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ROLES AND RESPONSIBILITIES

Review the following roles, confirm responsibilities, add roles as needed and confirm team
structure, e.g., core vs. extended team.
PROJECT GOVERNANCE
ProjectRole

NameandOffice/
Department

ProjectResponsibilities

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Executive
Sponsor

Name, Office

Overall project owner and champion

Sponsor

Name, Office

Approves Project Initiation Plan


Approves any changes to the plan, scope
or timeline
Works with project manager to resolve
project issues
Acts as vocal project champion
May deliver key project communications
Attends Sponsor (Steering Committee)
Meetings
Receives and Reviews Project Status
Reports

Steering
Committee

Name 1
Name 2
Name 3
Name 4
Name 5

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Project Core Team

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ProjectRole
Project
Manager

NameandOffice/
Department
Name, Office

ProjectResponsibilities

Review and approve all project


deliverables (Initiation Plan, Detailed
Plan, Testing etc.)
Provide overall project oversight and
work with business offices and Technical
Project manager to keep project on track.
Ensures business and functional
decisions are made to ensure technical
development progress and completion
Work with Change Manager to develop
Campus Readiness plan and related
deliverables
Deliver project communications and
conduct other campus readiness
activities
Escalate issues to sponsor when
necessary
Report on project status to key groups
and individuals (Sponsor, Steering
Committee etc.)
Ensure the project is initiated against a
plan
Gain buy-in from key stakeholders and
keep their interest and level involvement
right throughout the project
Keep stakeholders and resources
informed of what is happening with the
project
Measure the performance of the project.
Know how the project is performing
against milestones, time frames,
deliverables, budget and resources
Sign off on deliverables
Participate in requirements gathering

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ProjectRole
Technical
Manager

NameandOffice/
Department
Name, Office

ProjectResponsibilities

System
Expert

Name, Office

System
Programmer

Name, Office

Department
Process
Experts

Name, Office

Coordinates/ Manages OIT technical


resources for completion of project
deliverables
Provides guidance on best methods for
interface architecture design
Ensures functional specifications meeting
technical needs for development
Manages OIT technical development
effort
Provides the technical perspective in dayto-day project decisions
Monitors issues and change requests
Keeps all technical stakeholders aware of
project status
Ensures completion of project technical
testing: Unit, integration testing, etc.
Ensures technical go-live readiness
Participate in functional specification
development meetings for representative
systems
Write / assist with writing of functional
specification document(s)
Develop system interfaces
Test system interfaces
Support system(s) upon go-live
Participate in Requirements gathering
Develop, review and refine technical spec
Design, Build, Unit test, migrate and
transition all technical deliverables,
including online reports
Conduct Stress Test (if needed)
Participate in analysis, requirement
gathering, & preparation of specifications
Provide business expertise regarding
processes and system design
Identify reporting requirements
Identify security/ access requirements
Provide department-specific insight into
process and system designs
Identify improvement opportunities
Identify department specific requirements
Define test case scenarios

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ProjectRole

NameandOffice/
Department

ProjectResponsibilities

Create and approve test plans


Provide user acceptance testing support
Participate in development of the campus
readiness plan

Information
Warehouse
Expert

Identify Information Warehouse options


and resources

Security and
Authorizations
Expert

Create and Maintain system security


(authentication, user profiles, assignment
of users to profiles)

Assist Project Manager with scheduling


meetings and securing meeting space
Capture meeting notes
Assist with stakeholder involvement
throughout project lifecycle
Assist with development of test plan
Support and participate in testing

Project
Coordinator

Name, Office

Project Office
Consultant

Name, Office

Change
Management/
Campus
Readiness
Consultant

Name, Office

Assist in the preparation of the Project


Initiation plan
Create project SharePoint site,
documentation structures and manage
site access
Provide Princeton Project Management
Methodology support
Provide sample templates and
deliverables as needed (issues logs, test
plans etc.)
Complete periodic project status reports
Develop Stakeholder Information
document(s) and related approach for
reaching various stakeholders
Assist with planning for user engagement
throughout project
Develop Campus Readiness Plan,
Approach and related deliverables
Support Project Manager in campus
readiness activities such as
communication development and timing
Work with Project Manager and Technical
Manager to define User Acceptance Test
approach and plan
Participate in user sessions throughout

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ProjectRole

NameandOffice/
Department

ProjectResponsibilities
the project lifecycle to ensure user issues
are addressed in all

End User
Training
Expert

End User
Documentation
Expert

Work with project team to define training


approach
Develop training materials
Work with functional team to develop
training exercises and related data
Deliver training and information sessions
Coordinate training logistics (setup in
Learn, training rooms etc.)
Participate in testing
Develop Quick Reference Card(s)
Develop documentation (if needed)

PROJECT EXTENDED TEAM


Provide expertise and guidance regarding specific functions and/ or responsibilities
Project Role

Name and Office /


Department

Project Responsibilities