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Project Charter Roles Responsibilites

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					                                                             Project Roles & Responsibilities Guideline
   The following tables list possible roles and responsibilities a project. While all roles are applicable in
   most ITS projects, it is possible that one person holds several roles in small to medium projects. For
   example, the Business Sponsor, ITS Sponsor and Customer could be the same person. Every project
   establishes the needed roles and names the people acting in the required capacity. This guideline
   provides key responsibilities that can be combined to suit the needs of the project.
   As part of the communication plan and the development of the project plan(s)1, the composition of
   the team should be reassessed to ensure the project team has appropriate responsibilities and skills to
   getting the job done, and adequate representation of stakeholder interests. A set of guidelines
   including the commitment each team member is making to the project, team meeting ground rules
   and meeting procedures may be documented2 in a “team contract”.
   Permanent and ad hoc project team members are represented in the project charter under “Team
   Assignments” and “Task Group(s)” headings respectively.


           Project Governance Roles                                                Responsibilities
   Executive Sponsor(s)                                      Provide vision, oversight and endorsement for the project
       Project Proponent for Major                          Write the business case describing the rationale behind, the
          ICT Projects                                       need for and support for the project
             AVP level                                      Provide liaison with college Deans or department unit heads as
             Complex or cross-                              required
              organizational projects may                    Form and chair the project Steering Committee
              split sponsorship
                                                             Form needed project Advisory Committee(s)
                                                             Accept the project close out report

   Business Sponsor                                          When an Executive Sponsor is not involved, the Business
       For ITS services, the Service                        Sponsor carries out the Executive Sponsor’s responsibilities as
          Owner defines the “business”                       well
       Directly manages the delivering                      Set overall priorities of the project (cost, schedule, scope,
          organization where the ongoing                     quality)
          operations will be situated; e.g.                  Make high-level decisions, including trade-off decisions
          Program Director                                   between customers or stakeholders
                                                             Ensure functional & line managers are committed to the project;


   1
    Having project members develop and agree to the work to be completed in development iterations is a both a
   communication and a project planning method.
   2
       Documentation is created for one or more of the following reasons:
              We need to define and make explicit interactions with other systems or units, including maintenance teams and
              end-users. This documentation changes over time as required, for example, system maintenance documentation.
              When a development team cannot be co-located or when stakeholders cannot be available at all times, shared
              documentation helps the project team communicate in combination with face-to-face discussions and
              collaborative tools. It becomes a good supporting mechanism but should never be the only mechanism.
              When the act of writing helps discover problems with your thinking as well as consolidating and solidifying
              options and recommendations in moving forward.
              The sponsor, business process owner and/or technical architect require it. Fundamentally, the required
              documentation is a business decision.

  Project Services Office, Information Technology Services
University of Saskatchewan                                                                                             Page 1 of 8
Saskatoon, SK Canada
                                                             Project Roles & Responsibilities Guideline
          Project Governance Roles                                                 Responsibilities
                                                             includes resolving priorities between operations and all projects
                                                             being initiated or in progress
                                                             Ensure the project has the required resources (funding and effort
                                                             commitment) to proceed
                                                             Write, with the Project Manager, the project’s terms of
                                                             reference (Project Charter)
                                                             Approve project scope, budget and schedule for the project.
                                                             Approve or reject project scope, quality, budget or schedule as
                                                             presented by the Project Manager and Business Process
                                                             Owner(s).
                                                             Review and approve the high level project plan
                                                             Review project status updates concentrating on mitigation
                                                             strategies for risks which could not be avoided or changes to the
                                                             project plan
                                                             Support the Project Manager in recruitment & hiring of project
                                                             personnel, individual and team performance management and
                                                             project risk management
                                                             Help resolve critical issues affecting the project’s ability to
                                                             proceed and succeed
                                                             Receive and accept the project close out report
                                                             Ensure steps are taken to garner and record the benefits once the
                                                             project is completed
                                                             Accept and approve the project close out report
   Steering Committee                                        Provide high-level direction for the project across
         Includes the sponsors (may include                  organizational units
         only the sponsors)                                  Champion the project through change management processes
         Resources: project manager and                      across organizational units
         project officer                                     Provide resolutions to issues that cannot be addressed within the
                                                             project team or by the sponsors alone
                                                             Notify Project Manager and Sponsors of plans that will be
                                                             detrimental to the community or which may cause a deviation to
                                                             the project’s ability to complete with needed features and
                                                             quality within the specified schedule or budget
                                                             Accept post-project success review documents
                                                             Accept the project close out report




