A subject matter expert (SME) is a person who is knowledgeable about his/her field. These people must be knowledgeable about the goals, objectives, current business processes, tools, personnel needs, and current measure of success for their divisions. They work closely with the Enterprise Program Management Office (EPMO) to document what they do, how they do it, why they do it, and who does it. They should have knowledge of what might make their division run more efficiently. Selected SMEs will temporarily join the EPMO team and will be located with the EPMO for the duration of the term.
What are the SMEs' job responsibilities?
SMEs will be temporarily assigned to the EPMO office for a period of time determined by the SME’s leadership capabilities and the EPMO’s needs, typically lasting six months to two years. During this time, the SME will have the skills and capabilities to do the following:
- Complete business analyst training
- Conduct site visits and perform field interviews to analyze tasks and workflow approaches
- Develop score card indicators for divisions and program areas
- Plan and perform an analysis of business functions, processes, and activities to improve them for the most effective use of money, materials, equipment, and people
- Effectively document and communicate business processes using clear, concise language, standard templates, and methodology
- Develop business process models using diagramming techniques
- Develop key indicators and processes to verify key information when determining the health of an initiative or business process
- Evaluate the alignment of business processes to strategic agency initiatives
- Identify potential overlaps of processes within a business organization
- Assist in establishing the future business models
- Effectively communicate and document future business processes and changes
- Facilitate review, approval, and acceptance of future processes
- Have significant broad-based business process experience to share
- Explore innovative technology solutions that could assist with the future business model
- Assist with identifying project specific training, human resources, and tools needed
- Research and understand federal and state laws and OKDHS policy
>> Back to the Top
Benefits to becoming an SME
Along with representing the division while developing the future state of a particular area in the division, there are monetary and career building incentives to joining the EPMO team.
Temporary Pay Raise
All OKDHS staff who accept the position will receive a 5 percent pay increase for the duration of their term with the EPMO. Upon returning to their previous position, their pay will be decreased by the 5 percent; however, any legislative pay raises will be retained. If a non-OKDHS employee accepts the position, he/she should refer to the salary range for the position.
Training
All SMEs will be trained in the following areas:
- Implementing and Managing Enterprise Architecture
- Business Process Reengineering Tool Training
SMEs with a term limit of at least one year will also attend:
- Listening Skills for Managers
- Policy Analysis
- Strategies for Improving Communication
- Business Etiquette
- Planning Skills for Managers
- Developing Creative Problem-Solving Skills
- Facilitation Skills
- Program Evaluation
- World Trends
- Writing Skills for Managers
- Everyday Creativity
- Legislative Process
- Skills for Effective Presentations
- Ethics In Public Management
SMEs with a term limit of two years will attend the training above, plus:
- Six Sigma Training – Green Belt
- Managing Conflict
- Advanced Creative Problem-Solving
- Effective Time Management Techniques
- How to Conduct On-the-Job Training
- Effective Communication In Management
- Effective Stress Management
- Developing Effective Negotiating Skills
- Performance Measurement
- Awards and Recognitions
- Applied Leadership
- The Changing Workplace
>> Back to the Top
How will SMEs work with the EPMO?
Some divisions are so overwhelmed with workloads that they cannot focus on evaluating and aligning their business processes with other divisions. This is where the EPMO assists.
The first task of the EPMO is working with the SMEs to harvest information about business processes from a division. The SME and EPMO staff work together as a team to document what they do, how they do it, why they do it, and who does it. That is why it is critical that the SMEs have the broad-based experience level in a large portion of the division’s business functions, both local and statewide.
Once the information is gathered and compiled, the team has successfully documented the current state of the business process, or the as-is state. Next, the team designs a desired future state of the business process, or the to-be state. Once this is achieved, the team performs a gap analysis to identify what it takes to get from the as-is state to the to-be state.
Finally, the EPMO team’s recommendations for the to-be state of the business process are presented to the Enterprise Governance Board for approval.
>> Back to the Top
Title and pay band for SMEs
The official title of the SME position is Enterprise Program Management Business Analyst. This position is a term-limited, unclassified position with pay band 76. The term will last from six months to no more than two years. All OKDHS staff who accept the position will receive a 5 percent pay increase for the duration of their term. Upon returning to their previous positions, their pay will be decreased by the 5 percent; however, any legislative pay raises will be retained. All non-OKDHS employees should refer to the salary range for this pay band.
>> Back to the Top
SME selection process
The SME’s participation in the early stages is essential to project timeliness and momentum. The associated time frame for posting and selecting SMEs is, as a result, reflected in the following timetable:
- Internal posting should run for a period not to exceed 10 business days
- Subsequent selection process should not exceed 10 business days
- Subsequent entry on duty date should not exceed 28 calendar days after selection
Position Announcement
The SME job is posted internally. The posting consists of the EPMO Business Analyst job description and skill requirements, along with desired expertise and knowledge of specific business or program areas, based on EPMO project objectives. The posting should be worded
as follows:
The [division name] is seeking applicants to fill an enterprise business analyst position that will serve a [six-month to two-year] term in the Enterprise Program Management Office (EPMO).
