Execution Team for AIM Projects

The City of Atlanta's IT Department Atlanta Information Management (AIM) requires dedicated project support for executing projects sponsored by the department.

There are 12 internal offices with strategic priorities, needs, and initiatives that are sources of demand beyond the regular capacity of the Enterprise Project Management Office (EPMO).

We are seeking a team of three (3) professionals dedicated to the portfolio of AIM directed projects for the next six months.

The team will be comprised of :

one (1) Project Coordinator.

one (1) Business Process Analyst; and

one (1) Project / Execution Manager.

Scope of Work

This scope of work is a deliverable based engagement. The requirements of which include delivering the AIM directed portfolio of projects, on time, on budget, within scope, and meeting the quality standards of the organization.

The currently known portfolio includes :

Audit of Active Directory

Field Network Support Enhancements

AIM SIPOC (Suppliers, Inputs, Processes, Outputs, Customers)

Updating the AIM Webpage and Delivering an SOP for ongoing maintenance

Introducing Security around Data Loss Prevention

Introducing Security Enclaves

Additionally, the scope will include projects still being sourced, such as :

Application & Development team needs

Infrastructure & Operations team needs

CIO directed initiatives around major events coming to Atlanta

In accordance with the policies of AIM1, these projects are to be initiated, executed, monitored, controlled, and closed out by the team to be engaged.

AIM recognizes and adheres to the Project Management Body of Knowledge (PMBOK) for initiating, managing, delivering, and closing projects.

The engaged partner will be expected to perform accordingly.

Resource Responsibilities

Project / Execution Manager Responsibilities. The Project / Execution Manager plans and coordinates all aspects of IT specific projects from initiation to delivery.

The role of this position is to plan, execute, and finalize projects according to agreed upon deadlines and within budget.

The role also includes acquiring resources and coordinating efforts of team members and third-party contractors or consultants to deliver projects according to the established project plan.

This role defines the project's objectives and ensures delivery of quality.

General Duties

Manages projects that often involve network, server, or software implementation and upgrades, PC deployment and other similar projects.

Coordinates work done by IT staff and internal customers / partners by defining project requirements, performing feasibility and needs / impact assessments.

Develops detailed project plans and manages all implementation processes including resource allocation, progress tracking, monitoring change control process, testing, documentation, training, and on-time delivery within budget constraints.

Strategy & Planning

Define project scope, goals, and deliverables that support business goals in collaboration with senior management and stakeholders.

Effectively communicate project expectations to team members and stakeholders in a timely and clear fashion.

Liaise with project stakeholders on an ongoing basis.

Set and continually manage project expectations with team members and other stakeholders.

Plan and schedule project timelines and milestones using appropriate tools.

Track project milestones and deliverables.

Determine the frequency and content of status reports from the project team, analyze results, and troubleshoot problem areas.

Define project success criteria and disseminate them to involved parties throughout project life cycle.

Conduct project postmortems and create a recommendations report in order to identify successful and unsuccessful project elements.

Develop best practices and tools for project execution and management.

Acquisition & Deployment

Estimate the resources and participants needed to achieve project goals.

Draft and submit budget proposals and recommend subsequent budget changes where necessary.

Where required, negotiate with other department managers for the acquisition of required personnel from within the company.

Determine and assess need for additional staff and / or consultants and make the appropriate recruitments, if necessary, during project cycle.

Operational Management

Direct and manage project development from beginning to end.

Develop full-scale project plans and associated communications documents.

Delegate tasks and responsibilities to appropriate personnel.

Identify and resolve issues and conflicts within the project team.

Identify and manage project dependencies and critical path.

Develop and deliver progress reports, proposals, requirements documentation, and presentations.

Proactively manage changes in project scope, identify potential crises, and devise contingency plans.

Coach, mentor, motivate, and supervise project team members and contractors and influence them to take positive action and accountability for their assigned work.

Build, develop, and grow any business relationships vital to the success of the project.

Business Process Analyst Responsibilities.

This position leads the requirements development for applying technology to satisfy business needs. Defines and documents internal and external user interfaces and supports system and data requirement clarification and definition.

Also, acting as the liaison among internal stakeholders to analyze, document, communicate and validate business and system requirements for platform applications.

Project / Execution Management Support

This position supports the Project Managers and Senior Level Project Managers in the gathering and analysis of client business requirements, the development of business cases and return on investment analysis in support of enterprise level technology solutions.

• Leads the definition and execution of enterprise level technology solutions; assists in the coordination and execution of implementation plans;
• supports post implementation analysis and review to ensure realization of expected project benefits; gathers business requirements for development of client business cases, project concept formulation, and technology selection efforts;

analyzes business requirements by conducting information gathering sessions with clients.

Works with project managers and outside resources to ensure client needs are met; produces reports, timelines, and graphics using desktop tools to satisfy user requests, process analysis, data sampling and test verification.

Business Analysis

Assists in Business Process Reengineering activities and the application of technology to the process.

Documents current state processes and systems.

Performs data analysis by monitoring end to end business applications or infrastructure to proactively identify or resolve problems in accordance with operational standards and procedures.

Validates business plans against strategic imperatives for assigned area to ensure alignment.

Consults on assigned efforts to develop understanding of varied and complex business needs.

Performs business process analysis, developing recommendations to streamline processes and leverage technology.

Decision Making

Selects from multiple procedures and methods to accomplish tasks.

Applies organizational policies; may interpret organizational policies and recommend exceptions.

Establishes work methods, timetables, performance standards, etc.

