ICT-Governance-Framework-Application

A018 - ICT Governance Framework Project Roles Definition

Document Information

• Document Title: Project Roles Definition
• Project: ICT Governance Framework Application
• Task ID: A018
• Version: 1.0
• Date: 2024-01-15
• Status: Active
• Document Owner: Project Management Office
• Approved By: Project Sponsor

Executive Summary

This document defines the comprehensive role structure for the ICT Governance Framework Application Project, a 65-week digital transformation initiative valued at $1.275M. These role definitions establish clear responsibilities, accountability, and collaboration frameworks to ensure successful project delivery and achievement of the target $2.3M annual business value.

Table of Contents

1. Project Role Hierarchy
2. Executive Leadership Roles
3. Project Management Roles
4. Technical Leadership Roles
5. Domain Expert Roles
6. Implementation Team Roles
7. Quality Assurance Roles
8. Stakeholder Engagement Roles
9. Support and Operations Roles
10. Role Interaction Matrix
11. Escalation Paths
12. Success Metrics and Accountability
13. Conclusion

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Project Role Hierarchy

┌─────────────────────────────────────────┐
│           Project Sponsor               │
│        (Executive Oversight)            │
└─────────────────┬───────────────────────┘
                  │
┌─────────────────▼───────────────────────┐
│         Project Steering Committee      │
│        (Strategic Direction)            │
└─────────────────┬───────────────────────┘
                  │
┌─────────────────▼───────────────────────┐
│          Project Manager                │
│        (Project Leadership)             │
└─────────────────┬───────────────────────┘
                  │
┌─────────────────▼───────────────────────┐
│        Technical Leadership Team        │
│      (Solution Architecture)            │
└─────────────────┬───────────────────────┘
                  │
┌─────────────────▼───────────────────────┐
│        Domain Expert Teams              │
│      (Specialized Knowledge)            │
└─────────────────┬───────────────────────┘
                  │
┌─────────────────▼───────────────────────┐
│        Implementation Teams             │
│      (Delivery Execution)               │
└─────────────────────────────────────────┘

---

Executive Leadership Roles

Project Sponsor

Role Owner: Chief Information Officer (CIO)

Primary Responsibilities

• Strategic Oversight: Provide executive leadership and strategic direction for the project
• Resource Authorization: Approve budget, resources, and major project decisions
• Stakeholder Management: Manage executive-level stakeholder relationships and communications
• Risk Governance: Oversee enterprise-level risk management and mitigation strategies
• Value Realization: Ensure project delivers targeted $2.3M annual business value

Key Accountabilities

• Project charter approval and strategic alignment
• Budget authorization and financial oversight ($1.275M investment)
• Executive stakeholder communication and reporting
• Strategic risk management and escalation resolution
• Business value realization and ROI achievement (94% Year 1 target)

Decision Authority

• Approve: Project charter, major budget changes (>$50K), strategic direction changes
• Authorize: Resource allocation, vendor selection (>$100K), scope changes
• Escalate: Board-level decisions, regulatory compliance issues

Success Metrics

• Project ROI achievement (Target: 94% Year 1)
• Stakeholder satisfaction (Target: >90%)
• Strategic alignment score (Target: >95%)
• Budget variance (Target: <5%)

Project Steering Committee

Composition: CIO (Chair), CDO, CSO, CFO, Business Unit Leaders

Primary Responsibilities

• Strategic Guidance: Provide strategic direction and governance oversight
• Resource Governance: Oversee resource allocation and priority management
• Risk Oversight: Monitor and manage strategic risks and issues
• Quality Assurance: Ensure deliverable quality and business alignment
• Change Management: Approve significant scope and timeline changes

Meeting Cadence

• Monthly: Strategic review and decision meetings
• Quarterly: Comprehensive project assessment and planning
• Ad-hoc: Critical issue resolution and major decision points

---

Project Management Roles

Project Manager

Role Owner: Senior Project Management Professional (PMP Certified)