The EPMO is responsible for documenting and reengineering OKDHS business processes selected by OKDHS officers and divisions. We are looking for someone with at least five years experience in the program area.
The position will be a time-limited, unclassified position. The person will be full time and co-located with the EPMO staff at: [address].
For the duration of the term, an OKDHS employee will receive a 5 percent pay increase and will be required to go into the unclassified service. At the end of the term, this person will return to a guaranteed position of the same class. At that time, he/she will also return to his/her original pay before accepting the SME position; however, any legislative pay raises will be retained. A non-OKDHS employee should refer the salary range for the pay band 76. Non-OKDHS employees will not be guaranteed their position back after the term with the EPMO has ended.
Please find the attached SME information packet that fully describes the position.
If you are interested in applying for this position, please send a current resume and P-12 to [Division representative] by [10 days from date of email].
The posting is sent out by the division director or designee, and a copy sent to the director of the EPMO. It must be sent to potential internal applicant groups that the division director deems appropriate for the needed effort. The e-mail should not be sent to isolated or selected individuals, limiting the opportunity for the assignment.
Selection
The selection process consists of two phases when narrowing the applicant field before the final selection is made.
The first phase is reviewing the resumes and P-12 applications to identify which applicants most closely match the knowledge, skills, and experience needed. This review is conducted by the division director or the division director’s designee. As many as seven applicants are then selected to move to the next phase.
The second phase is face-to-face interviews conducted by members of the division and a representative from the EPMO. The questions are aimed at identifying the best-fit individual for achieving project success. The interviewing team makes its recommendation to the division
director, who, in turn, makes the final selection.
The selection process ends once the candidate has been chosen and accepts the SME position. The transition to the new position cannot exceed 28 business days from position acceptance.
>> Back to the Top
How will the division fill the empty position?
The positions in the EPMO are temporary assignment positions. The OKDHS employees filling these positions go on leave without pay, move from a classified position to an unclassified position, and receive a 5 percent raise. In this transition, there is no change in benefits, retirement, or leave.
If the SME is an OKDHS employee, the OKDHS division director will be able to fill the empty position in the SME’s absence. The persons who fill the vacated positions are detailed to special duty. The person filling the vacated position in the field would be a double-fill.
If the SME is an OKDHS employee, the SME will return to his/her previous position and pay upon completion of the term with the EPMO, retaining any legislative raises received during the time he/she was detailed. The person who filled the SME's position will return to his/her previous position, retaining any legislative raises received during the time he/she was detailed. The person filling the vacated position in the field will then be double-filled and must be resolved within 12 months.
If the person filling this position is a non-OKDHS employee, he/she will resign his/her position, and will not be guaranteed his/her job back. Therefore, the office that employed that person is responsible for filling the empty position.
>> Back to the Top
Frequently Asked Questions
How do I apply for this position?
If you received a position announcement, you can send your resume and P-12 application to the person who sent the position announcement. If you did not receive a position announcement, you may not be able to apply for this job. The EPMO is recruiting SMEs from specific areas with specific job knowledge that pertains to the specified project it will work on. Talk with your division director if you are unsure whether you can apply for this position.
Am I guaranteed my old position back after the term is over at the EPMO?
If you are currently an OKDHS employee, you will return to a position of the same class upon completion of your term with the EPMO. If you are not an OKDHS employee, you will not be guaranteed a position to return to after the term.
What will happen to my benefits, leave, and retirement?
If you are currently an OKDHS employee, there will be no change in benefits, leave, or retirement if you accept a position as an SME.
What will my division do to fill my spot while I’m gone?
If you are an OKDHS employee, the division director will be able to temporarily fill your empty position when you become an SME at the EPMO. The person from the county office staff who fills this will be detailed to special duty. His/her position would then be double filled. Upon completion of your term at the EPMO, you will return to your previous position. The person who filled your position will return to his/her previous position. The county office staff would then have a position that is double-filled and must be resolved within 12 months.
If you are a non-OKDHS employee, you will not be guaranteed your position back upon completion of the term with the EPMO.
What will I have to do to go to an unclassified position? What does it mean to go unclassified?
If you are an OKDHS employee, you must sign a classified resignation letter when going unclassified. When you go unclassified, all of your benefits will stay the same, but you will no longer be protected under the Merit Protection Act.
Where will I office during my term with the EPMO?
You will be located in the same office as the EPMO for the duration of your term.
What will my work hours be?
The EPMO practices flex time and occasional telecommuting.
Why will I be sent for so much training?
The EPMO uses enterprise architecture for all projects. This is a relatively new discipline industry-wide, and it is completely new to OKDHS. Because OKDHS has decided to adopt this methodology, it is imperative that everyone working on the projects understands all aspects of the architecture. This training will give the SMEs the tools they need to be successful in the understanding the enterprise architecture that is key to project success.
Where will I receive this training?
Most of the training will be held at the Tom Steed Center at Rose State College. Training specific to enterprise architecture may be held at Oklahoma City or you may be required to travel out of state.
When will I know how long my term will be? Could it be extended?
The expected term will be in the announcement; however, depending on the status of the project, it could vary.
Will I be required to travel?
Occasional travel will be required of SMEs.
>> Back to the Top