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Project Roles and Responsibilities

Advanced Application Development Management Team (AAD) This Team is made up of


the MIS Director, Practice Managers, Program Managers and the Technical Architect. Their
responsibilities include:
Provide the strategic direction for the MIS department
Manage MIS resources and assignments
Establish and evaluate MIS development policies, methodologies, and procedures
Review Project Workbooks.
Customer The Customer is the person or department requesting work from MIS. The
Customers responsibilities will vary throughout the project phases. Their primary
responsibilities will include:
Partner with the MIS Practice Manager to create the Project Workbook
Partner with the MIS Practice Manager to manage the project including the timeline,
work plan, testing, resources, training and documentation of procedures
Work with the Practice and Program Manager to identify the technical approach to be
used and the deliverables to be furnished at the completion of the project
Provide a clear definition of the business need
Sign-off on project deliverables
Take ownership of the developed process and software.
Customer Feedback Evaluation Team The Customer Feedback Evaluation Team
consists of various members of the MIS department. Their responsibilities include:
Review the completed Project Performance Evaluation Forms
Highlight ratings below satisfied so the MIS Practice Manager can contact the customer
for additional details
Forward copies of all forms to the MIS Director and the MIS Practice Manager for review
and/or follow-up
Follow-up with MIS Practice Manager on resolution of those being reviewed with the
customers
Track the results of the forms for general trends and areas to improve.

Design Review Team The Design Review Team will consist of the Technical Architect, the
Program Manager for Infrastructure and the Program Manager for Development. Their
responsibilities include:
Review and approve all Design Overview Documents
Review, prior to the meeting, design packages to be presented and be prepared with
questions and comments
Perform audit reviews on tested packages.
Be available to provide consultative support to any developer or development team on
questions of standards, procedures, techniques, etc.
Executive Sponsor The Executive Sponsor is typically a high-level executive who acts as
the project advocate from University Administration. Their primary responsibilities include:
Champion the project, project manager and project team
Manage the project scope and change requests
Approve the Project schedule
Communicate project goals to all management levels
Provide appropriate and timely resources for efficient and effective project completion
Ensure sustained adherence to schedule commitments
Provide on-going guidance and direction to the project team
Provide regular feedback to the project team on performance vs. expectations
Follow up to ensure project benefits defined in the Project Workbook are realized
Escalate issues and project scope changes
Act as the final decision maker on unresolved project issues.

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Functional Resources The Functional Resources represent the business areas for which
work is being performed and are usually members of that business area. The primary project
activities of the Functional Resources include:
Share their in-depth understanding of the business and system processes and their
knowledge of federal regulations
Provide business expertise on the system functionality related to their job functions
Participate actively in all phases of the project including planning and analysis, design,
development, testing and implementation, related to their area of expertise
Be available for the indicated percentage of their time allotted for the project.
Functional Lead The Functional Lead represents the customers business area for which
work is being preformed. The Functional Leads responsibilities include:
Provide expertise on the overall business processes around which the project is focused
and provide needed business expertise in those areas
Provide direction to the functional resources on managing day-to-day activities and
adhering to project deliverable due dates
Participate actively in the development of the Project Workbook (in conjunction with the
Program Manager and Practice Manager) including why the project was requested,
as well as the project requirements and scope including the risk, time, and cost
Participate actively in all phases of the project including planning and analysis, design,
development, testing and implementation, related to their area of expertise
Help identify change barriers within the business areas
Provide two way communication between the affected business area and the Project
Team
Be available for the indicated percentage of their time allotted for the project.
Help Desk & End User Computing Group The Help Desk and End User Computing
Group provide training and support during the implementation and production support
phases of the project. This team is led and managed by the Systems Manager responsible
for End User Computing Activities. The Help Desk and End User Computing Group
responsibilities include:
Provide team and end user training during implementation
Provide help desk support after implementation
Assist in the distribution and configuration of workstations for the Vanderbilt community
Provide support for network problems, firewall problems, security problems, and access
issues.

Maintenance and Enhancement Group The Maintenance and Enhancement Group


provides on-going support for systems after implementation occurs. There are two M & E
Groups currently defined: Business Operations and Student Systems. The M & E Groups
are led and managed by the Systems Manager responsible for either Business Operation
activities or Student System activities. Primarily, the M & E Groups responsibilities include:
Provide day-to-day technical support in maintaining the information system, including
responsibility for ensuring processes and outputs are complete and error-free
Develop an in-depth understanding of the business processes supported by the system
Consult with customers (independently or in partnership with other members of MIS) to
evaluate, design, test and install requested enhancements to the new system
Run production-level programs to obtain output when necessary
Identify, analyze, and resolve problems with production applications independently or in
partnership with other MIS teams and/or functional resources
Develop and maintain technical documentation and operational procedures on the new
information system
Provide support for the legacy systems
Manage the System Enhancement Request Form process.