Primary Responsibilities

• Project Leadership: Lead overall project execution and team coordination
• Schedule Management: Develop and maintain project schedules and milestones
• Resource Coordination: Coordinate resources across all project teams and phases
• Risk Management: Identify, assess, and mitigate project risks and issues
• Stakeholder Communication: Facilitate communication across all stakeholder groups
• Quality Oversight: Ensure deliverable quality and acceptance criteria compliance

Key Accountabilities

• Project schedule adherence (65-week timeline)
• Budget management and cost control
• Risk and issue management
• Stakeholder satisfaction and engagement
• Deliverable quality and acceptance
• Team performance and productivity

Decision Authority

• Approve: Work package assignments, resource allocation, vendor coordination
• Manage: Day-to-day project decisions, team coordination, schedule adjustments
• Escalate: Budget variances (>$25K), scope changes, strategic risks

Required Qualifications

• PMP or equivalent project management certification
• 7+ years enterprise project management experience
• Experience with governance and digital transformation projects
• Strong stakeholder management and communication skills

Program Management Office (PMO) Lead

Role Owner: PMO Director

Primary Responsibilities

• Methodology Governance: Ensure adherence to project management standards
• Portfolio Integration: Integrate project with enterprise portfolio management
• Process Optimization: Optimize project processes and methodologies
• Reporting Standards: Establish and maintain project reporting standards
• Lessons Learned: Capture and apply lessons learned across projects

Key Activities

• Project methodology compliance monitoring
• Portfolio-level resource coordination
• Project reporting and dashboard management
• Process improvement and optimization
• Knowledge management and best practices

---

Technical Leadership Roles

Solution Architect

Role Owner: Enterprise Solution Architect

Primary Responsibilities

• Solution Design: Lead overall solution architecture and design
• Technology Strategy: Define technology strategy and platform selection
• Integration Architecture: Design integration patterns and API strategies
• Technical Standards: Establish technical standards and best practices
• Architecture Governance: Ensure architectural compliance and quality

Key Accountabilities

• Solution architecture design and documentation
• Technology platform selection and integration
• Technical risk assessment and mitigation
• Architecture review and approval processes
• Technical team leadership and guidance

Required Qualifications

• 10+ years enterprise architecture experience
• Multi-cloud platform expertise (Azure, AWS, GCP)
• Governance framework implementation experience
• Strong technical leadership and communication skills

Technical Lead - Platform Development

Role Owner: Senior Software Architect

Primary Responsibilities

• Platform Architecture: Lead unified governance platform development
• API Design: Design and implement comprehensive API ecosystem
• Development Standards: Establish development standards and practices
• Technical Quality: Ensure code quality and technical excellence
• Team Leadership: Lead development team and technical decisions

Key Focus Areas

• Unified API Gateway development
• Centralized authentication and authorization
• Workflow engine implementation
• Analytics engine development
• Integration layer design

Technical Lead - Cloud Governance

Role Owner: Cloud Solutions Architect

Primary Responsibilities

• Multi-Cloud Strategy: Lead multi-cloud governance implementation
• Cloud Architecture: Design cloud-specific governance patterns
• Automation Development: Develop cloud governance automation
• Compliance Integration: Integrate compliance monitoring and reporting
• Cloud Security: Implement cloud security governance patterns

Key Focus Areas

• Azure governance integration
• Multi-cloud policy management
• Cloud cost optimization
• Security governance automation
• Compliance monitoring systems

---

Domain Expert Roles

Business Analyst Lead

Role Owner: Senior Business Analyst

Primary Responsibilities

• Requirements Management: Lead requirements gathering and analysis
• Process Design: Design governance processes and workflows
• Stakeholder Analysis: Conduct stakeholder analysis and engagement planning
• Business Case Development: Develop and maintain business case and ROI models
• Change Impact Assessment: Assess change impacts and develop mitigation strategies

Key Deliverables

• Requirements documentation and traceability
• Process design and workflow specifications
• Stakeholder analysis and engagement plans
• Business case and value realization plans
• Change impact assessments

