Governing Body

1. Collectively makes high-level decisions on the project, particularly in the areas of project goal, scope, and budget.
2. Ensures that the project is meeting its intended objectives from operational and strategic perspectives.
3. Resolves major issues.
4. Acts as leader in organizational change.
5. Ensures the integration of and communication between this project and other project teams.
6. Ensures the continuity of the project by removing barriers.
7. Reviews and approves the project plan and key project deliverables.

Executive Sponsor

1. Active, visible and vocal champion for the initiative (project or program).
2. Sets the vision, strategy, goals, and objectives for the initiative in alignment with business and technology strategy and goals, and post-project operational maintenance and support.
3. Gains alignment with other key business, technology leaders, and stakeholders.
4. Obtains and oversees the necessary resources (people, time, money, technology, etc.) to initiate and sustain the successful delivery of the initiative.
5. Communicates a compelling message to other business and technology leaders, stakeholders, and team members about the importance (e.g., business case, regulatory, etc.) of the initiative, and the risks or costs if no change is made.
6. Demonstrates ongoing commitment to the initiative by motivating team members and stakeholders to achieve high quality results, shaping others' behaviors, holding other leaders, team members, and vendors accountable, and ensuring the initiative remains a priority.
7. Provides direction and assists in the development of the project charter. Clearly communicates goals, objectives, desired outcomes, and high-level timeline expectations for the initiative. Reviews the charter for clarity and quality, providing final approval before distributing to other leaders, stakeholders, and committees for review and approval.
8. Delegates authority to the Project Manager and other project leads to manage the daily project activities and the project team.
9. Removes barriers to organizational, process, or technology changes.
10. Actively monitors key project issues and risks and works with other leaders, stakeholders, and vendors to resolve issues and mitigate risks.
11. Actively challenges any changes in scope, schedule, budget, resources, and quality. Reviews Change Requests for clarity and quality, providing final approval before distributing to other leaders, stakeholders, and committees for review and approval.
12. Actively reviews and approves procurement documents (e.g., RFPs, contracts, statements of work, changes orders, etc.) for clarity and quality, providing final approval before distributing to other leaders, stakeholders, and committees for review and approval.
13. Provides constructive feedback to the Project Manager and team.
14. Celebrates successes with the team.

Project Director (optional)

1. Serves as advisor to the Project Manager and project leads.
2. Helps author the Charter and the Project Plan documents.
3. Resolves major issues as needed.
4. Provides resources to ensure project success.
5. Assures the continuity of the project by removing barriers.

Project Manager

1. Initiates, plans, executes, monitors, controls, and closes projects.
2. In coordination with members of the project team and the Executive Sponsor, prepares and submits the following, as applicable:

• Charter
• Schedule (WBS – Work Breakdown Structure)
• Costs Plan
• Quality Plan - quality measurement and control approach
• Project Team Diagram – who needs to be part of the project team
• Resource Plan – who needs to be available during what time
• Communication Plan
• Risk Plan
• Procurements Plan – how vendors need to be involved, managed, and paid
• Operations Approach – who will own this service after and how do we transition from project to operations
• Change Management (ideally this is a standard process within the organization, and not developed for each project)
• Baselines: Scope, schedule, and budget baselines (these are tools used to measure appropriately)
• Closure
  3. Works with the Executive Sponsor, Project Director, Functional Lead, and Technical Lead to secure the appropriate level of resources to successfully plan and deliver the project.
  4. Communicates project goal, objectives, scope, and milestones to project team members.
  5. Develops and updates project plans addressing scope, activities/tasks, schedule (WBS), human resources, and task interdependencies.
  6. Actively manages the project scope, project schedule, budget, and project team members. Assigns tasks to project team members and monitors progress to ensure completion of tasks and deliverables.
  7. Schedules and leads project meetings.
  8. Reviews project deliverables for content and quality, and recommends changes as appropriate. Reports on completed project deliverables as necessary.
  9. Identifies and communicates major scope, schedule, budget, and/or resource changes via Change Requests to the Executive Sponsor and Governing Body for approval. Explores and identifies all known alternatives when recommending any changes in scope, schedule, budget, or resources.
  10. With input from the project team, identifies and documents key issues (things that have happened) and risks (things that might happen). Defines and recommends alternative solutions to resolve key issues and mitigation plans for risks.
  11. Provides leadership, guidance, and coaching to project team members. Provides constructive feedback for high performance and opportunities for improvement.
  12. Responsible for defining and assigning project roles to build a project team in coordination with Executive Sponsor and/or project leads. Has the latitude to combine or customize roles as required for the project.
  13. Works to resolve conflicts among project team members. Escalates issues to the Executive Sponsor as necessary.
  14. Coordinates, initiates, and manages the procurement process as necessary. This includes vendor management or assigning the role of vendor management within the project team.
  15. Prepares regular project status reports and communicates status to the Executive Sponsor, key stakeholders, and project team. Collects status reports from project team members.
  16. Prepares and reviews the go-live readiness assessment with the Executive Sponsor, key stakeholders, and project team members prior to implementation.
  17. Facilitates the transition plan for the project to ongoing operations. This includes identifying the technical and functional service owner and service manager.
  18. Performs other Project Manager cost and resource management responsibilities.

