A successful project requires the project team to participate in the plan process, buy-in to the project plan, and be responsible for completion of assignments. It is important to have a defined formal structure for the project and for the project team. This provides each individual with a clear understanding of the authority given and responsibility necessary for the successful accomplishment of the project activities. The following roles and related responsibilities would be appropriate for large and very large projects. For smaller projects, not all these roles are present but all the responsibilities must still be performed by someone on the project team.
Project Sponsor
Represents the functional area that is the primary owner or benefactor of the project, accountable for the project’s budget and successful completion of the project. Key responsibilities include:
- Acts as a vocal and visible champion for the project
- Ultimate decision maker
- Provides project oversight and guidance
- Defines scope of work (enterprise vision) and benefits / success metrics
- Approve the Project Charter, Project management Plan and schedule
- Secures required resources (staffing, capital / operating budget etc.)
- Communicate project goals to all management levels
- Meets routinely with Project Manager re: project status / issues
Steering Committee
Group of key project stakeholders (typically AVP or above) led by the Project Sponsor whose key responsibility is to review project status, resolve issues and provide direction when needed. Responsibilities include:
- Commits departmental resources
- Approves major funding and resource allocation, strategies, and significant changes to funding / resource allocation
- Resolves issues, problems, conflicts; removes obstacles
- Provides direction to the Project Manager
- Meeting routinely at Steering Committee meetings re: project status / issues
- Validating and reviewing success metrics
- Promoting project initiative within the enterprise
Project Portfolio Office (PPO)
The IT PPO supports the information Technology Services commitment to more structured planning and process/project management. The PPO helps the IT division select the right projects and supports their successful implementation through planning, project work and oversight. The PPO ensures that all information technology projects are manages in accordance with approved NC project Management Methodology. The PPO is available for:
- General project management questions and advice
- Facilitation of project planning, project kickoff, reviews, and lessons learned sessions
- Project Management Training, mentoring and consulting
- Team Dynamix technical support
- Project Portfolio Oversight, reporting and escalation
Project Manager
The Project Manager is the person given authority to ensure that the project team achieves the project objectives and completes the project. The Project Manager is responsible for the project with regard to time, budget and quality, and facilitates the completion of the project. Responsibilities include:
- Develops the Project Charter and Project Management Plan (e.g., risk management plan, communication plan, etc.)
- Manages the project budget, schedule, scope, deliverables, risks; and changes to any of these
- Develop, monitor and review project management deliverables and activities within the project plan
- Coordinates and prioritizes project activities
- Schedule and track resources
- Escalate and resolve issues as needed
- Direct / lead project team members toward project objectives
- Communicate to and receive feedback from the project team
- Prepare deliverables for approval by stakeholders
- Acts as liaison to the Steering Committee & Project Sponsor
- Communicates project status to PPO, Project Sponsor and stakeholders
- Supervises consultant(s) and vendor(s)
Project Coordinator
On smaller, less complex projects an ITS Project coordinator may be is the person who is responsible to coordinate the day to day aspects of the project. Project Coordinators are assigned to small projects where the number of team members is under 3 and complexity is low.
Project Team
The role of the project team is to produce project deliverables which are in accordance with the specifications and within the planned budget, resource commitments and time frame. The project team members report to the project manager for work directly related to the project. Responsibilities include
- Understand and adhere to project plan
- Achieve resource schedules and commitments
- Review and understand work commitments
- Provide feedback on factors impacting work
- Produce documented deliverables
- Assist with project planning
Stakeholders
Stakeholders are persons or organizations that are actively involved in the project, or whose interests may be positively or negatively impacted byt he project, or who might exert influence over the project
Subject Matter Expert
Individual assigned to the project that has an in depth understanding of the process/system within the project domain. Responsibilities include:
- Share their in-depth understanding of the business and system processes
- Provide business expertise on the system functionality related to their job functions
- Participate actively in all phases of the project including planning and analysis, design, development, testing and implementation, related to their area of expertise
Team Lead
Assigned to lead & represent the functional business area on the project, act as a single point of contact for the Project Manager & provide direction to the team members in their areas of responsibility. Responsibilities include:
- Understands the user needs and business processes of their area
- Act as consumer advocate in representing their area
- Communicate project goals, status, and progress throughout the project to personnel in their area
- Review and approve project deliverables for their area
- Creates or helps create work product
- Coordinates participation of work groups, individuals, and stakeholders
- Provide knowledge and recommendations
- Helps identify and remove project barriers
- Assure quality of products that will meet the project goals and objectives
- Identify risks, issues, and their associated resolutions
Technical Team
ITS resources assigned to perform project tasks. Responsibilities include:
- Consult with members of the project team to analyze operational procedures, which may include analyze, design, test, and implement enhancements to complex production information systems
- Design programs, forms, reports, and interfaces
- Create innovative software applications from scratch using state-of-the-art languages, protocols, and software methodologies
- Perform unit testing on programs, forms, reports, and interfaces
- Create and maintain technical documentation on computer-based information systems
- Update systems data and prepare conversion requirements
- Provide assistance to users with software-related issues or problems.