Project Roles and Responsibilities

Chapter 5: Project Disciplines and Roles

Project Roles

Project roles are specific positions within a project organisation structure that meet particular needs and fulfil essential responsibilities for project delivery. Each role requires defined expertise to contribute to project success. Roles adapt to the project delivery model. In the Waterfall model, roles such as Systems analyst or Test manager perform distinct, sequentially dependent tasks that align with the linear progression of the project. In contrast, Agile frameworks like Scrum transform these roles into collaborative, cross-functional Development team responsibilities.

Project Responsibilities

Project responsibilities encompass the specific duties and expectations associated with each role. These responsibilities establish an operational framework for project management, covering all essential tasks and decisions required for project execution and completion. Responsibilities adapt to the project delivery model. In the Waterfall model, responsibilities follow a fixed, sequential allocation that aligns with the step-by-step progression of activities. In Agile frameworks like Scrum, responsibilities are fluid and iterative, with team members reassessing and redistributing tasks based on feedback and project evolution.

Project Roles and Responsibilities in the Waterfall Model

This section details the roles and their core responsibilities by discipline within specific delivery models, beginning with the Waterfall model in Table 9.

Table 9. Waterfall Delivery Model – Roles and Responsibilities

Discipline	Role Title	Core Responsibilities
Program management	Program Manager	Aligns projects with strategic goals. Coordinates inter-project dependencies. Monitors program budgets and risks.
Project management	Project Manager	Develops detailed project plans and schedules. Monitors progress against scope, time, and budget. Communicates status to stakeholders. Resolves delivery issues.
Project analysis	Project Analyst	Produces project progress reports. Tracks and coordinates project tasks. Analyses project data for decision support.
Scheduling	Scheduler	Creates project timelines and milestones. Coordinates task dependencies. Updates schedules based on progress.
Project assurance	Project Assurance Manager	Conducts quality audits and reviews. Ensures compliance with standards. Reports assurance findings to leadership.
Risk management	Risk Manager	Identifies potential risks. Develops mitigation plans. Monitors risk status and escalates issues.
Compliance management	Compliance Manager	Verifies adherence to regulations and policies. Conducts compliance audits. Advises on regulatory requirements.
Solution architecture	Solution Architect	Designs solutions aligned with enterprise architecture. Validates designs against requirements. Collaborates with system architects.
Business analysis	Business Analyst	Elicits and documents detailed requirements. Analyses business needs. Supports stakeholder communication.
Organisational change management	Change Manager	Develops organisational change strategies. Trains stakeholders on new processes. Monitors adoption progress.
Process analysis	Process Analyst	Maps business processes. Identifies workflow gaps. Optimises business processes and recommends improvements within IT project scope.
Data architecture	Data Architect	Designs scalable data models. Ensures data accessibility and integration. Aligns data structures with solution architecture.
Database design	Database Designer	Creates efficient database schemas. Optimises data storage and retrieval. Ensures data integrity.
Data analysis	Data Analyst	Interprets data to support decisions. Produces analytical reports. Identifies data trends and patterns.
User experience and interface design	UX/UI Designer	Designs intuitive user interfaces. Conducts usability testing. Aligns designs with user requirements.
System architecture	System Architect	Defines system structure and components. Ensures system scalability and performance. Collaborates with solution architects.
System design	System Designer	Specifies system components and integrations. Produces technical design documents. Validates designs with stakeholders.
System analysis	System Analyst	Evaluates system requirements and performance. Identifies system gaps. Recommends technical solutions.
System development	Software Developer	Codes and tests system components. Integrates software modules. Resolves development issues.
Environment management	Environment Manager	Configures development and testing environments. Ensures environment stability. Manages environment access.
Release management	Release Manager	Plans and coordinates software releases. Ensures release readiness. Manages deployment processes.
Test management	Test Manager	Develops test plans and cases. Executes system testing. Reports test results and defects.
Implementation management	Implementation Manager	Oversees solution deployment to production. Coordinates implementation activities. Verifies post-deployment functionality.
Enterprise IT architecture	Enterprise IT Architect	Designs infrastructure aligned with enterprise goals. Plans scalability and integration. Collaborates with solution architects.
Business architecture	Business Architect	Aligns IT solutions with business strategy. Integrates business processes. Ensures value delivery.
DevOps	DevOps Engineer	Implements continuous integration pipelines. Automates deployment processes. Manages delivery pipelines.
Incident management	Incident Manager	Resolves system incidents. Ensures service continuity. Conducts root cause analysis.
Security management	Security Manager	Enforces security policies. Assesses vulnerabilities. Ensures compliance with security standards.