Functional Lead

1. Assumes a leadership role to ensure that project management processes are utilized by their team even for operational work that fits within a project. 
2. Provides leadership, activity planning, coordination, and day-to-day direction to complete the assigned project team tasks, produce the required deliverables and meet the relevant project milestones in accordance with the project scope and within the scheduled time.
3. Coordinates with the Project Manager on all aspects of the project as it pertains to functional needs (communication, resources, testing, budget, scope, schedule, risk, procurement).
4. Estimates the level of effort required for functional business process changes.
5. Collaborates with the Project Manager to develop project documents.
6. Identifies and communicates any issues, risks, and delays to the Project Manager and clarifies how those may affect the scope, timeline, or cost of the project.
7. In coordination with Technical Lead, identify delegate to act as liaison between technical data requirements and business processes. Validate data if/when changes are made.
8. Assigns and manages appropriate resources to participate in project tasks, with communication to appropriate resource supervisors.
9. Provides resource availability information (scheduled time off, commitments to operational duties, commitments to other projects, on-call, etc.) to the Project Manager to facilitate scheduling.
10. Ensures completion of functional tasks as required by the project, including regular status updates to the Project Manager.
11. If one or more of the following are not identified (Technical Lead, Testing Coordinator, Communication Coordinator, Training Lead), cut/paste those applicable responsibilities from below into this section.

Technical Lead

1. Provides technical expertise as appropriate for development, fixes, and application support.
2. Provides expertise in technical designs to meet customer requirements and University IT development standards.
3. Coordinates with the Project Manager on all aspects of the project as it pertains to technical needs (communication, resources, testing, budget, scope, schedule, risk, procurement).
4. Estimates the level of effort required for modifications, interfaces, customizations, and on-going support.
5. Develops and documents technical specifications for interfaces, modifications, reports, and other technical initiatives that are within scope.
6. Conducts code reviews, manages break fixes, and tracks defects.
7. Works closely with the technical staff to determine the appropriate technical solutions.
8. Ensures compliance with the IT change control processes and provides copies of change requests to the Project Manager.
9. Works with University IT team members to coordinate and facilitate the successful implementation of all custom modifications, interfaces and reports.
10. Creates and/or maintains technical documentation.
11. Ensures proper knowledge transfer of key skills that enable a stable production support environment.
12. Ensures the integrity of design is maintained across business processes and communicated to the Enterprise Architect.
13. Designs, develops, and oversees the unit tests of modifications, customizations, interfaces, and any other development tasks.
14. Determines the need for database environments and provides guidance on migration of objects.
15. Migrates objects to various databases once they are tested and approved.
16. Coordinates and manages the application of all object changes, track updates, and fixes.
17. Proposes the use of appropriate technology to meet the scope of the project.
18. Identifies any issues, problems, or delays that may adversely impact the major project milestones and communicates them to Project Manager.
19. Assigns and manages appropriate staff to participate in project tasks, with communication to appropriate resource supervisors.
20. Provides resource availability information (scheduled time off, commitments to operational duties, commitments to other projects, on-call, etc.) to the Project Manager to facilitate scheduling.
21. Ensures completion of technical tasks as required by the project, including regular status updates to the Project Manager.

Testing Coordinator

*If there is not a specific person identified for this role, the following responsibilities fall under the Functional Lead role.

