Product Description

Some of the users who play a key role in ensuring the successful implementation of a project and their responsibilities are summarised below:

Role Name	Key Roles & Responsibilities
Project Board	Act as an advocate for the project’s outcomes Input, review and sign-off for the detailed functional and non-functional scope and requirements Review and sign-off for any changes or clarifications to the scope and requirements Ensure project products and deliverables are fit for purpose. Ensure a coordinated approach to stakeholder communications in conjunction with other projects. Oversee organisational change management required to support the project (e.g. changes in Departmental policy, procedures & work practices, transition strategies, training impacts, business resourcing impacts, changes to individual and business unit responsibilities etc.). Prioritising and/or securing resources Undertaking project assurance Ensure timely and clear decisions are made Remove any road blocks in other areas of the Department Approve the formal start of the project Confirm project tolerances Review completed stages and approve next stage plans Resolve or escalate issues raised by the project team Review and advise on the acceptable risk profile for the project’s activities, with reference to the PM&C Risk Management Framework, including: monitoring all high and very high level risk mitigation activities; ensuring all very high and extreme level risks that are not being mitigated are elevated; and consulting with PM&C executive and the Enterprise Project Support (EPS) for coordinated management of shared risks; Review and approve changes to the project Ensure compliance with the project methodology Approve the End Project Report Manages Stage Gates
Project Executive	Ensure that the project delivers value for money as outlined in the business case Approve the Business Case and project expenditure Arbitrate and balance the demands of key stakeholders Manage expectations at senior levels of the Department Agreement with the Project Manager on that person’s responsibilities and objectives Specification of external constraints on the project, such as quality assurance Ensure tolerances (if any) are set and agreed Delegation of any Project Assurance roles Chair Project Board meetings Gain support for recommended actions if project tolerances are to be exceeded. Review each completed Stage and approval of progress to the next Risk ownership where appropriate Approval of changes. Assurance that all products have been delivered according to the quality criteria Approval of the End Project and Lessons Learned Reports Project closure notification.
Senior User	who will directly use the product/capabilities being delivered by the project who will need the project products in order to be able to deliver benefits or meet their own objectives or in support of business strategies Facilitating the commitment of user/business resources to the project Assurance that project deliverables/products meet the specified user requirements Contribute to Project board decisions Resolve conflicts
Senior Supplier	Assess and confirm the viability of the project approach Ensure that proposals for designing and developing the products are realistic Advise on the selection of design, development and acceptance methods Ensure that the supplier resources required for the project are made available Make decisions on escalated issues, with particular focus on safeguarding the integrity of the complete solution Resolve supplier requirements and priority conflicts Brief non-technical management on supplier aspects of the project Ensure quality procedures are used correctly, so that products adhere to requirements Undertake Project Assurance from the supplier perspective (supplier assurance) and, where appropriate, delegate supplier Project Assurance activities
Integration Manager	Negotiate and ensure skilled resources are assigned to Project(s) on behalf of Project Managers Perform quality review of project products prior to passing to Project Boards/key stakeholders Ensure readiness for project stage gates (as outlined the Project Management Framework) Ensure appropriate stakeholder involvement Manage Project risks Manage/provide delegation for project financial resources Ensure adherence to departmental policies/frameworks (i.e. Procurement, Risk Framework)
Project Manager	Leading the project team and taking responsibility for the day-to-day management of the project Planning and designing the project and proactively monitoring project health and continued alignment to defined scope and quality Managing and resolving any project risks and issues , escalating as required to the Project Executive Delivering the final product(s) Ensuring project alignment with strategic policy, standards and architectures Ensuring individual projects perform as defined in delivering the new products or services Supporting effective communication between relevant Project roles and the stakeholder community Engaging with senior business stakeholders as required in presenting and representing the project Aligning the project to related and dependent change initiatives underway or planned within the Department Managing formal and informal relationships with external vendors and partners involved in project delivery Reporting project progress and health to the Project Board and other relevant stakeholders Preparing the monthly project report for the Project Board Managing reporting requirements to the Integration Manager Preparing Stage Gate reports and checklists
Project Team	Assisting the project manager to deliver the projects objectives Supporting the estimation of work that will be assigned to them Planning and reporting on the status of their work Accounting for the quality of their work Alerting their Project Manager of risks and issues Producing (or providing input to) relevant documents