Security Governance Expert

Role Owner: Information Security Manager

Primary Responsibilities

• Security Architecture: Design security governance framework
• Compliance Management: Ensure regulatory compliance and audit readiness
• Risk Assessment: Conduct security risk assessments and mitigation planning
• Zero Trust Implementation: Lead Zero Trust architecture implementation
• Security Integration: Integrate security controls across all platforms

Key Focus Areas

• Zero Trust architecture design
• Multi-cloud security governance
• Compliance automation
• Security monitoring and alerting
• Identity and access management

Data Governance Expert

Role Owner: Data Governance Manager

Primary Responsibilities

• Data Strategy: Develop data governance strategy and policies
• Data Architecture: Design unified data layer and integration patterns
• Data Quality: Establish data quality standards and monitoring
• Analytics Framework: Design analytics and reporting framework
• Data Compliance: Ensure data privacy and regulatory compliance

Key Focus Areas

• Master data management
• Data lineage and cataloging
• Analytics and reporting platform
• Data privacy and protection
• Cross-domain data integration

---

Implementation Team Roles

Development Team Lead

Role Owner: Senior Software Development Manager

Primary Responsibilities

• Team Management: Lead development team and resource allocation
• Development Coordination: Coordinate development activities across teams
• Quality Assurance: Ensure code quality and development standards
• Sprint Planning: Lead agile development planning and execution
• Technical Delivery: Ensure timely delivery of technical components

Team Structure

• Frontend Developers (3): User interface and experience development
• Backend Developers (4): API and service development
• DevOps Engineers (2): Infrastructure and deployment automation
• Database Developers (2): Data layer and integration development

Integration Team Lead

Role Owner: Integration Architect

Primary Responsibilities

• Integration Strategy: Lead integration architecture and implementation
• API Development: Oversee API development and management
• System Integration: Coordinate integration with existing systems
• Testing Coordination: Coordinate integration testing and validation
• Documentation: Ensure comprehensive integration documentation

Key Focus Areas

• API ecosystem development
• Legacy system integration
• Third-party system integration
• Data integration and synchronization
• Integration testing and validation

Configuration Management Lead

Role Owner: Configuration Manager

Primary Responsibilities

• Environment Management: Manage development, test, and production environments
• Deployment Coordination: Coordinate deployments across environments
• Version Control: Manage version control and release management
• Infrastructure Management: Oversee infrastructure provisioning and management
• Automation Development: Develop deployment and configuration automation

---

Quality Assurance Roles

Quality Assurance Manager

Role Owner: QA Manager

Primary Responsibilities

• Quality Strategy: Develop comprehensive quality assurance strategy
• Testing Coordination: Coordinate all testing activities and phases
• Quality Standards: Establish and enforce quality standards and metrics
• Defect Management: Manage defect tracking and resolution processes
• Quality Reporting: Provide quality metrics and reporting to stakeholders

Testing Team Structure

• Test Analysts (3): Test case development and execution
• Automation Engineers (2): Test automation development and maintenance
• Performance Testers (2): Performance and load testing
• Security Testers (1): Security testing and validation

User Acceptance Testing (UAT) Coordinator

Role Owner: Business Process Manager

Primary Responsibilities

• UAT Planning: Plan and coordinate user acceptance testing activities
• User Training: Coordinate user training and preparation
• Acceptance Criteria: Validate acceptance criteria and success metrics
• Stakeholder Coordination: Coordinate with business stakeholders for testing
• Go-Live Preparation: Prepare for production deployment and go-live

---

Stakeholder Engagement Roles

Change Management Lead

Role Owner: Change Management Specialist

Primary Responsibilities

• Change Strategy: Develop comprehensive change management strategy
• Communication Planning: Plan and execute stakeholder communication
• Training Coordination: Coordinate training and capability development
• Resistance Management: Identify and manage change resistance
• Adoption Measurement: Measure and report adoption metrics

