The project team, comprising personnel from different backgrounds and disciplines, carries out the project work. These teams can include project managers, business analysts, developers, testers, and other stakeholders who contribute directly to the achievement of project objectives. Their primary responsibilities include:
- Execution of Tasks: Whether it’s the development, testing, or deployment of a product or service, the project teams undertake the tasks on a day-to-day basis.
- Problem-Solving: The project team is critically responsible for addressing and resolving issues that may arise during the execution phase. They must use their collective skills and expertise to advance the project in the face of obstacles.
- Communication: Regular status updates, documentation, and communication with project stakeholders form an essential part of the team’s responsibilities.
Example: In a software development project, developers, testers, analysts, and designers, all a part of the project team, often work on developing and testing code, finding solutions to glitches, and keeping stakeholders updated.
Project Sponsor: Roles and Responsibilities
On the other hand, project sponsors typically occupy upper-level management positions and have a significant stake in the project’s success. Their specific responsibilities include:
- Project Champion: The project sponsor is the project’s ultimate overseer who champions the initiative at the highest management level. They liaise between stakeholders and the project team.
- Decision-making: When critical business decisions are needed, project sponsors step in. They make strategic decisions that can profoundly impact the direction and outcome of the project.
- Resource Allocation: They play an instrumental role in allocating resources, including human resources, capital, and tools necessary for executing the project.
Example: In the same software development project, the project sponsor, possibly a senior manager, may provide budgetary sanctions, make specific strategic decisions, like opting for a certain design framework, and act as the link between the development team and higher organisational levels.
Comparing and Contrasting the Roles and Responsibilities:
Project Team | Project Sponsor |
---|---|
Execution of day-to-day tasks | Strategic decision-making |
Problem-solving on project specific issues | Resource allocation |
Communicate with all stakeholders | Project champion and liaison with top management |
While both roles are vital for project success, they operate on different levels of the project hierarchy. The project team tends to focus on task-level inputs and the technical aspects of the project, executing the groundwork. Conversely, the project sponsor operates at a broader strategic level, making high-level decisions that set the project’s trajectory.
Understanding the intricacies of these roles aids effective project structure and ensures seamless execution, contributing to the overall project success, a crucial goal for any CAPM aspirant.
Practice Test
True or False: The project sponsor is responsible for the day-to-day implementation of the project activities.
Answer: False
Explanation: The project team is responsible for the day-to-day implementation of project activities, not the project sponsor.
Single Select: Who is typically responsible for securing project funds?
- a) Project team
- b) Project Sponsor
- c) Project Manager
- d) Clients
Answer: b) Project Sponsor
Explanation: The Project Sponsor often comes from a senior level in the company, and is responsible for securing project resources and funding.
True or False: The Project Team is responsible for determining the strategic direction of the project.
Answer: False
Explanation: The strategic direction of a project is generally the responsibility of the Project Sponsor, who provides high-level guidance and approves major project decisions.
Single Select: Who typically deals with detailed planning and coordination of the tasks within the project?
- a) Project Manager
- b) Project Sponsor
- c) Both a and b
- d) Neither a nor b
Answer: a) Project Manager
Explanation: The Project Manager is responsible for planning, coordination and execution of tasks on a daily basis.
Multiple Select: Which of the following tasks is/are associated with the Project Sponsor?
- a) Securing project funds
- b) Day-to-day implementation of project activities
- c) Approving major project decisions
- d) Building detailed project schedules
Answer: a) Securing project funds, c) Approving major project decisions
Explanation: The Project Sponsor is responsible for securing project funds and approving major project decisions. Day-to-day implementation and building detailed schedules is the role of the project team and manager.
True or False: Both the project team and project sponsor are responsible for the project’s success or failure.
Answer: True
Explanation: Both the project team and the project sponsor have roles and responsibilities that contribute to the overall success or failure of the project.
Single Select: Who has the ultimate authority on project decisions?
