BANNER 9 IMPLEMENTATION PROJECT

Transcription

1 BANNER 9 IMPLEMENTATION PROJECT TEAM ROLES & RESPONSIBILITIES

2 Table of Contents Executive Sponsors... 3 Steering Committee and Project Owner... 4 Project Director Responsibilities... 5 Project Manager Responsibilities... 7 Divisional Leads Responsibilities... 9 Technical Team Core Team and Sub Team Responsibilities... 11

3 Roles & Responsibilities Executive Sponsors Members: President, Provost and Vice Presidents Objective: Supports initiatives of the project, and commits the necessary staff to ensure the project s success. Responsibilities: Demonstrates Western s overall commitment to the project; Approves project s charter; Takes action when project progress is slowed due to insufficient commitment to project tasks; Approves major changes to project scope; (minor scope changes are approved by Steering Committee) Approves resource levels and ensures commitment of personnel

4 Steering Committee and Project Owner Project Owner/Chair: Vice Provost for Information Technology/CIO Representatives: Academic Affairs, Business & Financial Affairs Enrollment & Student Services University Advancement & Foundation University Relations & Community Development Objective: Reviews and approves project directions and recommendations from teams for new processes and implementation plans. Responsibilities: Reviews and/or prioritize recommended project processes, plans, modifications and customizations. When voting is required, coordinate divisional response. (one vote per division) Approves members of sub-teams, including campus community members, for each process (ideally sub-teams will have 10 or fewer members); Approves project charter, major change of scopes & recommendations Shares ideas across modules and processes; Identifies cross-functional issues; Holds bi-monthly meetings (more often if needed); Takes management actions recommended by the Executive Policy Advisory Committee; Ensures the project stays within scope and within project timeline; Resolves and prioritize tasks/projects when conflicts arise; Reviews change requests and recommends action to Executive Policy Advisory Committee; and, Promotes buy-in from Western s community.

5 Project Director Responsibilities Responsibilities: In concert with project owners and project manager, organizes project, establishes and reviews timeline for meeting objectives; Monitor project and ensure project is meeting with sets priorities for project milestones and targets; Provide advice and support to project manager(s) to all aspects within their projects; Promotes best practices, including automation through existing or new software to teams and seek to incorporate them in process recommendations; Together with project manager(s), divisional leads and functional analyst(s), lead process owners and team members in implementation planning; Sets meeting agendas with sponsors; update sponsors for successes, issues and concern throughout project life cycle; Monitors overall project timeline, provide remedial actions regarding resources, escalate to sponsors and Steering Committee if needed; Reports and recommends action to Steering Committee when project is not meeting timeline, goals or objectives; Provide periodic portfolio status reports to sponsors and executives; Provide general communication regarding project status and/or go live notice to President s Cabinet and Provost s Council; Identifies project problems, develops solutions and recommends specific management actions; Establishes relationships with project manager(s), divisional leads, team member(s) and general users; Ensure overall projects are in scope and submit scope change to Steering Committee for approval if needed; Ensure post implementation support is in place prior to close out with Project Manager; Conduct Readiness Assessment with Project Manager(s) and teams; Recommendations on project go live or delay;

6 Reconcile project budget with Project Owner on a regular basis; Reviews project lessons learned with project teams and Steering Committee;

7 Project Manager Responsibilities In concert with Divisional Leads, complete all documentation including initiation paper, implementation paper, recommendation paper, project management plan and closing paper; In concert with Divisional Leads, complete team forming process during project planning stage; In concert with Divisional Leads, organizes project, establishes and reviews timeline for meeting objectives; In concert with Divisional Leads, sets priorities for project milestones and tasks; In concert with Divisional Leads, identify and management risks throughout the project life cycle; Promotes best practices and seek to incorporate them in process recommendations; Leads Divisional Leads and team members with BPA, processes re-design and implementation planning, if needed; Tracks overall project timeline, identifies show stoppers and recommends remedial actions; Reports and recommends action to Project Director when project is not meeting timeline, goals or objectives; Submit periodic project status reports to Project Director; Identifies problems, develops solutions and recommends specific management actions; Reviews bi-weekly reports from Divisional Leads, if any; Establishes relationships with team members and users; Ensures project tasks are within project scope. Identifies tasks that are out of scope and discusses with Project Director. Provides scope change document to Project Director for presentation to Steering committee and executives, if necessary; Ensures project stays on track regarding time, cost and quality; Posts project responsibilities: Project close-out;

8 Validates project completion on goals and objectives; Verifies customer acceptance; Reviews and closes project accounting/financial files; Reviews project lessons learned and posts project reports for continuous improvement.

9 Divisional Leads Responsibilities In concert with Project Manager, organizes projects and establishes and reviews timeline for meeting objectives; In concert with Project Manager, sets priorities for project milestones and tasks; Provide resources (subject matter experts) to project team; Serves as chair for sub-committee; In concert with Project Manager and sub-committee, conducts BPA and develops new process design and implementation plans, if any; Consults with Internal Audit on internal control design; Reviews organizational structure to effectively and efficiently execute all processes; Works on identifying problems and developing solutions; Works with project functional analysts in testing system processes when required; Recommends program modifications and customizations to Steering Committee; Communicates and coordinate with campus community on process changes; Communicate with project progress, requirements and changes to divisions personnel; Routes policy changes through the usual university process; and Provides training to campus community as necessary.

10 Technical Team Provide technical advice to Project Manager; Advises Project Manager of system failures and impact on the project timeline. Maintains consistent system availability, both Test and Production; Attends regular technical and cross-functional meetings; Monitors maintenance schedules for all Banner and related systems to avoid conflicts; Based on specifications from project functional analysts, provides estimation of requested work to assist project manager in evaluating the cost and priority of a project or task; In concert with project functional analysts, coordinates, completes designs, develops, implements and tests any required local, custom system modifications and enhancements; In concert with project functional analysts develops necessary documentation for all application system-related changes and procedures; In the case of priority conflicts, informs and provides recommendations to Project Manager in a timely manner.

11 Core Team and Sub Team Responsibilities Work with Project Manager(s), Divisional Lead(s) and project analyst(s) in setting priorities for project milestones and tasks; Recommend actions based on subject matter expertise areas; Work with Project Manager(s), Divisional Lead(s) and Project Analyst(s) to define endusers requirements and deliverables; Attend periodic team meeting; Work with Project Manager(s) and recommend action so to minimize impact to divisional personnel; Provide divisional feedback to team; Participate in decision making process; Work with software vendor/consultants in implementation of solutions; Work with project manager(s), Divisional Lead(s) and project analyst(s) in developing comprehensive test plan and schedule; Thoroughly test new processes and/or systems with project analyst(s) or consultant(s); Validate testing data; Document test results; Report test results to Project Manager(s), Divisional Lead(s) and Project Analyst(s); Attend train-the-trainer sessions when required; Provide training to campus users.