Project Responsibilites Matrix

This matrix outlines activities to be conducted for projects of varying sizes and whether those activities are required or optional.  If OSU has tools or templates to help with particular tasks, the tools are listed.  Please note that requirement is for the listed activity, not for the use of the tool or template.

Activity Small Medium Large OSU Tools Available
Planning
Provide a clear statement of the problem/opportunity and the solution (project outcome) Required Required Required PDS
Develop clear business justification Optional Optional Required PDS
Ensure project is consistent with direction/priorities in the Strategic Plan Optional Optional Required PDS
Prepare budget and review with funding approval authority, if applicable Optional Required Required  
Document deliverables and significant milestones Optional Required Required PDS
Identify and confirm sponsorship Optional Optional Required PDS
Identify customers, users, and stakeholders Required Required Required PDS
Identify related projects/affected systems Required Required Required  
Identify high-level project risks Optional Optional Required PDS
Define project measures of success Optional Optional Optional PDS
Develop high level project effort estimate and schedule Required Required Required PDS
Identify completion criteria Required Required Required PDS
Identify the project team Optional Required Required PDS
Define roles and responsibilities Optional Optional Required  
Determine communications requirements and approach Optional Optional Required Simple Communication Plan, Support and Communcation Planning
Develop and validate requirements/specifications Required Required Required  
Executing
Identify task sequence and dependencies Required Required Required  
Estimate work effort (detailed) Optional Required Required  
Ensure time tracking procedures have been established, if needed Optional Optional Optional  
Identify, analyze and respond to risk Required Required Required  
Manage project issues Required Required Required  
Establish process to manage project change (requirements, schedule, etc) Optional Required Required  
Distribute status updates Optional Optional Required

Update emails

Manage schedule conflicts and resource issues Required Required Required  
Conduct milestone/deliverable reviews, as appropriate Optional Optional Required IS project web page, Project Presentation Template
Manage vendor relationship, if applicable Required Required Required  
Manage vendor contract terms, if applicable Required Required Required  
Develop test plan Optional Required Required  
Create user and support documentation and procedures Optional Required Required Support and Communcation Planning
Determine training and rollout approach, if applicable Optional Required Required Support and Communcation Planning
Measure and monitor cost progress against the budget Optional Required Required  
Ensure deliverables are accepted Required Required Required  
Closing
Close out vendor contracts, if applicable Required Required Required  
Capture lessons learned Optional Required Required  
Complete post project survey Optional Optional Required Retrospective Survey Questions
Prepare final summary report Optional Optional Required  
Celebrate project success Optional Optional Optional