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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




                                                                                              1
Standard Organization Chart for a Project

                                                                   Steering Committee
                                       (Insert Name)
                                                                 (Insert Member Names
                                      Project Sponsor
                                                                         or Titles)
       Advisory Committee
     (Insert Member Names
        or Titles and Orgs)
                                       (Insert Name)
                                      Project Manager




        Project Management Office   (Insert Name of Team)   (Insert Name of Team)



               (Insert Name)            (Insert Name)           (Insert Name)
                 PMO Lead                 Team Lead               Team Lead



             (Insert Name)             (Insert Name)           (Insert Name)
         Administrative Assistant      Team Member             Team Member



                                       (Insert Name)           (Insert Name)
                                       Team Member             Team Member
                                                                                        2
Example Organization Chart for a Project

                                       Shiekh Faisal Al-Thani
                                         Secretary General               Steering Committee
        Advisory Committee                Project Sponsor         Dr. M Al-Asiri, Director of Finance
     Mr. R Al-Muhannadi, MOH                                        Ms. A Al-Qadi, Director of HR
       Mr. S Al Rashed, MOI                                        Mr. H Al-Humaidi, Director of IT
         Ms. T Al-Sada, SEC                                       Mr. K Al-Mannai, Director of Policy
      Mr. H Al-Rumaihi, SCFA
       Mr. S AlAmmar, MOF               Dr. Nawal Al-Taweel
                                         Project Manager




           Project Management Office       Design Team             Research Team




             Mr. Rashed Al-Ammari       Ms. Hind Al-Naama         Dr. Hamad Al-Kulfi
                   PMO Lead             Design Team Lead         Research Team Lead




               Mrs. Hanna Gahl          Ms. Sarah Al-Malki       Mr. Jabor Al-Kuwari
            Administrative Assistant     Team Member                 Researcher




                                          Mr. Ali Al-Kaabi      Mr. Mohammed Al-Qadi
                                          Team Member                Researcher

                                                                                                        3
Sponsor

                Sponsor Background:                                  Sponsor Role Description:
The Project Sponsor is the manager or executive within    Approves Plan, Schedule, and Budget
an organization who oversees a project and delegates
                                                          Ensures project is aligned with organizational
authority to the Project Manager.
                                                           strategy and compliant with policy
              Sponsor Characteristics:
                                                          Ensures project makes good use of assets
   Generally provides the project budget
                                                          Maintains project focus on its goal and outcomes
   Has sufficient authority to direct all the staff
                                                          Verifies project progress against its Plan
    involved in a project – or as many as possible
                                                          Monitors effectiveness of Project Manager
   Has sufficient authority or influence to get the
    cooperation of key stakeholders                       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



                                                                                                                4
Steering Committee

                Steering Committee:                         Steering Committee Role Description:
A group of senior managers responsible for business    Ensures project is aligned with organizational
issues affecting the project                            strategy and compliant with policy
They may:                                              Ensures project makes good use of assets
   Have budget approval authority                     Assist with resolving strategic level issues and risks
   Make decisions about changes in goals and scope    Approve or reject changes to the project with a high
                                                        impact on timelines and budget
   Be the highest authority to resolve issues or
    disputes                                           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




                                                                                                                 5
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?                     Who can govern a project?
    Review project documents, such as Plans and              Senior manager of the funding organization as a
     Status Reports, looking for evidence that the             SPONSOR
     project is in the interests of the organization and
                                                              Senior mangers of the funding organization or
     uses assets responsibly
                                                               stakeholder representatives as STEERING
    In discussions and decisions, advocate for what           COMMTITEE MEMBERS
     you believe is best for the organization and its
                                                           Who cannot govern a project?
     stakeholders
                                                              Project Manager or other team member
    Require that the Project Manager and team
     demonstrate competence, ethics, and compliance                 They will not be seen as objective judges of
     with organizational policy                                      their own work and conduct




                                                                                                                    6
Advisory Committee

      Advisory Committee Background                        Advisory Committee Role
An Advisory Committee is a group of people who     Provide insights to the team regarding
represent key project stakeholders and provide
                                                        Stakeholder interests
advice to the Project.
                                                        Technical advice
Like Steering Committees, Advisory Committees
are generally made up of Managers – often quite         Other relevant initiatives
senior ones. Unlike Steering Committees,
                                                   Assist with resolving issues and risks
Advisory Committees do not make decisions
regarding a project.                               Use influence and authority to assist the
                                                    project in achieving its outcomes
                                                   Communicate about the project in their
                                                    organizations




