Role Guide: Who Does What in a Project Team
- Page ID
- 52327
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\(\newcommand{\avec}{\mathbf a}\) \(\newcommand{\bvec}{\mathbf b}\) \(\newcommand{\cvec}{\mathbf c}\) \(\newcommand{\dvec}{\mathbf d}\) \(\newcommand{\dtil}{\widetilde{\mathbf d}}\) \(\newcommand{\evec}{\mathbf e}\) \(\newcommand{\fvec}{\mathbf f}\) \(\newcommand{\nvec}{\mathbf n}\) \(\newcommand{\pvec}{\mathbf p}\) \(\newcommand{\qvec}{\mathbf q}\) \(\newcommand{\svec}{\mathbf s}\) \(\newcommand{\tvec}{\mathbf t}\) \(\newcommand{\uvec}{\mathbf u}\) \(\newcommand{\vvec}{\mathbf v}\) \(\newcommand{\wvec}{\mathbf w}\) \(\newcommand{\xvec}{\mathbf x}\) \(\newcommand{\yvec}{\mathbf y}\) \(\newcommand{\zvec}{\mathbf z}\) \(\newcommand{\rvec}{\mathbf r}\) \(\newcommand{\mvec}{\mathbf m}\) \(\newcommand{\zerovec}{\mathbf 0}\) \(\newcommand{\onevec}{\mathbf 1}\) \(\newcommand{\real}{\mathbb R}\) \(\newcommand{\twovec}[2]{\left[\begin{array}{r}#1 \\ #2 \end{array}\right]}\) \(\newcommand{\ctwovec}[2]{\left[\begin{array}{c}#1 \\ #2 \end{array}\right]}\) \(\newcommand{\threevec}[3]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \end{array}\right]}\) \(\newcommand{\cthreevec}[3]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \end{array}\right]}\) \(\newcommand{\fourvec}[4]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \\ #4 \end{array}\right]}\) \(\newcommand{\cfourvec}[4]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \\ #4 \end{array}\right]}\) \(\newcommand{\fivevec}[5]{\left[\begin{array}{r}#1 \\ #2 \\ #3 \\ #4 \\ #5 \\ \end{array}\right]}\) \(\newcommand{\cfivevec}[5]{\left[\begin{array}{c}#1 \\ #2 \\ #3 \\ #4 \\ #5 \\ \end{array}\right]}\) \(\newcommand{\mattwo}[4]{\left[\begin{array}{rr}#1 \amp #2 \\ #3 \amp #4 \\ \end{array}\right]}\) \(\newcommand{\laspan}[1]{\text{Span}\{#1\}}\) \(\newcommand{\bcal}{\cal B}\) \(\newcommand{\ccal}{\cal C}\) \(\newcommand{\scal}{\cal S}\) \(\newcommand{\wcal}{\cal W}\) \(\newcommand{\ecal}{\cal E}\) \(\newcommand{\coords}[2]{\left\{#1\right\}_{#2}}\) \(\newcommand{\gray}[1]{\color{gray}{#1}}\) \(\newcommand{\lgray}[1]{\color{lightgray}{#1}}\) \(\newcommand{\rank}{\operatorname{rank}}\) \(\newcommand{\row}{\text{Row}}\) \(\newcommand{\col}{\text{Col}}\) \(\renewcommand{\row}{\text{Row}}\) \(\newcommand{\nul}{\text{Nul}}\) \(\newcommand{\var}{\text{Var}}\) \(\newcommand{\corr}{\text{corr}}\) \(\newcommand{\len}[1]{\left|#1\right|}\) \(\newcommand{\bbar}{\overline{\bvec}}\) \(\newcommand{\bhat}{\widehat{\bvec}}\) \(\newcommand{\bperp}{\bvec^\perp}\) \(\newcommand{\xhat}{\widehat{\xvec}}\) \(\newcommand{\vhat}{\widehat{\vvec}}\) \(\newcommand{\uhat}{\widehat{\uvec}}\) \(\newcommand{\what}{\widehat{\wvec}}\) \(\newcommand{\Sighat}{\widehat{\Sigma}}\) \(\newcommand{\lt}{<}\) \(\newcommand{\gt}{>}\) \(\newcommand{\amp}{&}\) \(\definecolor{fillinmathshade}{gray}{0.9}\)๐ฏ Purpose of This Guide
Understanding the distinct roles within a project team is essential to effective collaboration, accountability, and communication. This guide explains the most common functional roles you encountered (or assumed) during this practicum.
It also outlines the key responsibilities, deliverables, and decision-making authority associated with each role—helping you prepare for real project environments.
๐ Note: In smaller teams, one person may take on multiple roles. In larger or formal settings (e.g., consulting, product development, IT), each role is often filled by a different specialist.
