Position: eHR project manager
location: Santa Fe, NM
Duration: 12+ months
Contractor shall facilitate weekly Project Status meetings for the Project. Contractor shall facilitate other meetings as listed and as are deemed necessary. For all meetings, Contractor will ensure that meeting space is secured, provide adequate notice of meeting time and agendas to participants.
Contractor shall facilitate project status meetings with Procuring Agency Steering Committee:
a. Contractor will review status, budget, plans, risks, and
b. Corrective action plans. Meetings shall be held monthly.
c. Contractor will ensure that meetings are documented, and minutes are distributed within 3 working days after the meeting date.
d. Review previous activities.
e. Discuss current work efforts.
f. Plan future activities.
Contractor shall facilitate project meetings with Procuring Agency Project Team including vendor representatives as required. Contractor will track project action items and schedule, to ensure timely delivery.
Contractor shall coordinate/facilitate meetings for external stakeholder engagement as needed, Contractor will coordinate topics, response feedback, and meeting minutes.
All agendas and meeting minutes shall be submitted electronically via email to the Procuring Agency, Project Steering Committee, Executive Sponsor, Independent Verification and Validation (IV&V) Consultant (using agency supplied templates) and uploaded to the Procuring Agency document repository. All agendas and meeting minutes will be subject to Procuring Agency review and acceptance.
Contractor will provide all project management services following best practices, to ensure successful completion of the project, meeting stated business objectives. These include but are not limited to:
a. Scope management,
b. Schedule Management,
c. Requirements Management,
d. Risk/Issue Management,
e. Managing Project Integration,
f. Communication management,
g. Quality Management,
h. Stakeholder management,
i. Change Management,
j. Resource Management,
k. Procurement Management,
l. Contract and Deliverables Management (including defining & managing a deliverables acceptance process),
m. The Contractor will work with various stakeholders to define roles & responsibilities, assisting the Procuring Agency with managing project financials assisting with project reporting (Federal and State), and coordinating with vendor on roll out plans. The Contractor PM will also assist Procuring Agency to determine a project implementation, training and Transition to Operations.
Contractor shall maintain the project charter, project budget, issue log, risk matrix, system documentation and architecture, master project schedule, Project Management Plan and any other project documentation required. Project Plans and documentation shall be stored and maintained in the Procuring Agency document repository
The master project schedule, Project Management Plan and related sub-plans will be subject to Procuring Agency review and acceptance.
Contractor shall conduct risk assessments and identify risk mitigation alternatives for the Procuring Agency's Enterprise Electronic Health Records (eHR) Project. The risk assessment includes but is not limited to:
a. Staffing and availability of resources;
b. Effective change control and management of priorities;
c. Quality of assigned resources;
d. Acceptance of new business processes;
e. Effective operation of the governance structure;
Contractor shall maintain a risk log. Log shall track and identify risk trigger events, defining the event that prompts the risk to become an issue.
Contractor shall maintain an issue tracking system that includes ongoing list of issues status and corrective action. Issues and corrective action will be reviewed with the Procuring Agency Steering Committee. Contractor will review technical issues with the Steering Committee. Contractor will escalate issues as appropriate to the Procuring Agency Chief Information Officer (CIO) and the Executive Sponsor.
Contractor shall review all risks and issues with the Procuring Agency's Project Management Office and IV&V consultant. Contractor will collaborate with the Procuring Agency CIO and Management team to compile corrective action plans based on risks and issues identified as a result of these reviews.
Contractor shall manage and conduct evaluation of vendor(s) performance for the project.
Contractor shall evaluate and coordinate the acceptance of all vendor deliverables; will ensure Procuring Agency staff is completing all acceptance tasks including document review, test execution, training, and knowledge transfer.
Contractor shall include status updates on vendor deliverables in the weekly report. Vendor deliverable status shall be reviewed during weekly status meetings.
Contractor shall provide oversight of project related procurement documents and activities including but not limited to:
a. Vendor contract(s) and appropriate amendments.
b. Generation of purchase requests and orders.
c. Monitor and present for approval all invoices per Vendor Contract acceptance process.
Contractor shall coordinate and manage communications and engagement/input with project participants from other state agencies and the Governor's Office ensuring their input/needs on the project are considered and met and they are kept appropriately informed as to project progress.
Contractor shall assist the project team in coordinating engagement with external stakeholder groups for the Enterprise Electronic Health Records (eHR) such as Payers, Providers, Consumer groups, etc. Activities include but are not limited to
a. Setting up meetings to gather input.
b. Designing surveys and managing/analyzing responses.
c. Developing reports from stakeholder engagement efforts.
Contractor shall update and or assemble all documentation necessary for the state Project Certification Committee (PCC), including the PCC monthly update report due on the 10 th of every month.
Contractor will produce weekly status reports that will provide specific weekly information on:
a. Overall, Schedule, budget and IV&V status
b. Tasks/Work Completed this period
c. Tasks/Work for next period
d. Issues requiring executive and team attention
e. New issues this period
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