Project Roles and Responsibilities in the Scrum Model

Moving to the Scrum framework, this approach promotes adaptability and incremental improvements through defined roles and collaborative processes. Table 10 illustrates how project disciplines are operationalised within the Scrum context, detailing roles specific to Scrum and their key responsibilities.

Table 10. Scrum Delivery Model – Roles and Responsibilities

Discipline	Role Title	Core Responsibilities
Program management	No role explicitly assigned	Not defined
Project management	Scrum Master	Facilitates sprint planning and daily stand-ups. Removes delivery impediments. Reports sprint progress to stakeholders.
Project analysis	Not defined	No role explicitly assigned, None
Scheduling	Scrum Master	Plans sprints and prioritises tasks. Coordinates sprint dependencies. Tracks sprint progress.
Project assurance	Not defined	Not defined
Risk management	Scrum Master, Product Owner	Identifies sprint risks. Develops agile mitigation strategies. Adjusts plans during sprint reviews.
Compliance management	Product Owner	Integrates compliance into backlog. Prioritises regulatory requirements. Validates compliance during reviews.
Solution architecture	Development Team	Designs agile solutions iteratively. Aligns designs with product goals. Collaborates with stakeholders.
Business analysis	Product Owner	Refines backlog with user stories. Engages stakeholders for feedback. Analyses business needs iteratively.
Organisational change management	Scrum Master, Agile Coach	Facilitates agile adoption. Supports team change processes. Monitors adoption during sprints.
Process analysis	No role explicitly assigned	Not defined
Data architecture	Development Team	Designs iterative data models. Ensures data integration. Aligns data with agile solutions.
Database design	Development Team	Creates iterative database schemas. Optimises data performance. Ensures data integrity.
Data analysis	Development Team	Analyses data for sprint insights. Produces sprint-based reports. Identifies data trends.
User experience and interface design	Development Team	Designs iterative user interfaces. Conducts usability testing. Incorporates user feedback.
System architecture	Development Team	Designs iterative system structures. Ensures system performance. Aligns with agile goals.
System design	Development Team	Specifies iterative components. Produces agile design documents. Validates designs with stakeholders.
System analysis	Development Team	Evaluates system requirements iteratively. Identifies system gaps. Recommends agile solutions.
System development	Development Team	Codes and tests sprint deliverables. Integrates modules iteratively. Resolves development issues.
Environment management	Development Team	Configures sprint environments. Ensures environment stability. Manages environment access.
Release management	Scrum Master, Development Team	Plans sprint-based releases. Coordinates agile deployments. Ensures release readiness.
Test management	Development Team	Develops iterative test plans. Executes agile testing. Reports defects during sprints.
Implementation management	Development Team	Deploys sprint deliverables. Coordinates agile integrations. Verifies functionality post-sprint.
Enterprise IT architecture	No role explicitly assigned	Not defined
Business architecture	No role explicitly assigned	Not defined
DevOps	Development Team	Implements agile continuous integration. Automates sprint deployments. Manages delivery pipelines.
Incident management	No role explicitly assigned	Not defined
Security management	No role explicitly assigned	Not defined

Roles and Responsibilities in the SAFe Model

The Scaled Agile Framework extends Scrum principles to support large-scale enterprises, enhancing coordination and delivery across multiple agile teams. Table 11 details roles and their core responsibilities in SAFe.

