GUIDE TO PROJECT ROLES AND RESPONSIBILITIESMARCH 2012

GUIDE TO PROJECT ROLES & RESPONSIBILITIES

Guide to Project Roles & ResponsibilitiesThis document lists the key roles for ITS projects and describes primary duties for each role. It is designed to help any people working on ITS projects in any capacity. This is a guide only, projects may wish to build on these roles and responsibilities. Please contact ITS Strategy and Planning if you would like to discuss the roles and responsibilities for a project that you are planning.

Divisional Sponsor

The Divisional Sponsor is the HOD or senior member of a division who is principally responsible for the divisional programmes and the main beneficiary of the ITS project. Responsibilities include:

Chairs Steering Committee

Provides high-level advocacy for the project

Commits funding and/or resources to the project

Ensures alignment with University and division goals

Approves high-level project decisions

Ensures division goals are being met

Steering Committee

The Steering Committee is comprised of senior level stakeholders and decision makers who have a vested interest in the success of the project. Responsibilities include:

Approves project control documents

Approves the scope of the project and provides management control of project change requests

Approves project deliverables

Oversees change management issues

Strategic Subject Area Experts

The strategic subject area experts are senior level divisional and ITS staff members with expertise in the management, funding, regulations, and requirements of project-related deliverables. Responsibilities include:

Provide subject area vision and expertise for the project

Review project deliverables

Review and validate project schedules

Approve system implementation

Tactical Subject Area Experts

The tactical subject area experts are division and ITS staff members with expertise in the daily operations of project-related deliverables. Responsibilities include:

Provide divisional guidance for the project

Review and validate requirements-related project deliverables

Review and validate product deliverables (includes designs, mock-ups, and prototypes)

Responsible SMT MemberThe responsible SMT Member oversees the entire project and is responsible for the successful completion of all project deliverables. Responsibilities include:

Oversees and delegates project management responsibilities to the Project Manager

Oversees project schedules

Oversees project implementation

Project ManagersProject Managers are primarily responsible for the planning and execution of tasks and ensuring project deliverables are met within budget and an appropriate timeframe. Responsibilities include:

ITS Project Manager

Planning the project and creating a project plan that can be read and understood by the Project Team, The SMT, The Steering Committee and stakeholders.

Ensuring all major milestones from the plan are recorded in the Project Portfolio Management Tool.

Analysing and recording all requirements (business, technical and system)

Identifying risks and issues to the project and maintaining these in registers.

Managing the projects scope and ensuring that all changes are well managed and well communicated to all relevant parties.

Ensuring Plan is executed according to expectations and communicating any required changes.

Overall responsibility for documentation, although the writing of these documents may be delegated:

1. Help files, and user training

2. Documentation of business rules

3. Updating the PPM tool

4. All required project control documents.

Ensuring technical tasks are completed, e.g: 5. Defining system architecture and development standards and best practices when applicable6. Data modelling, conversion, and administrationDivisional Project Manager (this additional role is often required when the project is requested by or driven by a specific part of the University). Provide divisional guidance for the project

Works with ITS Project Manager to ensure that the above responsibilities are carried out in a way that supports their divisional requirements. Review and validate requirements-related project deliverables

Review and validate product deliverables (includes designs, mock-ups, and prototypes)

Project Team

Project Team Members are primarily responsible for the execution of tasks and development of project deliverables within the cost and timeframe identified in the Project Plan. Responsibilities include:

Defining system architecture and development standards and best practices when applicable

Analysing and eliciting requirements from subject matter experts. Development or product implementation duties including

Analysing and eliciting system and technical requirements from the existing system and documenting business rules

Designing, developing, validating, and implementing the product.Governance Group

Project Team

Project Manager

SMT

Steering

Committee

Sponsor

Strategic Subject Area Experts

Tactical

Subject Area Experts

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rev. 23 September 2011