Business Analyst	Gathering and defining the business requirements for the project Planning and running user requirements workshops Delivering the User Requirements Document Liaising with SMEs and Project team members to ensure requirements are clear and understood Maintaining the User Requirements Document
Solution Architect	Providing leadership to the project’s technical resources Assisting the Project Manager with the scoping, identification of project deliverables and development of the project schedule Developing detailed design documents in collaboration with the Technical Specialists Leading the project’s technical specialists in the delivery of required system interfaces and data migration activities Liaising with technical resources to ensure successful installation of the solution, including server configuration, admin access to required accounts/servers, firewall configuration etc. Ensuring that the delivered solution meets technical specification and design requirements and adheres to Production Services standards, policies and procedures Facilitating resolution of, and acting as an escalation point for technical issues Determining and providing a necessary level of technical documentation
Test Lead	Leading the testing effort Defining an overall test strategy for the project Assisting the Project Manager with the scoping, identification of project deliverables and development of the testing activities Developing test plans for each stage of project that detail the scope of testing and the entry and exit criteria Deploying and managing the appropriate testing framework to meet the testing strategy Implementing appropriate testing measurements and metrics and providing progress reports Planning, deploying and managing the test effort for each stage of the project
Benefits Change Manager	A ‘business side’ role whose responsibilities extend beyond the life of the project Responsible for identifying and quantifying the benefits with support from business stakeholders and Project enabling staff Establishing benefits measures, producing the Benefit Profiles and agreeing them with the Benefit Owners Monitoring the delivery of the required enabling and business changes Reporting on benefits realisation Updating the Profiles and Benefits Realisation Plan Initiating benefit reviews after project closure Bridge between project and business operations, since the individuals will be an integral part of business operations Ensuring that responsibility for realisation of each benefit / dis-benefit is clearly assigned to named Benefit Owners Advising the SRO on readiness for transition Embedding the capability delivered by the programme in business operations, and facilitating the business changes to leverage that capability Assessing progress on benefits realisation and achievement of outcomes in terms of measured improvements in business performance
Operations Committee	To consider information to be reported to the Executive Board or the Secretary Endorse key reports or papers seeking decision (i.e. authority to proceed with Project or Programme) To consider matters relating to all aspects of the Department’s operations including, but not limited to overseeing and providing advice to Executive Board and the Secretary on the following areas – Financial management (i.e. project capital investment decisions) Corporate improvement and efficiency programmes Programme management Workforce/human resources Security
Programme Board	Programme dependency management Quality Control of Project outcomes Receives dashboard reports (all projects across all project clusters) Mitigate project risks/issues which cannot be handled by Project Board
Project Board	Accountable for Project success Provide direction to Project Manager Monitor Project risks and issues Ensure required resources are committed to the project Holds and allocates Project Budget Manages Stage Gates
Project Control Group	Provide timely resolution of significant risks or issues which may impact project delivery Evaluate and determine next steps on key project risks and issues (that cannot be resolved by Integration Managers) Make recommendations to Project Boards This group is not a replacement of Project Boards who will continue to direct and retain overall accountability of project delivery
IT Architecture Board	promote architecture guidelines/principles within the context of the ICT Strategic Plan guide strategic ICT decisions with respect to architecture communicate and engage with the business community approve the architectural approach of a new project approve the detailed design components of a project act as an escalation point for the Technical Design Authority during project execution
Strategy & Innovation Team	Assist the EPS to review new project requests Review design documentation for architectural compliance Provide input to project stage gates to ensure compliance with the approved architectural approach Recommend changes in project architecture to the IT Architecture Board Ensure the final solution is compliant with the approved architecture Endorse readiness for production implementation
Independent Project Assurance	Provide a ‘point in time’ assurance report to the programme or project sponsor or executive (in accordance with the Project Management Framework) focusing on key areas including: Outcomes, scope, timeframe and budget; Stakeholder engagement and communications; Programme and Project Management; Integration of projects and activities; and Risk and Issue Management. Attend Project Board meetings to provide assurance to the relevant Project Executive on the health of the project Undertake specific reviews at the request of the Sponsor, SRO and/or Programme Manager based on an agreed scope and timeframe

Roles and Responsibilities

Product Description