Roles and ResponsibilitiesPLAN IT!Hi! My name is Micah Hwang, a member of the Program Management Center of Excellence Advisory Council. The purpose of the video is to provide you with an introduction of Roles and Responsibilities. In project management, Roles and Responsibilities is to define key roles each successful project needs to have, what the responsibilities are of each role, and who on your project team is fulfilling these roles. Developing it is critical to overall project success and is an important step in the project PLAN IT process.
1OverviewRoles and Responsibilities Break DownProject Roles, Functional Roles, and ResponsibilitiesExecutive SponsorProject SponsorProject ManagerBusiness Process OwnerEtc.
Project NameProject IDProject ManagerBusiness Process OwnerProject SponsorProject Executive Sponsor
Now that you have finished your START IT process, the first process of PLAN IT will be defining roles and responsibilities. The main four key roles should already have been defined in START IT. This process is important as it explains and creates clear identifications to all persons involved; issuing responsibilities and assigning accountabilities. We will go over project roles, functional roles, and responsibilities. This process covers all persons from your executive sponsor to your project sponsor, then to your project manager, and business process owner. Without these four key roles identified early on, the project will not have the right sponsorship, guidance, decision-making authority, and ownership to guide the project through successful planning and execution. On the right I have placed a screenshot of what you will see on the top of your roles and responsibilities document.
2Understanding your HeadingsProject RoleTitle of role of which the person is being assigned toFunctional RoleDefinition of project role and their purposeResponsibilitiesAn overview of tasks given to each project role
Before we begin, lets start with understanding the headings of each column on the table of project management roles. The project role is the title of the role of which the person is being assigned to. This should be somewhat self explanatory and hopefully after explaining the next two columns it will be. Next to the Project Role is the definition of what the role means.The functional role is the actual title of the named person in the organization. For example, we have a executive sponsor (project role) who is the CIO of the State of Hawaii (functional role). The definition of his project role is that he oversees the project from an executive perspective and is also the person that provides the financial resources for the project and ensures executive support across the organization. Next, lets look at what the responsibilities of an executive sponsor would be.3Executive Sponsor ExampleSomeone usually of higher rank within the projectProvides financial resources for the projectCreates VisionEnsures Executive SupportEnsures Projects SuccessExecutive SponsorThe person that provides the financial resources for the project and ensures executive support across the organization.Name of Executive SponsorChampions the ProjectCreates Vision & Objectives for ProjectObtains Executive Management Buy-in & Resource SupportEnsures Projects SuccessSigns Project Charter and Project Closing ReportAn executive sponsors responsibilities would be to champion the project, create vision and objectives for the project, obtain executive management buy-in and resource support, ensure projects success, and signs the project charter and project closing report. You only need to fill in the name of the executive sponsor and his or her functional title into this document.This same format is laid out for all project roles and we will go through another to showcase how easy it is to follow.This roles and responsibilities process is especially important to go over as it makes clear what each person who is assigned a project role is obligated to do. This ensures project structure as well as creating accountability to those involved. Lets look at another example.4Technical Manager ExampleNot all projects will need/have a Technical ManagerManagement authority over technical unitProvide qualified technical resourcesPrioritize technical resource workloadsTechnical ManagerThe person with management authority over a technical support unit if the project has technical components. The manager of a group that supports a system or performs a service related to a system.Functional Manager in ICSD/OIMTProvides project with qualified technical resources and checks technical resources work for accuracy, quality, and timely completion throughout projectPrioritizes technical resource workloads according to enterprise and departmental prioritiesThere are several roles listed in this roles and responsibility document that may not be needed, depending on what type of project is being managed. There may also be other roles that may be needed to be inserted, depending on the type of project.
This slide will go over one of these optional roles: Technical Manager. A good reason we should go over this role is that its a role that does not always need to be fulfilled in every project. Not all projects will be technical and at the point a technical manager would not be needed. I do want to make clear that each project will need an executive sponsor, a project sponsor, a project manager, and a business process owner.
If your project consists of having any type of technology modernization involved a technical manager should also be required. A technical manager is someone who has management authority over a technical support unit. The manager should support a system or perform a service related to the system. Their main responsibilities will include providing the project with qualified technical resources, checking technical resources for their accuracy, quality and timely performance, and most importantly prioritizing the technical resource workloads according to the projects priorities.
Good luck with your Roles and Responsibilities. The next video is the Responsibility Assignment Matrix. Thank you 5