Job Description

Description:

Project Name:
OPGT Public Trustee Information System Replacement


Scope:
The Office of the Public Guardian and Trustee (OPGT) is committed to providing high-quality services for vulnerable Albertans. These services encompass a range of personal and financial supports aimed at assisting individuals and families. More details about OPGT can be found at


Given the large volume and complexity of its cases, OPGT requires advanced financial and accounting processes, which are currently managed through the Public Trustee Information System (PTIS). This project s primary objective is to replace PTIS with a modern platform developed on Microsoft Dynamics, integrating both Customer Relationship Management (CRM) and Financial components.


The new system will be designed to align with revised operational processes, improving services for both public trustee staff and clients, while increasing efficiencies across the organization. It will provide a streamlined experience for clients and internal stakeholders. Staff, based in Edmonton and Calgary, will be provided with change management and training before each product release, ensuring a smooth transition and successful adoption of the new system. Approximately 150 staff members will require support in the form of training and change management initiatives.


Duties:
The Senior Organization Change Manager (Change Manager) will lead and oversee the successful execution of change management strategies and the training program. This role is crucial in facilitating the adoption of the new system and ensuring a seamless transition for users across the organization. The Change Manager will collaborate with project teams, leadership, and other key stakeholders to ensure that the organization is prepared for the changes ahead and that users are equipped with the necessary skills and tools to adapt to the new system.


The Change Manager will be responsible for designing and implementing effective strategies to manage change, creating training materials, and ensuring successful delivery of training to all relevant stakeholders. The role also involves overseeing communications and engagement activities to foster buy-in from all stakeholders, identifying and addressing concerns, and ensuring that the organization transitions smoothly to the new system.


Responsibilities:
1. Change Management Strategy and Planning
Lead organizational change management activities to ensure smooth system adoption.
Conduct readiness assessments to gauge the organization s preparedness for the change.
Develop and implement comprehensive change schedules, plans, and strategies.
Estimate resource requirements and develop work plans to ensure timely completion of project tasks.
Work closely with project leadership to ensure sponsor engagement and alignment with the change and training initiatives.
Address resistance and manage risks associated with change and training.
Assess the impact of the change on different business units and user groups, identifying potential resistance points and risks.


2. Stakeholder Engagement & Communication
Lead communication and engagement efforts to foster alignment and support for the new system.
Build and maintain strong relationships with key stakeholders, including leadership, end users, project teams, and IT teams.
Develop and implement communication strategies, including timelines, content, and formats tailored to different audiences.
Draft compelling communication materials such as messaging, announcements, FAQs, updates, and other resources to clarify and foster engagement throughout the project.
Plan and facilitate meetings with stakeholders to gather feedback and provide updates on the project s progress.
Act as a liaison between business areas and project teams, ensuring user feedback is incorporated into training and communications.


3. Training & Development
Lead training activities to ensure all users are prepared for the new system.
Conduct a comprehensive training needs analysis to identify gaps in knowledge and skills.
Design and implement a structured training program, ensuring that various user groups receive training tailored to their roles and technical proficiency.
Develop and deliver training materials, such as manuals, guides, eLearning content, and video tutorials, ensuring content is accessible and engaging.
Organize and facilitate training sessions, ensuring full participation and engagement from all staff.
Assess training effectiveness through feedback and success metrics, adjusting content and delivery as needed.


4. Impact Assessment & Monitoring
Conduct a thorough change impact analysis to understand the scope of change across the organization.
Monitor and track the progress of change management and training activities, ensuring they are on schedule and addressing any challenges.
Define and track success metrics, such as user engagement, training completion rates, and system adoption levels.
Gather and evaluate feedback from users to identify any issues or gaps in training, and work with the project team to resolve them quickly.
Track user adoption post-launch and provide ongoing support to help staff integrate the new system into their daily workflows.
Use feedback to refine strategies and continuously improve training materials and change management approaches.