                                                                                                7
Role of a Project Manager

            Project Manager Background                             Project Manager Role Description
Project Managers have overall responsibility for meeting    Supervise and provide technical direction to project
project requirements within the agreed to time, cost,        team
scope and quality constraints outlined in the Project
                                                            Provide weekly Project Status Reports to the
Plan.
                                                             Project Sponsor
Project Managers report to Project Sponsors, who have
                                                            Chair Advisory Committee meetings
delegated their authority to the Project Manager.
                                                            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



                                                                                                                    8
Team Lead

               Team Lead Background                                   Team Lead Role Description
A Team Lead is a person responsible for managing one        Supervise and provide technical direction to sub-
part of a project, or a “subproject.” This position only     team members
exists on larger projects.
                                                            Review all sub-team deliverables
Team Leads ideally have project management skills,
                                                            Hold regular sub-team status meetings
including human resource management, in addition to
relevant technical skills.                                  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




                                                                                                                  9
Team Member

             Team Member Background                                   Team Member Role Description
A person assigned to a team who is responsible for         In your role description for a team members, list the:
performing some of the project activities.
                                                               Major activities they will do
Team members may:
                                                               Deliverables they will produce
   Report directly or indirectly to the project manager
                                                           You can list other responsibilities and expectations,
   Be assigned to work part-time or full-time on the      such as:
    project
                                                               Attendance at status meetings or other meetings
                                                               Compliance with standards
                                                               Participation in project management processes
                                                                such as risk, issue, and document management




                                                                                                                    10
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


                                                                                             11
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                                       2. Administrative Role
   Support Project Manager by helping:                          Maintain budget/bookkeeping
   Mobilize the team (project start up)                         Process expenses
   Write and update PM deliverables:                            Arrange travel
         Project Definition Document                            Manage facilities
         Project Plan, Schedule, Budget                         Procure supplies and equipment
         Project Manual                                         Manage contracts
         Status Reports                                         Manage documents – filing project deliverables,
   Manage project management processes:                          meeting minutes, contracts, logs
         Risk management                                        Support status meeting for team, Steering and
                                                                  Advisory Committee – facilities, agenda, minutes
         Issue management
                                                                 Managing HR -- recruiting, orienting, and arranging
         Change control                                          training for team members, keeping vacation
         Quality management                                      schedules, conducting exit interviews
         Document management
         Configuration management
         Project evaluation
   Support and track approvals                                                                                         12
Project Management Office (PMO) Lead

               PMO Lead Background                                  PMO Lead Role Description
The PMO Lead supervises the team that provides         To construct the PMO Lead role description:
project management and administrative support to the
                                                          Select from the menu of potential PMO
Project Manager.
                                                           responsibilities on the “PMOs Have Two Roles”
The PMO should have strong project management              slide
technical skills, including the human resources
                                                          If the PMO has a team working in it, include the
management skills to supervise others working in the
                                                           responsibilities found in the “Team Leader” slide
PMO effectively.




                                                                                                               13
Other Project Role Descriptions 1 of 2

                    Project Director                                      Change Control Committee
The Project Director reports to the Project Sponsor and     A committee responsible for approving or rejecting
supervises the Project Manager. This position is            changes to the Project Plan. It is typically seen on IT
normally held by a senior manager with responsibility for   projects, and members typically represent program and
more than one project.                                      project management; software and hardware
                                                            engineering; testing; documentation; customer support;
It is common to use Project Directors when the Project
                                                            and marketing.
Manager is an External Consultant.
                                                            Responsibilities are as follows:
Responsibilities are as follows:
                                                                Review and approve the Change Control Plan
    Oversee projects and work of Project Manager
                                                                Ensure the change control process is executed
    Ensure integration of project with other projects
                                                                 effectively
     and organizational priorities
                                                                Review changes and make decisions within the
                                                                 limits of authority (re budget and timeline)
                                                                Escalate changes to senior management that
                                                                 require decisions above the committee’s level of
                                                                 authority




