Roles and Responsibilities

State Roles and Responsibilities

State Roles and Responsibilities detail various functions to be performed by team members. The table represents the baseline responsibilities, and should be viewed as guidance to meet the specific needs of each project in delivering iterative solutions. Any project may include, but not be limited to, these roles and responsibilities.

State Roles
Responsibilities
Agency Chief Information Officer (CIO)
The Agency Chief Information Officer (CIO) is the principal advisor on the effective application of information technology (IT) to business needs and ensures that all IT initiatives are managed with sound life cycle management principles and practices consistent with the agency IT Master Plan. The Agency CIO works with the Project Manager to establish and administer a project management control system that provides visibility into the actual progress of each IT project.
 
The Agency CIO ensures that agency technical standards are met, that the design specifies a system maintainable by the agency, and that sound design principles are practiced. Additionally, the Agency CIO’s responsibilities include providing general project oversight, such as strategic guidance, information, recommendations, and decisions.
Agency Evaluation Committee
The Agency Evaluation Committee is a select group of stakeholders and project representatives gathered to evaluate solicitation proposal responses and to rank and recommend an offeror for contract award based upon the technical and financial merits of its response.
 
The Agency Evaluation Committee may be involved in the Systems Development Life Cycle (SDLC) phases, depending on the timing of solicitations.
 
Agency Evaluation Committee responsibilities are included within the Planning Phase because standard practice dictates the issuing of implementation solicitations after the gathering of features and stories are complete. This timing may vary depending on the timing of solicitations.
Chief Financial Officer (CFO)
The Agency CFO is responsible for financial oversight and reporting for the project. The Agency CFO is involved in the project by supporting financial planning efforts, acquiring funds, and staying abreast of and regularly reporting the financial status of the project.
Business Owner
The Business Owner leads the organization that requires or directly benefits from the products or services being provided by the project. The Business Owner is the ultimate champion and works with the Agency CIO to appoint a Project Sponsor to represent the interest of the organization. In some projects, the Business Owner is also the Project Sponsor.
Procurement Officer
The Procurement Officer is the State Official responsible for planning and implementing procedures in the acquisition of goods and services, which includes the development and release of solicitations and contract awards. Furthermore, the Procurement Officer ensures that all solicitations follow Code of Maryland Regulations and State policies.
 
The Procurement Officer works closely with the Project Manager, the Planning Team, and the Agency Evaluation Committee to evaluate the solicitation responses and properly and fairly award contracts.
 
The Procurement Officer may be involved in the SDLC phases, depending on the timing of solicitations.
Agency Project Manager
The Agency Project Manager is responsible and accountable for the successful execution of the project.
 
The Project Manager is responsible for organizing and leading the team that is charged to deliver the project goals by accomplishing all of the project tasks. The Project Manager guides project teams to successfully complete the project tasks of each phase, thereby meeting the goals of the organization.
 
The Project Manager must effectively balance and influence the competing project constraints of scope, quality, schedule, budget, resources, and risks.
 
The Project Manager is responsible for the success of the project through incremental delivery and hand-off to the System Manager for operations and maintenance.
Task Order Manager
The Task Order Manager is the single point of contact for managing Vendor Project Manager Task Orders initiated by the Agency.
Project Sponsor
The Project Sponsor is the business manager responsible for providing the overall business direction for the project; he or she acts as the senior spokesperson for the project. The Project Sponsor ensures that the needs and accomplishments within the business area are widely known and understood. With review and approval of project documents and careful reviews, the Project Sponsor ensures that the design of the system meets functional and non-functional business goals.
 
The Project Sponsor is also responsible for ensuring that adequate financial and business process resources to address business area needs are made available in a timely manner. The Project Sponsor is expected to actively assist project teams to address risks and resolve project issues throughout the project life cycle.
Project Stakeholders
Stakeholders are individuals who may be positively or negatively impacted by the execution or completion of a project or may exude influence on the project and its deliverables.
Security Officer
The Security Officer is responsible for the overall security of the system and the security of the resources associated with processing functions. He or she ensures system adherence to the agency’s IT security program, implements IT security certification and accreditation processes, and assures the confidentiality, integrity, availability, and accountability for all agency information in the system while it is processed, stored, and/or transmitted electronically.
Steering Committee
The Steering Committee is a group of stakeholders assembled to provide governance over the project and to assist in mitigating risk, and have project decision making authority from a strategic perspective. The Steering Committee, chaired by the Project Sponsor, establishes project goals, guidelines, and expectations through the entire life cycle.
 
Steering committee members must understand project goals, be aware of project risks and issues, and provide appropriate and timely decisions and guidance to the Project Manager to keep the project on track in terms of scope, schedule, budget, and quality. In order to accomplish these tasks, Steering Committee members must be current with status reports, complete action items, and be active participants throughout the project life cycle.
 
The Steering Committee is expected to work with the Project Manager to make strategic and tactical decisions regarding the project requirements, scope, schedule, budget, quality, resources, and risk management. Ideal members of the Steering Committee will represent the business users, customers, and management and have an understanding of the organization’s strategic goals.
System Manager
The System Manager has overall responsibility for the System Team and the operations and maintenance of the project deliverables post-implementation.

 

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