5. Project and Post-Implementation Support
Collaborate with the project team to develop a system for post-implementation support, including follow-up training, resources, and help desk support.
Ensure that training materials and user resources are updated and maintained following system deployment.
Support project success by completing other role-related tasks as necessary.


Equipment Requirements:
The resource will need to provide their own equipment.
The computer used should be compatible with Azure Virtual Desktop (AVD) and related software. Windows operating systems are preferred.
The resource must have access to all necessary tools and systems to work remotely, with the necessary credentials and access to the Government of Alberta s systems.


Working Hours:
Standard working hours are from 08:15 AM to 04:30 PM Alberta time, Monday through Friday, excluding provincial holidays.
The work must be conducted from within Canada due to network and data security issues.
While the resource can work remotely, they must be available for on-site meetings and training when required. On-site attendance for training sessions will be expected.
The Province will not cover any travel or relocation costs related to on-site meetings.


Notes on Location:
The role is primarily remote, but on-site presence will be required for strategic meetings, team discussions, consultative meetings, and training sessions. The project team is located in Edmonton, and training will also be conducted in both Edmonton and Calgary.
The resource will work with leadership to determine whether on-site or virtual training sessions are needed.


Incumbency:
This is a newly created position.


Enhanced Security Clearance:
Before starting, the resource must provide criminal record checks and comply with the Enhanced Security Clearance process, including a financial credit report.


Mandatory Training Courses:
The resource will be required to complete mandatory training, including but not limited to the Freedom of Information and Protection of Privacy Act and Security awareness training.


Anticipated Interview Dates:
Interviews will be scheduled between [Jan 8- Jan10, 2025].


Scoring Methodology:
Financial/Pricing: 20%
Resource Qualifications: 20%
Interview Process: 60%


Submission Must Include:
Resume with detailed experience, including the term of employment (MM/YYYY to MM/YYYY).
Three professional references, with the most recent reference listed first. Reference checks may or may not be conducted for scoring purposes.

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Qualification

Additional Details

• Payment Terms : Y030 - within 30 days Due net|Y015
• Maximum Extension Term (Months) : 12

Qualification Assessment

Must Have Education

Yes/No (Sr. CM1) - The proposed resource must meet or exceed one of the following combinations...

Yes Other

Other - Eligibility for Enhanced Security Clearance Yes/No

Yes Work Experience

Duration- Demonstrated experience leading training activities...

5 years

Duration- Demonstrated experience working as an Organizational Change Manager on at least 1...

1 years

Duration- Experience delivering training sessions in-person and online...

5 years

Duration- Experience developing change management deliverables...

8 years

Duration- Experience developing effective communication materials for stakeholders

5 years

Duration- Experience developing training deliverables...

5 years

Duration- Experience developing user-friendly training materials...

5 years

Nice to Have Education

Yes/No (Sr. CM2) - The proposed resource must meet or exceed one of the following...

Yes Work Experience

Duration - Demonstrated experience working as an Organizational Change Manager...

1 years

Duration - Demonstrated experience working as Trainer on at least 1 project...

1 years

Duration- Experience defining and measuring project change success metrics and progress.

5 years

Duration - Experience developing and delivering communications and presentations at multiple...

5 years

Duration- Experience developing effective communication deliverables...

5 years

Duration- Experience developing learning outcomes...

5 years

Duration- Experience fostering effective working relationships with leadership and stakeholders.

5 years

Duration- Experience in change risk management

5 years

Duration - Experience leading and facilitating meetings with stakeholders at all levels.

5 years

Duration- Experience using MS Office 2016 products or higher versions.

1 years

Duration- Experience using SharePoint online

1 years

Duration - Experience working in or for the public sector.

1 years

Duration - Experience working with or testing Microsoft Dynamics 365 solutions (CRM, Finance)

1 years

Job Tags

Holiday work, Work experience placement, Remote job, Relocation, Monday to Friday,

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