Roles and Responsibilities Guide

EI Toolkit Reference Document

Updated: Version 2.13.0 March July 20042009

EITK073049
 PROJECT ROLES AND RESPONSIBILITIES GUIDE

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Table of Contents
1 Project Organization Overview....................................................................................................5
2 Project Team Roles and Responsibilities......................................................................................6
2.1 Executive Steering Team.................................................................................................6
Role..................................................................................................................................6
2.1.1 Executive Sponsor..................................................................................................6
2.1.2 Steering Committee................................................................................................7
2.1.3 Executive Advisors..................................................................................................7
2.2 Project Management.......................................................................................................7
2.2.1 Company Project Manager.......................................................................................7
2.2.2 Partner Project Manager (If Applicable)....................................................................9
2.3 Integration Management.................................................................................................9
2.3.1 Functional / Technical Integration Manager..............................................................9
2.4 Change Management & Training....................................................................................10
2.4.1 Change Management Manager...............................................................................11
2.4.2 Training Manager..................................................................................................12
2.5 Process Owners............................................................................................................12
2.5.1 Process Owners....................................................................................................13
2.6 Production & Roll-Out....................................................................................................13
2.6.1 Roll-Out Manager..................................................................................................13
2.7 Functional Team Leads..................................................................................................13
2.7.1 Functional Team Leads.........................................................................................14
2.8 Extended Team.............................................................................................................14
2.8.1 Extended Team Members......................................................................................14
2.9 Technical Team............................................................................................................15
2.9.1 Architect...............................................................................................................15
2.9.2 Information Assurance Manager............................................................................16
2.9.3...............................................................................................................................16
2.9.4 Database Administrator.........................................................................................18
2.9.5 Development Manager..........................................................................................18

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2.9.6 Infrastructure Manager.........................................................................................19

3 Software Vendor Participation...................................................................................................20
Attachment A – Sample Software Vendor Level of Participation...........................................................21
Attachment B – Project Organization Chart Template..........................................................................22

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Purpose of Document

The purpose of this document is to define the various project key roles and responsibilities of the
individuals involved with a project. It is critical for each individual involved to understand not only their
role, but the roles and expectations of the other team members.
This document should be reviewed and updated by project management to accurately reflect the project
roles involved, the individuals assigned to the roles and the expected level of commitment to complete
the specified deliverables.
The final version of the document, in conjunction with the project organization chart should then be
shared with the project team to communicate their roles and set expectations.
A higher level of this information should be extracted for the steering committee and other appropriate
management and included in the project charter.

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1 PROJECT ORGANIZATION OVERVIEW

Definition of Project Organization

The project organization is the group of individuals who have a role in the success of the project. While
their level of involvement will vary based on role and phase of the project, every member of the project
organization plays a key part in the project by assuring their area’s requirements are met and project
tasks/deliverables are completed on-time and are of high quality.
The project organization includes all areas impacted by the project, defines sponsorship, management
and leadership roles, and positions the relationship of everyone on the project team.
The project organization is defined to:
o Illustrate the entire project team and their relationships within the team
o Show lines of communication and reporting
o Define roles and responsibilities
o Associate roles and responsibilities with individuals

Attachment B includes a Project Organization Chart template with can be used as a baseline for
developing your project organization. Build upon the organization chart as needed to fulfill specific roles
required by your project. Not all roles presented here may be required and vice versa.

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2 PROJECT TEAM ROLES AND RESPONSIBILITIES

2.1 Executive Steering Team

%
Role Responsibilities
Participation
o Signs off on initial business case and all updates/changes to 10 – 15%
2.1.1 Executive
the business case
Sponsor
o Approves the project charter and scope
o Provides clarification of company priorities as they impact
process and systems development
o Champions the reengineering process and its outcomes with
visible expression of support both within and outside the
company
o Provides for the funding of the project
o Is integral to connecting with customers and setting
expectation externally
o Provides change leadership
o Help address roadblocks, remove obstacles or other
constraints
o Will provide resources or ensure that resources are available
to carry out the project to its completion
o Quickly resolve company policy issues referred by the
steering committee

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o Approves updates/changes to the business case 15 – 20%

2.1.2 Steering
o Review and approve project charter and appropriations
Committee
request
o Communicate project charter and emphasize management
sponsorship and commitment to the project’s success to the
organization
o Set and manage expectations of and communicate to top
management
o Set standards by which project success will be measured
o Provide input and support the company’s long term goals
and vision
o Set priorities and approve scope for the program
o Analyze and make timely decisions on changes proposed by
the project team
o Commit the required resources to the project
o Make timely decisions to resolve escalated issues
o Review and approve project work and progress through key
milestones
o Take initiative to proactively identify and mitigate project
risks
o Set appropriate financial and professional incentives for key
roles on the project
o Hold ultimate responsibility for the success of the project
o Provide ‘subject matter expertise’ and ‘content expertise’ 10 – 15%
2.1.3 Executive
input to project requirements
Advisors
o Provide on-going review and feedback through the
implementation
o Provide testing support/validation of newly developed
solution
o Assure communication, support and buy-in of internal and
external customers

