EPR Programme Cutover Manager

Job description

Job responsibilities

To develop and manage the Cutover Plan for the Blueprint EPR programme, in order to ensure the smooth transition from legacy systems, and the successful go-live of the trusts new PAS, Theatres and ED systems, taking into account both the operational and technical requirements for a successful cutover.

Identify, plan and track the completion of technical and operational Service Readiness activities across Trust and Supplier teams ensuring: All activities are appropriately scheduled and resourced for a successful Cutover to ensure accurate identification of all the tasks and their dependencies at the detailed level necessary to ensure the eventual outcome. The downtime window is minimised, and data catch up activities optimised to contain and manage disruption to operational and clinical teams and prevent disruption to patient services. Trust and third-party technical teams are adequately prepared to support users both in the first few weeks of the Go Live and beyond. Responsible for setting up all the command centre and checkpoint calls. Assist Trusts Operational teams with the identification, planning and completion of their Service Readiness activities. Help the Trusts Operations team plan and document Go Live preparation, downtime and recovery activities. Manage the Full-Dress Rehearsal (Go Live practice) from a Technical and Operational perspective. This includes identifying and communicating operational return to normal service activities (particularly data catch up) and ensuring they were rehearsed and timed with the teams responsible for doing them. Support the Programmes Communication Plan both internally to Trust staff and to outside parties, working with the EPR Communication Officer to identify and in some cases craft key messages and content specific to Cutover and Go Live. Create, co-ordinate and run the Technical Cutover Plan and assist the Trusts Business Continuity Team and Operational Command teams to run the Operational Cutover. Act as a technical coordination and escalation point throughout Cutover and the Early Live Support period. Plan and manage the Early Live Support process until handover to Business-as-Usual Live Service after week four. This includes: Implementing key co-ordination and communication mechanisms for managing support team efforts during the Early Live period. Preparation and analysis of issue reports and providing direction to technical teams on priorities. Chairing daily Incident and Problem Management calls and ensuring operational and clinical input and feedback was factored into the prioritisation of issues. Assisting with the co-ordination and resolution of high priority incidents. Acting as the link between the technical teams and the Operational teams during the roll out and ensuring Early Live Support processes were followed. Providing input into daily Trust communications on roll out progress, key issues and service highlights. Ensure any lessons to learn are captured and, where appropriate, applied.

The post holder will need to communicate with clarity and confidence in a variety of situations, e.g. presenting reports on progress through verbal, written reports and presentations to directors and project boards, informing members about new ways of working, conveying technical detail of projects to non-technical staff both clinical and non-clinical. They will have well-developed negotiating skills and be able to build relationships with, and influence, a range of people at various levels across the organisation.

The Cutover manager will be expected to work closely and harmoniously with EPR team members from within the organisation and suppliers of systems in order to facilitate collaborative working, and mutually beneficial solutions to problems. This will include formulating a communications approach that will engage all stakeholders to maximise the use of existing resources and identify opportunities.

The post holder will have direct contact with:

o All levels of Trust staffo Non-Executive and Executive Directors of the Trusto External Agencies and Supplierso Other Trusts, GPso NHS Agencies including DoH, NHSIAo Procurement and Supplies staff

To assimilate, manage and communicate a wide range of information, some of which will be complex and may involve matters relating to individual staff, patient matters or matters of commercial confidence. The dissemination of technical information in a complex form needs to be translated into an appropriate format for users of different skill-levels.

Work closely with IT suppliers, negotiate project requirements and monitor key commercial developments, identifying, managing, or escalating commercial disputes, as appropriate.

Ensure deliverables are aligned with national directives from the Department of Health and the Health and Social Care Information Centre.

Lead on proposal and implementation of new policies and procedures aligned with opportunities identified during the projects lifecycle.

Interpret and assess national policies impacting on the delivery of the projects.

Ensure projects are compliant with the agreed Project Management methodology supported by the Trust which is part of a larger programme of work structure using MSP methodology.

Ensure the effective use of software packages such as Microsoft Office and Project.

To take full responsibility for managing the Cutover period throughout the whole end to end process including the utilisation of resource to meet project timescales and the required standards of quality.

Recruit, manage, develop, and support various support teams.

Maintain regular consultation and engagement with all relevant stakeholders.

Undertake the analyses of risks and issues, including the maintenance of relevant logs.

Prepare regular reports on progress through verbal and written reports.

Ensure that all elements of project resources and expenditure against budget are identified and monitored.

Procurement in accordance with Trust standing orders and the relevant NHS procurement procedures.

Management and hand over of system on-going support to the service team

Organise and prioritise own workload within agreed objectives and that of the project team. Works autonomously within agreed programme parameters (usually defined by programme manager and agreed with the project board and Senior Responsible Owner).

The post holder will be required to undertake duties and attend functions outside normal working hours as required.

To drive an on-going cycle of process improvement and contribute to project management best practice.

To implement the relevant degree of change management by individual project to ensure that any implementation is sustainable.

To report project progress and escalate issues, as appropriate, to the Programme Manager.

Resource Management

Responsible for managing budgets both capital and revenue, ensuring that projects are completed within budget and on time and that procurements are made in accordance with the Trusts financial regulations, and demonstrate value for money.

Attend mandatory/statutory training as identified in Trust policy.

Participate in the Trusts appraisal/Personal Development Plan system.

Monitor and maintain health, safety and security of self and others.

Maintain and develop an environment and culture that improves health, safety and security.

Governance

Contribute towards the Trusts action planning process to ensure compliance with Information Governance requirements, developing, maintaining and reviewing policies and procedures as required, reporting any breaches of Digital Technology Services confidentiality and security as required.

Contribute to the development and creation of policies and technical procedures.

Co-operate with any audits carried out by internal and external auditors and the implementation of any associated recommendations.

Ensure that health and safety requirements are met and to undertake appropriate risk assessments within service area and across the Trust where necessary, taking follow up action as required.

Responsible for ensuring that all IT hardware and software are tested and are quality assured before implementation into a live environment.

Comply with and keep up to date with the requirements of legislation such as Data Protection Act 1998, Freedom of Information Act 2000, Computer Misuse Act 1990.

Communication

Provide and receive highly complex, sensitive or contentious information as part of developing business case proposals and persuading project boards or others of the importance of any specific piece of work.

Education and Training

Maintain personal and professional development to meet the changing demands of the job, participate in appropriate training activities and support staff development and training.

Quality

To carry out any other duties appropriate to the position and grade as may be determined.

Equality and Diversity

Act in ways that support equality and value diversity.

Support and promote equality and value diversity.

Person Specification

Qualifications

Essential

• Educated to Degree level or equivalent
• PRINCE2 Practitioner or equivalent

Experience/Skills

Essential

• Experience of tracking execution and benefit
• Evidence of leading a multi-disciplinary project team across the project lifecycle
• Evidence of working with all levels of stakeholder/supplier
• Evidence of named systems successfully implemented as a cutover manager

Technical skills

Essential

• Knowledge of and competence in Microsoft Office, Outlook and Microsoft Project, Excel
• Ability to maintain project documentation i.e. RAID logs, Project Plans

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

The Royal Wolverhampton NHS Trust

Address

Royal Wolverhampton NHS Trust

Wolverhampton

WV10 0QP

Employer's website

https://www.royalwolverhampton.nhs.uk/ (Opens in a new tab)