Project Management Responsibility Chart - [Insert Project Name]

Notes
1. This matrix should be completed during the Investigation Stage of a project by the person who is completing the Business Case.
2. This matrix is a variation of a RACI chart that is intended to clarify who is responsible for the project management activities of a given project. "Responsible" refers to the person who does the
work to achieve the task or produce the deliverable.
3. The Project Manager is accountable for all of the responsibilities identified in this matrix. "Accountable" refers to the person who is ultimately answerable for the correct and thorough
completion of the deliverable or task.
4. If the Project Manager is from the PPO, the project will not include a separate Project Oversight role.
5. Responsibilities that are pre-populated with an R demonstrate the role that normally assumes that responsibility.
6. If a project does not include additional project management roles, those responsibilities will roll up to the Project Manager.
7. To complete this chart:
* Review all pre-populated responsibilites and confirm they are correct, or make adjustments as required.
* For responsibilties that are not applicable to the given project, it is recommended that they be struck through and not deleted to demonstrate that they have been reviewed.

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Project Roles + Names

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GOVERNANCE

attend GC meetings

provide regular status updates to governance (sponsor, GCs)

approve Weekly Status Update form

share outcomes from GCs with project team and other stakeholders

define GC Terms of Reference

chair GC meetings

schedule GC meetings

create and distribute GC agendas and materials

take meeting minutes

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complete Weekly Status Update form

maintain governance documentation

PROJECT TEAM

facilitate regular project team meetings, ensuring desired outcomes are met

set team expectations and create a positive team culture

mitigate/manage team conflict

resolve and/or escalate issues in a timely fashion

determine appropriate team communication

schedule project team meetings

take project team minutes

STAFFING RESOURCES

confirm project team is equipped with appropriately-skilled resources

ensure project team memberes receive any training necessary to meet project responsibilities

make decisions about project team member utilization and assignment of project work

escalate staffing issues to relevant Resource Manager(s)

create a RACI matrix for team members and other key stakeholders

author and escalate for approval any change requests related to staffing

make recommendation/request for specific project team roles

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make recommendation/request to remove or replace project team members

perform HR management functions for project team members (e.g. time away, performance review, discipline,
etc)

CONSULTANT/PROFESSIONAL SERVICES

ensure roles and decision-making authority are clearly understood

coordinate and monitor task assignment within project schedule

ensure CNDAs are signed

ensure knowledge transfer requirements are identified and met

ensure timely receipt of deliverables

review deliverables for QA

authorize payment for services rendered

PROCESS

ensure decision-making authority for project is clearly understood, including role of sponsor and any GCs

ensure project processes, templates and tools are being used/followed and maintained to PPO and Health
Check Standards at the appropriate project stage(s)

ensure project appears on the PPO Dashboard and status is updated monthly

make recommendations on how project processes, templates and tools can be improved

advise on use of project processes, templates and tools

complete Project Summary Data Sheet and monthly Dashboard Update forms

ensure project documents are complete, current and stored appropriately

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PROJECT SCHEDULE

identify tool/process for documenting project schedule

define milestones, high-level tasks, dependencies, timelines

schedule and assign work to resources

confirm and track project effort estimates and actuals

monitor task progress (% complete)

coordinate and monitor workflow

monitor project progress and flag impacts and dependencies (e.g. on other projects, operations, etc)

author and escalate for approval any change requests related to project schedule

oversee work completion

review work for QA

maintain/update schedule

prepare reports on project status for governance

BUDGET RESOURCES

create and manage project budget

track and monitor hard costs and effort, both billed and in-kind

report on budget to governance

author and escalate for approval any changes related to budget

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maintain/update budget documentation

CHANGE MANAGEMENT

ensure requirements to support people through process of change are identified and addressed

identify which change management strategies should be utilized

conduct readiness assessments

create Change Management Plan

create Communications Plan

create Training Plan

maintain/update Change Management Plan

maintain/update Communications Plan

maintain/update Training Plan

STAKEHOLDER MANAGEMENT

deliver effective and timely commmunications with key project stakeholders (sponsor, business owner, service
owner, GCs) regarding relevant project information/issues/risks

create Stakeholder Register

create Stakeholder Management Plan

engage with stakeholders

deliver presentations to key stakeholders to champion project and/or provide progress updates

maintain/update Stakeholder Register

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maintain/update Stakeholder Management Plan

PLANS & STRATEGIES

identify which plans/strategies need to be created (e.g. Communications, Change Management, Stakeholder
Management, Training, Testing, Migration, Go-Live, etc)

assign author/owner for each identified plan/strategy

establish timelines for completion

review for QA

identify necessary approvals for each plan/strategy and ensure they have been received

ensure plans/strategies are executed as approved

act as primary author on plans/strategies

RISK

using inputs from multiple sources, create initial Risk Register and ensure sign-off received from sponsor

use Enterprise Risk Management Framework as reference for project risk management

ensure risk responses and owners have been identified

monitor risks and responses at regular intervals

ensure project team is aware of Risk Register and responses, and keep them apprised of changes/updates

ensure risk is reported to goverance (sponsor, GCs)

maintain Risk Register

document risk reponse

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distribute Risk Register to governance

eRecute risk response

HEALTH CHECK PROCESS

ensure all audited documents are in good order

ensure all audited documents are submitted to Audit Services within requested timeframe

attend Health Check meeting(s)

provide feedback to PPO and/or Audit Services on Health Check Process

provide Audit Services with access to project documentation

work with PPO/Audit Services to ensure appropriate participants are in Helath Check Process and receive the
Health Check Report

SECURITY & PRIVACY

confirm with PPO whether SPRA process is necessary for project

assign a resource to facilitate the process

engage with key stakeholders to ensure vendor(s) are meeting their security and privacy obligations

ensure process has been followed and signatures for Authorization to Operate have been received

identify security and privacy requirements

document security and privacy requirements

PROCUREMENT

work with Strategic Procurement Services to ensure proper procurement processes are understood and
followed

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Project Management Responsibilities

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identify potential vendors

engage in negotiations with vendor(s)

participate in RFP process

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