Table 11. SAFe Delivery Model – Roles and Responsibilities

Discipline	Role Title	Core Responsibilities
Program management	Release Train Engineer	Plans program increments. Coordinates cross-team dependencies. Monitors program risks and budgets.
Project management	Scrum Master, Agile Project Manager	Facilitates team-level agile ceremonies. Tracks team progress. Resolves delivery impediments.
Project analysis	No role explicitly assigned	Not defined
Scheduling	Release Train Engineer, Product Management	Plans program increment schedules. Aligns team schedules. Tracks release progress.
Project assurance	No role explicitly assigned	Not defined
Risk management	Business Owners, Release Train Engineer	Assesses program-level risks. Develops agile mitigation strategies. Monitors risk during increments.
Compliance management	Lean Portfolio Management, Product Management	Aligns solutions with regulations. Validates compliance in increments. Prioritises regulatory needs.
Solution architecture	Agile Team	Designs agile solutions iteratively. Aligns with enterprise architecture. Collaborates with stakeholders.
Business analysis	Business Analyst, Product Manager	Elicits agile requirements. Maps user stories. Engages stakeholders for feedback.
Organisational change management	Lean-Agile Change Agent, Agile Coach	Drives lean-agile adoption. Supports enterprise change. Monitors adoption progress.
Process analysis	No role explicitly assigned	Not defined
Data architecture	Agile Team	Designs agile data models. Ensures data integration. Aligns with enterprise data goals.
Database design	Agile Team	Creates iterative database schemas. Optimises data performance. Ensures data integrity.
Data analysis	Agile Team	Analyses data for business insights. Produces agile reports. Aligns with business goals.
User experience and interface design	Agile Team	Designs iterative user interfaces. Conducts usability testing. Optimises user experience.
System architecture	Agile Team	Designs agile system structures. Ensures system performance. Aligns with enterprise goals.
System design	Agile Team	Specifies iterative components. Produces agile design documents. Validates with stakeholders.
System analysis	Agile Team	Evaluates requirements iteratively. Identifies system gaps. Recommends agile solutions.
System development	Agile Team	Codes and tests increment deliverables. Integrates modules iteratively. Resolves development issues.
Environment management	Environment Manager, DevOps Engineer	Configures agile environments. Ensures environment stability. Manages access for teams.
Release management	Release Train Engineer, Release Manager	Plans program-level releases. Coordinates agile deployments. Ensures release readiness.
Test management	Agile Team	Develops agile test plans. Executes continuous testing. Reports defects in increments.
Implementation management	Agile Release Train	Oversees increment deployments. Coordinates enterprise integrations. Verifies functionality.
Enterprise IT architecture	Agile Team	Designs agile infrastructure. Plans enterprise scalability. Aligns with enterprise goals.
Business architecture	Lean Portfolio Management	Aligns solutions with strategy. Integrates business processes. Ensures enterprise value delivery.
DevOps	DevOps Engineer	Implements enterprise continuous integration. Automates deployments. Manages delivery pipelines.
Incident management	No role explicitly assigned	Not defined
Security management	No role explicitly assigned	Not defined

Roles and Responsibilities in the Hybrid Model

Hybrid delivery models integrate Waterfall’s structured phases with Agile’s iterative cycles, balancing defined roles with adaptability. Table 12 illustrates how roles and responsibilities blend in the Hybrid model.

Table 12. Hybrid Delivery Model – Roles and Responsibilities

Discipline	Role Title	Core Responsibilities
Program management	Program Manager, Release Train Engineer	Aligns projects with strategic goals. Coordinates dependencies across structured and agile phases. Monitors program risks and budgets.
Project management	Project Manager, Scrum Master	Develops project plans combining schedules and sprints. Facilitates agile ceremonies. Tracks progress and communicates status.
Project analysis	Project Analyst	Prepares agile and structured progress reports. Tracks and coordinates project tasks. Analyses project data for decision support.
Scheduling	Scheduler, Scrum Master	Creates hybrid timelines and sprints. Coordinates task dependencies. Updates schedules and sprint plans.
Project assurance	Quality Assurance Lead, Project Assurance Manager	Conducts quality audits and agile reviews. Ensures compliance with standards. Reports assurance findings.
Risk management	Risk Manager	Identifies risks across structured and agile phases. Develops mitigation strategies. Monitors risks in all project phases.
Compliance management	Compliance Manager	Verifies adherence to regulations. Conducts compliance audits. Tracks compliance in structured and agile phases.
Solution architecture	Solution Architect, Development Team	Designs solutions aligned with enterprise architecture. Validates designs iteratively. Collaborates with stakeholders.
Business analysis	Business Analyst, Product Owner	Elicits hybrid requirements blending detailed specifications and user stories. Refines user stories. Supports stakeholder communication.
Organisational change management	Change Manager, Agile Coach	Develops organisational change strategies. Facilitates agile adoption. Monitors adoption progress.
Process analysis	Process Analyst	Maps processes for structured and agile workflows. Identifies workflow gaps. Optimises processes within IT project scope.
Data architecture	Data Architect, Development Team	Designs scalable data models. Ensures data integration for structured and agile needs. Aligns with solution architecture.
Database design	Database Designer, Development Team	Creates efficient database schemas. Optimises data performance. Ensures data integrity.
Data analysis	Data Analyst	Interprets data for decisions. Produces agile and structured reports. Identifies data trends.
User experience and interface design	UX/UI Designer	Designs intuitive interfaces. Conducts usability testing. Aligns with project requirements.
System architecture	System Architect, Development Team	Defines system structures. Ensures system performance. Aligns with enterprise goals.
System design	System Designer, Development Team	Specifies system components. Produces design documents. Validates designs iteratively.
System analysis	System Analyst	Evaluates requirements across project phases. Identifies system gaps. Recommends technical solutions.
System development	Software Developer, Development Team	Codes and tests system deliverables. Integrates modules. Resolves development issues.
Environment management	Environment Manager, DevOps Engineer	Configures environments for structured and agile workflows. Ensures environment stability. Manages access.
Release management	Release Manager, Scrum Master	Plans releases for structured and agile phases. Coordinates deployments. Ensures release readiness.
Test management	Test Manager, Test Lead	Develops test plans for structured and agile requirements. Executes testing across project phases. Reports defects.
Implementation management	Implementation Manager	Oversees deployments in structured and agile phases. Coordinates integrations. Verifies functionality.
Enterprise IT architecture	Enterprise IT Architect	Designs infrastructure aligned with enterprise goals. Plans scalability. Collaborates with solution architects.
Business architecture	Business Architect	Aligns solutions with business strategy. Integrates business processes. Ensures value delivery.
DevOps	DevOps Engineer	Implements continuous integration. Automates deployments for project phases. Manages delivery pipelines.
Incident management	Incident Manager	Resolves system incidents. Ensures service continuity. Conducts root cause analysis.
Security management	Security Manager	Enforces security policies. Assesses vulnerabilities. Tracks compliance across project phases.