๐️ Role Overview Table
| Role | Core Responsibility | Key Deliverables | Decision Authority |
|---|---|---|---|
| Project Manager (PM) | Coordinates the team, scope, timeline, and risk | Project Schedule, Control Dashboard, Status Reports | High – day-to-day decisions, stakeholder updates |
| Business Analyst (BA) | Gathers requirements and translates stakeholder needs into deliverables | Requirements Summary, Workflow Diagrams | Medium – defines scope clarity, but defers to PM |
| Quality Assurance (QA) Lead | Ensures deliverables meet predefined acceptance criteria | QA Checklist, Defect Log | Medium – can reject deliverables not meeting quality |
| Sponsor | Approves scope, budget, and major decisions | Project Charter Sign-Off, Budget Approval | High – controls funding, formal approvals |
| Subject Matter Expert (SME) | Provides deep content knowledge for specific deliverables | Reviewed Content, Feature Validation | Low – advisory, not accountable for delivery |
| Stakeholder | Reviews outcomes and ensures alignment with user needs | Feedback Forms, Acceptance Sign-Off | Medium – reviews and approves assigned items |
| Developer / Builder | Executes technical or operational work packages | Prototypes, Reports, Tools | Low – focused on task execution |
| Trainer / Instructional Lead | Designs and delivers knowledge-transfer materials | Training Decks, Reference Guides | Low – delivery-focused, aligns with BA & QA |
๐ง๐ผ Detailed Role Descriptions
๐ง✈️ Project Manager (PM)
Category: Leadership / Delivery
Primary Mission: Ensure the project is delivered on time, within scope, and aligned with client expectations.
Typical Responsibilities:
-
Facilitate kickoff and milestone meetings
-
Track progress via dashboards and control logs
-
Manage team assignments and role distribution
-
Handle scope changes and escalate unresolved issues
-
Communicate with the sponsor and stakeholders
-
Approve the final milestone package for submission
In the Practicum:
The PM was the anchor role for Milestones 3–6, ensuring the WBS, schedule, and QA tracker all aligned with project objectives.
๐ง๐ป Business Analyst (BA)
Category: Planning / Requirements
Primary Mission: Translate business needs into technical or workflow deliverables that align with project goals.
Typical Responsibilities:
-
Conduct stakeholder interviews
-
Document workflows and process maps
-
Draft requirements for tools or services
-
Validate alignment between stakeholder expectations and team outputs
-
Support PM and QA in deliverable design
In the Practicum:
The BA often led the creation of deliverables like the Workflow Diagrams, Requirements Summary, and Training Flow Map in Milestones 2 and 3.
๐งช Quality Assurance (QA) Lead
Category: Quality Control
Primary Mission: Define, evaluate, and enforce standards to ensure deliverables are acceptable and ready for use.
Typical Responsibilities:
-
Define QA criteria for each deliverable
-
Maintain and update the Defect Log
-
Conduct or coordinate peer reviews
-
Ensure issue resolution or escalate quality failures
-
Sign off on QA acceptance before final submission
In the Practicum:
QA Leads were key contributors in Milestone 6, developing QA Checklists, tracking defects, and enforcing quality gates.
๐ผ Project Sponsor
Category: Governance
Primary Mission: Provide funding, strategic direction, and executive support for the project.
Typical Responsibilities:
-
Approve project charter, budget, and high-level scope
-
Review milestone outputs
-
Authorize scope changes or escalations
-
Resolve strategic conflicts between teams
-
Ensure alignment with organizational goals
In the Practicum:
Sponsors were referenced in the Project Charter and invoked for approvals in Milestones 4–6 (e.g., budget authorization and change requests).
๐ง Subject Matter Expert (SME)
Category: Advisory
Primary Mission: Provide deep expertise and domain-specific insight to shape project content and accuracy.
Typical Responsibilities:
-
Review deliverables for technical or regulatory correctness
-
Participate in requirement validation
-
Suggest improvements based on field experience
-
Flag gaps or omissions in scope
In the Practicum:
SMEs were used in role-play scenarios during Milestones 2 and 6—for example, reviewing training manuals or workflow diagrams for alignment with UCMS standards.
๐ง๐ค๐ง Stakeholder
Category: End-User / Beneficiary
Primary Mission: Represent the needs of the people who will use the project's outcomes.
Typical Responsibilities:
-
Provide feedback on drafts and prototypes
-
Review training materials and documentation
-
Participate in walkthroughs or demos
-
Approve deliverables they’re accountable for
-
Raise change requests or concerns
In the Practicum:
Stakeholders played an active role in walkthroughs, feedback cycles, and QA reviews. Their approval was required for some milestone deliverables in Milestone 6.
๐ง๐ง Developer / Builder
Category: Execution
Primary Mission: Create and deliver the tools, reports, software, or physical materials defined by the WBS.
Typical Responsibilities:
-
Execute assigned work packages
-
Follow specification from BA or PM
-
Submit deliverables for QA review
-
Communicate blockers or constraints
In the Practicum:
Developers were often simulated roles for building content like dashboards, user guides, or prototype tools in Milestones 3–5.
๐ง๐ซ Trainer / Instructional Lead
Category: Communication / Enablement
Primary Mission: Develop and deliver materials that ensure users understand and can adopt the project’s outputs.
Typical Responsibilities:
-
Draft training guides or reference materials
-
Deliver live or asynchronous training sessions
-
Review clarity and completeness of content
-
Collaborate with SME and QA reviewers
-
Prepare materials for knowledge handoff
In the Practicum:
Trainers featured prominently in Milestone 2 and Milestone 6, responsible for ensuring that knowledge products (e.g., stakeholder decks) met expectations.
๐ฏ Final Notes
In real-world projects, the boundaries between these roles often blur. Strong teams:
-
Know who is accountable for what
-
Respect the expertise of each function
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Collaborate across specialties
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Communicate clearly when escalating or handing off work
You now have a foundational understanding of these roles—and the ability to step into any of them with clarity and confidence.