- a) Project Team
- b) Project Manager
- c) Project Sponsor
- d) Stakeholders
Answer: c) Project Sponsor
Explanation: The project sponsor has the ultimate authority on project decisions and provides high-level guidance.
True or False: The project sponsor is generally responsible for handling the administrative tasks of the project.
Answer: False
Explanation: Administrative tasks of the project are usually handled by the project team, particularly the project manager.
True or False: Both the project sponsor and the project team are directly involved in executing the project tasks.
Answer: False
Explanation: The project team and project manager are responsible for executing the project tasks, while the sponsor provides direction and oversight.
Single Select: Who typically handles the communication with stakeholders?
- a) Project Team
- b) Project Manager
- c) Project Sponsor
- d) All of the above
Answer: d) All of the above
Explanation: Although the primary responsibility usually lies with the project manager, communication with stakeholders could involve the project sponsor and the project team as well.
Interview Questions
What is the primary responsibility of a project team in project management?
The project team’s primary responsibility in project management is to execute the tasks and activities as per the project plan. This includes everything from creating deliverables, monitoring and controlling the project work, to ultimately accomplishing the project objectives.
What is the primary responsibility of a project sponsor in project management?
The project sponsor’s primary responsibility is to provide financial resources, support and champion the project. They are also responsible for making critical business decisions and guiding strategic direction for the project.
How does the role of the project team differ from the project sponsor in terms of project decision-making?
The project team is responsible for making decisions pertaining to the operational execution of the project, while the project sponsor makes strategic and higher-level business decisions impacting the project’s direction and scope.
Who generally has the authority to approve or reject changes to the project scope?
Typically, the project sponsor has the authority to approve or reject significant changes to the project scope as part of their strategic oversight role.
Who is responsible for maintaining communication with stakeholders throughout the lifetime of the project?
While both the project team and the project sponsor are involved in stakeholder communication, it is most often the project manager who is responsible for maintaining consistent, open lines of communication with stakeholders, providing updates and managing expectations.
What role does the project team play in risk management?
The project team plays a hands-on role in risk management, being tasked with identifying, assessing, and handling project-related risks. They respond to risks according to the plan and strategies outlined by the project manager.
What role does the project sponsor play in risk management?
The project sponsor, while not typically involved in day-to-day risk management, is responsible for supporting the strategy set out for risk management. They also have the authority to make decisions on high-level risks.
Who is accountable for the overall success or failure of a project?
The project sponsor is ultimately accountable for the project’s success or failure, as they are often making the strategic decisions and providing the resources necessary for the project’s execution.
How is the role of the project team and sponsor similar?
Both the project sponsor and the project team play essential roles in the successful execution of a project, collaborating and communicating regularly to ensure project goals are being met. Also, they both have interest in the successful completion of the project.
How often does the project sponsor engage in project activities?
While the frequency can vary significantly depending on the project and organization, typically, the project sponsor is not involved in day-to-day project activities but engages at key points for decision-making or issue escalation.
What role does the project team play in the project’s resources procurement?
The project team, under the guidance of the project manager, is typically responsible for identifying resource requirements, obtaining quotes from suppliers, and participating in supplier selection.
What role does the project sponsor play in the project’s resources procurement?
The project sponsor plays a strategic role in resource procurement, typically approving the procurement plan and budget. They may also be involved in negotiations with significant suppliers.
Who is responsible for translating project objectives into measurable outcomes?
The project team, particularly the project manager, is responsible for taking project objectives and turning them into measurable outcomes, as well as tracking these measures throughout the project lifecycle.
Who usually presents and explains the project to the stakeholders?
Typically, the project sponsor, as the champion of the project, presents and explains the project to stakeholders. However, the project manager often communicates regular updates and details to stakeholders as well.
Who is generally responsible for resolving conflicts within the project team?
The project manager within the project team is generally responsible for managing and resolving conflicts that arise within the team. The project sponsor may need to be involved in case of significant disputes or if the conflict starts impacting the project.