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Job Title – Project/Program Manager IV (Covendis)
Job Location – Portland State Office Building, 800 NE Oregon St, Portland, OR 97232
Citizenship Requirements – No restrictions as long as legally eligible to work
Clearance Requests – NA
Job Duration – 19+ months Contract
The Office of Information Services (OIS) is a shared service provider for the Oregon Health Authority (OHA) and Oregon Department of Human Services (ODHS). OIS provides the technology systems and services that support more than 18,000 OHA and ODHS agency staff at local offices and facilities around the state. These systems and services help the two agencies determine client service program eligibility; provide medical, housing, food, and job assistance; provide addiction, mental health, vocational and rehabilitative services; protect children, seniors, and people with physical and/or developmental disabilities; process claims and benefits; manage provider licensing and state hospital facilities; and promote and protect the state public health.
The Center for Public Health Practice (CPHP) within the Public Health Division of OHA provides services to prevent and control diseases, monitor vital events, and assure an effective statewide public health system. CPHP programs work closely with local and tribal governments, community partners, and the public to protect and improve the health of all people in Oregon. Special emphasis is placed on communicable diseases, including epidemiology, laboratory testing, immunization, and other community control measures. The quality of statewide public health services is assured through consultation, planning, review, and accreditation of state and local agencies.
The Oregon Immunization Program (OIP) works to reduce the incidence of vaccine-preventable disease in Oregon. OIP staff members seek to identify and promote evidence-based public health best practices to both the public and health care professionals throughout the state. In addition to education, OIP provides technical assistance and quality improvement for both public and private practices.
Scope:
Contractor shall be embedded within the Oregon Immunization Program and work in the Project team with the OIS Senior Project Manager. Contractor will provide Project Management Services and Deliverables to OIP to meet the Project goals summarized below.
OIS seeks a Project/Program Manager IV to provide expert support in Microsoft Office 365 for the OIP ALERT IIS Replacement Project.
OIP’s ALERT Immunization Information System (IIS) is a confidential, population-based, computerized database that records all immunization doses administered by participating providers in Oregon. Approximately 90% of all Oregon immunizing providers participate in ALERT IIS. This system is a powerful tool for managing immunization records and supporting healthier communities. ALERT IIS is used for clinical decision making and public health interventions. We have learned in the COVID-19 pandemic that to fight systemic bias we must ensure individuals have access to their own immunization data and that more partners are interested in accessing these data to assist the people they serve.
A new platform for ALERT IIS will be more robust by combining functionality from both Immunization Record Information System (IRIS) and Partner Organization System Tracking (POST) and will include lessons learned from the pandemic to better address emerging events by including consumer access modules and Race, Ethnicity, Language, and Disability (REALD) and Sexual Orientation and Gender Identity (SOGI) data elements.
IRIS is a system used to issue exclusion orders and collect statistics for reporting immunization and exemptions rates for schools and children’s facilities statewide. IRIS creates a grant required report that is submitted annually to the Centers for Disease Control and Prevention (CDC). IRIS provides a mechanism for local public health authorities (LPHA) statewide to meet reporting requirements and laws laid out in Oregon Revised Statutes 433.235 to 433.284 as well as in Oregon Administrative Rules 333-050-0010 to 333-050-0140. OIP plans to retire IRIS and integrate most functionality into the new ALERT IIS system.
POST and ALERT IIS are interoperable and share organization-level data. POST is primarily internal facing and is leveraged to collect information about providers participating in OIP programs and is used by most OIP program staff and includes email integration. An external component provides online access to partners to enroll in OIP programs and manages the annual recertification for immunization providers for the Vaccines for Children (VFC), Vaccines for Adults (VAP) partners.
Immunizing providers access ALERT IIS for clinical decision making and can also use built-in functionality to generate a variety of reports on their patient population. They can run reminder recall reports and notices of patients who are current or past due on immunizations. Additionally, ALERT IIS provides schools and childcare centers with on-line access to students’ immunization records and simplifies the enrollment process for parents to comply with Oregon statutes.
Immunization Quality Improvement for Providers (IQIP) is another critical CDC program that supports immunization providers and state immunization programs. The IQIP program is an evidence-based continuous quality improvement process that uses ALERT IIS data for improving immunization rates and practices at the provider level. IQIP serves to assist and support health care providers by identifying opportunities to improve vaccine uptake and to help motivate providers to try new vaccination service delivery strategies and incorporate changes into their current practices.
