Project Organisation and Responsibilities

Project Organisation Map

Getting clarity of responsibilities in the way project are managed is absolutely key. The above chart shows the key roles to be assigned in projects. They are described in more depth in "On Project Management".

Two crucial points are:

All projects to have a single, named Project Manager
All projects to have a Project Sponsor

The organisation needs to have developed internal groundrules for project organisation, for example:

Project Manager

The Project Manager has day-to-day responsibility for management of the project. The prime role is to ensure that the project as a whole produces the required outputs and outcomes, within the timescales and resources available.

Key tasks may include:

Scope, plan and organise the project producing Project Scoping report and also implementation plans if needed.
Organise resources
Organises and builds a team if needed
Plans activities and reviews progress constantly,
Communicating plans and progress to those concerned when needed.
Identifies and predicts hold ups and difficulties and resolves them

Note: The project manager may not always be the same person throughout the life of the project. In some cases, the Proposal Stage may be carried out by one person, but then someone else takes over as project manager for subsequent stages

Project Sponsor

The Project Sponsor looks after the project on behalf of the organisation. In that sense is responsible for ensuring that the project achieves the expected outcomes and benefits, and that it is completed within the terms of reference.

For some projects this may require a very active role, for others it may focus on being available to support and help the Project Manager when required. For some projects the sponsor can be a single individual, for some it is the line manager of the Project Manager, for others it may be a group - a project board.

Key tasks may include:

Monitoring organisational and business initiatives, changes and developments to assess the impact of them on the project, and vice-versa. Informing Project Manager and others of implications.
Champions the project in the organisational arena.
Accepts management responsibility for the Project Manager, and provides backing and support when needed. Includes support in securing resources, financial and people.
Updates the focus of the project when needed - in terms of changed circumstances and requirements,
Helps to manage the interrelationship with other projects and programmes.
Is interested and committed to the project and available when required.