Position Profile

Job Title:  Manager, Business Planning, Communication and Integration

Work Unit:  TRA, Strategic and Client Services Branch

Ministry:  Alberta Treasury Board and Finance

Competition Number:  1040420

Date:  February 2017
 

Position Summary

 

Strategic and Client Services (SCS) leads and supports divisional planning and decision-making through facilitation of business and operational planning and reporting, enterprise risk management, environmental scanning, and performance measurement development and reporting services. The branch is also accountable for taxpayer surveys, leading or supporting internal and external stakeholder engagement initiatives, and the dissemination of accurate information to internal and external stakeholders. SCS also leads the development and continuous enhancement of focused, progressive accountability frameworks and internal performance measurement strategies for the division. The branch has a critical role in ensuring divisional senior management are in a position to make effective decisions as a result of being well informed. This branch works closely with the ADM office on a day-to-day basis.

Reporting to the Director, (SCS) this position is a key member of the division management team and functions within the parameters of relevant legislation, regulations, and policies. The position has a division-wide focus requiring strong awareness of the broad objectives and priorities of the department and division to ensure issues are addressed in a strategic, integrated, and consistent manner. The incumbent must consider a broad range of risk in several aspects of their day to day work including potential financial risk and reputational risk to the division, ministry, and government (e.g. accuracy in the dissemination of statistical data to external parties).

This position also requires an excellent understanding of broader departmental and GoA initiatives, including the roles of other ministries, divisions and branches. The Manager takes leadership in the division on several GOA/Ministry-wide initiatives (e.g. Business Continuity Planning, etc.) and regularly provides updates, insight, and recommendations to senior management on the progress or status of these initiatives and any potential short-term and long-term impacts on TRA. The Manager, Business Planning, Communication and Integration is relied upon by senior management in the division to provide updates, analysis, insight and recommendations, where applicable.

The Manager Business Planning, Communication and Integration leads reporting functions to support the alignment of TRA’s business plan and branch operational plans with Ministry and Government business plans and any related requirements. The position is responsible for planning and reporting integration of TRA’s strategic and business priorities. This position is also responsible for monitoring the planning and development of the division’s ongoing operations and specific non-IT projects as required.

This position is regularly called upon to undertake or participate in initiatives or projects that relate to innovation, continuous improvement, relevance, and integration at TRA. It operates in a fast-paced environment of changing priorities requiring particularly strong competencies in the areas of: systems thinking, agility, developing networks, and building collaborative relationships.

Specific Accountabilities

  1.

Internal Strategic Business Planning and Reporting (20%)

Activities:

  • Monitors TRA’s accountability framework that facilitates effective strategic and operational planning and reporting, and regularly measures performance and continuous improvement outcomes for Treasury Board and Finance’s largest division including recommendations around targets. This includes making recommendations around the discontinuance of ineffective measures, or introduction of new measures reflecting changes in the business environment (e.g. impact of automation on production), as required.
  • Provides assistance as required to the Ministry's Corporate Planning Services branch and facilitates divisional input to business plan development.
  • Facilitates the preparation, approval, finalization, and internal publication of the division’s three-year business plan, ensuring consistency with applicable requirements and standards and linkages to the GoA Strategic Business Plan.
  • Maintains and enhances the division’s business planning processes, templates, and presentation tools, as required, also maintains planning information and templates for business areas on SharePoint and shared drives.
  • Compiles initial annual branch operational plans and finalized plans/outcomes after the end of the fiscal and reviews these plans to ensure linkages with the divisional business plan.
  • Provides consultation and information to business areas to facilitate understanding of the divisional business plan and appreciation for how branch activities contribute to TRA’s mission, core business, goals and priorities, including presentations as required.
  • Maintains the approved business architecture, ensuring the integration of vision, mission, policies, and processes.
  • Will conduct periodic reviews that include consultation with TRA senior management and other branches to ensure the overarching business model and architecture represents accurately the division’s day-to-day business, annual priorities, and strategic direction.
  • Monthly, quarterly and annual reporting associated with strategic business planning, performance management, internal integration and transformation as required.
  • Participate on divisional and cross-ministry initiatives as required, including various initiatives headed by Corporate Planning Services (e.g. business continuity planning).
     
  2.

