aCS-214
REV 5/2003 / 1. Position Code

State of Michigan

Department of Civil Service
Capitol Commons Center, P.O. Box 30002
Lansing, MI 48909
Federal privacy laws and/or state confidentiality requirements protect a portion of this information. /

POSITION DESCRIPTION

This form is to be completed by the person that occupies the position being described and reviewed by the supervisor and appointing authority to ensure its accuracy. It is important that each of the parties sign and date the form. If the position is vacant, the supervisor and appointing authority should complete the form.
This form will serve as the official classification document of record for this position. Please take the time to complete this form as accurately as you can since the information in this form is used to determine the proper classification of the position. THE SUPERVISOR AND/OR APPOINTING AUTHORITY SHOULD COMPLETE THIS PAGE.
2. Employee’s Name (Last, First, M.I.)
vacant / 8. Department/Agency
Technology, Management, & Budget
3. Employee Identification Number / 9. Bureau (Institution, Board, or Commission)
Center for Shared solutions
4. Civil Service Classification of Position
Information Technology Project Coordinator P9 / 10. Division
enterprise portfolio management office (EPMO)
5. Working Title of Position (What the agency titles the position)
IT Project Coordinator / 11. Section
Program management office (PMO)
6. Name and Classification of Direct Supervisor
Sandy Donohue, ITM 14 / 12. Unit
MDOC, MDOT, MSP & DMVA
Program & Project Management
7. Name and Classification of Next Higher Level Supervisor
Jose M Silva, SAM 15 / 13. Work Location (City and Address)/Hours of Work
Van Wagoner Building
425 W. Ottawa St., Lansing, MI
8:00 am – 5:00 pm, monday – Friday
14. General Summary of Function/Purpose of Position
This position serves as an Information Technology Project Coordinator for information technology projects. The position functions as a PMO resource to DTMB managers, supervisors, project managers, and staff that are involved in application development and maintenance. This includes the design, development, testing, and maintenance of reports to support project management and portfolio management activities. The position also assists project managers in the creation and maintenance of project information utilizing the State of Michigan Project and Portfolio Management (PPM) tool. This includes assisting PPM tool users with tool related issues, including problem analysis and resolution. This position also includes assisting project managers in the management and tracking of projects, including project schedule management, issue management, change management, risk management, and project reporting. This includes the development and maintenance of project documentation. The functions adhere to the processes and standards as set forth by the Department of Technology, Management and Budget (DTMB).
For Civil Service Use Only

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15. Please describe your assigned duties, percent of time spent performing each duty, and explain what is done to complete each duty.
List your duties in the order of importance, from most important to least important. The total percentage of all duties performed must equal 100 percent.

Duty 1

General Summary of Duty 1 % of Time 35
Design, development, testing, and maintenance of project and portfolio reports.
Individual tasks related to the duty.
·  Arrange and facilitate meetings with clients to evaluate reporting needs and gather business requirements.
·  Learn and understand the client's business process.
·  Use appropriate development tools to develop and maintain specified reports as required, using various technologies.
·  Troubleshoot report problems when production errors occur. Learn to use software debugging tools to isolate problems.
·  Document new reports, and changes to reports, and maintain documentation.
·  Follow State and Agency standards, methodologies, policies and procedures when developing and maintaining reports.
·  Work with other DTMB team members when tasks call for a cross-team solution.
·  Maintain availability to the clients (e.g. e-mail and telephone) during client working hours.

Duty 2

General Summary of Duty 2 % of Time 30
Assist DTMB staff in the use of the PPM tool, including problem analysis and resolution.
Individual tasks related to the duty.
·  Develop a working knowledge of the PPM tool functionality.
·  Assist in the identification of client needs related to the PPM tool.
·  Assist in researching potential enhancements to the PPM tool.
·  Assist clients with issues related to the PPM tool.
·  Analyze problems and identify and implement solutions to problems.
·  Assist in training client in the use of the PPM tool.
·  Collaborate on potential PPM tool changes with other team members from the PMO and Enterprise Portfolio Management Office (EPMO).
·  Perform testing on changes to the PPM tool.