2.2 Project Management

%
Role Responsibilities
Participation
o Act as central point of contact for all project activities 100%
2.2.1 Company
o Develop realistic work estimates, financial budgets and
Project Manager
timelines
o Manages development and maintenance of Business Case

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o Create and maintain project plans

o Measure progress toward goals and revise project plans and
work tasks accordingly
o Manage the day-to-day activities of the project
o Manage scope, time, cost and quality
o Define requirements and plan deliverables and tasks required
to meet requirements
o Make timely decisions to assure efficient project progress
o Review project deliverables and secure appropriate signoffs
o Access resources as required and manage resource issues in
a timely fashion
o Manage issue resolution and execute change request process
and escalation as appropriate
o Facilitate team lead discussion and status reporting
o Provide weekly and monthly status reports to project team,
sponsors and steering committee
o Facilitate communication and discussions with advisors and
extended team, if applicable
o Provide direction to project team leads and members and
empower them to fulfill their responsibilities
o Work with third party vendors to define timeline and
deliverables and manage them to meet the deadlines and
develop quality deliverables
o Assure integration and communication across project team
and third party vendors
o Take initiative to proactively identify and mitigate project
risks

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o Provides Project Management expertise to project manager 100%

2.2.2 Partner
o Drives project results regarding IT partner functions
Project Manager
(If Applicable) o Contributes to overall project planning and execution
o Provide unbiased opinions and alternatives based on
experiences
o Mentors the company Project Manager
o Assists with project management deliverables
o Alerts Project Manager on actions that can impact project
schedule, costs, or quality of deliverable
o Works in coordination with the company project manager to
make all project relevant decisions
o Organize and coordinate consultant (and skills) resourcing
including partner resources
o Providing methodology for implementation approach and
check that the methodology is really used
o Assisting project management and project team in
internalizing the partners approach and methodology
o Aiding in the definition of project deliverables and critical
target dates to be reflected in the project plan
o Assisting in the definition of project scope and objectives
o Aiding in the resolution of issues when necessary
o Assisting project managers, consultants, and individual
teams when necessary in the completion of any tasks
o Encouraging and facilitating the change over of project
ownership and system knowledge from the consulting team
to the customer project team and core team members.

2.3 Integration Management

%
Role Responsibilities
Participation
o Responsible for cross-functional integration with both 100%
2.3.1 Functional
functional teams and with technical teams.
/ Technical
o Ensure inter-dependencies in project plan reflect the nature
Integration
Manager and sequence of tasks on project.
o Execute to master project plan and report completion of
tasks against master project plan.
o Ensure teams adherence to naming conventions,
documentation standards, and project charter.
o Leads efforts of internal and external consulting resources on
the functional teams.

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%
Role Responsibilities
Participation
o Alert Project Manger(s) on project risks resulting from
resource shortages, inappropriate skill sets (internal and
consulting) that may impair system quality or project
schedule.
o Identify and resolve project issues.
o Identify post-implementation support requirements.
o Mentor/guide/advise project teams (technical and functional)
with new dimension functionality and best practices.
o Identify gaps in skills/training and communicate these with
project manager. Escalate issue to leadership team as
appropriate.
o Ensure appropriate feedback to the project team members
from various meetings and communicate as appropriate.
o Monitor development effort for all enhancements, interfaces,
conversions, reports, and forms. Assist technical team as
needed to gain understanding of business and performance
needs, and design points.
o Coordinate testing and documentation resource requirements
from business with resource needs identified in the project
plan.
o Review test plans (functional and technical) to ensure
integrity and quality of production system.
o Ensure that the business targets and objectives are met by
the system.

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2.4 Change Management & Training

%
Role Responsibilities
Participation
o Identify human and organization risks. 100%
2.4.1 Change
o Identifies and manages project team resources.
Management
Manager o Identify and resolve issues.
o Leads and educates regarding the process of defining,
planning and managing change, communication and training.
o Facilitate organizational change events.
o Assist with Organization Readiness for go-live.
o Work with project teams to devise support plans for affected
areas regarding change management, communications and
training.
o Leads and educates regarding the process of defining,
planning and managing change, communication and training.
o Execute change management, communication and training
tasks, and complete deliverables.
o Monitors the organization’s receptiveness to the project and
identifies ways of getting buy-in from the business and other
stakeholders.
o Identify human and organizational risks, and develop and
maintain the change charter and organizational change
management plan.
o Drive out specific change tasks and deliverables, and
facilitate organizational change events when required
o Support the impacted businesses with information and
detailed frameworks, where appropriate, to ensure that they
can conduct the necessary activities to minimize
organizational risks