Performance Measurement and Environmental Scanning (25%)

Activities:

  • Maintain, refine, and enhance TRA’s internal performance measures. Monitor the effectiveness of the measures, identify and recommend opportunities around innovation/automation, and ensure ongoing value for effort.
  • Consult with Audit, Tax Services, and Revenue Operations on branch-specific inputs to the performance measures, to ensure the correct aspects are being measured and to promote common understanding across the organization.
  • Conduct environmental scans and identify best practices in the area of performance measurement that can be leveraged by to TRA to ensure value for effort is maximized.
  • Provide advice to senior management regarding trends detected within the performance measurement infrastructure in a timely manner and provide recommendations on how to address emerging issues.
  • Provide recommendations for changes or additions to performance measures and key workload indicators to ensure these measures are relevant, understandable, and in alignment with the strategic direction and priorities of the division.
  • Monitor implemented recommendations and current suite of performance metrics and identify continuous improvement opportunities and raise these suggestions to senior management.
  • Educate TRA staff and management as to the purpose, scope, and impact of internal performance measures and the linkage of this tool with other performance measurement components overseen at the branch or group level (e.g. production targets). This includes the development and distribution of electronic communications, digital communications, and in-person presentations.
     
  3.

Internal Integration (20%)

Activities:

  • Contribute in the area of change management including the development and maintenance of integrated strategies promoting inter-branch cooperation to help ensure TRA’s readiness and adaptability in respect of future opportunities and challenges.
  • Promote intra-divisional collaboration by identifying opportunities for streamlining of processes at the corporate level, supporting streamlining efforts at the operational level, and encouraging sharing of information across the division to promote consistency and reduce duplication of effort.
  • Oversee non-IT projects  as required to ensure alignment with the TRA Decision Making Model and conscious monitoring of measurement of continuous improvements on a qualitative and quantitative basis.
  • Research and explore suitability of existing best practices including, but not limited to, business planning and reporting, performance measurement, position management frameworks, internal communication to leverage excellence in other divisions, ministries and the private sector where applicable.
  • Coordinate SCS facilitation of, or assistance around, TRA corporate-sponsored activities (e.g. Super Team events, TRAM Planning session preparation, etc.).
  • Provide recommendations and/or support for divisional senior management on potential subject matter, theme, focus, etc., of important corporate undertakings that can have either a business or cultural impact, or both (e.g. Attendance Management Workshop).  Liaise with subject matter experts or contractors to ensure presentation content, context, and tone reflect the goals of senior management.
  • Oversee and support the ongoing development and enhancement of SCS’s SharePoint site to promote the availability of consistent information across the division, and dissemination timely information on ongoing, or new corporate initiatives.
  • In consultation with divisional stakeholders, TBF Financial Operations, and Service Alberta, the Manager drafts, and submits Requests for Proposals (including the evaluation plans) in respect of non-IT contracts for services (e.g. TRA Meeting Facilitator).  The Manager also oversees and participates in the evaluation/scoring of proposals and follow-up with participants as required.
  • Drafts, edits, and submits for approval briefing notes for, or on behalf of the Director of SCS, including briefing notes drafted in consultation with business areas for dissemination via ARTS to the Deputy Minister’s Office on broad range of issues, as requested by the Director, SCS.
     
  4.

Government of Alberta (GoA) Initiatives (10%)

Activities:

  • Support effective reporting, process development, and communication of TRA initiatives through the existing Operational Planning Reporting schedule and process.
  • In ongoing consultation with the Corporate Planning Service branch of the ministry’s Strategic Business Services division lead the maintenance, communication and continued enhancement of TRA’s Business Continuity Plan (BCP), including participation in risk analysis and business impact assessments and analysis, documentation and maintenance of division-specific components of the BCP.
  • Serves as the division’s Business Continuity Coordinator responsible along with senior management for activating TRA’s BCP in the event of a business disruption.  Communicate TRA status/progress to the department Business Continuity Officer throughout the response, workaround, recovery and restoration phases of the BCP.
  • In consultation with critical business areas develop, test, and monitor TRA-specific internal deliverables in alignment with the Ministry’s BCP (e.g. contingency planning, communication methods, etc.).
  • Advise TRAM on any developments or changes to the BCP that might pose risk or require financial investment and/or resource allocation.  Investigate and propose options for mitigating or eliminating identified risks or addressing resourcing challenges.
  • The Manager, Business Planning, Communication and Integration is also expected to act on behalf of the Director, SCS in the case of absences from the workplace due to illness or business, and vacation days.
  • Provide feedback on results, implications, potential contributing factors, etc. in respect of the TRA-specific outcomes on the Corporate Employee Survey.  Provide feedback as required to senior management including possible linkages to related annual internal performance measures (e.g. Staff Satisfaction Index).  Also provide recommendations for improvement, or additional analysis, or information gathering (e.g. additional surveys, need for a Q & A, etc.).
     
