University of Wisconsin - Madison

Position Vacancy ID: 86972

Schedule - Range:70-02
Normal work hours are Monday - Friday; 8:00 am - 5:00 pm.

Overtime work and work after normal business hours (e.g. nights and weekends) may be required during project implementations.

Job Summary:The individual in this position provides leadership, expertise, and assistance in the area of project management for the HRS System and the UW Service Center. Human Resources System (HRS) is the University of Wisconsin System human resources/payroll/benefits system with Oracle PeopleSoft Human Capital Management software. The individual is expected to have functional knowledge and expertise in both project management and enterprise systems.

Responsibilities include ensuring that project activities and work products are in alignment with organizational goals, objectives, policies, procedures, and standards. The scope of work includes, but is not limited to, planning all phases of assigned systems development projects; planning and budgeting for work flow and product deliveries; managing human and fiscal resources; and effectively negotiating timelines, products, and other project concerns with top management positions. The candidate is expected to oversee completion of tasks, provide status and completion reports to management, and attain project goals.

Responsibilities also include providing direction, management, and coordination of the assigned project team members and activities related to all Service Center projects. He/she is responsible for ensuring that specific project goals are accomplished and projects are completed on time and on budget utilizing established quality measures. The candidate will be responsible for managing of a portfolio of projects and will work within the Project Management Office (PMO) at the UW Service Center.

This position will function as a high-level analyst supporting the UW-Service Center Enterprise-wide Organization and partnering with the UW-institutions. This position is located in the UW-Madison Office of Human Resources. Because of the nature of the position and its location, the incumbent is privy to confidential records and conversations that directly affect the employer-employee relationship as referred to in s.111.81(15) Wis.Stats., has management activities, and makes decisions that directly affect classified and unclassified staff.

This position will be providing leadership and functional expertise on the Human Resources System while providing direction and coordination of team members and activities within their Affinity Group. The positions/functions it leads are directly related to management policies, decisions, alternative courses of action, and strategies that affect employees system-wide. The positions/functions it leads are directly related to management policies, decision, alternative courses of action and strategies that affect employees system-wide, contract administration as well as salary decisions for staff.

This position will report to the UW Service Center Project/Portfolio Manager - Supervisor.


Goals and Worker Activities

A.60%Project Management
1.Provides expertise in the area of project management and facilitation of projects.
2.Provides work breakdown structures, project plans, charters, status reports and requirements documents.
3.Identifies and coordinates project resources as needed (Subject Matter Experts, Functional Resources, Technical Resources, and external consulting resources, etc.) and works with supervisors and functional teams to appropriately . Manage requests and information coming from the State of Wisconsin for changes in policies and mandates, including contract matters prior to and after ratification.
4.Collaborates with other Project Management staff to develop common processes across the Service Center.
5.Provides reporting on projects to management and governance groups.
6.Provides advanced problem solving and works with staff to resolve complex problems.
7.Plans, executes, monitors, and documents HRS project activities; provides leadership and guidance during the projects to ensure proper techniques are used and that all resources are utilized appropriately.
8.Participates in preparation of weekly status reports documenting progress against plan.
9.Works with representatives from other administrative areas to ensure integration with their modules.
10.Participates and directs meetings related to projects.
11.Prepares business case and cost benefit studies for proposed projects and project components taking into consideration business goals and financial considerations.
12.Establishes and ensures success of projects within budget, time, quality, and risk objectives.
13.Develops and maintains a practice for assessing, securing authorization, and managing changes in project scope, schedule, or budget.
B.30%Portfolio Management and Project development
1.Provides alternative solutions and recommendations to complex business problems and issues and works with team members to determine satisfactory approach.
2.Identify opportunities to streamline business processes to best leverage the PeopleSoft system.
3.Participates in development of the reporting requirements within the scope of projects.
4.Independently manage and maintain a portfolio of projects.
5.Participates in development, design, testing and training requirements working collaboratively with members of various teams.
6.Work with Communication team to provide information and get feedback on project initiatives.
7.As part of each project, work to develop business processes and user documentation.
8.Keep current and respond to questions on pay plan and labor relations. Research implications of new contract language and define data collection needs and functional requirements for system operations and processes that impact the HRS configuration and ongoing operation of the system.
9.Prepare quality assurance specifications to guide and measure the success of project components.
10.Other duties as assigned.
C.5%Participate in Organized Activities
1.Read and discuss pertinent materials to maintain awareness of the operational procedures and environment of the UW System Service Center.
2.Support and propose project management and organizational standards to contribute to the effectiveness of the UW System Service Center.
3.Participates in UW System Service Center staff meetings as needed.
4.Tutor and train team members and new staff.
5.Share knowledge with fellow project management professionals and provide assistance in areas of personal expertise.
6.Prepare special reports, reviews, and recommendations as requested.
7.Assist the PMO Manager in the recruitment of staff and the assessment of staff performance.
8.Represent peers and management on task forces and committees to respond to University or agency needs.
D.5%Participation in employee development activities, both assigned and self-initiated
1.Consult with other project managers and leaders about projects under their responsibility and techniques they use to be effective.
2.Read books and periodicals to improve knowledge of data processing.
3.Attend training sessions, conferences, and workshops to increase knowledge in project management, systems development work flows and stages, and other applicable skills such as written communication, oral communication, and leadership.
4.Review University and external publications to increase understanding of university issues and needs, especially those pertaining to direct customers.
5.Demonstrates a commitment to respect and the practice of civility in the workplace.
6.Demonstrates a commitment to organizational success.

Knowledge and Skills

  1. Strong leadership skills and experience with systems development projects within a higher education environment.
  2. Experience with leading and/or managing large, complex operational systems (human resources, financial, or student administration systems) within a higher education environment.
  3. Extensive working knowledge in the Information Technology field, especially in the area of ERP systems and other enterprise-wide systems
  4. Extensive working knowledge of technology project and portfolio management in enterprise-wide systems in all phases of the project management lifecycle (Conceptualization, initiation, planning, scheduling, controlling, and closeout)
  5. Knowledge of managing large and complex technology software development projects in higher education and implementation of enterprise-wide projects from conceptualization to completion
  6. Experience with business process and design. Excellent business and transaction processing skills.
  7. Excellent oral and written communication skills. Speaks clearly and persuasively in positive or negative situations; responds well to questions; demonstrates group presentation skills; participates in meetings; writes clearly and informatively; varies writing styles to meet needs; presents data effectively.
  8. Excellent interpersonal skills, oral and written communication skills, and presentation skills.
  9. Problem-solving skills. Identifies and resolves problems in a timely manner and works well in group problem-solving situations.
  10. Planning and organization skills. Able to coordinate many different project tasks (determines relative importance of each; prioritizes and plans work activities; sets appropriate deadlines to complete activities accordingly); effectively manages time and resources; sets goals and objectives.
  11. Leadership Skills. Inspires and motivates others to perform well; effectively influences actions and opinions of others.
  12. Teamwork and Issue resolution skills. Balances team and individual responsibilities; exhibits objectivity and openness to others' view; gives and welcomes feedback; contributes to building a positive team spirit; able to build morale and group commitments to goals and objectives; supports every team member's effort to success; ability to obtain resolution by team consensus when differences in business processes are discussed.
  13. Knowledge of project management tools (Project Network Diagram/Gantt Chart; Work Breakdown Structure (WBS); Risk Identification and Mitigation; PMI PMBOX Project Management Life Cycle methodology; EVA, NPV, payback period, IRR financial analysis techniques; and Critical Path Method (CPM)).
  14. Knowledge of Oracle PeopleSoft Human Capital Management System