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%
Role Responsibilities
Participation
o Maintain and execute against approved training project plan. 75 – 100%
2.4.2 Training
o Monitor the quality and quantity of training
Manager
o Ensure the adequacy of training facilities. Coordinate with
project teams to ensure that training is a priority and is
adequately resourced.
o Provide feedback of results of training Plan and manage all
aspects of training design, development, testing, and
administration.
o Ensure adequate training for curriculum developers and
documenters on training tools.
o Assess quality of delivery and content knowledge of
instructors.
o Provide a feedback mechanism to retain feedback from end-
users/customers.
o Develop and manage project plan and strategy, including
scope, schedule, resources, etc. for training and
documentation. Work closely with implementation team to
ensure effective and efficient integration of the
documentation and training effort into the overall
implementation plan.
o Finalize training curriculum and assist with communication to
end user community.
o Communicate plans, issues, and status to management.
o Approve the schedule for all writers, instructors, and classes
to provide high-quality documentation and instruction when
needed.
o Approve and enforce training and documentation standards.

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2.5 Process Owners

%
Role Responsibilities
Participation
o Sets direction and expectations for Business Process design 100%
2.5.1 Process
o Ensures Business process design meets business
Owners
requirements
o Approve design and scope of requirements phase of project
o Owns execution and reporting of ongoing business benefits
from the project
o Lead communications, change management and issue
resolution in his/her processes.
o Obtains, schedules business resources required by project.
o Leads implementation
o Approve changes to system hierarchy
o Assume ownership to drive resolution of the issues with the
executive team
o Communicate decisions to Sponsors and other involved
parties
o Reaffirm that all decisions are considered binding and final.
o Actively participates in designated meetings

2.6 Production & Roll-Out

%
Role Responsibilities
Participation
o Prepares & maintains Roll-Out Project plan. 50 - 100%
2.6.1 Roll-Out
o Prepares and maintains associated work and resource plans.
Manager
o Manages project team resources.
o Assists with the realignment of project team members of
integrated testing phase.
o Develop and manage the cutover plan, before going live and
production start up.
o Escalates strategic roll out issues that cannot be resolved by
the project team.

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2.7 Functional Team Leads

%
Role Responsibilities
Participation
o Defines and manages extended team work plan 100%
2.7.1 Functional
o Responsible for driving requirements definition
Team Leads
o Analyze and document the requirements
o Identify issues and gaps with new solution
o Review of the detailed design
o Provide on-going review and feedback through development
of pilots
o Develop test cases.
o Provide testing support of the new solution
o Create standards strategy and documentation
o Assist in creation of end user documentation and power user
training
o Conduct workshops and presentations to global advisors and
extended team to validate the design, new solution and
security/standards for content providers
o Assure communication and support for executive advisors and
extended team content providers
o Provide support through end user training and rollouts

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2.8 Extended Team

%
Role Responsibilities
Participation
o Provide ‘subject matter expertise’ and ‘content expertise’ 50 – 100%
2.8.1 Extended
input to requirements
Team Members
o As requested, provide on-going review and feedback through
development of pilots
o Conduct testing of newly developed solution
o As applicable, assure internal communication, support and
buy-in
o As applicable, support rollout within department

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2.9 Technical Team

%
Role Responsibilities
Participation
o Act as the liaison to the business process team. 100%
2.9.1 Architect
o Ensure that the technical requirements for the system are
met.
o Ensure technical design is in accordance with the company
architecture plan.
o Ensure that the technical design is appropriate and that the
design will support future system upgrades.
o Communicate and provide day-to-day technical direction of
the project, including detecting project deviations.
o Be responsible for taking immediate corrective action in case
of deviation.
o Learn the technical aspects of the new system in sufficient
detail to support the system after implementation.
o Design the proper environments on a timely basis for
development, Quality assurance and production
environments for each of the system components.
o Establish procedures for backup, verifying the backups,
monitoring and controlling all logs for each system
environment.
o Establish procedures to ensure there is adequate integrity in
the database
o Validate that non-functional requirements are adequately
understood and stated.
o Ensure system can meet non-functional requirements.
o Ensure overall technical feasibility of the system and all
interfaced components.
o Ensure adequate configuration management system in force.
o Prepare and validate hardware, network and licensed
software budgets.
o Establish capacity plan and ongoing monitoring approach.

