Standard Org Chart and Role Descriptions Introduction

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Standard Org Chart and Role Descriptions
Introduction

• This job aid supports completion of the Human
  Resources Plan section of a Project Plan, which
  calls for an organization chart and role
  descriptions for different team members.
• If you are writing a Project Plan, this job aid
  provides some materials to get you started.
• The generic organization chart can be your
  starting point just customize the organization
  chart to reflect the size and structure of your
  project
• Like the organization chart, the role
  descriptions provided here can be customized to
  develop role descriptions for project team
  members
• If you are unfamiliar with Project Sponsors,
  Steering Committees, Advisory Committees, and
  Project Management Offices, some introductory
  information is provided for basic orientation

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Standard Organization Chart for a Project
(Insert Name) Project Sponsor
Steering Committee (Insert Member Names or
Titles)
Advisory Committee (Insert Member Names or
Titles and Orgs)
(Insert Name) Project Manager
(Insert Name of Team)
(Insert Name of Team)
Project Management Office
(Insert Name) PMO Lead
(Insert Name) Team Lead
(Insert Name) Team Lead
(Insert Name) Team Member
(Insert Name) Team Member
(Insert Name) Administrative Assistant
(Insert Name) Team Member
(Insert Name) Team Member
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Example Organization Chart for a Project
Shiekh Faisal Al-Thani Secretary General Project
Sponsor
Steering Committee Dr. M Al-Asiri, Director of
Finance Ms. A Al-Qadi, Director of HR Mr. H
Al-Humaidi, Director of IT Mr. K Al-Mannai,
Director of Policy
Advisory Committee Mr. R Al-Muhannadi, MOH Mr. S
Al Rashed, MOI Ms. T Al-Sada, SEC Mr. H
Al-Rumaihi, SCFA Mr. S AlAmmar, MOF
Dr. Nawal Al-Taweel Project Manager
Design Team
Research Team
Project Management Office
Mr. Rashed Al-Ammari PMO Lead
Ms. Hind Al-Naama Design Team Lead
Dr. Hamad Al-Kulfi Research Team Lead
Ms. Sarah Al-Malki Team Member
Mr. Jabor Al-Kuwari Researcher
Mrs. Hanna Gahl Administrative Assistant
Mr. Ali Al-Kaabi Team Member
Mr. Mohammed Al-Qadi Researcher
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Sponsor

• Sponsor Background
• The Project Sponsor is the manager or executive
  within an organization who oversees a project and
  delegates authority to the Project Manager.
• Sponsor Characteristics
• Generally provides the project budget
• Has sufficient authority to direct all the staff
  involved in a project or as many as possible
• Has sufficient authority or influence to get the
  cooperation of key stakeholders

• Sponsor Role Description
• Approves Plan, Schedule, and Budget
• Ensures project is aligned with organizational
  strategy and compliant with policy
• Ensures project makes good use of assets
• Maintains project focus on its goal and outcomes
• Verifies project progress against its Plan
• Monitors effectiveness of Project Manager
• Chairs the Steering Committee
• Approves final deliverables
• Removes any roadblocks to project success
• Approves significant changes to the project
  scope, timeline, budget, or quality
• Communicates about the project inside the agency
  and with external stakeholders

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Steering Committee

• Steering Committee
• A group of senior managers responsible for
  business issues affecting the project
• They may
• Have budget approval authority
• Make decisions about changes in goals and scope
• Be the highest authority to resolve issues or
  disputes

• Steering Committee Role Description
• Ensures project is aligned with organizational
  strategy and compliant with policy
• Ensures project makes good use of assets
• Assist with resolving strategic level issues and
  risks
• Approve or reject changes to the project with a
  high impact on timelines and budget
• Assess project progress and report on project to
  senior management and higher authorities
• Provide advice and guidance on business issues
  facing the project
• Use influence and authority to assist the project
  in achieving its outcomes
• Review and approve final project deliverables

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How do Sponsors and Steering Committees Govern
Projects?

• What is Governance?
• Oversight to ensure that Directors and Managers
• Act in the interests of the organization
• Are accountable for their use of assets

• How is project governance carried out?
• Review project documents, such as Plans and
  Status Reports, looking for evidence that the
  project is in the interests of the organization
  and uses assets responsibly
• In discussions and decisions, advocate for what
  you believe is best for the organization and its
  stakeholders
• Require that the Project Manager and team
  demonstrate competence, ethics, and compliance
  with organizational policy

• Who can govern a project?
• Senior manager of the funding organization as a
  SPONSOR
• Senior mangers of the funding organization or
  stakeholder representatives as STEERING COMMTITEE
  MEMBERS
• Who cannot govern a project?
• Project Manager or other team member
• They will not be seen as objective judges of
  their own work and conduct

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Advisory Committee

• Advisory Committee Background
• An Advisory Committee is a group of people who
  represent key project stakeholders and provide
  advice to the Project.
• Like Steering Committees, Advisory Committees are
  generally made up of Managers often quite
  senior ones. Unlike Steering Committees, Advisory
  Committees do not make decisions regarding a
  project.

• Advisory Committee Role
• Provide insights to the team regarding
• Stakeholder interests
• Technical advice
• Other relevant initiatives
• Assist with resolving issues and risks
• Use influence and authority to assist the project
  in achieving its outcomes
• Communicate about the project in their
  organizations

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Role of a Project Manager

• Project Manager Background
• Project Managers have overall responsibility for
  meeting project requirements within the agreed to
  time, cost, scope and quality constraints
  outlined in the Project Plan.
• Project Managers report to Project Sponsors, who
  have delegated their authority to the Project
  Manager.

