The Independent Institute of Educations Central Academic Team (CAT) is responsible for the academic leadership and governance of the work done at the brands while each brand is managed as a business entity by its own divisional management team.
The IIEs strategic imperative is to become the first private university in South Africa.
The IIE (Pty) Ltd is a wholly owned subsidiary of AdvTech Ltd, which is listed on the JSE.
The IIEs Central Academic Team have a vacancy for a Learning Management System (LMS) Implementation Project Manager at The IIEs offices based in Sandton.
Direct Reporting Line
The incumbent will report to Head: Educational Technology and Innovation / General Manager / IIE Director.
Key Purpose Statement
A dynamic and experienced Project Manager to manage the successful implementation of a Learning Management System (LMS) within our organisation on a fixed-term contract basis. This pivotal role demands a leader with strong expertise in project management, communication, and technology to drive this critical initiative to successful completion. As the Project Manager, you will be responsible for managing all facets of the LMS implementation, ensuring it aligns with the operational, academic, and administrative needs of our stakeholders.
Key Areas Of Responsibility Include
Comprehensive Implementation
- Project Planning: Develop a detailed project plan, including timelines, milestones, and resource allocation to ensure the successful implementation of the LMS and peripheral technologies.
- Vendor Liaising: Act is the primary liaison between the IIE and the chosen LMS vendor. This includes taking primary accountability for the management of vendor deliverables.
- Execution Oversight: Take charge of the entire LMS implementation process, which encompasses critical elements such as data and content migration and the technical system's deployment.
- Alignment with Project Plan: Ensure that every aspect of the implementation is in harmony with a meticulously crafted project plan, guaranteeing a seamless execution that adheres to established timelines and objectives.
- Organizational Alignment: Maintain a steadfast focus on aligning the LMS implementation with the specific needs and strategic objectives of the organization, guaranteeing that it serves as a purposeful and tailored solution.
- Testing and Quality Assurance: Implement rigorous testing and quality assurance procedures to ensure the LMS functions flawlessly and delivers the desired experience for all stakeholders.
- Requirements Gathering: Work closely with operational, academic, and administrative teams to identify their specific requirements for the LMS, ensuring their needs are met.
- Feedback Loop: Establish an effective feedback mechanism to continuously gather input from stakeholders, incorporating their suggestions into the implementation process.
- Vendor Relationship Management: Maintain positive relationships with vendors throughout the project lifecycle, addressing any issues or changes that may arise.
- Vendor Performance: Continuously evaluate and monitor the performance of LMS vendors to ensure they meet their contractual obligations.
- Risk Identification: Identify potential risks and challenges associated with the LMS implementation, including technical, logistical, and organizational risks.
- Risk Assessment: Evaluate the impact and likelihood of each risk and prioritize them based on their potential impact on the project.
- Mitigation Strategies: Maintain a risk register and develop comprehensive strategies to mitigate identified risks, including contingency plans and proactive measures to reduce risk.
- Data Migration Oversight: Implement rigorous mechanisms for monitoring and reporting the precise migration of user data, ensuring a seamless transition without data loss or discrepancies.
- Course Content Integrity: Safeguard the integrity of course content throughout the migration process, guaranteeing that it remains accurate, complete, and readily accessible to users.
- System Functionality Assurance: Maintain a sharp focus on the LMS systems functionality, continually monitoring and reporting on its operational effectiveness and alignment with project objectives.
- Compliance and Reporting: Ensure compliance with data protection regulations and provide comprehensive reporting to demonstrate the accuracy and security of user data, course content, and system functionality throughout the migration process.
- Budget Development: Collaborate with financial management to create a detailed project budget, accounting for all expenses associated with the LMS implementation.
- Expense Tracking: Monitor project expenses, providing regular financial updates to senior management to ensure the project stays within budget.
- Cost Optimization: Identify cost-saving opportunities and efficiencies to maximize the value of the project
- Change Strategy: Develop and execute a change management strategy to facilitate the smooth adoption of the LMS, addressing any resistance to change and ensuring a seamless transition.
- Communication: Establish and maintain effective communication channels to ensure all stakeholders are well-informed about LMS-related changes, updates, and project progress. Additionally, assume the primary responsibility for scheduling and documenting regular project meetings involving diverse stakeholders.
- Training Plan: Manage the implementation of training programs for end-users, ensuring they are proficient in using the LMS and can adapt to the new system.
- Ongoing Support: Provide continuous support to address user inquiries and issues, ensuring a positive user experience with the LMS.
- Feedback Integration: Gather user feedback and manage the implementation of initiatives that aim to improve the user experience of stakeholders within the scope of agreed project deliverables.
- Project Records: Maintain comprehensive project documentation, which may include but is not limited to the following:
- Lessons Learned
- Quality Assurance Records
- Change Control Log
- Resource Allocation Records
- Procurement Records
- Training and Documentation
- User Manuals and Guides
- Safety Records
- Test Plans and Results
- Closeout Records
- Compliance Documents
- Performance Metrics
- Milestone Records
- Project Artifact
- Project Charter
- Project Plan
- Project Schedule
- Project Budget
- Risk Register
- Issue Log
- Change Request Log
- Meeting Minutes
- Status Reports
- Communication Plan
- Stakeholder Register
- Document Control: Organize project-related documents in a systematic and easily accessible manner for reference and reporting purposes.
Minimum Bachelors degree (PM, Systems Implementation)
Experience
- A track record of at least 7 years in project management, with a strong emphasis on managing complex projects, specifically those related to systems implementation.
- Prior experience in successfully planning, executing, and overseeing Learning Management System (LMS) implementations is highly desirable.
- Experience in systems implementation within an academic environment, such as a school, university, or educational institution, is advantageous.
- Proven ability to implement change management strategies effectively, facilitating the adoption of new systems or technologies within an organization.
- Demonstrated experience in managing and collaborating with diverse stakeholders, including academic, operational, and administrative teams.
- Demonstrated proficiency in effectively managing vendor relationships throughout a project's lifecycle.
- Exceptional communication skills, including the ability to maintain clear and open channels of communication among project stakeholders.
- Proficiency in developing and managing project budgets, tracking expenditures, and providing financial updates to senior management.
- Experience in organizing training programs for end-users and providing ongoing support to address inquiries and issues related to the LMS.
- Proficiency in overseeing the accurate migration of user data and content during technology implementations.
- Aptitude to resolve complex problems where precedents may not exist.
- A team player with excellent communication skills and stakeholder management
- Meticulous, well-organized, and conscientious with a high level of initiatives at work
- Utilise excellent verbal, written and inter-personal communication skills to establish and maintain a good rapport with co-workers, supervisors and Business Units.
- Experience managing complex business problems.
- Ability to motivate others, negotiate appropriately, and coordinate efforts across multiple departments.
- Demonstrate an ability to understand the details of the operational process while keeping your eye on the bigger strategic picture.
- A driven individual who is outcome oriented and is comfortable with measurement and reporting.
- Able to thrive in a fast paced, dynamic environment and comfortable dealing with ambiguity and differing levels of business maturity.
- Demonstrated ability to use best practices and knowledge of internal/external business issues to improve products, services, and processes.
- Strong work ethics, ability to work independently and as part of a wider team, with minimal direction and supervision
Applicants must possess a minimum of 7 years of project management experience, with a strong focus on systems implementation projects. Prior experience in LMS implementation is highly favourable, and a background in systems implementation within an academic context is also advantageous.