                                                                                                                      14
Other Project Role Descriptions 2 of 2

                     Risk Manager                                        Risk Control Committee
The Risk Manager reports either to the Project Manager   A committee responsible for overseeing and
or PMO Lead and takes responsibility for executing the   participating in the project’s risk management process.
risk management process for a project. This role is      Members should have business knowledge relevant to
usually only seen on large and sensitive projects.       the project and should represent key stakeholders.
Responsibilities are as follows:                         Responsibilities are as follows:
    Identifying risks                                       Review and approve the Risk Management Plan
    Analyzing (quantifying and prioritizing) risks          Ensure the Risk Management Plan is executed
                                                              effectively
    Planning responses to risks
                                                             Assist with identification of risks
    Ensures response plans are executed
                                                             Advise on how to respond to risks
    Documenting and tracking risks
    Writing Contingency Plans
    Involving the team and external stakeholders in
     the process as required




                                                                                                                   15

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Standard org chart & role descriptions

  • 1. 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 1
  • 2. Standard Organization Chart for a Project Steering Committee (Insert Name) (Insert Member Names Project Sponsor or Titles) Advisory Committee (Insert Member Names or Titles and Orgs) (Insert Name) Project Manager Project Management Office (Insert Name of Team) (Insert Name of Team) (Insert Name) (Insert Name) (Insert Name) PMO Lead Team Lead Team Lead (Insert Name) (Insert Name) (Insert Name) Administrative Assistant Team Member Team Member (Insert Name) (Insert Name) Team Member Team Member 2
  • 3. Example Organization Chart for a Project Shiekh Faisal Al-Thani Secretary General Steering Committee Advisory Committee Project Sponsor Dr. M Al-Asiri, Director of Finance Mr. R Al-Muhannadi, MOH Ms. A Al-Qadi, Director of HR Mr. S Al Rashed, MOI Mr. H Al-Humaidi, Director of IT Ms. T Al-Sada, SEC Mr. K Al-Mannai, Director of Policy Mr. H Al-Rumaihi, SCFA Mr. S AlAmmar, MOF Dr. Nawal Al-Taweel Project Manager Project Management Office Design Team Research Team Mr. Rashed Al-Ammari Ms. Hind Al-Naama Dr. Hamad Al-Kulfi PMO Lead Design Team Lead Research Team Lead Mrs. Hanna Gahl Ms. Sarah Al-Malki Mr. Jabor Al-Kuwari Administrative Assistant Team Member Researcher Mr. Ali Al-Kaabi Mr. Mohammed Al-Qadi Team Member Researcher 3
  • 4. Sponsor Sponsor Background: Sponsor Role Description: The Project Sponsor is the manager or executive within  Approves Plan, Schedule, and Budget an organization who oversees a project and delegates  Ensures project is aligned with organizational authority to the Project Manager. strategy and compliant with policy Sponsor Characteristics:  Ensures project makes good use of assets  Generally provides the project budget  Maintains project focus on its goal and outcomes  Has sufficient authority to direct all the staff  Verifies project progress against its Plan involved in a project – or as many as possible  Monitors effectiveness of Project Manager  Has sufficient authority or influence to get the cooperation of key stakeholders  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 4
  • 5. Steering Committee Steering Committee: Steering Committee Role Description: A group of senior managers responsible for business  Ensures project is aligned with organizational issues affecting the project strategy and compliant with policy They may:  Ensures project makes good use of assets  Have budget approval authority  Assist with resolving strategic level issues and risks  Make decisions about changes in goals and scope  Approve or reject changes to the project with a high impact on timelines and budget  Be the highest authority to resolve issues or disputes  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 5
  • 6. 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? Who can govern a project?  Review project documents, such as Plans and  Senior manager of the funding organization as a Status Reports, looking for evidence that the SPONSOR project is in the interests of the organization and  Senior mangers of the funding organization or uses assets responsibly stakeholder representatives as STEERING  In discussions and decisions, advocate for what COMMTITEE MEMBERS you believe is best for the organization and its Who cannot govern a project? stakeholders  Project Manager or other team member  Require that the Project Manager and team demonstrate competence, ethics, and compliance  They will not be seen as objective judges of with organizational policy their own work and conduct 6
  • 7. Advisory Committee Advisory Committee Background Advisory Committee Role An Advisory Committee is a group of people who  Provide insights to the team regarding represent key project stakeholders and provide  Stakeholder interests advice to the Project.  Technical advice Like Steering Committees, Advisory Committees are generally made up of Managers – often quite  Other relevant initiatives senior ones. Unlike Steering Committees,  Assist with resolving issues and risks Advisory Committees do not make decisions regarding a project.  Use influence and authority to assist the project in achieving its outcomes  Communicate about the project in their organizations 7
