Job ID: VA-718044 (911490927)
Hybrid/Local Project Manager (15+) (PMP) with PMI and Governance Experience
Location: Chesterfield, VA (Chesterfield County)
Duration: 3 Months
*this is a short term, 3-4 month contract, with no extension
*most work is to be completed remotely, will need to come onsite seven days total on county’s schedule
*must possess an active PMP from PMI, no substitutes
PMI PMP credential Required 5 Years
Project Management experience managing schedule, scope, budget Required 5 Years
Directly managing business stakeholders and project team members and gaining consensus on direction Required 5 Years
Managing communication with stakeholders Required 5 Years
Experience with managing stakeholders through process change Required 5 Years
Experience with courts and digital evidence management systems Desired 3 Years
County Governance Artifacts for DFEM Consideration
1. Authorized User: Office of the Circuit Court Clerk
Provide project management support for the implementation by ImageSoft of the DFEM system that Chesterfield County plans to release in December of 2023.
Chesterfield County is seeking a Project Manager to oversee the implementation of a Digital and Forensics Evidence Management (DFEM) solution, with the Primary User Circuit Court Clerk Office and staff. This solution is also for the use of other entities including the Chesterfield Police, Chesterfield Sheriff, county Commonwealth’s Attorney’s Office, Circuit Court, General District Court, Juvenile and Domestic Relations Court, private law offices, pro se (self-represented) litigants or the public.
Manage the project to implement a DFEM system that will support Chesterfield County DFEM day-to-day law enforcement, legal and judicial operational procedures and services for pro se (self-represented) litigants or the public moving to a world of digital evidence management.
Project Manager will partner with Chesterfield County to provide PMI certified, senior, experienced resources to guide the county through this critical Courts project. The Project Manager will be the county’s advocate, alerting the County to any needs and/or pitfalls in program approach or solution design, to ensure the project is successfully delivered on time and on budget. Project Manager will ensure Chesterfield County will accept and approve all deliverables in its best interest.
This project is estimated to be medium complexity and medium risk.
Project Management and Organizational Structure
The Project Manager will be accountable to the IST Project Management Office for the program governance integrity and related program performance. The Project Manager will be directly responsible to the business and IST project sponsors for managing the program execution and delivery over the course of this project. The county will not have a county technical project manager nor business analyst assigned to this project.
The Project Manager will manage the program and collaborate directly with County and Courts staff, with the guidance of the PM Subject Matter Expert on whom to engage.
The project management artifacts listed in the attached “County Governance Artifacts Required for DFEM” document will be the deliverables for this engagement.
A robust program governance structure is needed to mitigate risks of program performance to deliver the full scope of the project on time and within budget.
Work for this engagement will be coordinated through Project Manager and the Chesterfield County Program Leadership Team.
4. Scope of Work:
1. See the related “County Governance Artifacts for DFEM Consideration” document. This is suggested as a reference for artifacts Project Manager should create and maintain for internal PMO governance. The governance will apply during the entire program execution through program closure.
2. Project Manager will provide deliverables per item 1) above for effective program governance, tracking, planning, conversion, and mitigation required for effective program governance including steering committee governance, program management, risk management and system acceptance – as well as timely communication and briefing presentations when requested to the Chesterfield County Program Team and Program Steering Committee.
3. Project Manager shall work with the PMO Chief in the planning and coordination and development of all project deliverables.
4. Project Manager will engage directly with County and Courts personnel, especially the Primary User, the Office of the Circuit Court Clerk.
5. Project Manager will coordinate the review and acceptance of ImageSoft deliverables.
6. Project Manager will ensure vendors and the County adhere to the program schedules and report any deviation to the Chesterfield County Program Team or Steering Committee.
7. Project Manager will plan and track all expenses and payments that are within the scope of the project budget.
? Program Steering Committee and Program Team will provide the support needed to implement this program and provide for its effective execution as needed.
? Project Manager will be required to complete the required Criminal Justice Information System (CJIS) and Health Insurance Portability and Accountability Act (HIPPA) training as delivered by the County.
? Project Manager will maintain project artifacts in a county SharePoint repository for electronic and physical artifacts. The County will retain ownership of all artifacts produced in support of this engagement.
? The County will have the option to evaluate/interview the proposed resource(s) prior to initiating the engagement.
? The PM must demonstrate prior experience in successfully implementing systems.
? The Program Manager (PM) must demonstrate a minimum of five (5) years of experience.
? County prefers the PM be onsite a portion of the time but accepts telecommuting.
5. Period of Performance:
Delivery of all products and services defined in the Statement of Work will occur within 4 months of project execution date.
Project Manager period of performance will be 9/11/2023 – 12/31/2023. Implementation of the solution will occur by 12/3/2023. This includes delivery and installation of all products and services necessary to implement authorized User’s solution and any support, other than on-going maintenance services. Includes 4 weeks of post Go Live stabilization.
6. Place of Performance:
At Authorized User (when not Telecommuting):
Circuit Court Clerk’s Office
9500 Courthouse Road
Chesterfield, VA 23832.
A minimum of seven days of onsite presence is required: four days in the first month of the project, then a day each for the following milestones: project kickoff, system testing, system demonstration / acceptance.
7. Project Manager Requirements
At least 5 years of project management experience with PMP certification and references.
Refer to County Governance Artifacts for DFEM Consideration.
The Project Manager should provide all deliverables in electronic form.
9. Acceptance Criteria:
The Project Manager will have ten (10) days from receipt of the deliverable to provide Project Manager with the signed Acceptance Receipt.
Final acceptance of services provided under the SOW will be based upon Authorized User’s review and approval of Project Manager’s deliverables.
10. Project Roles and Responsibilities:
Responsibility Matrix Project Manager Authorized User
Manage Project phases X X
Collaborate with all departments X
Collaborate with program steering committee X
11. Criminal Background Checks and Other Security Requirements:
Standard CAI Required Background Check
12. Reporting:1 Weekly Status Update
The weekly status report, to be submitted by Project Manager to Authorized User and PMO Chief, should include: accomplishments to date as compared to the program plan; any changes in tasks, resources or schedule with new target dates, if necessary; all open issues or questions regarding the program; action plan for addressing open issues or questions and potential impacts on the program; risk management reporting.
a. Documentation is detailed in all process groups and deliverables (See County Governance Artifacts for DFEM Consideration.xslx).
14. Additional Terms and Conditions:
The services to be provided are subject to the following additional provisions:
a. Effective July 1, 2020, the Code of Virginia requires contractors with the Commonwealth who spend significant time working with or in close proximity to state employees to complete sexual harassment training. As a result of the new code, VITA and the Department of Human Resource Management (DHRM) are requiring that all contractors working through the CAI contract complete DHRM’s “Preventing Sexual Harassment” training. This training is available as either a short video or a written transcript on the DHRM website: https://www.dhrm.virginia.gov/public-interest/contractor-sexual-harassment-training. The selected Project Manager must agree that any assigned resource will complete the training.
b. The selected Project Manager must agree that any assigned resource will review and conform to the IT Contingent Labor Program (ITCL) Contractor Code of Conduct. The Code of Conduct can be reviewed on VITA’s website at the following link:
c. Project Manager will be required to complete the required Criminal Justice Information System (CJIS) and Health Insurance Portability and Accountability Act (HIPPA) training as delivered by the County.
15. Scheduled Work Hours:
Regular business hours are 8:30 AM to 5:00 PM Monday through Friday.
16. Facility and equipment to be provided by Authorized User:
Chesterfield County will provide workspace and a county computer for Project Manager. All other equipment must be provided by Project Manager.