The IT Project Management Team – Roles and Responsibilities

Depending on the scope of a project, an IT project team may contain some or all of the 19 categories of team players. A single person can perform multiple roles, or multiple people may be needed for a single role, depending on the size and complexity of the project. Since IT projects are often outsourced with contractors involved, the roles and responsibilities listed that include contractors apply only to IT projects with contractors on the project team.

Executive Sponsor

  • Ensures an appropriately skilled Project Manager is selected for the project.
  • Approves project charter and master project plan.
  • Champions the project, Project Manager, and project team.
  • Commits time and political capital to the project.
  • Conducts appraisal of the Project Manager’s performance.
  • Empowers the Project Manager with the appropriate authority.
  • Ensures sustained buy-in at all levels.
  • Ensures timely availability of needed resources including administrative support, facilities and librarian.
  • Follows up to ensure that promised benefits are realized.
  • Approves significant changes to the project charter and master project plan.
  • Keeps informed about project status.
  • Guides through and minimizes the political minefields.
  • Provides feedback on performance vs. expectations.
  • Provides direction and guidance for key organizational strategies.
  • Resolves strategic and major issues.
  • Shields project teams from unrealistic customer demands.
  • Understands project complexity.

Steering Committee

  • Consists of those executives and other participant stakeholders with decision-making authority regarding the project.
  • Resolves issues and disputes regarding the scope, cost, schedule, and quality of the project.
  • Ensures that business and technical resources are made available as needed.

Project Director

  • Provides oversight of the project.
  • Ensures deliverables and functionality are achieved as defined in the Project Charter and subsequent project plans.
  • Ensures effective management of all resources assigned to the project.
  • Serves as the primary liaison between the project and the Project Sponsor and Governance Committee(s).
  • Escalates decisions and issues as needed to the Sponsor.
  • Coordinates project related issues with other efforts.
  • Reviews and resolves project issues not resolved at lower levels.
  • Ensures effective project management.
  • Acts as the principal interface to the contractors.

Project Manager

  • Plans the project.
  • Ensures deliverables and functionality are achieved as defined in the Project Charter and subsequent project plans.
  • Accountable to the Project Director and/or Sponsor for all the project office management related activities.
  • Plans, guides, and oversees the day-to-day internal activities that support the Project Office.
  • Develops or assists in the development of the master project schedule and all other project work plans.
  • Accountable for the development, maintenance, and adherence to the Project Office infrastructure and supporting methodologies (e.g. processes, procedures, standards, and templates) that are in compliance with Best Practices and policies.

Project Support

  • Provides various administrative and clerical support functions for the project.

Procurement Manager

  • Oversees and manages the generation of the procurement documents.
  • Integrates all the pieces and ensures consistency and continuity throughout the entire procurement process and conformity to procurement standards, rules, and regulations.
  • Manages the procurement document development.
  • Prepares and maintains the procurement schedule.
  • Coordinates contract negotiations.
  • Manages evaluation of proposals or offers and the selection of vendors.

Risk Manager

  • Facilitates identification, manages and track risks and risk mitigation/contingencies on the project.
  • Monitors risk management efforts to ensure they do not adversely impact the project.
  • Maintains the risk management tool and documentation information.
  • Leads risk identification sessions for the project.
  • Monitors contractor risk management efforts.
  • Participates in high-level risk management activities for risks that cross project boundaries or are beyond the project’s control.

Contract Manager

  • Manages and tracks contracts.
  • Negotiates amendments, reviews work authorizations and invoices, and ensures that all contractual terms and deliverables are met.

Project Librarian

  • Manages project documentation, and assists with administrative services support activities.

Project Scheduler

  • Coordinates and manages inputs to the project plan.
  • Tracks progress against the project schedule.
  • Merges and identifies dependencies and risks in the project schedule.
  • Tracks progress on prime contractor’s and other participants’ schedules.

Quality Manager

  • Creates and ensures processes for quality assurance are present and executed on the project.

Technical Manager/Lead

  • Responsible for the day-to-day activities of state and vendor technical staff who are engaged in the technical management aspects of the project.
  • Manages the technical disciplines of the project.
  • Partners with IT managers to acquire appropriate technical assistance for such areas as enterprise architecture, database, software development, security, testing, configuration management, change management, release management, and other technical areas of the new system.
  • Provides leadership and support to technical staff that are assigned to the project throughout the project life cycle.
  • Provides technical support to the Project Director, Project Manager, and other managers in the Project Office to establish and execute technical policies, processes, and procedures.

Business Manager/Lead

  • Responsible for the day-to-day activities of the business/program staff who are engaged in the program management aspects of the project.
  • Coordinates and ensures that organizational, policy, and procedure changes are developed and implemented according to the project schedule.
  • Coordinates and ensures that subject matter experts are engaged appropriately and timely.
  • Responsible to ensure that appropriate resources are engaged for User Acceptance Testing and Product Acceptance.

Implementation Manager

  • Responsible for the implementation portion of the project.
  • Provides implementation management leadership through planning, organizing, coordinating, and monitoring implementation activities.
  • Responsible for effectively managing all information technology resources assigned by the Project Manager, including implementation strategy, organizational change management, production support, IT training/knowledge transfer, defect/problem tracking, and Maintenance & Operation.
  • Interfaces directly with project team members, including contractors, to ensure technical obligations satisfy all objectives and expectations.

Application Support Manager

  • Oversees and coordinates the change request process for installed software and for ensuring the change requests adhere to specified quality and configuration standards.
  • Manages application design sessions and walkthroughs, application change management processes and acceptance testing of application changes.
  • Monitors contractor performance of application support and ensures that the contractor maintains quality control.

Test Manager

  • Coordinates the testing of the system, including any system developed by a contractor.
  • Works with the Quality Management staff to design test cases and data that will best represent “real-life” scenarios for the system.
  • Coordinates interface tests with other organizations (e.g., programs, departments, county, state, federal), as needed.
  • Plans, monitors, and evaluates test plans, problem reporting and resolution process, including any developed by a contractor.

Configuration Manager

  • Supports the Technical Manager by administering the Configuration Management process.
  • Coordinates the control of all non-product related configuration items.
  • Works with the state staff, contractors, and/or any other partners to manage and coordinate the product related configuration items.
  • Assists the System Engineer in maintaining the requirements database.
  • Conducts configuration audits.
  • Leads work with project stakeholders, in particular, the Change and Release Management Group for approval to release programs and configuration modifications into the production environment.

Operations Manager

  • Coordinates and oversees the operations of the new system.
  • Oversees problem resolution, administration and operations activities.
  • Manages operations and resolution of operations support problems, and/or
  • Monitors contractor management of operations and resolution of operations support problems, where applicable.

Customer Support Manager

  • Oversees the M&O service efforts.
  • Assists the customer with special requests or problems.
  • Provides customer perspective.
  • Prioritizes problems.
  • Monitors contractor service levels and metrics.


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