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%
Role Responsibilities
Participation
o The IA Manager may also be known as Information Systems 100%
2.9.2 Information
Security Manager.
Assurance
o Establish, implement, and maintain IA program per DODI
Manager
8500.2.
o Learn the technical aspects of the new system in sufficient
detail to support the system after implementation.
o Documenting the IA program through the IA Certification and
Accreditation process, including the System Security
Authorization Agreement (SSAA).
o Advising the program manager on IA issues.
o Collaborating with functional and technical team leader on IA
issues.
o Collaborating with program process managers on change
management, configuration management, disaster recovery,
incident response, security audits, and IA awareness.
o Configure, monitor, tune, and troubleshoot the technical 100%
2.9.3
environment on an ongoing basis.
o Define data distribution.
o Coordinate production, test, and training technical
requirements with system technical requirements.
o Perform checks, tasks, and backups within the technical
environment.
o Manage and execute system installations, upgrades,
operating system patches, and Support Packages.
o Test development, test, and training production systems.
o Work to maintain authorizations and system security for the
training system.
o Ensure connectivity between different systems.
o Secure equipment to be used during documentation and
training development and delivery phases.
o Maintain the library of documents created by the project
team member, including writers and instructors, ensuring
version control and maintaining backups.
o Ensure that the training technology meets the project
requirements.
o Manage and maintain the training system database, including
refresh cycle, client copies from development, and
automated processes to ensure data is accurate and
complete.
o Develop Restore procedures.

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%
Role Responsibilities
Participation
o Testing restore procedures.
o Train Operators.
o System errors are reported and documented including
corrective actions
o Validate adequate licensing for all installed software.

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%
Role Responsibilities
Participation
o Ensure that the technical requirements for the system are 100%
2.9.4 Database
met
Administrator
o Ensure that the necessary technical skills are available to the
project
o Ensure that the technical design is appropriate and that the
design will support future system upgrades
o Reorganizing tables
o Reorganizing tablespaces
o Creating missing indexes
o Enlarging tablespaces
o Distribute database files
o Tuning database
o Monitor the systems
o Verifying Backups
o Monitoring/Controlling
o Create and maintain technical development standards for the
2.9.5
development teams
Development
o Prioritize all requests concerning customization with project
Manager
management team.
o Complete and document Technical Requirements Planning
o Plan and manage technical scope and resources
o Prepares and maintains Technical development work plan
o Team status reporting
o Identify and resolve issues
o Escalates strategic development issues that cannot be
resolved by project team
o Manage project development efforts.
o Coordinate with Business process and Integration managers
o Identify post-implementation support requirements
o Document processes
o Establish the documentation, testing, and coding procedures.
o Perform quality assurance checks on coding
o Review system test plans
o Determine performance impact
o Sign off on the executed test plan prior to migrating the
coding to a new environment.
o Establish the interface and coding request form to determine
cross functional/departmental implications Consider the time
frame of the data transmission (synchronous/asynchronous).

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%
Role Responsibilities
Participation
o Identify the expertise of your IT personal.
o Check your available IT infrastructure and for impact on
other application systems.
o Plan for error handling and maintenance
o Ensures hardware and infrastructure is in place for all
2.9.6
phases.
Infrastructure
o Define technical infrastructure needs.
Manager
o Ensure Hardware and other infrastructure is in place on a
timely basis.
o Act as the liaison to the business process team.
o Ensure that the technical requirements for the system are
met.
o Ensure that the necessary technical skills are available to the
project
o Ensure that the technical design is appropriate and that the
design will support future system upgrades.
o Communicate and provide day-to-day technical direction of
the project, including detecting project deviations.
o Be responsible for taking immediate corrective action in case
of deviation.
o Provide guidance and advice for all technical aspects of the
system implementation project from the customer’s
perspective.
o Hold responsibility for data conversions and interfaces from
the customer’s perspective

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3 SOFTWARE VENDOR PARTICIPATION

Resources representing the software vendor play an integral role in the success of the project.
At a minimum, SW vendor resources should participate at the project management, the
functional and technical team levels, on a full time basis.
Having this representation will allow you to exploit the full potential of your software solution as
well as ensure your solution meets the highest standard of: Performance, availability, usability
and maintainability.
The software vendor will offer a variety of service levels, occurring at different times throughout
the lifecycle of the project. All mandatory services provided by the software vendor should be
incorporated in the overall project schedule and plan. Optional service should be considered on
a case-by-case basis and included as appropriate.
The software vendor and company should work together to define the number, skill set and
commitment level of functional and technical team members to create an optimal mix of
resources and services.
Attachment A provides a sample of a software vendor’s level of participation and service
provided on a project.

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ATTACHMENT A – SAMPLE SOFTWARE VENDOR LEVEL OF PARTICIPATION

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Executive Sponsor

Steering Committee

Executive Advisors

Project Management Project Support

Process Owners

Functional Technical
Integration Manager Integration Manager

Architecture Functional Functional Information System Testing Change Technical

Team #1 Team #N Assurance Management Infrastructure

Technical
Process Expert
Training
Functional
User

Teams are organized cross-functionally so that those who need to work together on a daily / weekly basis are on
the same team. Four-to-eight week integration points synchronize work across separate teams

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