Need Project Management and Administrative Support in Santa Fe - Onsite role from day 1

Need Project Management and Administrative Support in Santa Fe - Onsite role from day 1

04 May 2024
New Mexico, Santa fe / taos, 87501 Santa fe / taos USA

Need Project Management and Administrative Support in Santa Fe - Onsite role from day 1

Vacancy expired!

Position : Project Management and Administrative Support

Location : Santa Fe,NM

Duration : 12 months


Task Item
Sub Tasks
Description

1.

Support Voice Upgrade Project

1.1 General
The Contractor will work with the Procuring Agency project lead and staff to plan, manage, administer and execute the Voice Upgrade Project. The Contractor will ensure that processes, controls, tools and requirements associated with the approved Voice Upgrade PMP are fully implemented and sustained for the project.

1.2 Establish and Maintain Project Library
The Contractor will work with the Procuring Agency project lead and team members to establish and maintain a Voice Upgrade Project Library (Voice Library). The Voice Library will contain all project-related artifacts agreed upon with the project lead and team members. The Contractor will manage the Voice Library to ensure, at a minimum:
  • All required documentation is submitted to the Voice Library and is stored in the appropriate location within the taxonomy;
  • All files are correctly named using the agreed upon naming convention;
  • Missing documents are identified, located or generated by the responsible party, and added to the Voice Library;
  • Most current versions of key management tools – e.g., action items, risk log, issue log, work plan, budget – are continuously available in a readily accessible portion of the Voice Library to enable day-to-day project management;
  • and a current list of individuals authorized access to the Voice Library is maintained throughout the project life, reflecting new additions to the team and departures of staff from the team.

1.3 Support Project Governance
The Contractor will participate on the Voice Upgrade Project governance structure defined in the Voice Upgrade PMP. It includes:
  • Certified Project Executive Steering Committee (ESC), which provides executive oversight and sponsorship for the project; and
  • Voice Upgrade Project Team, including both the Procuring Agency team members, representatives of other entities and vendor staff.

1.3.1 Support Procuring Agency Certified Project ESC Requirements
The Contractor will support the Voice Upgrade project lead in preparing for monthly meetings with the ESC, and in following up on ESC direction and/or questions. Work under this Agreement shall include, but is not limited to:
  • Preparing Voice Upgrade Project-related presentation materials (if needed) and status reports for the monthly ESC meeting;
  • Attending monthly ESC meetings, and capturing notes specific to the Voice Upgrade Project;
  • Incorporating issues and/or actions raised through these meetings into the appropriate project management tools and artifacts (e.g., issues log, risk log, action item log); and
  • Making recommendations to the Procuring Agency project lead regarding content for ESC meetings and/or presentation approaches to make Voice Upgrade Project participation as relevant and effective as possible.

1.3.2 Support Project Team Meetings
The Contractor will work with the Procuring Agency project lead to ensure that status meetings are held with all members of the Voice Upgrade Project team at least bi-weekly. The purpose of these meetings will include:
  • Receiving and providing updates on project status against baselined work plan and budget;
  • Status of any open action items, and identification of additional action items if appropriate;
  • Status of any open issues, and identification of additional issues if appropriate;
  • Maintaining awareness of team member activities, progress and concerns;
  • Identifying new opportunities, changes in technical or management plans, etc., that might affect the overall project plan, budget, solution and/or schedule;
  • Documenting notes from each status meeting in an agreed upon format that promotes easy use – e.g., updated action item log, updated issues log, input to risk management – and circulating these to all team members; and
  • Making recommendations to the project lead regarding ways to make the project status meetings as effective and as relevant as possible for all participants.

1.4 Support Project Communications
The Contractor will work with the Procuring Agency project lead and with other team members, stakeholders and vendors to document a Voice Upgrade Project Communications Plan within the PMP. The Communications Plan shall address, at a minimum:
  • Project stakeholders/stakeholder groups, including identifying who stakeholders are or what the stakeholder groups are, and characterizing the level of interest/involvement in the project for each stakeholder or group;
  • Identifying the types of messages appropriate to each stakeholder or stakeholder group, the frequency that such messages should be sent, and the communications channel for each message type and stakeholder/stakeholder group;
  • Documenting who is responsible for generating each message type;
  • Documenting the timeline for generating, reviewing, obtaining approval and releasing messages; and
  • Establishing a feedback mechanism and process to ensure stakeholder input is obtained and considered as part of project management and execution.

1.4.1 Develop Project Communications
The Contractor will develop project-related communications including, but not limited to:
  • Weekly and monthly project status reports (including the monthly ESC report);
  • Project Monthly Report required for certified projects;
  • Presentations for various meetings and stakeholder groups, as requested by the project lead;
  • Draft messages related to the Voice Upgrade Project Communications Plan.
The Contractor will not share or release any project-related communication to external stakeholders without prior approval by the Procuring Agency project lead and approval by Procuring Agency executives, as appropriate.

