JVS Project Manager

Introduction / Problem Statement

For the regional products Compulsory Education, Student Transportation, and the Transition Center (Compulsory Education for Vocational Education, Early School Leavers, Youth in Care, and Early School Leavers 23+), the Youth Tracking System (JVS) is used as a task application. These products pertain to statutory duties and thus form an essential part of the primary processes.

The day-to-day management of JVS is carried out regionally by two employees who collectively work a total of 16 hours per week. The current management structure is under strain. The available capacity and expertise are insufficient to carry out all necessary tasks in a consistent and high-quality manner.

In addition, it has become apparent that there is a lack of a clear governance structure. Roles, tasks, and responsibilities have not been explicitly assigned, leading to uncertainty regarding ownership, decision-making, and implementation. Before the management organization can be further strengthened, it is necessary to first clearly define this governance structure.

Desired result

The assignment involves coordinating, developing, and establishing an appropriate governance structure for JVS. In addition, the assignment includes working with the functional administrators to set up process structures and stabilize the management organization by clearly defining the division of roles among regional management, local key users, and policy staff.

Specifically, the assignment consists of the following components:

1. Governance Manual or Cooperation Agreement

Drafting a governance manual or cooperation agreement that sets forth, among other things:

• Roles and Responsibilities.

  • What tasks and responsibilities fall to the local key users.
  • What tasks and responsibilities fall under the regional management team.
  • A distinction between roles and responsibilities for the various products within JVS.
  • The structure of account management and contract management.

• The consultation and decision-making structure.

  • Development of consultation methods.
  • Decision-making processes and escalation procedures.
  • Responsibilities within the governance structure.

2. Advice from the management organization

Preparing a report on existing gaps within the management organization and the knowledge and expertise needed to make the organization future-proof.

This recommendation provides a basis for the targeted and effective use of available resources starting in 2027, in accordance with the established governance framework.

3. Implementation Governance

Implementing governance by:

• Establishing the necessary process structures.
• Organizing the management organization in accordance with the established governance framework.
• Ensuring cooperation between regional management, local key users, and policy staff.

Required Knowledge and Expertise

The following knowledge and skills are important for this assignment:

• An interest in governance issues related to information provision and systems within educational processes.
• Experience in managing complex processes involving a variety of interests.
• Strong conceptual thinking skills, combined with the ability to translate strategic governance principles into practical and actionable solutions.

Timeline

• November 2026: delivery of the governance manual/cooperation agreement and the recommendation regarding the management organization.
• February 2027: Implementation of the governance framework and establishment of the corresponding management structure.

Frameworks and Delimitation

The final governance and collaboration arrangements must be feasible within the existing policy and implementation capacity.

Starting in 2027, one-time funds will be available for a period of three years to:

• to enhance the expertise of the functional administrators;
• to provide support for operational tasks.

When developing the governance and management structure, these preconditions must be taken into account to ensure that the chosen structure is sustainable and feasible within the available capacity and resources.