Key Activities

• Stakeholder impact assessment
• Communication plan development and execution
• Training program design and delivery
• Change readiness assessment
• Adoption tracking and reporting

Training and Development Lead

Role Owner: Learning and Development Manager

Primary Responsibilities

• Training Strategy: Develop comprehensive training strategy and programs
• Content Development: Develop training materials and documentation
• Delivery Coordination: Coordinate training delivery across stakeholder groups
• Competency Assessment: Assess competency development and gaps
• Continuous Learning: Establish continuous learning and improvement programs

Training Programs

• Executive Training (8 hours): Strategic governance overview
• Manager Training (16 hours): Operational governance management
• User Training (24 hours): Platform usage and processes
• Technical Training (40 hours): Technical implementation and maintenance

---

Support and Operations Roles

Operations Readiness Lead

Role Owner: IT Operations Manager

Primary Responsibilities

• Operations Planning: Plan operational readiness and transition
• Support Model Design: Design support model and procedures
• Monitoring Setup: Establish monitoring and alerting systems
• Incident Management: Develop incident management procedures
• Performance Management: Establish performance monitoring and optimization

Key Focus Areas

• 24/7 support model implementation
• Monitoring and alerting systems
• Incident response procedures
• Performance optimization
• Capacity planning and management

Documentation Lead

Role Owner: Technical Writer

Primary Responsibilities

• Documentation Strategy: Develop comprehensive documentation strategy
• Content Management: Manage all project documentation and artifacts
• Standards Compliance: Ensure documentation standards compliance
• Knowledge Management: Establish knowledge management systems
• User Guides: Develop user guides and operational procedures

---

Role Interaction Matrix

Primary Collaboration Patterns

Role	Primary Collaborators	Interaction Frequency	Key Touchpoints
Project Manager	All Teams	Daily	Stand-ups, status meetings, escalations
Solution Architect	Technical Leads, Development Teams	Daily	Architecture reviews, technical decisions
Business Analyst Lead	Stakeholders, Domain Experts	Weekly	Requirements reviews, process validation
Development Team Lead	Technical Leads, QA Manager	Daily	Sprint planning, code reviews, testing
QA Manager	Development Teams, UAT Coordinator	Daily	Test planning, defect management
Change Management Lead	All Stakeholders	Weekly	Communication, training, adoption tracking

Decision-Making Authority Matrix

Decision Type	Primary Authority	Secondary Authority	Escalation Path
Strategic Direction	Project Sponsor	Steering Committee	Board/Executive
Technical Architecture	Solution Architect	Technical Leads	Project Manager → Sponsor
Resource Allocation	Project Manager	PMO Lead	Steering Committee
Quality Standards	QA Manager	Technical Leads	Project Manager
Scope Changes	Project Manager	Business Analyst Lead	Steering Committee
Risk Mitigation	Project Manager	Domain Experts	Sponsor

RACI Matrix for Key Activities and Decisions

Legend

• R = Responsible (performs the work)
• A = Accountable (ultimately answerable for completion)
• C = Consulted (provides input and expertise)
• I = Informed (kept informed of progress/decisions)

Project Management Activities

Activity/Decision	Project Sponsor	Steering Committee	Project Manager	PMO Lead	Solution Architect	Technical Leads	Business Analyst Lead	QA Manager	Change Mgmt Lead
Project Charter Approval	A	C	R	C	C	I	C	I	I
Project Planning	A	I	R	C	C	C	R	C	C
Budget Approval	A	C	R	C	I	I	I	I	I
Resource Allocation	A	C	R	C	I	I	C	I	I
Schedule Management	I	I	A	R	C	C	C	C	C
Risk Management	A	C	R	C	C	C	C	C	C
Issue Escalation	A	C	R	C	C	C	C	C	C
Project Status Reporting	I	I	A	R	C	C	C	C	C

