Senior Project Manager

Introduction
This Statement of Work (SOW) outlines the responsibilities, deliverables, and terms for a Project Manager to oversee the initial analysis of the mutual aid tracking and reimbursement processes within the Oregon State Fire Marshal (OSFM) Emergency Response Services Division. The contractor will guide the project through the initial analysis and design phases, capturing the current state, envisioning the future state, and conducting a comprehensive gap analysis. The goal is to produce a final set of requirements for a new system and an accompanying Request for Proposal (RFP).
Scope of Work
The Project Manager will be responsible for the following key tasks:
• Project Planning: Develop a detailed project plan, including timelines, milestones, and resource allocation to ensure the project stays on track.
• Risk Management: Identify potential risks, develop mitigation strategies, and monitor risks throughout the project lifecycle.
• Communication Management: Establish and maintain effective communication channels among all stakeholders to ensure transparency and alignment.
• Progress Reporting: Provide regular status updates and progress reports to key stakeholders and management teams.
• Budget Management: Monitor project expenses, track budget variances, and ensure the project remains within the allocated budget.
• Change Management: Facilitate change management processes, including the assessment and approval of change requests.
• Quality Assurance: Ensure that project deliverables meet quality standards and stakeholder expectations.
• Stakeholder Interviews: Conduct interviews with key stakeholders to understand pain points, requirements, and desired improvements.
Objectives
The primary objectives of this project include:
• Mapping current processes with the Emergency Response division with a focus on the mutual aid tracking and reimbursement processes.
• Providing a clear understanding of current business processes to all stakeholders.
• Capturing a desired future state for business processes
• Identifying and addressing any gaps or inefficiencies in the current processes.
• Developing detailed and accurate workflow maps for process optimization.
• Determining the set of requirements to meet the desired future state
Deliverables
• Relevant project documentation meeting PMBOK standards.
• Project communications to the project team
• Completed and approved RFP document.
Timeline
The project is expected to be completed within a period of 12 weeks. The proposed timeline is as follows:
• Week 1-2: Project initiation and stakeholder interviews.
• Week 3-5: Process analysis and documentation.
• Week 6-8: Workflow mapping and gap analysis.
• Week 9-10: Development of recommendations and final documentation.
• Week 11-12: Review and approval of deliverables, project closure.
Responsibilities
The Project Manager Contractor will be responsible for:
• Leading the project team and coordinating with stakeholders.
• Managing the project timeline and ensuring milestones are met.
• Documenting and communicating progress to the OSFM MARS project leadership.
• Ensuring the quality and completeness of all deliverables.
Skills and Experience Required
The ideal candidate should possess the following skills and experience:
• Project Management Expertise: Extensive experience in managing complex projects, preferably within the emergency response or public sector.
• Stakeholder Coordination: Proven ability to coordinate effectively with various stakeholders, ensuring clear communication and alignment of project goals.
• Process Analysis and Workflow Mapping: Strong skills in process analysis and workflow mapping to identify areas of improvement and streamline operations.
• Gap Analysis: Experience in performing gap analysis to identify discrepancies between current and desired performance levels.
• Recommendation Development: Ability to develop actionable recommendations based on thorough analysis and stakeholder input.
• Documentation and Reporting: Proficiency in documenting project progress and creating comprehensive reports for leadership review.
• Quality Assurance: A keen eye for detail to ensure the quality and completeness of all deliverables.
• Leadership Skills: Strong leadership capabilities to guide the project team and inspire confidence among stakeholders.
Confidentiality
The Business Analyst must adhere to strict confidentiality guidelines and ensure that all sensitive information related to the OSFM Emergency Response Division is protected.