Project Governance & Team Roles & Responsibilities
Executive Sponsor
REQUIRED SKILLS & KNOWLEDGE:
1. Big picture perspective of why the
project’s objectives are important to
UA.
RESPONSIBILITIES:
1. Initiate or endorse the initiation of the project.
2. Serve as primary liaison to the President.
Project Sponsor(s)
REQUIRED SKILLS & KNOWLEDGE:
1. Big picture perspective of why the
project’s objectives are important to
UA.
2. Ability to make decisions relative to
the projects goals & objectives.
3. Ability to provide, allocate and lobby
for resources.
4. Strong leadership, collaboration and
consensus-building skills.
RESPONSIBILITIES:
1. Serve as champion of the project to:
a. Help ensure buy-in with key stakeholders.
b. Ensure campus-wide participation in the project.
2. Provide the functional resources, direction and support needed to implement the project.
3. Resolve escalated issues that are beyond the ability of the Project Manager and the Core
Team/Project Team to resolve.
4. Manage the project budget in collaboration with the IT Project Sponsor.
5. Responsible for strategic planning; academic budgeting; space and facilities; academic support unit
review; strategic community, business and government outreach and partnership efforts, particularly P30 strategies; international academic strategies; and maintaining a strong commitment to inclusive
excellence and diversity.
September 21, 2011
Project Governance & Team Roles & Responsibilities
Steering Committee
1. David Cummins,
VP CFO
2. Jim Sage, VP IT,
CIO
September 21, 2011
REQUIRED SKILLS & KNOWLEDGE:
1. Big picture perspective of why the
project’s objectives are important.
2. Cognizant of the on-going
programmatic resource implications.
3. Ability to make decisions relative to
the project’s goals and objectives.
4. Strong leadership, collaboration and
consensus-building skills.
5. Ability to provide, allocate and lobby
for resources.
RESPONSIBILITIES:
1. Provide the resources, direction and support needed to implement the project within budget.
2. Identify and capitalize on linkages between projects and program operations.
3. Provides advice and guidance to Project Manager(s) and Oversight Committee
4. Meets regularly to:
a. Review status
b. Resolve issues brought forth by Project Manager(s)
c. Review project planning and objective setting
d. Set priorities
e. Ensures compliance of institutional policies and governmental requirements
5. Ensure the project builds on lessons learned through other projects, is scalable and is replicable.
6. Provide perspective for working with vendors
7. Provides information as needed to Sponsors, Executives and Board of Trustees.
8. Resolve escalated issues that are beyond the ability of the Project Manager(s) and Oversight
Committee team to resolve.
9. Support the management of the budget in collaboration with the Sponsors. Help secure necessary
budget for the project.
Project Governance & Team Roles & Responsibilities
Project Manager(s)
Project Analyst
September 21, 2011
REQUIRED SKILLS & KNOWLEDGE: RESPONSIBILITIES:
1. Strong leadership, collaboration
1. Responsible for managing all aspects of the project from planning through implementation.
and consensus-building skills.
2. Lead the project and the Core Team/Project Team in meeting the project goals.
2. Reporting relationship to the
3. Make recommendations and provide advice regarding the functional aspects of the project.
Project Sponsor or IT Project
4. Serve as the key contact for stakeholders, project team members and related project teams on the
Sponsor.
implementation of the project.
3. Earned respect of other System
5. Assist Project Sponsor(s) in developing and continually refining the scope document.
Office executives and key
6. Plan and ensure critical issues sessions are conducted with key stakeholders.
stakeholders.
7. Work with the IT Project Lead to identify and organize sub teams as necessary to meet specific
4. Understanding of and agreement
project goals.
with the project’s functional goals
8. Ensure the creation of high-level and detailed project plans.
and objectives as they relate to
9. Conduct Potential Problem Analysis sessions.
UA’s mission.
10. Ensure that Core Team/Project Team meetings are scheduled on a regular basis, agendas are
5. Understanding of the necessary
developed and distributed, and meetings are conducted using effective meeting skills and tools so
technology components and their
that all members are involved.
significance to the project.
11.
Work collaboratively with all Core Team/Project Team members to facilitate decision-making and to
6. Campus-wide relationships.
make sure progress is being made on all tasks.
7. Understanding of UA project
12. Help negotiate contracts with outside partners.
management philosophy and
13. Supervise the use of project budget and make recommendations.
project management tools.
8. General understanding of Microsoft 14. Facilitate the Core Team/Project Team in developing and executing a communication plan.
