Business Change Management Support for the ITM Recovery Project

Duties

• Create an Awareness Campaign Plan to engage with stakeholders related with the ITM-RC1 Project and its impact.
• Coordinate the awareness campaign and provide the artefacts (slides deck, feedback, questions to be addressed, promotional video(s), etc.), and ensure the artefacts are maintained on the Agency portal.
• Promotional video production – Support the development of creative concepts, and visions that resonate with target audiences while meeting ITM-RC1 objectives.
• Supporting meeting, taking minutes, documenting the action items and follow-ups with the relevant members of the project team and external contributors.
• Coordinate with internal Agency stakeholders: Business Areas (BA)s, Service Owners (SO), Service Delivery Managers (SDMs), CIS Support Units, and Enterprise Service Operations Centre (ESOC).
• Support the OCM activities of the project, by providing current and future workflow analyses, transition approaches and corresponding communication plans.
• Follow the ITM-RC1 implementation plan and progress and adapt accordingly the OCM activities.
• Ensure the awareness tasks (3.1) are aligned with the OCM work and vice versa.
• Support the project to service HOTO transition.
• Production, Coordination and collection of Project / System / Test / Service documentation and artefacts leading to achieve HOTO.
• Tracking, monitoring and reporting on project progress in coordination with the PIM pillar.
• This will be weekly quick meetings to track progress and more asynchronous meetings based on deliverables for the areas identified above (Video production, Awareness Campaign, Organizational Change and HOTO transition).
• Kick-off meeting: The Contractor shall conduct a monthly meeting with the ITM-RC1 POC to plan the objectives of upcoming months and review Contractor`s manpower to meet the agreed deliverables.
• Set sprint goals: Define clear, achievable goals for the sprint and associated acceptance criteria, including specific delivery targets, Quality standards as well as Key Performance Indicators (KPIs) for each task to be recorded in the monthly meeting minutes.
• Backlog Review: Review and prioritise the backlog of issues, and tasks, improvements from previous months.
• Payment Assessment: Assess each payment milestone cycle duration of one calendar month.
• Objective: Contractor to execute the agreed “sprint plans” with continuous monitoring and adjustments.
• Weekly meetings: Between ITM-RC1 POC and the Contractor to review sprint progress, address issues, and make necessary adjustments to the processes or production methodology.
• Continuous improvement: The Contractor shall establish a continuous feedback loop to gather input from stakeholders for ongoing improvements and their subsequent implementation depending on NCIA approval.
• Progress Tracking: The Contractor shall use a shared dashboard or tool to track the status of the month deliveries and any issues.
• Quality Assurance/Quality Check: The Contractor shall ensure that the quality standards agreed for the month deliverables are maintained throughout the month.
• At the end of each month, there will be a meeting between the NCIA and the Contractor to review the outcomes against the acceptance criteria comprising monthly goals, agreed quality criteria and Key Performance Indicators (KPIs).
• For each sprint to be considered as complete and payable, the Contractor must report the outcome of their work during the sprint, first verbally during the previous sprint review meeting and then in writing within five days after the month’s end date.
• Invoices shall be accompanied with a Delivery Acceptance Sheet (DAS) – (Annex A) signed by the Contractor and project authority.
• Produce sprint completion reports (format: e-mail update), which include details of activities performed and the list of the deliverables of the week.
• The Contractor will participate in the daily reporting and planning activities (daily stand-ups) as well as the required participation in workshops, meetings, events and conferences related to the supported services, as requested by the service delivery manager.
• At the end of the project, the Contractor shall provide a Project Closure Report that summarizes the activities under taken and completed during the period of performance at high level.
• Updates to the Customer SharePoint Portal, to include with the above products, minutes, action lists, slide decks, etc.;
• Enter/update data in SharePoint, JIRA.
• Tracking, monitoring and reports on project progress, based on data that NCIA will provide.
• Reporting to project management team in intervals as requested.
• The Contractor shall participate in daily status update meetings, planning meetings, and other meetings, physically in the office, or in person via electronic means using Conference Call capabilities, according to project manager’s instructions.
• The Contractor shall organize and/or participate in Project meetings, or any other ITM meetings when asked by the PO, physically in the office or in person via an electronic means according to project manager’s instructions.
• The Contractor shall agree weekly with the PO a schedule of work, products and delivery dates, which will form the basis of the monthly deliverables report.

Requirement

• For the execution of this contract, the following qualifications/ experience is required together with at least 3 years of experience:
• At least three (3) years' experience in Awareness campaigns & supporting video creation.
• At least three (3) years' experience in organisational change/ transformational projects.
• At least five (5) years' experience in project management support.
• Proficiency and experience in taking meeting minutes and draft comprehensive summaries.
• Proficiency and experience in managing Microsoft SharePoint portal;
• Good Knowledge of project management principles, practices and procedures.
• Proficiency in the use of Microsoft Office Suite.
• Thorough knowledge of the English language, both written and spoken, is essential; with ability to write concise texts / instructions for different audience;
• Ability to establish and maintain effective working relationships with stakeholders with positive attitude.
• Any resource proposed for this SOW requires valid NATO SECRET security clearance prior to the start of the engagement.

Preferences

• Experience in producing communications dashboards with progress and benefits will be considered an asset.