  5.

Organizational Awareness/Education/Communication (25%)

Activities:

  • This position is responsible for coordinating TRA responses to external stakeholder statistical inquiries.  This includes ascertaining the full scope of information the stakeholder is seeking, consulting with associated business areas in the division, consolidating the information in the response, drafting the response for Director and ADM approval and distribution to the stakeholder.  The Manager also addresses any follow-up questions or clarifications or subsequent/related requests using the same process for an original request.  This activity requires the Manager to have an excellent understanding of TRA’s business architecture and limitations on information that can be communicated under relevant legislation, and Alberta’s Freedom of Information and Protection of Privacy Act.  It also requires an in-depth understanding of TRA’s various programs to effectively assess the internal business areas that may be impacted by a specific request, to ensure that all relevant perspectives are considered.
  • Leads the coordination of stakeholder meetings, including planning and ongoing communication with stakeholders, and assists with development of agendas for plenary sessions and individual stakeholder meetings, as required.
  • Consults on clear and accurate communication of critical tools around TRA’s organizational and administrative structure (e.g. business planning outcomes, Taxpayer Survey project, etc.).
  • Consults on the coordination and communication of TRA initiatives like the internal Rewards and Recognition program, Bring Your Grade 9 to Work, Jobortunity, New Staff Orientation, etc.
  • Contributes to the third party TRA Webinar Series including overseeing the identification of relevant webinars, obtaining content approval from senior management, facilitation, and measurement of audience.
  • Identify new opportunities and oversee the development of innovative approaches for increasing organizational awareness and sharing of expertise among TRA staff (e.g. internal video development, internal videos).
  • Identifies and proposes opportunities for increasing awareness of TRA’s core business, accomplishments, and strategic direction to stakeholders including other divisions of TBF, other ministries and jurisdictions, taxpayers, industry associations and the public at large (e.g. external video/YouTube presence, external TRA Webinar series).
  • Provides input/support in relation to the TRA Taxpayer Survey including suggestions during development, and analysis of feedback, as well in relation to increasing taxpayer response rates.
  • Identifies opportunities for additional survey or other information gathering mechanisms to measure and support the success rate of TRA’s strategic and cultural goals.

Knowledge / Experience

 

University graduation in a field related to the position assignment, supplemented by three years related experience. Related experience or education may be considered as an equivalency on a one for one basis.

Supervisory experience preferred.

The Manager, Business Planning, Communication and Integration requires understanding and knowledge of:

  • Accountability and transformation frameworks.
  • GOA and Ministry goals, strategies and priorities as they relate to the mandate of TRA.
  • Business analysis and business case development principles, methodologies and processes.
  • High level awareness of issues facing the division, key stakeholders, client issues, political sensitivities, internal pressures, and how to identify and balance multiple priorities.
  • Strategic thinking skills to develop and encourage commitment to new approaches; an ability to work within a broadly defined conceptual framework; identifying opportunities for innovation; and managing multiple complex issues while delivering results.
  • Conceptual, critical, analytical thinking, research and problem solving skills, including an ability to analyze information and risks and make decisions in alignment with strategic and business plan goals.
  • Highly developed analytical skills involving ambiguous information and metrics.
  • Ability to effectively prepare briefing materials, presentations, correspondence and other documents for TRAM and branch leadership groups.
  • Ability to operate effectively within a complex organization and continually changing business environment.
  • Commitment to staff development, team building, continuous improvement, innovation and building capacity.
  • Effective communication strategies and the use of different medium, e.g., text, video, for maximum stakeholder engagement and educational impact.

Leadership and Business Know-How

 
  • Awareness of the division’s programs, legislation, and other initiatives.
  • A clear understanding of TRA’s overarching business activities is required to contribute to the development of effective and efficient processes and strategic planning. The position actively promotes organizational readiness through identification of emerging issues and development of effective strategies that align with TRA’s short and long-term business goals. As an organizational leader this position requires a clear understanding of, and commitment to, the  principles embodied in:
    • Alberta Public Service Values
    • Engage: Our Alberta Public Service People Strategy
  • Excellent verbal and written communication skills, including confidence speaking truth respectfully to authority and the ability to develop and deliver effective presentations to key decision-makers, stakeholders and partners.
  • Considerable influence/persuasion and strong facilitation and coordination skills to promote effective two-way communication to ensure collaborative approaches are applied to strategic planning, internal integration and transformation initiatives.
  • This position must be sensitive to differing interests when leading the development and delivery of the overarching strategic initiatives for the organization.  Resistance to aspects of both procedural and cultural change, and the existence of multiple options, priorities and opinions are realities when dealing with overarching strategic initiative that affect a broad scope of diverse internal stakeholders.

