Project Roles
Project roles are specific positions within a project organisation structure designed to meet particular needs and fulfil essential responsibilities for project delivery. Each role features clearly defined responsibilities and the expertise necessary to contribute to project success. Roles adjust according to the project delivery model. In the Waterfall model, specific roles like the Systems Analyst or Test Manager perform distinct, sequentially dependent tasks that correspond with the linear progression of the project. In contrast, Agile frameworks such as Scrum transform these roles into collaborative, cross-functional Development team roles.
Project Responsibilities
Project responsibilities encompass the specific duties and expectations associated with each role. These responsibilities are critical in establishing an operational framework for project management, covering all essential tasks and decisions for project management, execution, and completion. Responsibilities also adapt to the project delivery model. In the Waterfall model, they are typically allocated in a fixed, sequential manner, aligning with the step-by-step progression of project activities. Conversely, in Agile frameworks like Scrum, responsibilities are more fluid and iterative, with team members frequently reassessing and redistributing tasks based on feedback and project evolution.
Project Roles and Primary Responsibilities in Waterfall Projects
Having outlined the project disciplines, roles, and responsibilities in enterprise IT projects, we now look closely at the roles and their primary focus by discipline within specific delivery models, beginning with the Waterfall model in Table 10 below.
| Discipline | Role | Primary Responsibility |
|---|---|---|
| Programme management | Programme Manager | Coordinates related projects to meet organisational goals |
| Project management | Project Manager | Manages project lifecycle, timelines, and budgets |
| Project analysis | Project Analyst | Provides decision-making analysis and insights |
| Scheduling | Scheduler | Coordinates schedules across multiple projects |
| Project assurance | Project Assurance Manager | Ensures project quality and compliance through audits and reports |
| Risk management | Risk Manager | Identifies risks and mitigates impacts |
| Compliance management | Compliance Manager | Ensures adherence to laws and regulations |
| Solution architecture | Solution Architect | Designs IT solutions aligned with enterprise architecture |
| Business analysis | Business Analyst | Identifies needs and proposes solutions |
| Organisational change management | Change Manager | Facilitates adoption of new processes and systems |
| Process analysis | Process Analyst | Optimises business processes |
| Data architecture | Data Architect | Designs and maintains application data models |
| Data analysis | Data Analyst | Extracts insights from data |
| User experience and user interface design | UX/UI Designer | Designs user-friendly interfaces |
| System architecture | System Architect | Develops and maintains application architecture |
| System design | System Designer | Specifies system components and interactions |
| System analysis | System Analyst | Investigates and specifies system performance |
| System development | Software Developer | Creates and codes system components |
| Environment management | Environment Manager | Manages development and testing environments |
| Release management | Release Manager | Oversees the release process |
| Test management | Test Manager | Ensures systems meet specifications |
| Implementation management | Implementation Manager | Manages system deployment |
Project Roles and Primary Responsibilities in Scrum Projects
Moving to the Scrum framework, this approach promotes adaptability and incremental improvements through defined roles and collaborative processes. Table 11 below illustrates how project disciplines are operationalised within the Scrum context, detailing roles specific to Scrum and their key responsibilities.