Duty 3

General Summary of Duty 3 % of Time 25
Provide technical assistance to project managers in the management and tracking of projects.
Individual tasks related to the duty.
·  Assist project managers in the development and maintenance of project deliverables.
·  Assist project managers in maintaining project information in the PPM tool.
·  Assist project managers in the development and distribution of project status reports.
·  Assist project managers in the development of project metrics.
·  Prepare for project status meetings and document meeting minutes from the meetings.

Duty 4

General Summary of Duty 4 % of Time 10
Provide assistance on special projects.
Individual tasks related to the duty.

·  Act as a project resource or project manager on special projects on an as-needed basis.

·  Work with other PMO portfolio team members and project managers as needed.

·  Grow skills in project and portfolio management by reading industry literature, attending training, etc.

·  Perform other related assignments to support the Customer Service division.

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16. Describe the types of decisions you make independently in your position and tell who and/or what is affected by those decisions. Use additional sheets, if necessary.
This position will work under the guidance of a mentor. Decisions will be made by the incumbent will involve:
·  Implementing problem resolutions that follow the defined processes and procedures.
·  Decisions in support of DTMB standards.
17. Describe the types of decisions that require your supervisor’s review.
·  Matters that affect the budget.
·  Modifications to project management tools, methodologies, or processes.
·  Decisions that result in a business process change.
·  Decisions that impact DTMB.
18. What kind of physical effort do you use in your position? What environmental conditions are you physically exposed to in your position? Indicate the amount of time and intensity of each activity and condition. Refer to instructions on page 2.
·  Work is performed in a business office setting.
·  Typical office environment.
·  Requires extensive use of a personal computer and keyboard.
·  Involves occasional equipment setup for system demonstration and training.
19. List the names and classification titles of classified employees whom you immediately supervise or oversee on a full-time, on-going basis. (If more than 10, list only classification titles and the number of employees in each classification.)
NAME / CLASS TITLE / NAME / CLASS TITLE

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20. My responsibility for the above-listed employees includes the following (check as many as apply):
Complete and sign service ratings. Assign work.
Provide formal written counseling. Approve work.
Approve leave requests. Review work.
Approve time and attendance. Provide guidance on work methods.
Orally reprimand. Train employees in the work.

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21. I certify that the above answers are my own and are accurate and complete.
Signature Date

NOTE: Make a copy of this form for your records.

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TO BE COMPLETED BY DIRECT SUPERVISOR

22. Do you agree with the responses from the employee for Items 1 through 20? If not, which items do you disagree with and why?
Yes. Completed by management.
23. What are the essential duties of this position?
·  Design, development, testing, and maintenance of reports to support project management and portfolio management activities.
·  Assist PPM tool users with tool related issues, including problem analysis and resolution.
·  Assist project managers in the management and tracking of projects, and the creation and maintenance of project information utilizing the PPM tool.
Critical Job Role: Project Coordination
Competencies: Customer Focus, Technical/Professional Knowledge, Building Trust, Communication, Initiating Action
24. Indicate specifically how the position’s duties and responsibilities have changed since the position was last reviewed.
25. What is the function of the work area and how does this position fit into that function?
The Program Management Office Division supports and serves the State of Michigan regarding project management, project management tools and methods, project management training, project planning, project reviews, and portfolio reporting. This position serves as a project coordinator supporting the State’s IT Portfolio.

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26. In your opinion, what are the minimum education and experience qualifications needed to perform the essential functions of this position?
EDUCATION:
Possession of an Associate’s degree with 16 semester (24 term) credits in computer science, data processing, computer information, data communication, networking, system analysis, computer programming, mathematics, or IT Project management.
EXPERIENCE:
No specific amount or type required
KNOWLEDGE, SKILLS, AND ABILITIES:
Required:
·  Ability to prepare detailed written instructions and documentation.
·  Effective oral and writing skills.
·  Time management skills.
·  Ability to work effectively with a wide variety of people.
CERTIFICATES, LICENSES, REGISTRATIONS:
Duties may involve the use of a personal vehicle.
NOTE: Civil Service approval of this position does not constitute agreement with or acceptance of the desirable qualifications for this position.
27. I certify that the information presented in this position description provides a complete and accurate depiction of the duties and responsibilities assigned to this position.
Supervisor’s Signature Date
TO BE FILLED OUT BY APPOINTING AUTHORITY
28. Indicate any exceptions or additions to the statements of the employee(s) or supervisor.
29. I certify that the entries on these pages are accurate and complete.
Appointing Authority’s Signature Date

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