The successful delivery of enterprise IT projects depends on qualified participants who possess the expertise required to execute complex tasks. When underqualified individuals occupy specialist roles, projects encounter significant challenges, including misaligned deliverables and delayed timelines. The following case study examines a scenario in which insufficient expertise in key disciplines undermines project success.

Capability Stretch

Background

Budget Busters Corporation, a global leader in consumer finance solutions, undertakes a digital transformation project, FinSys Transformation, to replace its outdated financial management system. The initiative aims to streamline operations across 50 international branches, reduce transaction processing costs by 15%, and integrate real-time reporting for 10,000 users. The project, executed using the Waterfall model, requires expertise in core project delivery disciplines (e.g., Project management, Solution Architecture, Business Analysis) and supporting disciplines (e.g., Security Management, Test Management). Alison Rounder, a finance operations expert with minimal IT project experience, assumes multiple specialist roles, including Project Manager, Solution Architect, and Security Manager, despite lacking formal training or certifications (e.g., PMP, TOGAF, CISSP). Her limited qualifications in these disciplines create significant risks for the project’s success.

Challenges

The FinSys Transformation project encounters issues due to Alison’s inadequate expertise in specialist roles:

Project management deficiencies: Alison lacks proficiency in project management practices. She produces a high-level visual schedule without detailed task breakdowns or stakeholder input, omitting dependencies for system development and testing. This leads to scope creep, with 20% of deliverables undefined, causing a 30% delay in the 12-month timeline.
Solution architecture oversights: Without training in solution architecture, Alison designs a simplified system that neglects integration with existing payment APIs. This results in compatibility issues, with 40% of transactions failing during initial testing.
Business analysis shortcomings: Acting as Business Analyst, Alison fails to specify comprehensive requirements, missing key stakeholder needs for multi-currency reporting. This produces incomplete requirements, causing a 25% error rate in financial reports during user acceptance testing.
Security management gaps: Alison overlooks security requirements, such as data encryption and access controls. This exposes the system to vulnerabilities, risking a $200,000 regulatory fine for non-compliance with data protection standards.
Test management inadequacies: Without expertise in test management, Alison neglects to develop detailed test plans, relying on ad-hoc testing. This results in undetected defects, with 15% of system functions failing post-deployment, frustrating users and delaying operations.

Outcomes

Placing an underqualified participant in specialist roles has significant consequences for the FinSys Transformation project:

Extended delays: The project exceeds its 12-month timeline by 4 months, a 33% overrun, due to scope creep and rework from incomplete requirements and designs, costing an additional $300,000 in labour expenses.
System inefficiencies: The deployed system suffers from a 25% transaction error rate and inaccurate multi-currency reporting, reducing operational efficiency and increasing processing costs by 10% instead of the targeted 15% reduction.
Regulatory and security risks: Non-compliance with data protection regulations triggers a $150,000 fine and requires $200,000 in post-deployment security upgrades, negating initial cost savings from not hiring specialists.
Stakeholder dissatisfaction: The confusing user interface and frequent errors frustrate 80% of employees across branches, as reported in user feedback surveys, damaging internal morale and external reputation with financial regulators.
Team impact: Alison experiences burnout from managing multiple roles without adequate skills, undermining her credibility and affecting team confidence, with 60% of team members reporting low morale in project reviews.

Conclusion

The FinSys Transformation project illustrates the critical need for qualified specialists in large and complex enterprise IT projects. While Alison is a power user of the existing system and a finance subject matter expert, her expertise in finance operations is insufficient to deliver the responsibilities of specialist roles due to a lack of project discipline competencies.