Commonwealth of Pennsylvania

POSITION DESCRIPTION FOR JOB POSTING

Position Number:  00034722

Description Activated On:  1/18/2024 5:15:59 PM


Position Purpose:
Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. 

The Division Chief of the Planning Division (“the Strategic Planner”) within the DGS Public Works’ Bureau of Capital Planning & Procurement manages all aspects of creating and maintaining a Strategic Facility Plan for each Client Agency while supervising the Capital Plan Manager and the Delegated Project Manager. The Strategic Planner will participate in creating and maintaining a human-centered environment within the Bureau while striving to provide an exceptional Client Agency experience on each project. The Strategic Planner must exhibit a passion for details and demonstrate the ability to plan across a complex and diverse Client Agency facility portfolio. The Strategic Planner contributes to the Department’s objectives by:

Coordinating with Bureau personnel and Client Agency representatives to create and implement a comprehensive long-term Strategic Facility Plan for each Client Agency; the plan will support the development of facilities that enhance each Client Agency’s mission, vision, values and goals in an efficient, timely and cost-effective manner;

Embracing and demonstrating a human-centered approach to governmental functions;

Assessing current Client Agency conditions and making decisions in accordance with Departmental values, processes, methods and tools;

Working cross-functionally with Client Agency representatives and DGS personnel to ensure that efficient and effective workflows and processes are created and implemented to strategize capital projects that meet or exceed the Client Agency’s defined expectations;

Striving to make Public Works a trusted partner in our Client Agencies’ business strategy. Ensure superior customer service and satisfaction, while maintaining Departmental values and process flow;

Assist in translating the vision and Departmental direction established by the Secretary into prioritized capital projects consistent with the Governor’s long-term Strategic Plan and Capital Plan.



Description of Duties:
Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor.

1. Own the Strategic Planning process by facilitating cross-functional collaborative work groups within each Client Agency to create, implement and continuously improve a Strategic Facility Plan for each Client Agency by:

analyzing Client Agency’s existing strategic business plans, short-term planning practices and master plans (to the extent they exist); and

creating and implementing new processes that will develop and maintain a current comprehensive Strategic Facility Plan for each Client Agency, incorporating the agency’s facilities and real estate assets; and

managing the Strategic Facility Plan for each Client Agency to systematically explore, analyze and identify the preferred priorities for a diverse range of facility needs as an integral part of the Commonwealth’s overall Strategic Plan; and

ensure the future facilitation requirements provide operational efficiency and satisfy the Client Agency’s mission, vision and goals in accordance with DGS’ principles and values.


2. Embrace operational excellence and empowered decision-making in accordance with the Department’s values and standard work.


3. Supervise the Capital Plan Manager to ensure the creation and implementation of the annual Capital Plan for each Client Agency by analyzing existing strategic business plans and short-term planning practices and master plans (to the extent they exist) and implementing new processes intended to advance strategy and Client Agency vision in accordance with DGS’ principles and values.


4. Supervise the Delegated Project Manager to identify, develop, implement and monitor processes for delegating projects and standard work and reporting once a project has been delegated; the Bureau of Planning and Procurement will establish the standards and ensure each delegated project meets DGS’ standards.


5. Inspire and coach Client Agency personnel to achieve and maintain a collaborative and human-centered approach to Strategic Planning.


6. Work with the Director to develop, implement and monitor standard work and processes for continuous improvement of each Client Agency’s Strategic Plan; each Plan must be unique to address the Client Agency’s needs and priorities, but the Bureau of Planning and Procurement will establish the standards and ensure each Client Agency’s Strategic Plan meets DGS’ standards.


7. Gain and maintain a thorough knowledge of each Client Agency’s mission, vision, values and goals, which are essential elements in evaluating and continuously updating Client Agency’s facilities, locations, users, utilization, capacity and capability.


8. Reconcile conflicts between Client Agency representatives and other stakeholders on issues involving the Agency’s Strategic Facility Plan.


9. Perform complex and advanced Client Agency level analytics, summarizing critical determinations for senior management at DGS, the Client Agencies and the Bureau of Budget. This analysis should also include process data for all strategic planning activities to identify opportunities for continuous improvement and tracking productivity improvements.