| Discipline | Role | Primary Responsibility |
|---|---|---|
| Programme management | Not defined under Scrum | - |
| Project management | Scrum Master | Facilitates Scrum processes and ensures adherence to agile practices |
| Project analysis | Product Owner | Guides backlog prioritisation and sprint planning with insights |
| Scheduling | Scrum Team | Engages in regular sprint planning and review cycles |
| Project assurance | Integrated into Scrum roles | Scrum roles uphold quality and standards through Scrum adherence |
| Risk management | Scrum Master / Product Owner | Identifies and mitigates risks during sprints |
| Compliance management | Product Owner | Ensures product compliance with standards and regulations |
| Solution architecture | Technical Architect | Aligns IT solutions with agile practices and business needs |
| Business analysis | Product Owner | Links business needs with technical solutions |
| Organisational change management | Agile Coach | Drives process adoption and reduces resistance |
| Process analysis | Scrum Master / Agile Coach | Champions continuous improvement within the team |
| Data architecture | Data Architect | Designs and manages data models and storage solutions |
| Data analysis | Data Specialist Roles | Conducts essential data analysis |
| User experience and User interface design | Development Team Member (UX/UI Designer) | Designs user-friendly interfaces |
| System architecture | System Architect | Develops and maintains application architecture |
| System design | Development Team Member (Designer) | Outlines system components within the team |
| System analysis | Development Team (System Analysis) | Collaboratively develops and refines system specifications |
| System development | Development Team | Incrementally codes and develops system components |
| Environment management | IT Operations/DevOps | Maintains stable environments for development and testing |
| Release management | Release Manager/Development Team | Integrates release processes with team activities |
| Test management | Development Team | Conducts embedded testing to ensure defect-free increments |
| Implementation management | Development Team | Manages deployment and integration of new increments |
Project Roles and Primary Responsibilities in SAFe Projects
The Scaled Agile Framework extends Scrum principles to support the requirements of larger enterprises, enhancing coordination, alignment, and delivery across multiple agile teams. This section details how each discipline is tailored to the framework's scale and complexity, with Table 12 highlighting the specialised roles with titles specific to SAFe and their contributions to managing large-scale and complex enterprise solutions.
| Discipline | Role | Primary Responsibility |
|---|---|---|
| Programme management | Release Train Engineer | Coordinates the Agile Release Train for aligned execution |
| Project management | Agile Team Facilitators | Manages timelines, budgets, and goals within teams |
| Project analysis | Product Management | Shapes program backlog with strategic analysis |
| Scheduling | PI Planning | Teams plan their delivery schedules for upcoming increments |
| Project assurance | Integrated into SAFe roles | Upholds quality and compliance through various SAFe roles |
| Risk management | PI Planning and Execution | Identifies and mitigates risks during PI Planning |
| Compliance management | Product Management and System Architects | Ensures compliance with regulations and standards |
| Solution architecture | Solution Architects | Guides enterprise-wide IT solutions |
| Business analysis | Business Owners and Product Managers | Integrates business needs with technology solutions |
| Organisational change management | Lean-Agile Change Agents | Drives adoption of Lean-Agile processes |
| Process analysis | Agile Coaches and Lean Portfolio Management | Optimises enterprise processes |
| Data architecture | Data Architect | Designs and maintains application data models |
| Data analysis | Data Engineers or Data Scientists | Provides data insights to support decision-making |
| User experience and User interface design | Integrated Teams | Enhances customer interaction and satisfaction |
| System architecture | System Architect | Designs and maintains application data models |
| System design | System and Solution Engineers | Defines system components and interactions |
| System analysis | Technical Roles within Agile Teams | Continuously improves system performance |
| System development | Agile Teams | Iteratively develops and integrates system components |
| Environment management | DevOps Teams or System Teams | Manages environments for development, testing, and production |
| Release management | Release Managers | Coordinates releases and ensures deliverable quality |
| Test management | Agile Teams | Embeds testing throughout the development process |
| Implementation management | Implementation Engineers or Teams | Manages deployment of new systems and features |
Project Disciplines in Hybrid Projects
Hybrid delivery models integrate Waterfall's structured phases with Agile's iterative cycles. This approach allows teams to use the strengths of both frameworks, creating well-defined yet adaptable roles. Table 13 below illustrates how roles are blended and adapted within the Hybrid model.
