University of Wisconsin - Madison

Position Vacancy ID: 87092

Working Title:Project/Portfolio Mngr - Supv
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:This position performs advanced professional information technology project, process, and change management work supporting the development, installation, and improvement of major HRS/Service Center initiatives. Human Resources System (HRS) is the University of Wisconsin System human resources/payroll/benefits system with Oracle PeopleSoft Human Capital Management software. These initiatives are primarily, but not limited to, software development, policy/program changes, enterprise initiatives, and other projects managed by the UW Service Center. This position will work with other campus and UW-System groups to deliver solutions for use by the entire UW-System.

This supervisory position is responsible for hiring, training, evaluating employee performance, counseling employees, disciplinary action, and resolution of grievances as needed. This position will supervise Service Center project managers and support staff and will also direct teams working on enterprise-wide enhancements, redesign, and stabilization projects or specific initiatives from inception through completion to stabilization. A project team will typically be composed of a combination of customers, Specialists/Consultants, business analysts, system programmers, and other experts. External consultants may also be included in the teams and report to this position. Project team stakeholders may include business area managers from campuses, UW-System, and vendors/suppliers.

Responsibilities include ensuring that project activities and work products are in compliance with division and campus development policies, procedures, and standards. The scope of work includes, but is not limited to, all phases of assigned systems development projects: plan and budget for work flow and product deliveries, manage human and fiscal resources; effectively negotiate timelines, products, and other project concerns with top management positions, (e.g., Division Administrators, Department Heads, University Deans, Chancellors) to attain project goals, oversee completion of tasks, provide status and completion reports to management, and will administer the vendor contracts for the managed projects.

This is an expert level supervisory position responsible for managing visible, large, and complex projects that span the entire University of Wisconsin System, and has the potential to include affiliated entities such as Employee Trust Funds and benefit vendors. The position consults with senior management and staff to assist in planning for and defining the scope of major technology projects. The scope of the projects to be implemented can be exceedingly complex, integrating multiple components that require diverse technical skill sets, and functional area expertise from research faculty, teaching faculty, as well as senior university administrators. Projects will impact the UW-System's critical mission of payroll, benefits, finance, and human resources.

This position will report to the UW Service Center Project Management Office Manager.


Goals and Worker Activities

A.60%Project Management
1.Establish and ensures success of projects within budget, time, quality, and risk objectives.
2.Effectively manage complex software development and implementation projects from beginning to end by applying the appropriate Project Management Life Cycle (PMLC) methodology.
3.Use project management software to outline project task, dependencies, timelines, resources and costs.
4.Use various project management tools to develop a comprehensive project work plan such as Work Breakdown Structure (WBS), Organizational Breakdown Structure (OBS), cash flow analysis, Gantt and network diagrams, and resource schedules.
5.Use project management tools and practices to manage the project, track progress, and report on project performance to project sponsors. Prepare appropriate written and oral reports, graphs, and charts to illustrate project progress.
6.Use techniques such as the Critical Path Method (CPM) to assess and report on risks in project schedule. Take corrective action as required to reduce risks and mitigate problems.
7.Develop and maintain a practice for assessing, securing authorization, and managing changes in project scope, schedule, or budget.
8.Prepare quality assurance specifications to guide and measure the success of project components.
9.Lead and direct activities to elicit project requirements, define specifications, and clarify objectives.
10.Develop project resource plans and work with supervisors of ADI, DoIT, and functional teams to appropriately staff the project. Build, motivate, and direct the project team to successfully implement the project.
11.Identify opportunities to improve project implementation efficiencies.
12.Use techniques such as Earned Value Analysis (EVA) to assess and report on risks in project costing. Take corrective action as required to reduce risks and mitigate problems.
13.Prepare cost benefit studies for proposed projects and project components taking into account business goals and financial considerations using the appropriate financial analysis tools.
14.Understand the cost, timeline and resources necessary in deploying systems hardware and software and related facilities and network infrastructure.
15.Prepare budget reports for senior management.
B.30%Manage, supervise, plan and prioritize staff work assignments.
1.Recruit, interview, hire, train and supervise employees in accordance with College, University, and State policies. Demonstrate a commitment to obtaining and retaining a talented, diversified workforce.
2.Promote respect and civility in the workplace. Model respectful behavior and develop positive working relationships with staff, students, customers and colleagues.
3.Manage, supervise, plan and prioritize staff work assignments for new projects and ongoing projects.
4.Establish performance objectives and standards for the staff. Monitor progress of employees and regularly provide feedback. Conduct performance evaluations of the staff
5.Develop and enhance skills of team members in the area of quality improvement, team-building and problem-solving. Develop, practice and support team concepts and initiatives. Promote a positively charged work environment both internally and externally that is customer-focused with an emphasis on high quality service.
6.Establish procedures for work scheduling and vacation scheduling to ensure projects are being appropriately supported.
7.Identify emerging problems and assist individuals in rectifying problems. Recommend appropriate personnel strategies, if needed, following proper guidelines and working with the Office of Human Resources Human Resources Manager.
8.Ensure the integrity and confidentiality of information managed within the Service Center operations in accordance with established federal and state regulations and University policies.
C.10%Communications and Documentation
1.Champion the development and sharing of practical project management best-practices.
2.Ensure that project documentation is maintained in a current manner and that operations documents are ready when implementation is complete.
3.Provide oral and written project updates to the Service Center project teams, managers and other leadership, and other campus and system stakeholders as requested.
4.Keep technical, communications and business skills current with an emphasis on understanding emerging technologies and their impact on the communities and technologies.
5.Participate in internal and external associations relevant to project management professionals such as Project Management Institute.

Knowledge and Skills

  1. Extensive working knowledge in the Information Technology field, especially in the area of ERP systems and other enterprise-wide systems
  2. 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)
  3. Knowledge of managing large and complex technology software development projects in higher education and implementation of enterprise-wide projects from conceptualization to completion
  4. Knowledge of collaboration skills to work with functional and technical experts to accomplish complicated project goals
  5. Knowledge of at least one Project Management Life Cycle methodology (e.g. PMI PMBOK)
  6. Knowledge of financial analysis techniques (e.g. NPV, payback period, IRR, etc.)
  7. Excellent interpersonal skills, oral and written communication skills, and presentation skills
  8. Experience in supervising technical staff in operations and project roles