Project Coordinator Responsibilities.

Responsible for providing support to the project leadership team by coordinating project activities related to the assigned project(s).

Position helps plan and coordinate projects, take on administrative duties, and independently manage some of the necessary elements to ensure projects are completed within the acceptable bounds of scope, schedule, budget, and quality.

The position's main duties are to ensure the continuity and efficiency of projects from start to finish through clear communication to all parties involved.

Essential Duties & Responsibilities

Ensure all parts of an assigned project are processed, organized, and progressing according to predetermined timelines and deliverable dates.

Assist in assigning project tasks to relevant parties and check in for status updates.

Develop and maintain project performance source that track overall progress and the accomplishment of specific milestones.

Monitor and assign resources appropriately to streamline project efficiency and maximize deliverable outputs.

Report project outcomes and / or risks to the appropriate management channels as needed-escalating issues as necessary based on project work plans.

Act as a point of communication between organizational teams and project resources internal and external.

Deepen partnerships with outside resources-including third-party vendors and researchers.

Performs other related duties as assigned.

Resource Requirements

The engaged team will require access to necessary city documents, systems, and personnel. They will also require regular meetings with key stakeholder and access to relevant information about delivering in accordance with this agreement.

Both the City of Atlanta and the selected vendor will assign resource managers to oversee the initiative.

The City of Atlanta will work with the selected vendor to ensure all City and required third-party vendor personnel are engaged and responsive.

Timeline

The engagement will begin upon selection of a vendor and team. It will be in place for a minimum of six (6) months, with an option for two-six-month renewals.

Billing

This effort will be deliverable based and reviewed every three-months for approval of payment based on delivery to date. At the commencement of the agreement, the city will pay 25% of the agreed upon amount to secure services.

And then, 25% at the first three-month interval, and 50% at the conclusion of six months, if the deliverables are in alignment with the requirements herein and to the city's satisfaction.

Number

Name

Deliverables

Description

Start Date

End Date

Execution Team Deliverables

Audit of Active Directory

Active Directory (AD) auditing is the process of collecting and analyzing data about your AD objects and Group Policy. Organizations perform AD auditing to proactively improve security, promptly detect and respond to threats, and keep IT operations running smoothly.

10 / 28 / 2024

04 / 30 / 2025

Execution Team Deliverables

Field Network Support Enhancements

Holistically there is a gap in terms governance, management, and maintenance of enterprise CCTV / field network. Recommend creating a project to seek vendor services to manage the field network in its entirety to include networking devices, fiber infrastructure, and any other supporting services.

This may require input and collaboration from different entities including APD, DPRCA, DOT, Beltline, etc.

10 / 28 / 2024

04 / 30 / 2025

Execution Team Deliverables

AIM SIPOC (Suppliers, Inputs, Processes, Outputs, Customers)

The scope of this effort is all AIM demand. Each group within AIM should be engaged to map their SIPOC individually, and their should be a holistic version / view that combines all of the individual areas.

Interviews and other engagements with each office within AIM will be critical.

10 / 28 / 2024

04 / 30 / 2025

Execution Team Deliverables

AIM Webpage and SOP for maintenance

Customer facing AIM webpage located on atlantaga.gov has not received a refresh in a long period of time and is lacking in content as compared to many other departments.

In the spirit of updating the AIM CityNet page, there is also a need to enhance our customer facing page on atlanta.gov to offer the highest standard of value to Atlanta constituents and customers.

Additionally, there is no standard or timeline for continuous improvements, which is why an SOP is necessary.

10 / 28 / 2024

04 / 30 / 2025

Budget Information

Critical Hire Code (Assigned by Approver)

Background Verification (Suppliers shall use Info Cubic (IC) for background verifications.)

Instructions

The completed Background Verification will be attached (via an automated feed) to the candidates user profile under the Attachments Section.

Please make sure to always include the applicable proposal ID, contract ID, or requisition ID in the reference field when ordering.

It is also very important to double check that the name on the order being requested matches the candidate's name in the Covendis system.

Otherwise, the completed report will not be successfully uploaded to the candidates profile.

Additional Background Verification Services (City of Atlanta)

To be completed upon candidate selection :

Global Monitor Check

State Criminal Record verification (past 7 years covering each State in which the candidate has resided)

Social Security Number Verification

Federal Criminal Records Verification (past 7 years)

Any additional requirements stated by the Agency on the requisition

Education Verification

Employment Verification

Drug Screening

Suppliers Only)

To order, click on the link to the right :

Order Additional Background Verification services

Instructions (If Applicable)

The completed Background Verification will be attached (via an automated feed) to the candidates user profile under the Attachments Section.

Please make sure to always include the applicable proposal ID, contract ID, or requisition ID in the reference field when ordering.

It is also very important to double check that the name on the order being requested matches the candidate's name in the Covendis system.

Otherwise, the completed report will not be successfully uploaded to the candidates profile.

Agency Certification(s)

Please read and understand the following statement carefully :

I understand that a person who enters into an agreement in restraint of trade or in restraint of free and open competition in any transaction with the state may, upon conviction thereof, be punished by imprisonment for not less than one nor more than five years pursuant to OCGA 16-10-22.

I further agree that when there is a prior agreement or understanding between a vendor and a state agency or state employee regarding the acceptance of any offer, such conduct is collusive, fraudulent and in restraint of trade and in restraint of free and open competition on the part of both the vendor and the state agency or state employee.

Do you agree with the above statement?

I Agree

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