15. Escalate issues to the Project Sponsors that are beyond the ability of the Core Team/Project Team to
Project.
resolve.
16. Provide regular status reports to key stakeholders.
17. Supervise and manage project issues on a daily basis throughout the project execution phases.
18. Manage project timeline, resources and scope. Ensure proper change review procedures are
followed when changes are made to project timeline, budget or scope.
REQUIRED SKILLS & KNOWLEDGE:
1. In-depth knowledge and experience
in developing project plans using the
UA methodology, Microsoft Project,
and the UA template and tools.
2. Effective meeting skills.
3. Effective interpersonal skills and
understanding of team building skills.
4. Strong leadership, collaboration and
RESPONSIBILITIES:
1. Serve as resource of the Core Team/Project Team and IT resource managers providing insight into
the project plan, critical path and key dependences.
2. Participate closely in planning the project. Prepare the high-level project plan.
3. Ensure development of a detailed, professional, dependency-driven project plan using the UA
template and tools by working with the Project Manager, Sub-Team Leads, Sub-Team Members to
gather appropriate tasks, durations and resources.
4. Track, update and provide regular reports from the project plan, working with the appropriate task
Project Governance & Team Roles & Responsibilities
consensus-building skills.
5. Strong coordination and
communication skills.
6. Strong problem solving and
negotiation skills.
7. Project compression skills.
8. Possess a sound understanding of
the project’s objectives as they relate
to the UA mission.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
September 21, 2011
owners, resource managers, and project leadership to ensure that the project stays on schedule and
within scope.
Act as primary internal communications channel for IT resource managers and staff involved in the
project.
Monitor performance against plan and provides early warnings and feedback to resources whose
schedules are slipping. Advise Project Manager when key milestone dates are in jeopardy.
Understand and monitor the critical path. Alert the Project Manager, Core Team/Project Team and
the appropriate resource(s) and resource managers if the critical path may be potentially delayed or
in jeopardy.
Work with the IT task owners and resource managers to ensure the day-to-day tasks of the project
plan are completed.
Provide regular updates to the Project Manager/IT Project Lead.
Work with IT resource managers and team leaders in collaboration with the Project Manager as
needed to solve problems and keep the project on schedule.
Escalate issues to the Project Manager that are beyond the ability of the resource managers to
resolve.
Work with the Project Manager in developing Project Concern Reports (as needed).
Support the effective transition from project to ongoing production program management.
Provide facilitation services for critical issues and lessons learned sessions, and other meetings (as
needed).
Update the document repository with project documentation.
Update the Milestone Report and Project Portfolio with pertinent project information and deadlines.
Assist Core/Project Team and Sub teams with tracking action items.
Create and update Master Decision Document on a regular basis.
Assist Project Manager with creating status reports.
Project Governance & Team Roles & Responsibilities
Oversight Committee
Functional & Core
Team Leaders
September 21, 2011
REQUIRED SKILLS & KNOWLEDGE:
1. Strong leadership, collaboration and
consensus-building skills.
2. Reporting relationship to the CIO.
3. In-depth IT knowledge.
4. Experience in the implementation of
projects using the UA project
management methodology and the
UA template and tools.
5. Knowledge of developing project
plans Microsoft Project.
6. Understanding of project
compression.
7. Effective interpersonal skills and
understanding of team building skills.
REQUIRED SKILLS & KNOWLEDGE:
1. Led by the Project Managers.
2. An organizational functional
manager, the project’s sub team
leader and other critical stakeholders
involved in the implementation of the
project.
RESPONSIBILITIES:
1. Serve on the Core Team/Project Team providing leadership to:
a. Support the project’s goals within the context of partnership standards.
b. Provide overall end-to-end project guidance to help ensure the project meets its goals.
2. Participate in regular updates to the Project Manager.
3. Work with resource managers and team leaders to solve problems and keep the project on schedule.
4. Assist with negotiating contracts with outside partners.
5. Provide input into the use of project budget and make recommendations.
6. Escalate issues to the Steering Committee as needed.
7. Ensure effective transition from project to ongoing production program management.
8. Coordinate regular resource meetings across departmental units. Involve the Project Manager in
these meetings as needed.
RESPONSIBILITIES:
1) Provide ongoing input into the project to ensure goals are met.
2) Ensure that the project stays within scope, meets the specific time frames set, and that budgets are
developed during planning and adhered to during implementation.
3) Provide input and direction on the overall strategy and implementation of the project.
4) Review and oversee the tactical decisions necessary for the ongoing management of the project
5) Receive regular updates and provide input as needed.
