Apply for Intermediate Digital Transformation Specialist

Overview:

This position will implement the design framework for the Digitization as a Service program (DaaS). Adhering to document management principles, this program aims to convert the Region’s paper-based documents into a digital or electronic format.

Work Scope & Objective of Assignment:

This work involves developing a:

1. Intake process including, but not limited to:
   1. intake form;
   2. service tracking mechanism;
   3. service request reporting, etc.
2. Developing the process and procedures for small and medium volume batches to be digitized.
3. Developing and coordinating large volume batches to be digitized.

Background:

Digitization-as-a-Service (DaaS) is the process of converting the Region’s physical (paper based) documents into a digital or electronic format with adherence to core document management principles of security, accessibility, integrity and reliability. This service aims to reduce the Region’s carbon footprint, address operational inefficiencies and reduce compliance risks.

DaaS aims to be a centralized program, allowing for regional employees to leverage a scan-on-demand service in efforts of reducing costs, time and effort. It is a foundational component to Digital Transformation.

Program Structure

Establish a dedicated program office to oversee the DaaS program. The DaaS program will:

• provide professional digitization services that meet the unique needs of each line of business while supporting the Region’s green initiatives.
• establish a standardized approach to digitization that ensures consistency, quality, and environmental sustainability across the organization.
• serve as a governance body that manages both internal digitization resources and external vendor relationships, emphasizing eco-friendly practices.
• act as a change management facilitator, ensuring seamless adoption of digital-first practices and reducing reliance on paper-based records
• contribute to the Region’s sustainability goals by reducing physical storage needs and supporting a paperless future.

DaaS integrates a multi-tiered service model to meet the diverse needs of regional departments:

• Do it yourself (DIY) Digitization: For small-batch digitization needs using MFDs.
• Internal Processing: Utilizing the Print & Copy Centre and Inactive Records Centre (IRC) for moderate volumes.
• External Vendor Support: For high-volume digitization projects.

Process and Workflows

Intake: DaaS employs a single unified intake process managed through a web-based interface on the Content Intelligence website. An online form will collect data such as the cost centre, scope, and volume of content for digitization. The digitization process requires approval from the requesting department’s line of business manager or Director and should be endorsed by IPRB. (IT Project Review Board)

The digitization process activities are illustrated in the image below:

Deliverables:

The implementation plan is broken up into three stages:

Stage 1: Establish Foundations of the Program

• Initiate RFP for scanning of a regional program’s content (1100 boxes)
• Implement the design of a dedicated program office to oversee the DaaS program.
• Develop and Implement intake process
• Develop and implement quality control processes
• Establish a cost structure with Finance

Stage 2: Initiate Small and Medium Digitization Services

• Establish Service Level Agreements with two internal partners
• Develop processes for internal partners
• Develop DIY process for Multi-Function Devices (MFDs)

Stage 3: Full-scale Deployment of Digitization Services to All Departments

• Finalize procurement process for external scanning vendors
• Full-scale deployment of digitization services to all requesting departments.
• Refine workflows and service delivery
• Implement centralized reporting and monitoring systems for ongoing service improvement, incorporating lessons learned into a sustainable operational model.

Referring to the implementation plan, the deliverables include but are not limited to: Documented procedures and processes, development of SharePoint communication site, configuration of MFDs to SharePoint repository, development of various products from the service request intake to solution delivery.

Qualifications and Experience:

Skills & Knowledge:

• Strong communication (written and verbal) skills. Provide examples outlining where and how these skills and knowledge have been demonstrated.
• Proficient in M365 capabilities including but not limited to Power Automate, Power Apps, SharePoint).
• Strong analytical skills. Provide examples outlining where and how these skills and knowledge have been demonstrated.
• Strong customer service skills. Provide examples outlining where and how these skills and knowledge have been demonstrated.
• Proficient in executing information management practices and principles specific to document digitization. Provide two (2) examples outlining where and how these skills and knowledge have been demonstrated.
• University or college graduate in computer science, information management, business or related discipline (Certificates required)
• Member in good standing of Association of Intelligent Management (AIIM) Demonstrable proof =
  • 1. Membership card or screen print that the candidate has an active AIIM membership.
  • 2. Evidence to support the-proposed candidate has taken courses with AIIM.
  • 3. Coaching or mentoring relationships in the subject of intelligent information management.
  • 4. Volunteer work affiliated with the association.
  • 5. Literate submissions or speaking engagements with AIIM or in the subject of intelligent information management.
  • Note - Member in good standing of AIIM is mandatory. The more of 1 through 5 of the elements of proof that a proposed candidate has, the higher the score they shall receive in evaluation.

Mandatory Certifications:

• Enterprise Content Manager Practitioner or higher certification (AIIM) (Certificate required)
• Lean Six Sigma (Green Belt or higher) (Certificate required)
• Change Management Certificate from PROSCI (Certificate required)
  • Proof of Certifications must be submitted with bid submission.
  • Note: failure to meet the mandatory certification requirement(s) = FAIL and results in disqualification and the proposed Candidate will be given no further consideration.

Nice to have Skills & Knowledge:

• Managing projects. Provide examples outlining where and how these skills and knowledge have been demonstrated.
• Excellent time management skills. Provide examples outlining where and how these skills and knowledge have been demonstrated.

Nice to have Certifications:

• Certified Information Professional
• Certified Business Analyst Professional
• Electronic Records Management Practitioner or higher certification (AIIM) 

Affinity Earn:

Know someone who’s great for this, or any of our open roles? Earn up to $4,000/year for each successful referral through Affinity Earn. You can also earn up to $50,000 for helping us find new clients. Learn about our referral program at https://affinity-group.ca/earn/ or browse our jobs & follow us at https://www.linkedin.com/company/affinity-staffing/jobs/

About Affinity: 

Affinity Group is a technology and business consulting and services company. We believe in creating long term relationships between clients and consultants that foster a mutually beneficial partnership. Affinity is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment is decided on the basis of qualifications, merit and business need.

For more information on Affinity, please visit www.affinity-group.ca

Job Number: 12244