Technical Development Activities

Activity/Decision	Project Sponsor	Steering Committee	Project Manager	PMO Lead	Solution Architect	Technical Leads	Business Analyst Lead	QA Manager	Change Mgmt Lead
Architecture Design	I	I	C	I	A	R	C	C	I
Technology Selection	A	C	C	I	A	R	C	I	I
Technical Standards	I	I	C	I	A	R	I	C	I
Code Review Process	I	I	C	I	C	A	I	R	I
Integration Planning	I	I	C	I	C	A	C	R	I
Performance Requirements	I	I	C	I	C	R	A	C	I
Security Implementation	A	C	C	I	C	R	C	C	I
Cloud Governance Setup	A	C	C	I	A	R	C	C	I

Requirements and Business Analysis

Activity/Decision	Project Sponsor	Steering Committee	Project Manager	PMO Lead	Solution Architect	Technical Leads	Business Analyst Lead	QA Manager	Change Mgmt Lead
Requirements Gathering	C	C	C	I	C	C	A	C	C
Requirements Validation	A	C	C	I	C	C	R	C	C
Business Process Design	A	C	C	I	C	I	R	C	R
User Story Creation	I	I	C	I	C	C	A	R	C
Acceptance Criteria	A	C	C	I	C	C	R	A	C
Requirements Traceability	I	I	C	I	C	C	A	R	I
Process Documentation	I	I	C	I	C	C	A	C	R

Quality Assurance Activities

Activity/Decision	Project Sponsor	Steering Committee	Project Manager	PMO Lead	Solution Architect	Technical Leads	Business Analyst Lead	QA Manager	Change Mgmt Lead
Test Strategy	A	C	C	I	C	C	C	R	I
Test Planning	I	I	C	I	C	C	C	A	I
Test Case Development	I	I	I	I	C	C	C	A	I
Test Execution	I	I	C	I	I	C	C	A	I
Defect Management	I	I	C	I	C	R	C	A	I
User Acceptance Testing	A	C	C	I	C	C	R	C	C
Quality Gates	A	C	C	I	C	C	C	R	I
Go-Live Approval	A	C	R	C	C	C	C	C	C

Stakeholder Engagement and Change Management

Activity/Decision	Project Sponsor	Steering Committee	Project Manager	PMO Lead	Solution Architect	Technical Leads	Business Analyst Lead	QA Manager	Change Mgmt Lead
Stakeholder Identification	A	C	C	I	I	I	R	I	R
Communication Planning	A	C	R	C	I	I	C	I	A
Training Strategy	A	C	C	I	I	I	C	I	R
Change Impact Assessment	A	C	C	I	C	C	R	C	A
User Adoption Planning	A	C	C	I	I	I	C	I	R
Stakeholder Communication	A	C	R	C	I	I	C	I	A
Training Delivery	I	I	C	I	I	I	C	I	A
Adoption Measurement	A	C	C	C	I	I	C	I	R

Governance and Compliance Activities

Activity/Decision	Project Sponsor	Steering Committee	Project Manager	PMO Lead	Solution Architect	Technical Leads	Business Analyst Lead	QA Manager	Change Mgmt Lead
Governance Framework Design	A	R	C	C	C	C	R	C	C
Policy Development	A	R	C	C	C	C	R	C	C
Compliance Monitoring	A	C	C	R	C	C	C	C	I
Audit Preparation	A	C	R	C	C	C	C	C	I
Risk Assessment	A	C	R	C	C	C	C	C	C
Security Reviews	A	C	C	I	C	R	C	C	I
Data Governance	A	C	C	I	C	C	R	C	I
Regulatory Compliance	A	R	C	C	C	C	C	C	I

Deployment and Operations

Activity/Decision	Project Sponsor	Steering Committee	Project Manager	PMO Lead	Solution Architect	Technical Leads	Business Analyst Lead	QA Manager	Operations Lead
Deployment Planning	A	C	R	C	C	R	C	C	R
Environment Setup	I	I	C	I	C	A	I	C	R
Production Deployment	A	C	R	C	C	R	C	C	A
Monitoring Setup	I	I	C	I	C	R	I	C	A
Backup/Recovery	A	I	C	I	C	R	I	I	A
Performance Monitoring	I	I	C	I	C	R	C	C	A
Incident Response	A	C	C	I	C	R	C	C	A
Maintenance Planning	A	C	C	C	C	R	C	C	A