  • 8. Role of a Project Manager Project Manager Background Project Manager Role Description Project Managers have overall responsibility for meeting  Supervise and provide technical direction to project project requirements within the agreed to time, cost, team scope and quality constraints outlined in the Project  Provide weekly Project Status Reports to the Plan. Project Sponsor Project Managers report to Project Sponsors, who have  Chair Advisory Committee meetings delegated their authority to the Project Manager.  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 8
  • 9. Team Lead Team Lead Background Team Lead Role Description A Team Lead is a person responsible for managing one  Supervise and provide technical direction to sub- part of a project, or a “subproject.” This position only team members exists on larger projects.  Review all sub-team deliverables Team Leads ideally have project management skills,  Hold regular sub-team status meetings including human resource management, in addition to relevant technical skills.  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 9
  • 10. Team Member Team Member Background Team Member Role Description A person assigned to a team who is responsible for In your role description for a team members, list the: performing some of the project activities.  Major activities they will do Team members may:  Deliverables they will produce  Report directly or indirectly to the project manager You can list other responsibilities and expectations,  Be assigned to work part-time or full-time on the such as: project  Attendance at status meetings or other meetings  Compliance with standards  Participation in project management processes such as risk, issue, and document management 10
  • 11. 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 11
  • 12. 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 2. Administrative Role  Support Project Manager by helping:  Maintain budget/bookkeeping  Mobilize the team (project start up)  Process expenses  Write and update PM deliverables:  Arrange travel  Project Definition Document  Manage facilities  Project Plan, Schedule, Budget  Procure supplies and equipment  Project Manual  Manage contracts  Status Reports  Manage documents – filing project deliverables,  Manage project management processes: meeting minutes, contracts, logs  Risk management  Support status meeting for team, Steering and Advisory Committee – facilities, agenda, minutes  Issue management  Managing HR -- recruiting, orienting, and arranging  Change control training for team members, keeping vacation  Quality management schedules, conducting exit interviews  Document management  Configuration management  Project evaluation  Support and track approvals 12
  • 13. Project Management Office (PMO) Lead PMO Lead Background PMO Lead Role Description The PMO Lead supervises the team that provides To construct the PMO Lead role description: project management and administrative support to the  Select from the menu of potential PMO Project Manager. responsibilities on the “PMOs Have Two Roles” The PMO should have strong project management slide technical skills, including the human resources  If the PMO has a team working in it, include the management skills to supervise others working in the responsibilities found in the “Team Leader” slide PMO effectively. 13
  • 14. Other Project Role Descriptions 1 of 2 Project Director Change Control Committee The Project Director reports to the Project Sponsor and A committee responsible for approving or rejecting supervises the Project Manager. This position is changes to the Project Plan. It is typically seen on IT normally held by a senior manager with responsibility for projects, and members typically represent program and more than one project. project management; software and hardware engineering; testing; documentation; customer support; It is common to use Project Directors when the Project and marketing. Manager is an External Consultant. Responsibilities are as follows: Responsibilities are as follows:  Review and approve the Change Control Plan  Oversee projects and work of Project Manager  Ensure the change control process is executed  Ensure integration of project with other projects effectively and organizational priorities  Review changes and make decisions within the limits of authority (re budget and timeline)  Escalate changes to senior management that require decisions above the committee’s level of authority 14
  • 15. Other Project Role Descriptions 2 of 2 Risk Manager Risk Control Committee The Risk Manager reports either to the Project Manager A committee responsible for overseeing and or PMO Lead and takes responsibility for executing the participating in the project’s risk management process. risk management process for a project. This role is Members should have business knowledge relevant to usually only seen on large and sensitive projects. the project and should represent key stakeholders. Responsibilities are as follows: Responsibilities are as follows:  Identifying risks  Review and approve the Risk Management Plan  Analyzing (quantifying and prioritizing) risks  Ensure the Risk Management Plan is executed effectively  Planning responses to risks  Assist with identification of risks  Ensures response plans are executed  Advise on how to respond to risks  Documenting and tracking risks  Writing Contingency Plans  Involving the team and external stakeholders in the process as required 15