1. Coordinates, implements, and maintains project test strategies, test plans, test procedures, test execution, and documentation.
2. Works with the Project Manager and project team to coordinate the testing process, including but not limited to defect tracking, reporting testing results and metrics, test sign off, and making recommendations.
3. Coordinates the development of plans for testing (such as Unit Testing, System Testing, Regression Testing, Performance/Load Testing, User Acceptance Testing), as required by the project.
4. Obtains approval from appropriate Lead that project is ready for next migration/production environment.
5. Assists in determining and obtaining appropriate test environments.
6. Works with project team to ensure appropriate applications, business scenarios, and development objects are on the integrated test plan, communicates and presents test activities, facilitates test meetings, ensures progress is made during testing, and provides status updates to the Project Manager.
7. Looks at areas such as requirements, effort estimation, staffing, project schedule, defect metrics, issues, and risks.
8. Provides resource availability information (scheduled time off, commitments to operational duties, commitments to other projects, on-call, etc.) to the Project Manager to facilitate scheduling.
9. Completes other testing tasks as required by the project and the work plan, including regular status updates to the Project Manager.

Communication Coordinator

*If there is not a specific person identified for this role, the following responsibilities fall under the Functional Lead role.

1. Works with Project Manager and project team to identify stakeholder groups.
2. Assists the project team with development of a communication strategy and plan to implement this strategy.
3. In coordination with the project team, develops key messages, delivery methodologies, audiences, and frequencies and helps compile that information into the project communication plan.
4. In coordination with project team, drafts communication messages for the project team or key executives to distribute.
5. Assists with the creation and maintenance of email distribution lists to facilitate project communication.

Training Coordinator

*If there is not a specific person identified for this role, the following responsibilities fall under the Functional Lead role.

1. Works with Project Manager and project team to conduct needs assessments for each area and is responsible for planning, design, implementation, and evaluation of training related to the project.
2. Develops and implements a training delivery plan that identifies unique audiences and stakeholders and includes: schedule/calendar, method, logistics, resources, course content, registration, refresher and remedial training, tracking, reporting, and training evaluation.
3. Establishes training objectives, evaluation criteria, and results.
4. Works with System and campus leadership to define requirements and needs pertaining to training, incorporate this into the strategy, and communicate this plan to the Project Manager and project leads.
5. Oversees the development of course content.
6. Oversees the scheduling of resources and participants in training.
7. Evaluates the results of results of training including participant reaction, transfer of learning, and job performance. Identifies and incorporates best practices and lessons learned into training plans.
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9. Provide time away information to Project Manager to facilitate scheduling. Coordinate with Functional Lead if needed.
10. Complete other training tasks as required by the project and the work plan, including regular status updates to the Project Manager.

Project Team Member

1. Completes assigned tasks and deliverables on time and with the highest quality.
2. Coordinates with the Project Manager and project Leads on all aspects of the project as it pertains to their assigned tasks and deliverables.
3. Identifies and communicates project, team, and organizational issues and risks and offers alternative solutions or mitigation plans.
4. Offers time estimates for tasks during project planning, keeping in mind the Prime Directive: Regardless of what we discover, we understand and truly believe that everyone did the best job they could, given what they knew at the time, their skills and abilities, the resources available, and the situation at hand.
5. Communicates the status of assigned tasks, and the reasons for any changes to the established completion dates to the Project Manager. This includes regular status updates to the Project Manager.
6. Provides subject matter expertise and recommends alternative methods and/or solutions where appropriate.
7. Provides assistance to other project team members as requested by the Project Manager and Project Leads.
8. Provides resource availability information (scheduled time off, commitments to operational duties, commitments to other projects, on-call, etc.) information to the Project Manager to facilitate scheduling.
9. Completes other tasks as required by the project and the work plan, including regular status updates to the Project Manager and Project Leads.

Stakeholder

1. Has an interest in the project results and may affect, be affected by, or have the perception that they are affected by the project.
2. May be asked to provide input to the project team on specific project objectives.
3. May be asked to provide advice and coordination in optimizing the disparate processes across the campuses.
4. Remains informed about the project, so they may provide support for removing barriers and obstacles that impede the progress of the project.
5. Represents their interests in the implementation of best practices.
6. May participate in requirements gathering, future state design, and gap analysis.
7. Acts as the system, process, and change advocate.
8. Participates, as requested, in training and testing sessions.
9. May coordinate departmental business process, policy, and procedural changes.
10. May ensure system and process knowledge transfer to their organization.
11. May be asked to conduct testing of specific functions and applications.