  Project Services Office, Information Technology Services
University of Saskatchewan                                                                                            Page 2 of 8
Saskatoon, SK Canada
                                                             Project Roles & Responsibilities Guideline
          Project Governance Roles                                                Responsibilities
   ITS Project Sponsor(s)                                    Provide oversight on the technical deliverables for quality and
             In CORE PM method, this is                      timeliness, including requirements to move to production
             the line manager (or designate)                 operations
             of the supplying organization                   Ensure technical architecture meets with ITS’ recommendations
             within ITS                                      or that deviations are approved and documented appropriately
             The ITS Project System process                  Recommend personnel with skills needed for the project
             includes a step to assign an ITS                Hire technical personnel required for capacity to execute project
             sponsor to projects                             work
                                                             Review and act on project status reports concentrating on
                                                             mitigation strategies for risks which could not be avoided or
                                                             changes to the project plans (both high level and iteration)
                                                             Resolve critical issues affecting technical personnel’s ability to
                                                             complete quality work
                                                             Prepare & execute appropriate technical training plans to ensure
                                                             quality work
                                                             Review the project close out reports
                                                             Ensure a transfer of technical skills and required documentation
                                                             to the unit responsible for ongoing operation of the product




  Project Services Office, Information Technology Services
University of Saskatchewan                                                                                           Page 3 of 8
Saskatoon, SK Canada
                                                             Project Roles & Responsibilities Guideline


            Project Delivery Roles                                               Responsibilities
    Project Manager                                          Remove impediments to the project team’s progress
                                                               Assemble a project team with the required skills to
                                                                  complete the project; ensure appropriate professional
                                                                  development is planned and delivered
                                                               Negotiate & communicate the terms of reference for the
                                                                  project:
                                                                  o Complete the Project Charter and obtain customer and
                                                                     sponsor approval
                                                                  o Complete the Scope Statement, including organizational
                                                                     deliverables that support the project system
                                                                  o Prepare a Project Organization Chart
                                                                  o Establish the other project system processes and
                                                                     documentation that will be used and completed during the
                                                                     project
                                                             Communicate (& re-communicate) project vision and goals
                                                             Ensure development and execution of a Project Communication
                                                             Plan with, and on behalf of the Sponsors to address needs of
                                                             various audiences, including the Project Team, Contractors,
                                                             Stakeholders and project committees
                                                               Provide Terms Of Reference for Advisory Board(s) and
                                                                  Steering Committee
                                                               Communicate project successes, constraints, status, risks,
                                                                  issues and changes via bulletins, meetings, etc.
                                                             Develop and maintain the overall high level project plan and
                                                             more detailed 4-6 week plans with the project team as required
                                                             Divert off-topic requests or changes to planned work in
                                                             iterations
                                                               Contact point for Project Managers responsible for related
                                                                  projects
                                                               Contact point for line managers to ensure matrix reporting
                                                                  communication lines are well traveled
                                                               Develop and manage information collection and
                                                                  distribution processes; e.g. daily stand up meetings,
                                                                  iteration planning meetings, backlog list
                                                               Manage the review, tracking and approval of project
                                                                  deliverables, as scheduled and to the pre-defined level of
                                                                  quality
                                                             Facilitate team processes within the project (e.g. celebrate
                                                             successes, create an environment of accountability, learn the
                                                             team members’ needs)
                                                             Close the project




