Sr Internal Business Systems Analyst

Novalink Solutions LLC•Madison, WI

About The Position

The Project Manager & Business Process Improvement Analyst serves as a division-wide consultant for the Division of Quality Assurance (DQA), providing leadership and expertise in project management, business process improvement, organizational modernization, and technology enablement initiatives. This position is responsible for evaluating, designing, standardizing, and improving operational processes across all DQA bureaus and offices to ensure efficiency, consistency, compliance, and alignment with division strategic priorities. The incumbent leads complex cross-functional projects, facilitates organizational change initiatives, conducts end-to-end process reviews, develops quality assurance measures, and implements solutions that improve operational effectiveness and service delivery. The position works collaboratively with program leadership, subject matter experts, and information technology teams to identify business needs, translate operational requirements into technical solutions, and support successful implementation of technology-enabled improvements. A significant responsibility of this role includes supporting DQA modernization efforts through the development and implementation of the DHS DQA Provider Portal and related systems. The position provides project management, consultation, process design, training, and vendor coordination to support licensing applications, license renewals, background checks, annual reports, electronic payments, regulatory workflows, and the conversion of legacy database systems. The incumbent serves as a liaison between DQA staff and external system vendors to ensure business requirements are accurately understood, developed, tested, and implemented. This position plays a critical role in advancing division-wide modernization efforts by promoting standardized workflows, improved data quality, streamlined business processes, enhanced reporting capabilities, and an improved user experience for DQA staff and provider communities.

Requirements

4+ years as a technical project manager
4+ years of experience with IT consolidations/implementations
4+ years of hands-on Continuous Improvement Projects (leading or participating)
4+ years of experience within Quality Assurance and Compliance Monitoring
Advanced knowledge of project management principles, methodologies, tools, and best practices.
Ability to lead complex, cross-functional projects involving multiple stakeholders and competing priorities.
Experience managing project scope, schedules, resources, budgets, risks, and organizational change initiatives.
Knowledge of Lean, Six Sigma, Continuous Improvement, or comparable process improvement methodologies.
Ability to evaluate end-to-end workflows, identify inefficiencies, and develop sustainable process improvements.
Experience implementing standardized procedures and measurable quality assurance practices.
Strong analytical and critical-thinking skills.
Ability to conduct root-cause analysis, evaluate operational impacts, and develop practical solutions.
Experience gathering, documenting, and validating business requirements.
Technical aptitude to understand system capabilities, data structures, business applications, and workflow automation opportunities.
Experience serving as a liaison between business operations and information technology teams.
Ability to coordinate system development activities, user acceptance testing, implementation planning, and process automation initiatives.
Excellent verbal and written communication skills.
Ability to facilitate meetings, workshops, stakeholder discussions, and training sessions.
Experience developing communication plans, change management strategies, and user guidance materials.
Ability to translate complex operational and technical concepts into clear and actionable information for diverse audiences.
Knowledge of statutes, administrative code, policies, and regulations applicable to DQA operations.
Understanding of quality assurance, compliance monitoring, and performance measurement practices.
Ability to develop reporting metrics and performance indicators that support operational decision-making and accountability.

Nice To Haves

Familiarity with licensing, compliance, case management, or regulatory systems is desirable.
Experience in training development.
Business process mapping.
Change management.
Organizational modernization.
Technical communications.
Supporting initiatives to centralize business operations and communications.
3+ years of experience with change management, reorg/modernization, and/or developing a centralized communications system.
3+ years of experience creating training material related to system implementations.
3+ years of experience with Business Process Mapping (Example: Visio).

Responsibilities

Conduct comprehensive reviews of business workflows across DQA to identify inefficiencies, bottlenecks, duplicative activities, compliance risks, and opportunities for improvement.
Analyze business processes to ensure compliance with applicable statutes, administrative codes, DQA policies, and operational requirements.
Develop standardized workflows, procedures, templates, and business practices to improve consistency across bureaus and program areas.
Design and implement quality assurance measures, audit tools, process controls, and performance metrics to monitor effectiveness and compliance.
Perform root-cause analysis to identify recurring issues and develop corrective actions that improve operational outcomes.
Research, recommend, and implement best practices related to process improvement, workflow design, operational efficiency, and organizational effectiveness.
Develop and maintain standardized performance reports and metrics to support decision-making, workload management, and performance monitoring.
Analyze operational data and provide feedback, recommendations, and training related to quality improvement initiatives and the DHS DQA Provider Portal.
Assist DQA staff in documenting current and future-state business processes, including identification of automation opportunities.
Communicate documented business requirements and process improvements to system vendors and technology partners to support system development and implementation.
Lead division-wide and bureau-specific projects through all phases of the project lifecycle, including initiation, planning, execution, monitoring, and implementation.
Develop project charters, work plans, schedules, risk assessments, status reports, and post-implementation evaluations.
Define project scope, objectives, deliverables, timelines, resource requirements, and success measures.
Facilitate collaboration among internal and external stakeholders to ensure effective communication, engagement, and alignment throughout project activities.
Identify project risks, develop mitigation strategies, and resolve barriers that may impact project outcomes.
Support implementation of modernization initiatives, business transformations, and operational improvements across DQA.
Develop and implement change management strategies to support adoption of new systems, workflows, and business practices.
Ensure projects align with DQA strategic priorities, operational objectives, and regulatory requirements.
Serve as the primary liaison between DQA business units, Information Technology (IT), Information Systems (IS), and external technology vendors.
Gather, analyze, and document business requirements and translate operational needs into functional and technical specifications.
Identify opportunities to leverage existing technology platforms and recommend enhancements, automation solutions, or new technologies to improve operational efficiency.
Lead and support implementation of workflow automation solutions that reduce manual processes, eliminate duplicative work, and improve data integrity.
Coordinate user acceptance testing (UAT), validate system functionality, document testing results, and ensure solutions meet business requirements.
Support procurement activities, vendor evaluations, solution selection, and implementation planning for technology initiatives.
Provide consultation, facilitation, and training sessions for DQA leadership, staff, and stakeholders regarding system development, implementation activities, and Provider Portal initiatives.
Assist with the development and implementation of regulatory functions within technology platforms, including complaint intake, incident reporting, waiver and variance processing, and related business operations.
Develop, organize, and maintain centralized repositories for business process documentation, project materials, policies, procedures, and standardized tools.
Establish and maintain documentation standards that support consistency, transparency, accountability, and audit readiness.
Ensure employees have access to accurate, current, and reliable operational and project information.
Prepare communications, guidance documents, and project updates related to process improvements, system implementations, and modernization initiatives.
Promote organizational knowledge sharing and continuous improvement across DQA business areas.
Support the implementation and development of a new piece of technology that is more than a CRM for the DHS DQA division.
Consolidate business operations to two IT systems.
Support project management activities.
Lead in-direct reports when assigned.
Assist staff with day-to-day system use.
Serve as a liaison between users and vendors.
Develop solutions.
Drive user adoption through training and follow-up.
Evaluate business processes to identify inefficiencies and duplicate work.
Recommend process improvements.