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MIS Functional Consultant The MIS Functional Consultant is a support role to the MIS
Practice Managers and Project Implementation Team during a project implementation. Their
responsibilities include:
Make written and oral presentations to project teams and groups outside the department
Evaluate, establish and maintain MIS development policies, methodologies, and
procedures
Plan, schedule, and coordinate activities related to system development projects
Contact department heads and various levels of staff in user departments to provide
functional support in documenting, designing, and implementing project(s)
Assist with customer service and communication
Perform some planning/scheduling/prioritizing/coordination of project-related activities
for project team members.
Operations Group The Operations Group monitors the operations of all administrative
information systems. The Operations Group is led and managed by the Systems Manager
responsible for Operations. Their responsibilities include:
Monitor and oversee the daily, weekly and monthly operations of all administrative
information systems
Ensure deadlines are met
Endure the processing and printing of forms, reports and checks and the processing of
other interfaces, during and after business hours.
Perform daily scheduled tasks, such as EDI and other batch processing
Practice Manager The Practice Manager is a liaison between MIS and the customer. The
Practice Manager performs a variety of functions that include:
Provide leadership and management to MIS development teams and projects
Consult with customers (independently or in partnership with MIS Consultant, MIS Senior
Consultant and/or Program Manager) to understand and analyze operational
procedures and information generation or utilization needs, including why the project
was requested, as well as the project requirements and scope including the risk,
time, and cost
Oversee and actively participate in the development of the Project Workbook (in
conjunction with the Program Manager and Customer)
Develop the project plan including the resource, skill and skill level requirements
Develop procedures for changing scope and project acceptance procedures
Develop review schedules and acceptance criteria at each phase of the project
Work with the Program Manager and Customer to identify the technical approach to be
used and the deliverables to be furnished at the completion of the project, including
the development of a strategic plan, systems analysis, technical design, coding,
testing, and turnover to production of the application
Oversee and direct, in conjunction with a Program Manager, the strategic IS plan,
development of business requirements, development of functional and program
specifications, relational database design, programming, testing, implementation and
documentation for applications
Develop the project management approach including training needed for the project
team, reporting structure of the project, frequency of interaction between managers
and resources, the number and frequency of team meetings, and the need for and
the extent of involvement of external project stakeholders
Outline the responsibilities of different parties including customers, management, project
team, vendors, and other stakeholders
Work with customers and project teams to integrate new systems into the end-user
environment.
Program Manager The Program Manager provides leadership and management of MIS
development teams and projects. Program Managers perform a variety of functions that
include:

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Oversee and direct, in conjunction with a Practice Manager, the strategic IS plan,
development of business requirements, development of functional and program
specifications, relational database design, programming, testing, implementation and
documentation for applications
Oversee and actively develop the Project Workbook (in conjunction with the Practice
Manager and Customer) including why the project was requested, as well as the
project requirements and scope including the risk, time, and cost
Work with Practice Manager and Customer to identify the technical approach to be used
and the deliverables to be furnished at the completion of the project
Schedule and assign resources to ensure that applications satisfy users needs and are
completed within agreed upon time parameters
Monitor the status of the technical resources and tasks using tools such as the MIS Work
Database
Work with the Practice Manager to manage and oversee the system development
process including systems analysis, technical design, coding, testing, and turnover to
production of the application
Develop and maintain technical documentation on computer-based information systems;
compile documentation for design changes or creation criteria.

Technical Architect The Technical Architect is a member of the MIS department who manages
the overall technical architecture of the department. Their responsibilities include:
Continually research the information technology marketplace for new and innovative
technologies and application development practices. Proactively propose these new
technologies as solutions to business problems.
Review proposed projects to ensure that they adhere to MIS strategic technology vision
Review on-going and proposed projects to identify opportunities for reuse, process
improvement
Serve as a resource to all teams in evaluating and proposing technical alternatives for
resolving project issues.
Serve as technical lead for pilot projects in areas of strategic significance in which MIS
does not yet have established skills and methodologies.
Technical Lead The Technical Lead provides leadership to the technical resources and works
in conjunction with the Program Manager and Practice Manager to ensure that project
milestones are met. The Technical Lead performs a variety of functions that include:
Provide technical leadership to technical resources and customers to meet project
deadlines and ensure project objective are met
Plan, schedule, and coordinate activities related to system development projects
Consult and mentor technical resources concerning methods, procedures, and standards
to be used during design, development, and unit testing phases of system
development projects
Provide system or technical development expertise to the technical resource team
Communicate issues and status information to the Program Manager and Practice
Manager concerning system development activities.
Technical Resources Technical Resources may be either Vanderbilt employees or external
consultants specifically hired to do development work. The Technical Resources
responsibilities include:
Consult with members of the project team to analyze operational procedures and
information generation or utilization needs, which may include analyze, design, test,
and implement enhancements to complex production information systems
Provide consultation on business process design, database administration functions for
project implementation teams, maintenance and enhancement teams, and training
teams
Design computer programs, forms, reports, and interfaces

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Create innovative software applications from scratch using state-of-the-art languages,


protocols, and software methodologies
Perform unit testing on computer programs, forms, reports, and interfaces
Create and maintain technical documentation on computer-based information systems;
compiling documentation for design changes or creation criteria
Update systems data and prepare conversion requirements
Provide assistance to users with software-related issues or problems.

Technical Infrastructure Team The Technical Infrastructure Team is the group responsible for
supporting the hardware and software components required by a system implementation. This
includes the servers, network printers, operating system, databases, user security, and network
connectivity. The primary responsibilities of this team include:
Ensure the application software/hardware is consistent with the technical environment
and standards
Provide technical system and database support for:
o Capacity and planning
o Space management
o Backup and recovery
o Performance tuning and monitoring
Provide application software change control across the different environments
Install and upgrade server and application software
Assist technical resources with database design
Provide database administration support for systems development and upgrades.

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