Work Unit: This position is with the Oregon Judicial Department (OJD), Enterprise Technology Services Division (ETSD), in the Administrative office/unit. The Division’s primary mission is to provide support and improve the ability of OJD courts, divisions, judges and staff to achieve their missions through the use of technology developed and/or supported by ETSD. ETSD’s services and systems include users beyond the immediate court system – businesses, government entities, attorneys and the general public. This position is responsible for maintaining the Oregon eCourt Quality Management Plan (which entails technology and performance based applications), providing Quality Assurance and Quality Control analysis to the Oregon eCourt initiative within the OJD Enterprise. The incumbent will provide quality review of all the projects with the Oregon eCourt Program. Oregon eCourt: OJD is building an electronic courthouse providing a common experience for all people regardless of location. Oregon eCourt will transform the business operations of the court. It is mainly a service delivery change project, not a technology project. It is an integration of changes to facilities, how employees work, and the way the courts do business with new technology and business practices to improve the experience for Oregonians and the usability by partners. An Internet Courthouse with a web based front door. ● Online payments, fillable forms, electronic filing ● Ability to interact with courts 24 hours a day Migration towards paper on demand through Enterprise Content Management. ● Allows for concurrent processing of documents ● Ability to retrieve documents from any location ● Standardized process Partner Integration. ● Common system adapters that provide stakeholders the ability to send and receive information ● Allows for real time access of information to our partners Decision Support. ● Performance measures ● Better judicial and operational decision making A modernized case management system. ● Replaces OJIN ● Person based model ● Can be modified to meet business needs The incumbent will report to the ETSD eCourt Program Director. They will act in an oversight capacity, ensuring quality processes, products and practices meet or exceed the quality standards defined in the Oregon eCourt Program Quality Management Plan. The position is responsible for leading most program-level quality activities as outlined in the Quality Management Plan and established quality control standards. It will include but is not limited to: leading independent quality reviews, monitoring quality standards to ensure success, and developing, monitoring and reporting metrics for established success factors both internally and externally. % of Time DUTIES 30% Provide Quality Control Oversight & Testing · Develop and oversee quality control on project outputs and deliverables in accordance with the Quality Management Plan which includes technology and business processes. Insure that all projects include and comply with documented project quality plan objectives and goals. Suggest corrective actions for non-compliance to established quality standards, project quality plans and Oregon eCourt Program Quality Management Plan 25% Monitor Quality Standards · Analyze available information (such as project documentation) and statistics (such as budget projections) to determine the degree to which standards are being met. This analysis will be performed as directed or at the very least on a semi-annual basis as defined in the Quality Management Plan. 25% Perform Quality Reviews and Surveys · In coordination with the Office of Education, Training and Outreach (OETO), surveys the core program team, internal stakeholders, and Oregon eCourt user community. Surveys and reviews are to be conducted as directed or at least on a semi-annual basis and achieved through questionnaires or by holding a series of meetings with different teams; assures reviews will address issues related to components, data exchange, efficiency, and ensuring information and applications are tailored to the specific needs of user tasks and results in optimum and appropriate services to support those tasks. · Establishes and follows a systematic approach to risk management; defines and communicates organizational roles and responsibilities, establishing reasonable target dates, maintains and manages to an integrated program schedule in addition to managing scope change; manages communication and engages users in the development of products and services for those users; assures that the products/services meets the needs and supports the Oregon e-Court mission; establishes a document review matrix · Reviews program level processes working in collaboration with senior level program managers and team members to identify successes and improvements · Reviews program progress towards achieving quality standards defined in the Quality Management Plan 15% Report Quality Assurance Findings · As directed or on a semi-annual basis, the Quality Manager will issue an internal Quality Assurance Report to senior management, eCourt Program Director, the Oregon eCourt Implementation Committee (OEIC), the Oregon eCourt Steering Committee (OESC) and executive sponsors that addresses the status of the eCourt program budget, program schedule status, quality standards achievement, and results of the Quality Reviews and Surveys. 5% Other Duties as Assigned This is a full-time limited duration, exempt position and the work schedule is currently 8am to 5pm, Monday through Friday. It is not eligible for overtime compensation for hours worked in excess of 40 hour per work week. Conventional office environment. May require frequent overnight travel to court locations within the state; working at different locations with few permanent office facilities; carrying resource materials, hand-outs, and supplies. Daily use of computer equipment You must have a valid driver’s license and acceptable driving record or be able to provide an acceptable alternative means of transportation a. List any established guidelines used to do this job, such as state or federal laws or regulations, policies, manuals or desk procedures. Familiarity with Oregon Revised Statues; OJD accounting policies and procedures; Uniform Trial Court Rules; Supplemental Court Rules; and Oregon Rules of Civil Procedure as well as PMPBOK defined standards; software development and testing, and business requirements analysis is desired. b. How are these guidelines used to perform the job? ● Develop and provide a review of each project’s current status. ● Work with project managers to ensure all project artifacts are in place, well documented and up to date. ● Create and document analyses on the project health of each project to include strengths, weaknesses, and recommendations and corrective actions required. ● Work with Project Managers to review weaknesses, deficiencies and actions needed.Coordinate and work with project teams to complete corrections. Provide follow-up review to assure changes and corrective actions have been implemented. ● Work with courts and project resources to obtain input of diverse views, and work across traditional functional boundaries to identify and understand common purposes and goals for delivering business value. With whom outside of coworkers in this work unit must this position regularly come in contact? PMO office Project Mgrs In person, email, telephone Regular communications Daily Team members, staff, judges, committee members In person, email, telephone Regular communications and official progress reporting Daily or as needed Stakeholders (users) In person, email, telephone Requirements analysis, developing system documents Daily or as needed Department Management In person, email, telephone Occasional communications As needed Vendors In person, email, telephone Coordination of requirements, testing documentation with vendor project staff Frequent or as needed Business Partners In person, email, telephone Occasional communication Infrequently Describe the kinds of decisions likely to be made by this position. Indicate effect of these decisions where possible. This position will provide recommendations at a high level and work independently in terms of managing their workload, under the guidance of the ETSD Director and/or his/her designee. Decisions made by this position impact final project results. The position requires a large amount of creativity, and the ability to make independent decisions using sound judgment. Who reviews the work of this position? (List classification title and position number.) How? How often? Purpose of the review? Work is directly reviewed and assigned by the ETSD eCourt Program Director and/or his/her designee to ensure accuracy, consistency with the Quality Management Plan, and adherence to program goals and objectives. Knowledge: Demonstrated knowledge to model, document and implement quality process improvements that yields productivity and efficiency increases; write reports of project health, facilitate meetings and develop presentations on process improvement techniques; knowledge emphasis should include government quality assurance standards; demonstrated recent experience and skills in quality assurance, data analysis, testing, planning and control; demonstrated experience with Project Management Institute’s Project Management Body of Knowledge (PMBOK); preferred PMI PMP certification Education: Bachelor’s degree in information technology, business administration, mathematics, engineering or related field that involved management of information technology, the application of data processing, or systematic problem solving techniques AND 6+ years of government or industry quality assurance standards; preference given to candidates with PMI PMP certification Type Qualification Description Competency Experience Required Skills Microsoft SharePoint Advanced Yes Skills MicrosoftOffice Advanced Yes
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