Job Description :
Job Responsibilities:
Form Audit - The Project Coordinator will review and categorize the types of forms across the Authority to assess differing business requirements of different forms and departments, with cost baseline of current form workflows and system.
Training QA - The Project Coordinator will work with the vendor to receive and quality assure the training and support materials supplied by the vendor, and then ensure a feasible training package and plan is handed over to the necessary training department for future roll out.
Implementation - The Project Coordinator will work closely with the Proof of Concept participating business groups, the groups leadership and assigned Administrative Specialists including:
Developing a standard process and procedures for form automation
Mentorship, support and coordination of Administrative Specialists to ensure training is delivered, the solution is in working order and being used, conduct trouble-shooting, and act as a conduit between client and the vendor
Reporting of data gathered through the solution to participating Administrative Specialists
Monthly updates on the progress and performance of the solution - for leadership, including COO, IT, QICO and participating business group leadership
Review and Business Plan - After six months, the Project Coordinator will complete a review of the solution to establish whether it is a proven, feasible solution that meets the business needs of the client, and what would be required (i.e. business plan) to scale this solution or a similar solution to encompass all PDF forms.
At a minimum, this review will include feasibility, requirements and costs in the following areas: Assessment of Proof of Concept trial, Risks, benefits and learning from the Proof of Concept trial, Quality and value of reporting on data gathered through use of the solution, Clarity over options for storage, ownership and access to data gathered through use of the solution
Detailed plan for integration of the solution with client systems
Plan to meet client IT security requirements
Detailed plan for implementation and management of approval workflows associated with forms
Requirements and proposed plan to manage ownership and updates of forms
Comprehensive inventory and review of all client forms to establish which forms are suitable for transition to the solution
Impartial assessment of other similar software solutions on the market
Cost benefit analysis for larger scale adoption in the medium and longer term 2) Automation of document creation, access/storage, receipt and renewal
Task 1: Audit/Review- The Project Coordinator will complete a detailed review of all existing policies/procedures documentation and the current ad hoc publication process, defining which documentation will be feasibly in scope for this project.
This will include a baseline costing and cost benefit analysis for automation of the authority’s documentation processes.
Task 2: Research, Consultation and Building of Detailed Requirements
With internal customers (i.e. client’s business groups) and in collaboration with in-house IT software specialists, the Project Coordinator will assess the business requirements and workflows for an automated software solution, including review and consultation with creators, users and owners of in scope documentation
Task 3: Assessment of Solutions In collaboration with client IT specialists, the Project Coordinator will research and present to the Chief Operating Officer and Head of Quality Internal Compliance Operations the feasible software solutions and associated business process requirements, including cost benefit analyses, comparison with defined business requirements, practicality and timelines for implementation, and placing the user experience at the forefront of decision-making.
Task 4: Business Plan - Based on decisions made during Task 3, the Project Coordinator will draft a business plan for implementation of the preferred solution, engaging all necessary stakeholders
Minimum Requirements:
The candidate must possess the following skills and experiences:
Experience in requirement gathering and analysis.
Experience developing project plan and schedules.
Experience in creating business process flows and business case documentation.
Experience in small to medium level software implementation.
Experience in automating forms, paperless office, preferred.
Expert in MSOFFICE tools (MS Project, Word, Excel, Visio etc
Excellent communication and process management skills
Ability to work in a fast-paced, collaborative team environment.