DHS - Team Lead TL1 A4 SC2

This request is issued from the Office of Children, Youth and Families (OCYF) within Commonwealth of Pennsylvania’s Department of Public Welfare (DHS).

BACKGROUND/PROBLEM STATEMENT

OYF has a specific need for highly skilled staff augmentation to support current IT system development and maintenance while also transitioning to a new statewide Child Welfare Case Management System (CW CM) in alignment with the Governor’s Executive Order issued on July 31, 2019, to procure a statewide child welfare case management system. This system is intended to replace several OCYF legacy systems currently managed by OCYF, as well as the five county case management systems not currently managed by OCYF. Current IT systems planned for replacement by the future CW CM must continue to be supported until OCYF makes a full transition to the new system. Business Process Alignment (BPA) and User Stories were finalized in early 2024. There will be subsequent activities leading up to full implementation which include, but are not limited to, data clean-up, data conversion, requirements gathering, user acceptance testing, and system design/configuration. These efforts are planned to begin in early 2025. Following the implementation of the CWCM System, this position will continue to monitor and support the maintenance and enhancements to the system which impact OCYF data relevant to this position’s assigned tasks.     

OVERSITE/CONTRACTOR MONITORING

The Office of Children, Youth and Families, Division of Systems and Data Management will oversee the work assignment. The contractor in this position will report to the Data Management Section Supervisor.   

INCURRING COSTS

DHS is not responsible for any costs or expenses incurred by the service providers in the preparation of their quotes.

RESOURCES

DHS shall provide office space within its office at the Harrisburg Uptown Building (HUB), 2525 North 7^th St, Harrisburg, PA 17110.  In addition, DHS will supply all necessary hardware, software, network connection, phone and fax for daily use as needed to complete assigned work items. If the contractor in question is approved for part-time or full-time telework, the contractor will be permitted to take equipment home as per OCYF’s telework policy.

TRAVEL

IT System planning, implementation and testing activities for current applications and the CW CM may require travel outside the Harrisburg area. OCYF provides assistance to the 67 County Children and Youth Agencies (CCYA) and four OCYF Regional Offices in Harrisburg, Pittsburgh, Philadelphia and Scranton.

CONTRACTOR REQUIREMENTS

1.  Points of contact

2.     Criminal History Background Check

3.     PA Child Abuse History Clearance

4.     Security access

OBJECTIVES OF ENGAGEMENT

The contractor’s primary responsibilities will be to manage specific data processing and reporting projects and/or initiatives that fulfil federal and state reporting requirements for OCYF and the 67 CCYA, as well as support ongoing data clean-up and future data conversion activities for the new statewide system. This contractor serves as the Team Lead for the production of the biennial data files for AFCARS, a federal reporting requirement; and the annual production of the federally required Caseworker Visitation Tracking report. This position also serves as the Team Lead for the monthly Voter Registration report required by the State Department. As OCYF transitions to the new statewide system this position will assist in the management of system/statewide data clean-up and conversion. This position also co-manages the Information Technology Grants and Budgets for 67 CCYA.

TASKS TO BE PERFORMED

 Specific tasks for the contractor are:

1. Plan, organize, prioritize, and manage multiple data projects and initiatives across the OCYF project team.
   


2. Manages processes and timelines associated with the Adoption and Foster Care Analysis and Reporting System, ensuring compliance with the federal requirements.
   


3. Manages processes and timelines associated with the Caseworker Visitation Tracking report, ensuring compliance with the federal requirements.
   


4. Manages processes and timelines associated with the Voter Registration report, ensuring compliance with the federal and state requirements.
   


5. Manages work associated with addressing data quality for AFCARS and CVT data fields.
   


6. Manages file transfer protocols for secure file transfer of files between CCYA and other business partners. 
   


7. Maintain a comprehensive understanding of current Federal Reporting requirements related to assigned tasks.
   


8. Provide customer service to county stakeholders emailing the AFCARS team with questions, concerns, or other issues.
   


9. Co-manages review and approval of annual county IT Grants and quarterly budget submissions.
   


10. Responsible for compliance with standards and procedures specific to assigned initiatives.
    


11. Manage and track progress against the project schedule and scope.
    


12. Anticipate issues and proactively address them. Identify and track issues.
    


13. Build and maintain relationships with key stakeholders and customer representatives.
    


14. Investigates and resolves business operational and software issues identified and reported by users.
    


15. Communicate effectively and clearly with customers and software / hardware suppliers supporting the commonwealth as appropriate.
    


16. Prepare status reports.
    


17. Monitors the work plan and ensures deadlines are being met and work is progressing as planned.
    


18. Identify risks and issues impacting projects and escalate them in accordance with policy and procedure.
    


19. Assist with or manage (as determined by the Leadership Team) the development and/or execution of strategies to effectively manage risks and issues until closure.
    


20. Works as a liaison with the application team to promote the application team’s understanding of data related requirements when necessary.
    


21. Facilitate communication and knowledge sharing with the Application team.  
    


22. Establishes and maintains effective working relationships with the network of county children and youth agencies, other Department staff, and other contractors.
    


23. Uses Microsoft programs (Excel, Word, PowerPoint, Access, and Outlook) for documentation and communication purposes. Uses Team Foundation Server (TFS) and Microsoft Test Manager (MTM).  Uses Service Now for incident and request tracking. Used Cognos for Data Warehouse queries. Uses SeGov and the AFCARS Progress application.
    


24. Able to lead/facilitate meetings or workgroups in-person and/or virtually as assigned.
    


25. Able to develop and facilitate presentations in-person and/or virtually as assigned.
    


26. Able to develop responses to public/media/stakeholder/federal inquiries as assigned.
    


27. Able to work in a team environment.
    


28. Travels as needed.
    

CONTRACTOR SKILLS AND EXPERIENCE REQUIREMENTS

·        7 years’ experience in developing business, functional and user requirements for IT systems.

• Knowledge of data processing and analysis.
  


• Knowledge of business analysis process, principles, practices, and techniques.
  


• Contractor must have excellent written and verbal communication skills.
  


• Contractor must demonstrate good interpersonal skills and the ability to work with diverse user groups.
  

·        Contractor must be fluent in English and be able to be clearly understood over the phone as well as in written communication.

• Ability to establish and maintain effective working relationships.
  


• Highly Desired – 2 years’ experience performing similar work in the Child Welfare or other Human Services Field.
  


• Highly Desirable – IIBA certification.
  

* Role supports Telework, but candidate chosen will be required to come into the office one day per month, or more as required based    on business operations

Requirements