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Escalation Paths

Issue Escalation Hierarchy

Level 1: Team Level (0-2 days)

• Handler: Team Leads, Domain Experts
• Scope: Technical issues, resource conflicts, minor scope clarifications
• Resolution Time: 2 business days
• Escalation Trigger: Unable to resolve within team capacity

Level 2: Project Management (2-5 days)

• Handler: Project Manager, PMO Lead
• Scope: Cross-team issues, budget variances, schedule impacts
• Resolution Time: 3 business days
• Escalation Trigger: Cross-functional impact, resource constraints

Level 3: Steering Committee (5-10 days)

• Handler: Steering Committee
• Scope: Strategic decisions, major scope changes, significant risks
• Resolution Time: 5 business days
• Escalation Trigger: Strategic impact, major budget/schedule variance

Level 4: Executive Sponsor (10+ days)

• Handler: Project Sponsor, Executive Leadership
• Scope: Enterprise-level decisions, regulatory issues, major risks
• Resolution Time: As required
• Escalation Trigger: Enterprise impact, regulatory compliance, major risks

Communication Protocols

Daily Communications

• Team Stand-ups: 15 minutes, team-specific issues and progress
• Technical Sync: 30 minutes, cross-team technical coordination
• Risk Review: 15 minutes, daily risk and issue assessment

Weekly Communications

• Project Status: 60 minutes, comprehensive project review
• Stakeholder Updates: 30 minutes, stakeholder communication and feedback
• Quality Review: 45 minutes, quality metrics and improvement planning

Monthly Communications

• Steering Committee: 120 minutes, strategic review and decision-making
• Executive Briefing: 60 minutes, executive-level status and escalations
• Stakeholder Forum: 90 minutes, comprehensive stakeholder engagement

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Success Metrics and Accountability

Role Performance Metrics

Project Management Roles

• Schedule Adherence: 95% milestone completion on time
• Budget Management: <5% budget variance
• Stakeholder Satisfaction: >90% satisfaction rating
• Risk Management: <10% high-risk items open >30 days

Technical Leadership Roles

• Architecture Quality: 100% architecture review compliance
• Technical Delivery: 95% technical deliverable acceptance rate
• Code Quality: <2% critical defect rate
• Integration Success: 98% integration test pass rate

Domain Expert Roles

• Requirements Quality: 95% requirements acceptance rate
• Process Effectiveness: 90% process adoption rate
• Knowledge Transfer: 100% documentation completion
• Stakeholder Engagement: >85% stakeholder participation

Implementation Team Roles

• Delivery Quality: 98% deliverable acceptance rate
• Development Velocity: Sprint velocity within 10% of target
• Defect Management: <5% escaped defects to production
• Code Coverage: >80% automated test coverage

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Conclusion

This comprehensive role definition framework establishes clear responsibilities, accountability, and collaboration patterns essential for the successful delivery of the ICT Governance Framework Application Project. These roles align with the project’s strategic objectives of delivering $2.3M in annual business value while ensuring operational excellence, risk management, and stakeholder satisfaction.

Key Success Factors:

• Clear role definitions and accountability structures
• Effective communication and collaboration patterns
• Appropriate decision-making authority and escalation paths
• Comprehensive performance metrics and success criteria
• Strong stakeholder engagement and change management

Next Steps:

1. Role assignment and team formation
2. Role-specific training and onboarding
3. Communication protocol implementation
4. Performance metric baseline establishment
5. Regular role effectiveness review and optimization

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Document Control:

• Version: 1.0
• Approved By: Project Sponsor
• Review Date: Monthly
• Next Review: February 15, 2024
• Distribution: All Project Team Members, Stakeholders

This role definition framework represents the foundation for successful project collaboration and delivery, ensuring all team members understand their responsibilities and contribution to project success.

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