Projects role-based operating guides

SmartERP Projects is designed around clear separation of responsibilities. This guide outlines the standard operating routines for each key organizational role.

1. Project Sponsor / Executive#

Project Sponsors oversee portfolio alignment, commercial viability, and strategic milestone sign-offs.

Daily and weekly checklist#

• Review the Executive Project Dashboard every Monday morning for portfolio health, budget overruns, and high-exposure RAID items.
• Review and sign off on pending Gate Decisions (Gate 0 Charter approval and Gate 4 Closure clearance).
• Review and authorize Class D Change Requests submitted through Delegation of Authority (DoA) workflows.

2. Project Manager (PM)#

Project Managers are responsible for day-to-day delivery, budget discipline, schedule adherence, and client communications.

Daily checklist#

• Morning Standup Review: Check active sprint velocity and unassigned tasks.
• Blocker Review: Inspect the Blocker Board for urgent impediments requiring stakeholder escalation.
• Estimate Approval: Open My Approvals to review and approve developer effort estimates submitted by Team Leads.
• Budget Monitoring: Check the Project Controls tab for any cost category approaching warning tolerance.
• Gate Evidence: Ensure stage gate mandatory deliverables are attached to the project chatter prior to requesting gate clearance.

3. Scrum Master / Agile Lead#

Scrum Masters facilitate team execution, sprint planning, and impediment resolution.

Sprint cadence checklist#

• Sprint Planning: Create the upcoming sprint record, define the sprint goal, and pull estimated backlog tasks. Verify that all tasks meet the Definition of Ready (DoR) before clicking Start Sprint.
• Daily Standup: Monitor the Agile Kanban board. Ensure team members update task stages and record blockers immediately when stuck.
• Blocker Resolution: Act as primary responder for Level 1 blocker notifications. Coordinate with external teams or client contacts to eliminate impediments.
• Sprint Close & Retrospective: At sprint end, click Close Sprint to freeze velocity and completion metrics. Rollover incomplete tasks to the next sprint.

4. Team Member / Developer#

Developers, engineers, and specialists focus on high-quality technical delivery and accurate time recording.

Daily checklist#

• Check Sprint Assignments: Filter Kanban board by My Tasks to see active sprint deliverables.
• Submit Estimates: When assigned a new backlog item, break down technical requirements, input initial estimated hours in the Estimation tab, and click Submit Estimate.
• Log Daily Timesheets: Record actual hours worked against specific tasks before end of day to maintain timesheet compliance.
• Flag Blockers: If external blockers arise, set the task Blocker Priority to Medium, High, or Urgent and enter details immediately.

5. PMO Controller / Quality Auditor#

The PMO controller ensures compliance with corporate delivery governance, methodology standards, and timesheet integrity.

Weekly checklist#

• RAID Audits: Verify that high-impact risks and dependencies have assigned owners and active mitigation strategies.
• Go-Live Checklist Verification: Audit Gate 3 readiness submissions, UAT test logs, and cutover rollbacks.
• Timesheet Period Lock: Execute weekly or monthly period locking to protect accounting books, auditing any privileged override events.

6. System Administrator#

System Administrators manage user roles, configuration settings, and automated background jobs.

Routine tasks#

• Assign appropriate project and governance security groups (Project / User, Project / Administrator, Governance Approver, Timesheet Override).
• Verify that background cron jobs for blocker escalation, holiday generation, and budget checks are executing according to schedule.