1.5 Develop Project Work Plan and Budget
Within two (2) weeks of beginning work, the Contractor will document a work plan that includes a Microsoft Project schedule for tasks to be performed under this Agreement. The Contractor will collaborate with the Procuring Agency project lead to understand priorities, activities underway, and critical deadlines. The Contractor’s work plan will document, at a minimum:
  • Principal activities to be performed over Agreement life;
  • Projected allocation of hours/month for each major activity;
  • Detailed tasks and deliverables or work products for at least the first four (4) months of work under the Agreement;
  • Due dates for completion of each task or deliverable in the detailed plan;
  • Input or participation required of the Procuring Agency for the Contractor to complete the planned work.
The Contractor will review the proposed work plan with Procuring Agency project lead and others, as required, to arrive at an agreed-upon plan. This approved plan will be the basis for work performed, for Contractor status reports, and for expenditure of hours. If requirements change, the Contractor will document the recommended changes and shall obtain written Procuring Agency project lead approval of a revised work plan before implementing such changes.

At least thirty (30) days before expiration of the detailed work plan, the Contractor will update the detailed tasks, deliverables, work products, and timelines to reflect work planned for at least the subsequent four (4) months of work.

1.5.1 Develop and Maintain Project Budget
Within forty-five (45) calendar days of contract award, the Contractor shall document a full, detailed project funding profile and budget for the Voice Upgrade Project as a whole. This shall include, but is not limited to:
  • Funding – sources, amounts, authorization, availability or constraints;
  • Certification – sources, amounts, authorized use, availability or constraints;
  • Budget – technology, services, infrastructure, travel, other (to be defined);
  • Current Financial Status – expenditures to date vs. budget and funding.
The Contractor will work with the Procuring Agency project lead to define a template for the financial information. Once the template is agreed upon, the Contractor will populate it with current financial information, and will present this to the Procuring Agency lead for review. If necessary, the Contractor will revise the draft information and/or template. Upon acceptance by the Procuring Agency project lead, the Contractor will establish this as the financial baseline for the project, and shall maintain current financial information throughout the period of performance for this contract.

1.5.2 Report on Project Financials
The Contractor will prepare project-related financial reports at least monthly and as requested by the Procuring Agency project lead to meet internal and external stakeholder requirements. The Contractor is responsible for ensuring that such financial reports are accurate, complete and supported by underlying detail.

1.6 Perform Project Administration and Management Tasks
The Contractor will work with the Procuring Agency project lead and with other agency staff, external stakeholders, and vendors to support and deliver effective project management and administration. The Contractor’s work will include, but is not limited to:
  • Supporting and/or facilitating active project risk management;
  • Identifying, tracking, and managing completion of project-related action items;
  • Reviewing the Contractor’s checklist upon completion of work;
  • Conduct sample testing to validate completion and provide findings to the Procuring Agency project lead;
  • Identifying, tracking, and managing resolution of project-related issues;
  • Supporting and/or facilitating a formal change management process for any requested changes that could affect project scope, technical solution, timeline, cost or outcomes;
  • Developing draft contracts, interagency agreements and/or other documents required to establish new relationships with Voice Upgrade Project participants and/or vendors;
  • Supporting and actively working to ensure that all other project-related controls and activities are completed to help ensure project success; and
  • Working with the project lead and team members to actively manage and administer the Voice Upgrade Project day to day.

1.7 Perform Contract Administration
The Contractor will work with the Procuring Agency project lead to ensure that every contract used for the Voice Upgrade Project has a formally assigned contract administrator, and that the assigned individual is fully aware of and is executing required responsibilities. The Contractor will work as a contract administrator as part of the work under this Agreement if requested to do so by the Procuring Agency project lead.

1.8 Support Project Certification
Throughout the period of performance, the Contractor will work with the Procuring Agency project lead to ensure that all project certification requirements are addressed accurately and timely. The Contractor’s work for this task shall include, but is not limited to:
  • Fully understanding State requirements associated with certified IT projects, and understanding the role and operation of the Project Certification Committee (PCC);
  • Identifying certification requirements pertinent to the Voice Upgrade Project as early as possible, and coordinating with the Procuring Agency project lead about planned requests;
  • Developing draft and final certification-related documents, including updated project management plan, charter, architecture documents, security questionnaires, certification requests, and presentations; Project management plan and charter must be kept current through project duration;
  • Responding to questions related to Voice Upgrade Project certification; and
  • Supporting presentations to the PCC, when required to obtain Voice Upgrade project certification.

1.9 Submit Monthly Status Report
Within ten (10) business days of the beginning of each month, the Contractor will submit a written status report on work performed under this Agreement. The Contractor will submit this report to the Procuring Agency project lead and contract administrator in a format agreed upon with the Procuring Agency.


1.10 Data Damage
In the event a Data Damage Incident occurs while Procuring Agency’s data is within Contractor’s purview and/or control, the Contractor will inform the Procuring Agency within forty-eight (48) hours of Contractor’s discovery of the Incident.


1.11 Review and Acceptance
Once the Procuring Agency reviews and accepts the Contractor’s written monthly status report, the Contractor may invoice the Procuring Agency for hours worked during the subject month.

Related jobs

Job Details

Jocancy Online Job Portal by jobSearchi.