• Project Manager Role Description
• Supervise and provide technical direction to
  project team
• Provide weekly Project Status Reports to the
  Project Sponsor
• Chair Advisory Committee meetings
• Chair weekly team status meetings
• Chair Risk and Change Control Committees (if
  these exist for a project)
• Attend Steering Committee meetings and prepare
  supporting materials with the Project Sponsor
  (agendas, presentations)
• Execute project management processes risk,
  issues, change, quality, and document management
• Ensure Project Plan, Schedule, and Budget are
  up-to-date detect and manage variances

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Team Lead

• Team Lead Background
• A Team Lead is a person responsible for managing
  one part of a project, or a subproject. This
  position only exists on larger projects.
• Team Leads ideally have project management
  skills, including human resource management, in
  addition to relevant technical skills.

• Team Lead Role Description
• Supervise and provide technical direction to
  sub-team members
• Review all sub-team deliverables
• Hold regular sub-team status meetings
• Provide regular status reports to Project Manager
• Attend Team Lead meetings and Project Status
  Meetings
• Manage and resolve team-level risks, issues, and
  changes
• Ensure team is using the project management
  processes outlined by the PMO in its Process Plans

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Team Member

• Team Member Background
• A person assigned to a team who is responsible
  for performing some of the project activities.
• Team members may
• Report directly or indirectly to the project
  manager
• Be assigned to work part-time or full-time on the
  project

• Team Member Role Description
• In your role description for a team members, list
  the
• Major activities they will do
• Deliverables they will produce
• You can list other responsibilities and
  expectations, such as
• Attendance at status meetings or other meetings
• Compliance with standards
• Participation in project management processes
  such as risk, issue, and document management

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Why are PMOs are Needed on Large Projects?

• Frees time of Project Manager to focus on
• Priority risks
• Priority issues
• Stakeholder alignment
• Technical challenges
• Ensures administrative tasks are completed
• Projects often have trouble competing for the
  time of administrative support staff in the
  permanent organization
• Brings Subject Matter Experts needed in larger,
  more complex projects
• Financial management
• Human resource management

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A PMO Can Have Two Roles
A PMO can have two roles (i) project management
support and (ii) administration. Every time a PMO
is established, it must define its role. Use the
lists below as a checklist or menu to choose from
when determining the role for your PMO.

• 1. Project Management Role
• Support Project Manager by helping
• Mobilize the team (project start up)
• Write and update PM deliverables
• Project Definition Document
• Project Plan, Schedule, Budget
• Project Manual
• Status Reports
• Manage project management processes
• Risk management
• Issue management
• Change control
• Quality management
• Document management
• Configuration management
• Project evaluation
• Support and track approvals

• 2. Administrative Role
• Maintain budget/bookkeeping
• Process expenses
• Arrange travel
• Manage facilities
• Procure supplies and equipment
• Manage contracts
• Manage documents filing project deliverables,
  meeting minutes, contracts, logs
• Support status meeting for team, Steering and
  Advisory Committee facilities, agenda, minutes
• Managing HR -- recruiting, orienting, and
  arranging training for team members, keeping
  vacation schedules, conducting exit interviews

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Project Management Office (PMO) Lead

• PMO Lead Background
• The PMO Lead supervises the team that provides
  project management and administrative support to
  the Project Manager.
• The PMO should have strong project management
  technical skills, including the human resources
  management skills to supervise others working in
  the PMO effectively.

• PMO Lead Role Description
• To construct the PMO Lead role description
• Select from the menu of potential PMO
  responsibilities on the PMOs Have Two Roles
  slide
• If the PMO has a team working in it, include the
  responsibilities found in the Team Leader slide

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Other Project Role Descriptions 1 of 2

• Project Director
• The Project Director reports to the Project
  Sponsor and supervises the Project Manager. This
  position is normally held by a senior manager
  with responsibility for more than one project.
• It is common to use Project Directors when the
  Project Manager is an External Consultant.
• Responsibilities are as follows
• Oversee projects and work of Project Manager
• Ensure integration of project with other projects
  and organizational priorities

• Change Control Committee
• A committee responsible for approving or
  rejecting changes to the Project Plan. It is
  typically seen on IT projects, and members
  typically represent program and project
  management software and hardware engineering
  testing documentation customer support and
  marketing.
• Responsibilities are as follows
• Review and approve the Change Control Plan
• Ensure the change control process is executed
  effectively
• Review changes and make decisions within the
  limits of authority (re budget and timeline)
• Escalate changes to senior management that
  require decisions above the committees level of
  authority

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Other Project Role Descriptions 2 of 2

• Risk Manager
• The Risk Manager reports either to the Project
  Manager or PMO Lead and takes responsibility for
  executing the risk management process for a
  project. This role is usually only seen on large
  and sensitive projects.
• Responsibilities are as follows
• Identifying risks
• Analyzing (quantifying and prioritizing) risks
• Planning responses to risks
• Ensures response plans are executed
• Documenting and tracking risks
• Writing Contingency Plans
• Involving the team and external stakeholders in
  the process as required

• Risk Control Committee
• A committee responsible for overseeing and
  participating in the projects risk management
  process. Members should have business knowledge
  relevant to the project and should represent key
  stakeholders.
• Responsibilities are as follows
• Review and approve the Risk Management Plan
• Ensure the Risk Management Plan is executed
  effectively
• Assist with identification of risks
• Advise on how to respond to risks