  Project Services Office, Information Technology Services
University of Saskatchewan                                                                                        Page 4 of 8
Saskatoon, SK Canada
                                                             Project Roles & Responsibilities Guideline
            Project Delivery Roles                                                Responsibilities
    Business Analyst                                         Establish the business scope to be addressed by the project team,
                                                             using the business motivation for the project as described by the
                                                             Sponsor(s) in the Business Case
                                                             Lead gathering of facts, analysis and documentation of work
                                                             flows; investigation includes people/organizational units
                                                             affected, cycles to be considered, functions to implement and
                                                             data to collect and use
                                                             Lead business transformation processes to improve work flows
                                                             and data availability
                                                             Act as the main contact into the project for day-to-day users of
                                                             the end product
                                                             Liaise with Business Analysts responsible for related projects to
                                                             ensure constraints and expectations are shared
                                                             As part of the project’s management stratum, provide
                                                             complexity and size information to the process of creating and
                                                             maintaining the overall high level project plan
                                                             As the customer representative, work with the technical lead and
                                                             programmers to establish the detailed 4-6 week plans
                                                             Facilitate team processes within the project
                                                             Facilitate fact-gathering and decision-making sessions involving
                                                             customer(s), stakeholder(s) and sponsor(s) as needed:
                                                              o     Elicit problems, along with the impact to the customer(s)
                                                                    and stakeholder(s)
                                                              o     Categorize the needs and features, identifying
                                                                    interdependencies or conflicts
                                                              o     Elicit priority (e.g. in terms of impact if not solved)
                                                              o     Lead the customer(s) and stakeholder(s) in generating
                                                                    approaches that may solve the problem
                                                              o     Ensure budget, schedule and quality constraints are
                                                                    elucidated as part of the process of evaluating options
                                                              o     Manage expectations during option evaluation so that
                                                                    doable manual and automated procedures form the
                                                                    recommendation
                                                              o     Identify underlying support (e.g. computer literacy
                                                                    training) required to enable the solution
                                                             Clarify context of both the opportunity and the recommended
                                                             solution in business language
                                                             Obtain sign off on recommended solution
                                                             Coordinate development of test cases
                                                             Act as a mentor to customer(s) and stakeholder(s) developing
                                                             test cases
                                                             Coordinate product acceptance testing




  Project Services Office, Information Technology Services
University of Saskatchewan                                                                                         Page 5 of 8
Saskatoon, SK Canada
                                                             Project Roles & Responsibilities Guideline
            Project Delivery Roles                                                 Responsibilities
    Customer                                                 Provide information to the Business Sponsor on needs which are
                                                             not being met during development of the business case
              In some projects, known as the                 Review and comment on the inclusions in the Project Charter
              Client or Business Process                     during project initiation, setting of project priorities and high
              Owner                                          level planning processes
              May be the manager or                          Receive the high level scope and overall schedule plans and
              supervisor of the group using                  obtains clarification from the Project Manager &/or Business
              the product (and therefore the                 Sponsor
              Business Sponsor)                              Ensure the project has the required capacity to participate in
              For ITS services, the Service                  definition of needs and features that are in scope for the project
              Manager often fulfills the                     Ensure the project has the required capacity to participate in
              customer role                                  testing the software supporting the features that are in scope for
                                                             the project
                                                             Approve the features to be included in the next 4 – 6 week
                                                             period, identifying the most important to have available to
                                                             people using the product
                                                             Participate to produce project team status updates
                                                             Report to the Project Manager any changes in the business
                                                             environment that might create problems for the project
                                                             Evaluate and accept the product for ongoing use
                                                             Participate in project close out processes, for example,
                                                             evaluating the project process to develop lessons learned from
                                                             the project

    Stakeholders                                             Represent the interests of the end-user community3
              Advisory Committee(s) are                      Provide information to the Business Sponsor on needs which are
              formed by members from units                   not being met during development of the business case
              identified as stakeholders                     Review and comment on the inclusions in the Project Charter
              End-users of a service are                     during project initiation, setting of project priorities and high
              stakeholders                                   level planning processes
                                                             Receive the high level scope and overall schedule plans and
                                                             obtain clarification from the Project Manager &/or Business
                                                             Sponsor
                                                             Provide task group members to the project when required
                                                             Remove obstacles to the project’s success
                                                             Notify Project Manager when a deviation from project plan is
                                                             anticipated




   3
    Students, faculty, researchers or staff in the University of Saskatchewan community are stakeholders in both
   ITS direct or indirect services. The sponsors and business owners decide whether the project requires end-user
   community participation and how that participation will be solicited or funded.

