Project Name:
OPGT Systems Modernization

Scope:
The Office of the Public Guardian and Trustee (OPGT) is committed to providing high-quality services to Albertans. Activities performed enable the OPGT to provide services, tools and supports for personal and financial matters to vulnerable Albertans and their families. Information on OPGT can be found by visiting https://www.alberta.ca/office-public-guardian-trustee.aspx.
Work is underway to modernize OPGT’s tools and services including replacing its current case management and trust administration system with a new Microsoft Dynamics solution using the Customer Relationship Management (CRM) and Financial & Operations modules. The system manages a high volume of client cases and utilizes detailed financial/accounting processes.
The project will align new system design with revised operational processes, improving business services to meet staff and client needs, while creating efficiencies. Staff are to be provided with quality change management and training prior to each product release, ensuring a smooth transition for staff, leadership and stakeholders to the new system and a seamless experience for clients. Staff are in Edmonton and Calgary offices. In addition to leadership, there are approx. 150 staff that require training and change management.

Duties:
The Senior Organizational Change Manager (Change Manager) develops and implements change management strategies & training programs to support the adoption of the new system. The role ensures a smooth transition, promotes user engagement, and prepares staff for new business processes.
Reporting to the Director, the Change Manager works with internal teams, stakeholders, and vendors to deliver change plans, communications, and training materials.
They lead and coordinate change efforts, supporting staff in moving from the current to future state, driving user adoption, minimizing operational disruption, and ensuring the organization maximizes the benefits of the new system. They play a pivotal role in ensuring smooth adoption of the new system across the organization and fostering a positive user experience.
The role requires strong understanding of team dynamics, communication, and change implementation. The ideal candidate excels in fast-paced environments, manages multiple priorities, solves problems effectively, adapts well to ambiguity. The ideal candidate also has experience with CRM and financial systems, and financial/accounting processes in order to support effective training and change.

Responsibilities include, but are not limited to the following:

Stakeholder Engagement & Communication:
• Lead stakeholder engagement and communication
• Build strong relationships with stakeholders, including leadership, end users, project teams to recommend and align on change/training plans and address concerns
• Develop and manage communication plans, schedules, strategies and resource estimates
• Plan & deliver engagement activities, including compelling communication materials (e.g., announcements, FAQs, updates, & other resources) to foster engagement & ensure clarity for all stakeholders
• Tailor messaging for different audiences to ensure clarity throughout the project
• Act as a liaison between business areas and project teams relaying user feedback & concerns, and ensuring they’re addressed in communications & training content
• Plan and lead stakeholder and leadership meetings
• Create & present materials to various levels of the organization
• Report regularly on change/training progress, adoption, and user support needs
Training & Development:
• Lead training activities
• Conduct training needs analysis to identify knowledge gaps and skill requirements for end users
• Design and implement training programs, recommending in-person, virtual, super-user, train-the-trainer, and self-paced approaches
• Develop & implement comprehensive training plans, schedules & strategies, estimate resource requirements, develop and monitor work plans for completion of tasks
• Define learning outcomes, assess staff understanding and develop solutions to address gaps & issues
• Develop & deliver user-friendly training materials, including (but not limited to) manuals, guides, eLearning, self-paced learning materials, and video tutorials, ensuring content is tailored to diverse learning styles and technical proficiency
• Design & deliver training sessions for various user groups, ensuring maximum participation and engagement
Impact Assessment & Monitoring:
• Conduct change impact analysis
• Monitor & report on change management/ training progress, ensuring initiatives are on track and addressing any challenges
• Define and track success metrics & key performance indicators for change management and training effectiveness (e.g., user engagement, training completion rates, system adoption levels)
• Manage & track feedback from users to identify any issues, training gaps, or areas of resistance, and work with the project team to resolve them promptly
• Monitor user adoption post-launch, providing ongoing support and resources to help staff better integrate new processes into daily workflows
• Utilize feedback & data to continuously refine change management strategies & training materials to ensure success
Project & Post-Implementation Support:
• Work with the project team to implement post-implementation support (e.g., follow-up training, resources, help desk materials)
• Provide support in ensuring new technology is rolled out and supported successfully, including a maintenance approach to ensure training & support materials are updated and maintained post-implementation
• Support project success by completing other role related activities

Equipment requirements:
Resource must provide their own computer and equipment. The computer's operating system must be a modern version of Windows or MacOS compatible with Azure Virtual Desktop (AVD) and related software for remote access. Windows is preferred due to better compatibility. AVD/remote-related software will be installed on the resource's computer.
The Contractor’s resources are directed to work remotely, the Contractor shall be responsible for providing all of its equipment, including computers, software, supplies, desks/chairs. However, the Province shall ensure that the Contractor’s resources have the necessary access & credentials to the Government of Alberta’s system.

Working Hours:
• Standard Hours of work are 08:15 – 16:30 Alberta time, Monday to Friday excluding holidays observed by the Province. 7.25 hours per day.
• Work must be done from within Canada, due to network & data security issues.
• GoA does not pay for travel to attend on-site meetings, nor any expenses related to relocation, commuting, housing/accommodation, food/drink.

Notes on Location:
Resource can work primarily remotely but must be available to attend onsite meetings when required or more effective as per guidance by project leadership. Onsite meetings include but are not limited to strategic, planning, consultative and training discussions, meeting with team members, senior managers, directors, executive directors and business areas. The project team is in Edmonton.
Must be available to conduct or participate in on-site training. The resource will be involved in developing the training schedule and working with leadership to determine if and when on-site training vs virtual sessions are required. Staff requiring training are in Edmonton and Calgary.
The time for travel and any associated expenses to and from Edmonton or other locations, will be at no cost to the Province.

Enhanced Security Clearance:
The Supplier shall, prior to commencement of Services, provide the Province, upon request and at no cost to the Province, with criminal record checks and any security clearance requirements
• A criminal record check will be required before the Enhanced Security Clearance process.
• An Enhanced Security Clearance will be required for this position, which includes a financial credit report.

Mandatory Training Courses:
Once hired the resource will be required to complete all mandatory training including but not limited to Freedom of Information and Protection of Privacy Act and Security awareness training. There may be additional courses as well.

Anticipated Interviews dates will be held between (August 07 - August 11)
Refer to the Job Posting attachments for the proposed form of contract applicable to this Contingent Resource Request

Scoring Methodology:
Financial/Pricing: 20%
Resource Qualifications: 20%
Interview Process: 60%

SUBMISSION MUST INCLUDE:
• RESUME
• ALL REQUIRED EXPERIENCE MUST BE DESCRIBED IN RESUME UNDER THE JOB/PROJECT WHERE EXPERIENCE WAS ATTAINED.
• EACH JOB/PROJECT MUST CONTAIN THE TERM OF THE JOB/PROJECT IN THE FORMAT MMM/YYYY to MMM/YYYY.
• RESOURCE REFERENCES
o Three references, for whom similar work has been performed, must be provided. The most recent reference should be listed first. Reference checks may or may not be completed to assist with scoring of the proposed resource.