During large outbreaks, ALERT IIS plays a critical role in responding to vaccine-preventable diseases, such as the COVID-19 pandemic. In addition to use by medical providers, ALERT IIS also provided vaccination information to a wide variety of interested parties to help meet their needs and pandemic vaccination data to and from ALERT IIS and was one of the biggest drivers of system growth in the last 2 years.
Contractor’s Key Person shall:
- The Project Manager position will specifically focus on developing and refining project planning and scheduling to increase efficiency and accuracy
- Project management and assistance with competing project deliverables for ALERT IIS
- Liaise with OIS technical support team
- Update planner with new tasks based on input from OIP project team
- Manage multiple complex and detailed schedules
- Maintain timelines, milestones, and critical paths
- Monitor and control programs to assure timely completion
- Schedule and conduct stage gate review meetings with OIP team
- Advise on and escalate key issues that impact the schedule
- Ensure all resources are allocated to the appropriate tasks
- Produce resource capacity reports (identify all resources that are over-allocated and under- utilized)
- Devise ad hoc reports that will be needed for senior management to make informed decisions
Required skills and experience:
- Microsoft Office 365 (10+ years of experience)
- Project Management (10+ years of experience)
- Exceptional communication skills (10+ years of experience)
- Consolidation planning and management (10+ years of experience)
- Integration planning and strategy (10+ years of experience)
- Learning ability (10+ years of experience)
- Teamwork (10+ years of experience)
- Presentation skills (10+ years of experience)
- Proposal writing (10+ years of experience)
- SOAP (4-6 years of experience)
- Oracle (4-6 years of experience)
- Adobe Acrobat (4-6 years of experience)
- SQL (1-3 years of experience)
- Ability to work effectively remotely
- Prior state government experience
In addition, the ideal candidate will have skills and experience in:
- WSDL Language (4-6 years of experience)
- General knowledge of HL7 at minimum; desired HL7 immunization profiles
- Proficient in Visio; Process Mapping
Covendis rate card description for a Project/Program Manager IV:
Individuals with successful project management experience limited to projects of small scope, limited risk and complexity and/or of short duration. Individuals at this level will typically be assigned to manage projects under the direction of a State supervisor or manager. Individuals with this level of experience are suitable for small Client Agency projects with clear, achievable outcomes, or in assignment as project support on larger projects. Individuals at this level can also be used to in the capacity of a Project Controller, provided that they can satisfy the basic requirements of that position. Advanced level: Individuals with a mastery of project management skills, qualifications and experience. This individual shall function effectively with very little supervision, while maintaining a high professional standard. They are assigned to extremely complex and/or high-risk projects that reflect the highest priorities of state government. These individuals are comfortable working with the highest levels of state government and are able to contribute to the furtherance of the states’ objectives. These individuals have the necessary skills and experience to assist in statewide project portfolio management and/or IT Investment Management.
Interviews will be conducted via Microsoft Teams and/or in person. Interview times will reflect Pacific Standard Time.
Due to circumstances beyond our control, we anticipate two weeks or more for the background check completion for the selected candidate.
Key Person will be required to telecommute with potential of onsite meetings in Portland, Oregon.
Site Location: (Portland)
Portland State Office Building
800 NE Oregon St, Portland, OR 97232
The selected key person will telecommute with the potential of onsite meetings, as agreed to between the Agency Authorized Representative and the key person. Any decision to allow onsite is made with the understanding that decision will be re-evaluated by the Agency Authorized Representative on a regular basis.
Telecommuting will be contingent upon the key person utilizing the Agency computer, monitor and telephone. Selected key person will supply their own Internet connection and be readily available during normal working hours via phone, email, or instant message. Access to Agency systems will be provided via VPN, Citrix Remote Desktop, or similar software. No hardware or additional software will be provided at the key person’s home site or his/her PC.
If the Agency Authorized Representative and key person agree to allow off-site work, the expectation is for that key person to work onsite as soon as the general workforce transitions back into the Agency workplace.
For Services that are agreed to occur remotely that those Services will only be completed by the Contractor resourced for the Project and all work must be performed in the United States of America. Remote engagement requires Contractor to have consistent access and/or clarity for: high speed internet, cellular phone/landline phone, web camera and microphone.
OIS/ODHS/OHA operates on standard business days (Monday – Friday, 8 AM – 5 PM, Pacific Standard Time, except for State of Oregon holidays and business closures)and Contractor must be available to engage with OIS/ODHS/OHA as agreed upon with OIS management.