  Project Services Office, Information Technology Services
University of Saskatchewan                                                                                            Page 6 of 8
Saskatoon, SK Canada
                                                             Project Roles & Responsibilities Guideline
            Project Delivery Roles                                                Responsibilities
    Functional Subject Matter Experts                        Provide expert knowledge on information collected and used in
                                                             performing work
         Also known as Functional                            Provide expert knowledge on when, how and by whom
         Analysts                                            information is used
         Drawn from customer(s) and                          Identify opportunities to improve effectiveness
         stakeholder(s); e.g. end-users of a                 Define the problems being experienced with existing processes
         service can be subject matter                       or applications
         experts                                             Participate in defining functional requirements or specifications
                                                             Develop test cases
                                                             Perform and sign off on acceptance testing

    Technical Architect                                      Specify the technical architecture for the product (ie:
                                                             programming tools, use of a framework like Faces or Seam,
          Usually a senior application,                      database management system, supported technical tools, etc.)
          database or systems                                Develop coding standards for the product (e.g. naming
          administration IT specialist is                    standards, documentation standards)
          named the “architect” and carries
                                                             Perform technical design reviews; has the authority to reject a
          these responsibilities across
                                                             design
          multiple projects and business
                                                             Perform technical code reviews; has the authority to reject the
          areas
                                                             code
    Technical Lead                                           Provide expert technical knowledge in generating approaches to
                                                             meeting needs and developing desired features
                                                             Establish the technical environments that will allow
                                                             development, programmer testing, acceptance testing,
                                                             maintenance upgrades and production systems to operate
                                                             concurrently and efficiently
                                                             Ensure technical budget, schedule and quality constraints are
                                                             elucidated as part of the process of evaluating solutions
                                                             Understand the business context for the product
                                                             As part of the project’s management stratum, participate in
                                                             creating and maintaining the overall high level project plan
                                                             Establishes the detailed 4-6 week plans with the business analyst
                                                             and programmers
                                                             Manage risk avoidance and mitigation associated with technical
                                                             implementation strategies chosen
                                                             Design and code solutions as required and time allows
                                                             Perform technical code reviews; has the authority to reject the
                                                             code
                                                             Act as a mentor to technical programming personnel
                                                             Act as a resource to the business analyst and project manager
    Programmers                                              Understand the business context for the product
                                                             Contribute to technical assessments
                                                             Participate in defining technical requirements
                                                             Provide work breakdown estimates in the 4-6 week planning
                                                             cycles; this process includes either the customer directly or the
                                                             business analyst representing the customers
                                                             Develop or implement products (e.g. software) to provide
                                                             needed features and function
                                                             Establish and execute appropriate programmer testing of


  Project Services Office, Information Technology Services
University of Saskatchewan                                                                                          Page 7 of 8
Saskatoon, SK Canada
                                                             Project Roles & Responsibilities Guideline
            Project Delivery Roles                                                Responsibilities
                                                             products prior to release for acceptance testing
                                                              Support functional subject matter experts during acceptance
                                                             testing
                                                              Document effectively according to coding standards to:
                                                             o Support technical cross-training needs
                                                             o Allow development, programmer testing, acceptance testing,
                                                                 maintenance upgrades and production systems to operate
                                                                 concurrently and efficiently


              Stakeholders                                                        Responsibilities
        Sample Terms of Reference
    ITS Project Services Office                              Provide oversight on the project process
                                                             Provide priority setting support across projects
                                                             Produce regular project dashboard information for the ITS
                                                             managers
                                                             Create projects to improve the ITS project system
                                                             Select and hire Project Managers for projects heavily reliant on
                                                             an IT component to produce needed business result
                                                             Provide project management coaching
                                                             Develop an ITS project infrastructure, including a self-help
                                                             capability

    Financial Services                                       Review the processes defining the accuracy, integrity and
                                                             completeness of financial transactions and reports generated by
                                                             the software.

    Audit Services                                           Assess the effectiveness at executing the project management
                                                             method.
                                                             Assess the overall security and approval processes relating to
                                                             transaction management.
                                                             Review procedures to assess the adequacy of testing and results
                                                             with respect to the application’s functional capability, controls
                                                             over data integrity and interfaces with other systems (manual
                                                             and electronic).
                                                             Assess the overall security of the software and processes.




  Project Services Office, Information Technology Services
University of Saskatchewan                                                                                          Page 8 of 8
Saskatoon, SK Canada

				
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