| Discipline | Role | Primary Responsibility |
|---|---|---|
| Programme management | Program Manager | Aligns multiple projects with organisational goals |
| Project management | Project Manager | Manages project lifecycle with balance and flexibility |
| Project analysis | Project Analyst | Provides analysis to support decision-making |
| Scheduling | Master Scheduler | Integrates and manages project schedules |
| Project assurance | Quality Assurance Lead | Ensures compliance and quality across methodologies |
| Risk management | Risk Manager | Manages risks with both agile and traditional methods |
| Compliance management | Compliance Manager | Ensures regulatory adherence across methodologies |
| Solution architecture | Solution Architect | Designs IT solutions that align with business needs |
| Business analysis | Business Analyst | Links business needs with technical solutions |
| Organisational change management | Change Manager | Facilitates new process adoption using mixed strategies |
| Process analysis | Process Analyst | Optimises processes using both agile and traditional methods |
| Data architecture | Data Architect | Designs and maintains application data models |
| Data analysis | Data Analyst | Delivers insights through agile and traditional analyses |
| User experience and User interface design | UX/UI Designer | Develops user-friendly interfaces with agile feedback |
| System architecture | System Architect | Designs and maintains application data models |
| System design | System Designer | Defines system components with agility and precision |
| System analysis | System Analyst | Analyses system performance with mixed methodologies |
| System development | Software Developer | Codes system components with agile and structured methods |
| Environment management | Environment Manager | Manages stable environments with agile and traditional controls |
| Release management | Release Manager | Integrates agile delivery with traditional release processes |
| Test management | Test Manager | Blends agile and traditional tests to meet specifications |
| Implementation management | Implementation Manager | Manages deployment with agile rollouts and structured integration |
Foundation of Project Roles
As shown in the tables of project disciplines across various delivery models, each specialist plays a vital part in successful delivery by adhering to recognised frameworks and best practices. Roles guided by frameworks like PMBOK and PRINCE2 for project management and The Open Group Architecture Framework (TOGAF) for architecture are examples of standards that provide consistency, regardless of how teams are structured or titled. However, when these roles lack the necessary competencies, it can lead to misaligned priorities, inefficiencies, and project failure. The following case study illustrates the risks of needing the right skill sets in these roles.
Capability Stretch
Background
Add somBudget Busters Corporation, a global leader in consumer finance solutions, is embarking on a significant digital transformation to upgrade its outdated financial management system. The initiative aims to improve operational efficiency and reduce costs across its international branches. Alison (Al) Rounder, a subject matter expert in finance operations with limited experience managing large-scale IT projects, is leading the initiative.e text...
As a significant enterprise IT project, this initiative impacts various aspects of the organisation, including people, processes, technology, and data. Successful delivery necessitates the involvement of experienced project professionals with specialised knowledge to ensure effective planning, execution, and governance.
Challenges
The project soon faces an initial set of significant challenges:
- Project management shortcomings: Al’s inexperience with formal project management practices results in poor planning. She created a visual schedule to demonstrate milestones without considering detailed task breakdowns that support the milestones' feasibility. The lack of documented and agreed-upon project scope also leads to scope creep, resulting in challenges regarding what will be delivered.
- System architecture flaws: Al’s limited knowledge of system architecture leads to an oversimplified design that fails to account for the compatibility of integrated systems.
- Security flaws: Al overlooks essential security requirements, such as data encryption and secure access controls. This negligence exposes Budget Busters Corporation to regulatory risks and vulnerabilities, particularly in the context of increasingly complex cybersecurity threats.
Outcome
The project suffers extensive delays, far exceeding the original timeline. When the system is finally deployed, it is plagued by inaccurate financial reporting, frequent transaction errors, and a confusing user interface that frustrates employees across Budget Busters Corporation’s global operations. Cutting costs by not hiring specialists backfires, as expenses to resolve these issues post-deployment are significantly more significant than the initial savings. Additionally, the company’s reputation suffers, particularly among its financial regulators.
Overwhelmed by managing multiple critical roles without adequate support, Jack experiences significant burnout. His credibility also takes a hit, leaving him grappling with the consequences of the project's failure to deliver on its intended objectives.
Conclusion
This case study highlights the critical importance of qualified specialists in crucial project roles within enterprise IT projects. While Al is a valuable subject matter expert in finance operations, his positioning as a non-specialist in multiple specialist roles jeopardises the project's success.