The following Alberta Public Services Competencies are particularly important to achieve success in this role:

Systems Thinking: understanding of how their work is part of a larger integrated and interrelated environment. Working regularly in areas like business planning, accountability framework, enterprise risk management, integration projects, etc. requires the Manager to keep broader impacts and connections in mind.

Agility: Divisional issues are diverse and often complex.  The Manager is able to readily adapt to and anticipate strategic priorities when providing information, analysis and planning advice.

Develop Networks: The ability to proactively build networks is critical when connecting and building trust in relationships with different stakeholders when planning, consulting and communicating to deliver results.

Build Collaborative Environments: This position leads and contributes to the conditions and environments that allow people to work collaboratively and productively to achieve outcomes. The Manager must work with others to encourage diverse views and ideas to flourish and encourage leadership from every chair.

Problem Solving

 
  • Careful consideration is required to identify and develop strategies and processes that create (and maintain) internal support and commitment, while ensuring coherent and forward-looking approaches for the division. The position operates in an environment of changing priorities and short timelines.
  • Excellent professional judgment is required given the confidential information and complex issues dealt with by the division as well as the often conflicting perspectives, requirements, and priorities of the varied partners and stakeholders.
  • The challenges faced require superior analysis, reasoning, evaluation, judgment and problem solving skills. Significant interpretative, evaluative and developmental thinking is required, along with the ability to understand complex relationships and facilitate decision-making processes involving stakeholders and senior decision-makers.
  • The Manager is expected to develop and provide rational, strategic, feasible, and very often creative, options/solutions to a wider range of issues or obstacles. This includes the presentation of these ideas in a variety of formats where the proposal is supported by effective research, fact, and data.
  • The ability to network effectively and develop and maintain excellent business relationships is a key to being able to quickly deliver potential solutions for consideration/implementation.
  • The position has regular access to the Director, SCS to discuss solutions to highly complex and high risk issues on politically sensitive issues.
  • The diversity of work undertaken by the SCS branch requires the Manager, Business Planning and Integration to excel in the area of creative problem solving.< This position is often challenged to provide solutions in short turnaround times.

Relationships / Contacts

Clients Frequency Nature and Purpose of Contact
Internal

Program Managers

As required

Identification and resolution of issues.

Directors

As required Advice/recommendations.

Executive Directors / ADM

As required Advice/recommendations.

TRA Staff

As required Assistance/engagement.

TBF Divisions/Staff

As required Consultation, collaboration, reporting.
External

Human Resources

As required Identification and resolution of issues.
Taxpayers and other stakeholders As required Dissemination of information/statistics. Consultation, collaboration.

Impact and Magnitude of Job (Scope)

 

Results have a direct impact on the operations of the division and relationships inside and outside the division. The results will impact the ability of the division to effectively deliver on its programs and achieve the desired outcomes. Effective business planning ensures that the mission, vision, and goals of the division are appropriately aligned with those of TBF and GoA. Organization, accuracy and clarity in presentation of planning documents, performance measures, statistical information, information or educational materials, etc. is critical to TRA’s reputation within TBF, GoA. It also promotes confidence and trust in TRA’s strategic direction and divisional leadership from the perspective of the public, jurisdictional partners, other external stakeholders, and TRA’s staff at large. Ineffective or inaccurate reporting could damage TRA’s reputation as a tax administrator and employer which in turn could reflect poorly on the ministry and government.

The position improves the ability of the division to effectively manage TRA level risks, monitor performance throughout the year, and react quickly to emerging issues through effective environmental scanning. This helps TRA deliver its programs and achieve business plan goals efficiently and effectively. Diligence in monitoring risk and performance on an ongoing basis is critical as governments strive to keep pace with the rapid, and seemingly perpetual, change that defines today’s business environments. Early identification of emerging risk and agility in implementing change is a critical aspect of an effective tax administration. Lack of commitment in this area could pose substantial risk to TRA’s reputation and that of TBF and GoA. Success in this area not only mitigates the potential for financial loss and protects TRA’s reputation. It also inspires confidence in TRA which facilitates the fostering of effective relationships with stakeholders and taxpayers.

Back to Top