10. Analyze risks and/or changes that arise during the strategic planning phase that may impact a Client Agency’s Strategic Facility Plan or Public Works’ resources. Prepare a summary of the risks for discussion with the Director.


11. Determine which Client Agency Strategic Plans can be created by DGS and which plans necessitate outside assistance. Coordinate with the Office of Chief Counsel to procure third-party master planners on an as-needed basis to assist in preparing and updating complicated Strategic Plans. Any third-party master planners will be under contract, paid by and report directly to the Strategic Planner, not the Client Agency. The Strategic Planner is responsible for ensuring any third-party work product complies with DGS’ standards.


12. Visit Client Agency planning meetings regularly to ‘go see, ask why, show respect’, also known as ‘Go to the Gemba’ to ensure a personal understanding of how the Client Agency fulfills their obligations with respect to internally prioritizing facility issues and needs.


13. Actively participate in regularly scheduled stand-up meetings with Bureau personnel to identify and prioritize work in progress, roadblocks and accomplishments.


14. Assist the Director and the Capital Plan Manager to translate each Client Agency’s Strategic Plan into the Commonwealth’s annual Capital Plan.


15. Provide regular, objective assessments to the Director on each Client Agency’s preparation of, commitment to and compliance with their Strategic Plan and Capital Plan.


16. Provide any requested data or reports needed by the Director on Strategic Planning for the Secretary’s Goal Council in the manner and frequency established by the Director. Implement and/or provide additional information or follow-up activities on Strategic Planning as directed/suggested in the Goal Council meetings.


17. Develop and maintain an expertise in all aspects of the software used to assist with strategic facility planning. The Strategic Planner must develop a thorough understanding of the capabilities of the software and shall train Client Agency representatives and any third-party master planners in the use of the software.


18. Develop and maintain a thorough understanding of the Procurement Code requirements for competitive bidding of any master planning services.


19. Share information with the DGS’ Bureau of Real Estate for software, specific facility data, space inventory data, and other relevant information.


20. Assist the Director in soliciting and analyzing feedback regarding all aspect of the Strategic planning phase of each project from every Client Agency to consistently improve processes and standardize work in pursuit of an overall Client Agency satisfaction of 90% or higher.


21. Actively champion the benefits of Strategic Planning, Capital Planning and process improvements to Bureau personnel, throughout the Department of General Services and Client Agencies.


22. Suggest reasonable opportunities for professional development to the Director. Strive to achieve and maintain a high level of accountability and engagement throughout the Bureau.


23. Exhibit leadership. Inspire. Influence. Motivate. Provide vision and incite excitement within the Bureau and our Client Agencies to recognize that Strategic Planning is critical to core business strategies and will have a long-term impact on the Agency’s achievement of mission, vision and goals.


24. Performs other duties as required.





Decision Making:
Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature.

Create and maintain operational excellence within the Bureau by ensuring you are capable of:

Recognizing the visible flow of the entire project planning cycle; and

Recognizing when the flow is upset or threatened by variations; and

Making empowered decisions to remedy and resolve any variation to the flow within the context of the Department’s principles, with minimal supervisory intervention.

Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License

Experience:


College degree in construction-related major or 10 years of strategic facility planning; and

Licensed R.A., P.E. or equivalent; and

Licenses, registrations, or certifications:

1. 
  Registered Architect
 
2.  
Professional Engineer
 
3.  
Class C Driver's License
 
4.  

 
5.  

 
6.  


Essential Functions
: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
 
 1. Apply management, collaboration and conflict resolution skill
 2. Apply risk assessment and asset management best practices
 3. Apply lean methodology, with a strong focus on customer service
 4. Perform data collection and analysis capability
 5. Communicate effectively, verbally and in writing
 6. Collaborate and partner with various leadership and subject matter experts (SMEs) across the Department
 7. Adopt strategy and approach according to changing Departmental priorities
 8. Utilize quantitative, analytical & critical thinking skills w/ demonstrated use of data analysis & metrics to drive decision-making & improvements
 9. Apply listening, interpersonal, written and presentation skills
 10. Utilize computer systems