Project Planning and Governance
- Reviewing the Municipality's existing ERP environment, supporting systems, business processes,
governance framework, project management practices, and current project documentation to establish the foundation for project planning and delivery.
- Assessing the current technology environment in collaboration with Technology Services to identify system dependencies, integrations, constraints, risks, and opportunities that may influence the project.
- Developing and maintaining a comprehensive project management plan, including the project schedule, risk register, issue log, communications plan, and other project management documentation.
- Developing and coordinating project communications, stakeholder engagement activities, and information sessions to support organizational awareness, readiness, and change management throughout the project.
- Coordinating project activities and monitoring progress to ensure project objectives, timelines, budgets, and deliverables are achieved.
- Facilitating cross-functional project team meetings, preparing agendas and meeting minutes, and tracking action items.
- Providing regular project status reports, recommendations, risk updates, and decision support to Administration and the project team as required
Business Requirements
- Facilitating workshops and interviews with Financial Services, Technology Services, and other departments to identify and validate business requirements.
- Documenting business, functional, technical, reporting, security, integration, and regulatory requirements.
- Reviewing current-state business processes and facilitating the development of future-state business processes in collaboration with internal stakeholders to support improved service delivery, operational efficiency, and organizational objectives.
- Identifying opportunities to standardize, streamline, and improve business processes and organizational workflows through the implementation of the new ERP system.
- Identifying integration requirements with other municipal systems and applications.
- Establishing and validating functional priorities and distinguishing mandatory from desirable requirements to support the procurement process.
- Developing and maintaining the business requirements documentation throughout the project lifecycle.
- Validating business requirements with stakeholders and maintaining requirements traceability throughout the project lifecycle.
ERP Procurement Strategy
- Developing the procurement strategy, including the procurement schedule, evaluation methodology and criteria, and preparing all procurement documentation required to support the competitive procurement process, including the Request for Proposal (RFP), pricing schedules, addenda, and related procurement documentation.
- Reviewing current business processes, business requirements, existing systems, and technology considerations to inform the ERP and procurement strategy.
- Maintaining familiarity with departmental business processes, business requirements, existing systems, and technology considerations to inform the ERP and procurement strategy and guide the development and validation of ERP requirements.
- Supporting Administration in the preparation of reports, recommendations, and supporting documentation to inform Council decision-making throughout the budget approval and procurement process.
- Preparing procurement documentation required to support the competitive procurement process, the Request for Proposal (RFP), evaluation criteria, pricing schedules, and other related documentation.
- Coordinating the competitive procurement process, including responding to vendor inquiries, coordinating proposal evaluations, facilitating vendor demonstrations, supporting reference checks, and coordinating the interview process, where applicable.
- Preparing evaluation summaries and recommendations to support the selection of the preferred vendor.
- Supporting contract negotiations, contract finalization, and transition to project initiation with the preferred vendor.
Council and Administrative Reporting
- Supporting Administration in the preparation of reports, presentations, and supporting documentation for Administration and Council, including the development of professional advice, analysis, options, implications, and other information required to support informed decision-making.
- Presenting project updates, technical information, professional advice, and analysis to Administration and, as required, supporting Administration during Council meetings by responding to technical questions and providing subject matter expertise related to the project.
Implementation of ERP Solution
- Providing project management leadership and oversight throughout implementation of the selected ERP solution, coordinating the Municipality's project activities and working collaboratively with the selected ERP vendor and Municipal stakeholders.
- Managing the Municipality's relationship with the selected ERP vendor by monitoring vendor performance, contractual compliance, project deliverables, timelines, risks, and issue resolution, and documenting and escalating performance concerns, as required.
- Coordinating implementation activities across all participating departments to ensure project milestones, deliverables, dependencies, and timelines are effectively managed and achieved.
- Reviewing and validating proposed system configurations, workflows, business rules, customizations, and other solution design decisions to ensure they align with the Municipality's approved business requirements, contractual requirements, and project objectives.
- Coordinating the development and execution of the Municipality's data migration strategy in collaboration with Technology Services and the selected ERP vendor, including data validation, reconciliation, and issue resolution activities.
- Coordinating system testing activities, including system integration testing, user acceptance testing (UAT), issue tracking, resolution, and validation that the solution meets the Municipality's approved business requirements and contractual requirements prior to production deployment.
- Facilitating the resolution of project issues and risks requiring management or executive decision-making.
- Coordinating the development and delivery of end-user training in collaboration with the selected ERP vendor, Financial Services, Technology Services, and municipal departments to support successful system adoption.
- Coordinating implementation readiness, cutover and go-live, end-user training, and knowledge transfer activities in collaboration with the selected ERP vendor to support successful system adoption and the Municipality's long-term administration of the ERP solution.
- Providing project oversight and support during system go-live and post-implementation stabilization.
- Monitoring project progress and recommending corrective actions where necessary to support the successful delivery of the project.
- Reviewing and validating project deliverables to ensure quality standards and contractual requirements are met prior to acceptance by the Municipality.
- Coordinating the development, review, and validation of business process documentation, standard operating procedures, work instructions, user guides, operational documentation, and end-user training materials, including vendor-provided documentation and Municipality-specific training materials, to support successful system adoption and the Municipality's ongoing administration of the ERP solution.
Organizational Change Management
- Developing, coordinating, and implementing a project-specific organizational change management strategy to support the successful adoption, long-term sustainability, and continuous improvement of the ERP solution.
- Developing, implementing, and coordinating a communications and stakeholder engagement plan to keep Administration, Council, project stakeholders, and end users informed, engaged, and prepared for organizational change while supporting project awareness, organizational readiness, and user adoption throughout the project.
- Identifying organizational impacts and working collaboratively with Financial Services, Technology Services, and other departments to support organizational readiness.
- Monitoring organizational readiness throughout the project and recommending mitigation strategies to address potential barriers to implementation.
- Supporting departments throughout the transition to the new ERP solution to promote successful organizational change and sustained user adoption.
Project Close-Out
- Coordinating project close-out activities and confirming all project deliverables have been completed and before being accepted by the Municipality.
- Preparing final project documentation, including lessons learned, outstanding issues, recommendations, and project close-out reports.
- Coordinating the transition of project responsibilities to the appropriate Municipal employees to support the ongoing administration, support, and continuous improvement of the ERP solution.
- Providing knowledge transfer to Financial Services, Technology Services, and other municipal departments to support the long-term administration, support, maintenance, and continuous improvement of the ERP solution.
- Conducting a post-implementation review to evaluate project outcomes and identify opportunities for future improvement.
- Coordinating final system acceptance by confirming contractual deliverables, approved business requirements, and acceptance criteria have been satisfactorily met.
General Responsibilities
- Perform the Services throughout the term of the Contract in accordance with the approved project schedule and milestones.
- Provide independent project management expertise, strategic advice, professional recommendations, and decision support to successfully lead and deliver the ERP replacement project. The Municipality will retain responsibility for approvals at established governance and project decision points.
- Work primarily from the Municipality's offices, with hybrid work arrangements permitted where appropriate to support the project and subject to the approval of the Manager, Financial Services.
- Comply with all applicable Municipal policies, procedures, standards, and security requirements.
- Maintain confidentiality of Municipal information.
Perform other related duties reasonably required to support the successful delivery of the project
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