6) Identify and resolve critical issues.
7) Ensure the development and implementation of the project communications plan.
8) Review and provide input into potential project related contracts and assignments.
9) Serve as management decision-making body for issues that are beyond the project team’s ability to
solve.
Project Governance & Team Roles & Responsibilities
Core Team Member(s)
REQUIRED SKILLS & KNOWLEDGE:
1. Understanding of the UA project
management process and template.
2. Understanding of the project scope.
3. Ability to provide functional and/or
technical representation and support
for the project.
4. Effective interpersonal and
communication skills.
RESPONSIBILITIES:
1. Provide functional or technical expertise and represent their respective functional or technical areas on
the Core Team/Project Team.
2. Help make day-to-day tactical decisions as they relate to the project.
3. Attend Project Team meetings and planning sessions as needed.
4. Ensure the team goals, as outlined in the team charter, are met.
5. Facilitate effective, regularly scheduled sub team meetings using effective meeting processes.
6. Monitor daily the completion of assignments by the sub team.
7. Ensure that sub team documentation is developed and communicated.
8. Provide regular updates to the Project Manager/Analyst and Core Team/Project Team on work
progress, accomplishments and potential problems with recommended solutions.
9. Serve on the Core Team/Project Team.
10. Create agendas and ensure action minutes are documented and distributed for sub-team meetings.
11. Draft sub-team status reports and submit to Project Manager/Analyst for inclusion in overall project
weekly status reports.
12. Participate in planning process by providing tasks, durations and resources for the project plan.
Sub Team Member
REQUIRED SKILLS & KNOWLEDGE:
1. Created and chartered to meet
specific goals in support of the
overall project.
2. Can be created and chartered as
needs arise throughout the project
life. When the work is complete, the
sub team will be disbanded.
3. Understanding of the UA project
management process and template.
4. Effective leadership, interpersonal
and communication skills.
5. Understanding of team building skills
and effective meeting skills.
RESPONSIBILITIES:
1. Ensure the team goals, as outlined in the team charter, are met.
2. Hold regularly scheduled meetings.
3. Provide regular updates to the Project Manager, IT Project Lead and Project Analyst on work progress,
accomplishments and potential problems with recommended solutions.
4. Provide functional or technical expertise and represent their respective functional or technical areas on
the sub team.
5. Help make day-to-day tactical decisions as they relate to the project.
6. Attend sub team meetings and planning sessions as needed.
7. Responsible for completing project tasks as defined and scheduled within the project plan.
September 21, 2011
Project Governance & Team Roles & Responsibilities
Administrative Support
REQUIRED SKILLS & KNOWLEDGE:
1. Strong administrative skills including
keyboarding and effective use of
Meeting Maker, PowerPoint, Excel,
Word and Visio.
2. Strong coordination and
organizational skills.
3. Strong communication skills
including: verbal, written and basic
graphic design.
4. Understanding of UA project
management philosophy.
Project Management
Communication
Support Services:
RESPONSIBILITIES:
1. Support the Project Manager in facilitating the development and execution of a communication plan that identify and ensure all stakeholders
understand:
a. The goals of the project or program.
b. The background and underlying rationale for the project or program.
c. The ongoing status and progress toward goals being made on the project or program.
d. The milestone events during the life of the project or program.
e. Their roles and responsibilities during the project or program.
2. Working with the Project Manager to facilitate the development of communication themes, ensure the effective writing and editing of copy and
announcements, and ensure development of communication content critical to the success of the project or program.
3. Facilitate and ensure that the Project Manager and the Core Team/Project Team takes proactive, leading roles on the project teams in addressing
the cultural change issues of resistance, “politics” and teamwork that may arise during the course of this project.
4. Provide ongoing mentoring and transfer of skills, tools and processes for the Project Manager, team leaders and team members.
1.
September 21, 2011
RESPONSIBILITIES:
1. Provide administrative support for the Project Sponsor and Project Manager.
2. Schedule meetings.
3. Provide meeting logistics (phone conferencing, rooms, AV, etc.) for all types of meetings (internal and
remote meetings).
4. Produce meeting agendas working with the meeting leader and the other team members.
5. Complete and distribute action minutes working with the meeting scribe and meeting leader.
6. Collect data from team members.
7. Complete team and project reports as requested.
8. Schedule campus visits and coordinating campus participation.
9. Distribute project correspondence such as pre-work, routine emails, routine updates.
10. Photocopy, collate and compile materials and packets of information.