide their intended value.Create resources, templates, and tools that are appropriately accessible via multiple methods including the internet, applications, hard copy, etc. This includes meeting policies, regulations, and requirements regarding accessibility.Safeguard that proper testing and/or piloting of resources and tools are executed prior to release and/or publication.Provide recommendations for the development of State policy related to the project approval lifecycle. Manage, coordinate and facilitate State entity multi-million dollar funding requests for IT projects.Operational Supervision:Perform day-to-day supervisory activities:Develop and update duty statements, as needed; establish performance expectations; complete individual performance appraisals annually; complete probationary reports on a timely basis; and other performance management activities, including adherence to the State’s progressive discipline policy which may include corrective or disciplinary action.Encourage unit team building, facilitate cross training and promote continuous improvement of processes. Implement motivation techniques, promote training, and create a positive climate for change.Foster methods of creative decision-making, problem-solving and provide continuous feedback to staff.Project Support:Development of standard processes and techniques for project administrative support and facilitation of project websites and project collaboration tools (e.g. share point repository), audit support, legislative reporting, etc.Coordinate various project support activities covering all disciplines and areas of project management including all phases of the Project Management Lifecycle including, but not limited to: risk/issue management, change management, schedule management, resource management, budget management, meeting facilitation, meeting documentation, etc.Perform project close-out activities including collecting metrics such as project cost, size, quality, and user satisfaction.Develop and execute plans for intake and transition of projects between Agencies/state entities and the CA-PMO including the transition of resources and systems back to departments upon the completion of a project.Conduct training sessions, seminars, and other educational events to disseminate information.At the request of management, conduct Portfolio Reviews of specific Departments within the state.?The reviews include compiling information from CDT repositories and coordinating input from various CDT Offices including IT Procurement, IT Security, Technology Services and Enterprise Architecture.?The IT Sup II creates the Information Technology Portfolio Review Report focusing on the Department’s maturity of the planning, management, and delivery of information technology.Business Process Reengineering/Organizational Change Management:Support the development and maintenance of a Business Process Reengineering methodology, which includes standard processes, tools, and techniques. Support the development and maintenance of a statewide Organizational Change Management methodology, which includes standard processes, tools, and techniques.Marginal Functions:Other related duties as required.Work Environment RequirementsThe incumbent may be required to work outside of normal business hours and is required to carry a mobile device.The incumbent must travel to meetings or customer department sites within the greater Sacramento area. The incumbent may be assigned to work at a client’s project site, as their headquarters, within the greater Sacramento area.The incumbent must maintain excellent attendance in order to perform these functions.The incumbent must be proficient in MS Word, MS PowerPoint, MS Excel, MS Visio and MS Outlook.Allocation Factors (Complete each of the following factors.) Supervision Received:The IT Sup II will receive administrative direction from the IT Manager I. The IT Sup II may work in a team environment or in an independent manner. Actions and Consequences:The incumbent is responsible for carrying out the policies, processes, and procedures that are used throughout State government and are implemented statewide. It is critical that the incumbent be able to maintain a high level of professionalism, diplomacy, and tact as this position must be able to successfully communicate with individuals from the department with the project in crisis as well as the Governor’s Office, Legislature, State Agencies, public, and the private sector. Failure to perform adequately could result in the operations of the affected department, as well as CDT being disrupted. Consequently, accuracy and attention to detail are of paramount importance. Personal Contacts:The IT Sup II will have daily contact with Department Directors, CDT executive staff, customer department executives, Control Agencies, the public, and other IT Project Managers. Administrative and Supervisory Responsibilities: (Indicate “None” if this is a non-supervisory position.)The incumbent will have full responsibility for managing projects for various state entities and to ensure its successful completion. Supervision Exercised:The IT Supervisor II directly supervises the work of IT and analytical staff, as assigned, and/or may be required to provide oversight, leadership, and direction to support staff and project team members in a matrixed project structure.Other InformationDesirable Qualifications: (List in order of importance.)The incumbent should possess the following skills/abilities in order to perform the essential functions of the position:Ability to supervise and lead a team of employees and/or working groups.Excellent written and oral communication skills.Ability to utilize diplomacy, tact, and professionalism.Ability to evaluate situations from multiple perspectives (customers, stakeholders, vendors, best practices) in order to manage project portfolios effectively.Ability to exercise good judgment and make timely and effective decisions.Ability to consistently exercise a high degree of initiative, independence, and originality in performing assigned tasks.Ability to multi task and manage several efforts/projects concurrently and be able to constantly re-prioritize work based on severity of issues and impact of solution.Ability to express ideas and information in a clear, organized, and accurate manner.Ability to adapt easily to changing priorities and effectively handle stress while working under pressure to meet deadlines.Knowledge of Business Process Reengineering and Modeling practices, techniques and methods.Knowledge of Organizational Change Management, techniques and methods.Experience developing, publishing, and maintaining methodologies, processes, frameworks, and procedures for external stakeholders/customers. Knowledge of project delivery practices regarding testing, quality, governance, requirements, contract management, vendor management, security, configuration management, defect management, etc. Experience and knowledge of the State of California’s Project Approval and Project Oversight processes.Knowledge of State IT policies and procedures, including SIMM, SAM, Government Code, State Contracting Manual, California Project Management Framework and how they are used to increase the likelihood of IT project success.Broad experience with project management concepts, principles, practices, and processes prescribed by the Project Management Body of Knowledge (PMBOK) for developing and maintaining project management plans, schedules, risk and issue analysis, and work processes used in IT project lifecycle.Project portfolio management experience applying the principles, methods, techniques, and tools for project identification and inclusion in portfolios, prioritization, program/portfolio/project review and analysis, portfolio organization and management, and reporting.Possession of the Project Management Professional (PMP) Certificate by the Project Management Institute (PMI) is desired.incumbent Statement: I have discussed the duties of this position with my supervisor and have received a copy of the duty statement. Incumbent Name (Print)Incumbent SignatureDate Supervisor Statement: I have discussed the duties of this position with the incumbent. Supervisor Name (Print)Supervisor SignatureDate ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download