The Project Manager (PM) will be responsible for overseeing the legal case management system implementation and change management initiatives for legal offices across the Commonwealth.

General

1.Provide any other generalized or specific observation relevant to this project.

2.Prepares bi-weekly reports and submits them to the ODeputy Chief of Staff.

3.Submit hours worked explicitly for this Project up to the maximum of 37.5 hours per week. This is an hourly position and only active hours on this project will be approved.

4.Responsible for scheduling work, distinguishing between effective and ineffective procedures interpreting and implementing instructions by management, explaining,or demonstrating work techniques, and sharing appropriate information as needed to ensure work is completed in a timely manner. Prepares reports and makes oral presentations as needed.

Phase 1: Documenting current process and ways to improve it via future solicitation of the new legal case management system SaaS

1.Attending agency briefings to understand user needs and business requirements for a complete understanding of current system and business processes and gather information on future needs.

2.Meet with staff to understand the business and programmatic processes. Capture each step of the business process workflows, reporting, and analysis for each agency.Works with employees and business process owners to understand all process steps.

3.Leads the agency in identifying business requirements for a new legal case management system and manages the process of selecting a new service. Develops evaluation criteria for the SaaS proposals by various vendors.

4.Identifies possible software companies, schedules software demonstrations, and reviews available services.

Phase 2: Implementation of new legal case management system SaaS

1.Works with the selected SaaS vendor to implement software, including developing and conducting end-user training

2.Works with internal and external stakeholders, including Osenior leadership, OA IT,and SaaS vendor, to troubleshoot internal issues and escalate as appropriate.

3.Develops policies and procedures related to SaaS solution; creates online user guides and desk manuals, FAQs, and standard operating procedures. Responsible for the ongoing creation of process documentation for use by all system users to include setup for any customized configurations within the system at each site.

4.Develops a communication strategy for affected employees, training, and ongoing support under the new software.

5.As new standards are developed, provides updated training manuals, and develops and conduct trainings when needed.

Phase 3:Evaluate post implementation

Conduct evaluation of new legal case management system for improvements and continue to monitor and troubleshoot issues as they occur.