Project Management is the application of knowledge, skills, tools, and techniques to project activities to meet project requirements.– Definition from PMBok Guide

To keep it simple, project management is a body within an organisation that works together with other departments, focusing on its project activities throughout the project life cycle to achieve the objectives of a defined product or service within the urged set of time, budget, and scope, and quality. Project management applies planning, organising and controlling the organisation’s services to achieve short term objectives that contribute to the overall organisation’s vision and business plan. A project manager works mutually with all critical stakeholders to succeed in project deliverables.

The success formula to achieve an agreeing level of project success, there must be commitment and support of top management to the outcomes of the project; internal and external stakeholders must also be committed to the project passionately, as just technical discipline or particular interest may not be sufficient. Therefore, best practice project management has a cross-organisational focus with different but vital roles for project sponsors, project managers, and project teams. The need for each of these critical stakeholders to understand each other’s roles and responsibilities concerning both the project outcomes and the achievement of corporate goals is considered essential for strategic success.

Key roles in project management are:

PROJECT SPONSOR

• The project sponsor needs to be accountable for the project.
• The project sponsor should approve the project proposal.
• The project sponsor needs to assist the project manager in creating the project brief and initial project plan.
• The project sponsor should sign off these documents.
• The project sponsor must ensure that crucial business resources are available following the project plan.
• The project sponsor needs to support the project manager in resolving risks and issues.
• The project sponsor must review the project regularly with the project manager.
• The project sponsor must formally accept the deliverables of the project.
• The project sponsor should ensure that the organisation recognises project achievements.
• The project sponsor must approve all changes to scope, schedule and budget.

PROJECT MANAGER

• Project manager needs to produce the project brief and the preliminary project plan in discussion with the project sponsor.
• Project manager must ensure that the project’s needs and expectations are fully understood and documented.
• Project manager must develop the project plan in discussion with team members and key stakeholders.
• Project manager must ensure to include all of the requirements of the project deliverables.
• Project manager must manage the day to day activity of the project.
• Project manager must nourish the project team with motivation and direction.
• Project manager must recognise the team member’s contribution and needs to support and reward.
• Project manager needs to monitor the team’s performance regularly and update the project schedule.
• Project manager needs to prepare regular project status reports for the sponsor to keep them informed and connected in the project loop.
• Project manager must manage the risks and issues.
• Project manager must consult the project sponsor on risks and issues not resolved at the project level.
• Project manager must raise requests for all proposed changes to the project’s scope.
• Project manager must ensure that a Post Implementation Review is conducted and reported to the project sponsor. (The Post Implementation Review (PIR) is used to supply information about the outcomes and success of a project.)
• Project manager must ensure that the project deliverable is appropriately handed over to the managing organisation.

PROJECT TEAM MEMBER

• The project team needs to work under the guidance and documents of the project manager.
• The project team needs to contribute technical expertise to the project as required.
• The project team needs to be cooperative within the task to meet the requirements of the project deliverables.
• The project team members may be internal or external to the organisation and include consultants and contractors.