A balanced distribution of expertise and responsibilities within the project team is one of the keys to success. Each member of the team is responsible for ensuring that the tasks within his or her remit progress smoothly.

The distribution of the following roles should be set out in the project charter:

Sponsor > His/her role is essentially political. He/she ensures that the project is properly represented in the University's bodies, chairs the Steering Committee and advises and supports the Project Leader in the event of difficulties;

Project Leader > throughout the execution and handover phases of the project, he/she defines the priorities and, during regular team meetings (min. 1/week), ensures the distribution and monitoring of tasks using a task management file. He/she reports to the project monitoring and steering bodies;

Technical Leader > takes the lead on the integration process for the chosen solution, monitors the tasks of the technical consultants and ensures compliance with ULB's architectural and security standards. He/she ensures that the necessary working environments (dev, test, prod) are made available and, if necessary, upgraded during the project. The Technical Leader reports to the Project Leader.

Technical Staff Member > The size of the technical team varies according to the size and priority of the project. Developers/engineers report to the Technical Leader;

Functional Leader > he/she defines the people to be interviewed as part of the requirements gathering process and ensures that the interviews are formalised (minutes/meeting minutes sent to participants). He/she takes the lead on the design of both functional and technical processes (BPMN) and ensures that mock-ups are created where necessary. Finally, he/she will ensure that tests are properly coordinated and will play an active role in organising the handover. The Functional Leader reports to the Project Leader.

Business or Functional Analyst > He/she assists the Functional Leader with the tasks within his/her scope;

Test Coordinator > he/she supervises the drafting of test scenarios, based on the process BMPNs, and takes an active part in them. He/she coordinates test-related tasks and ensures that they are properly organised;

Testers > the business testers carry out pre-production tests according to the project team's instructions. They play an essential role in correcting bugs and errors before the system goes live;

Communication Officer > the Communication Officer assists and advises the Project Leader in the organisation of Change Management related to his/her project: kick-offs, news, presentations, demonstrations, FAQs, etc.

In reasonably large projects, communication is often handled by the Project or Functional Leader;

Financial Manager/Account Officer > budget management is generally carried out by the Project Leader.

Other useful roles, depending on the size of the project:

Key User > A key user is a person who has in-depth expertise in the business processes and day-to-day activities associated with a given IT project. They work closely with the development teams to ensure that the project is designed to meet the business and functional needs of the end-users.

Ambassador > a business person who quickly masters the new tool/process and promotes it to other users.