Project Organization

Beneficiaries:

  The following parties will use the deliverables produced.

Beneficiaries

Representative

Stakeholders:

 Stakeholder

Interested in

Roles:

Role

Organisation

Resource Name

Assignment status

Assignment date

Responsibilities:

Project Sponsor

The Project Sponsor Department of Administrative Reforms and Public Grievances (DARPG), Government of India is the principal owner of the project.

Key responsibilities include:

1. Defining the vision and high level objectives of the project
2. Approving the requirements and time schedules of the implementing agency 
3. Authorizing funds (advance) for the execution of the project and disbursing balance amounts upon completion of project and submission of deliverables
4. Approving project plan and quality plan suggested by implementing agency
5. Approving changes in scope of the project (if any)
6. Reviewing Quarterly Progress Reports, providing advisory support and taking actions accordingly
7. Providing final acceptance of the report
8. Dissemination of projects output among other states for wider acceptance and emulating them to achieve outcome oriented and citizen centric public administration
   

Nodal Officer

The Nodal Officer is put in place to ensure that the project is progressing according to plan. Key responsibilities include:

1. Coordinating with project sponsor (DARPG, Government of India)  
2. Coordinating with Faculty Advisors and Project Coordinator in the execution of the project
3. Undertaking reviews prior to the completion of each project milestone
4. Ensuring that all risks are identified and managed accordingly
5. Ensuring conformance to the standards and processes identified in the Project Plan
6. Ensuring that all required resources, both infrastructure and personnel are assigned to the project
7. Corresponding with Department Heads, the project’s progress on a frequent basis
8. Coordinating with Department Heads and Nodal Officers for assigning/reassigning personnel to Task force groups
9. Approving internal budgets for conducting Task Force meetings
   

Project Coordinator

The Project Coordinator ensures that all daily activities undertaken on the project are in accordance with the approved project plans. The Project Coordinator is responsible for ensuring that the project produces the required deliverables on time, within budgeted cost and at the level of quality outlined within the Project Plan.

 Key responsibilities include:

1. Managing assigned resources according to the defined scope of the project
2. Monitoring and reporting project performance (re. Schedule, cost, quality and risk) to Nodal Officer and Faculty Advisors
3. Reporting any project risks and issues noticed to Nodal Officer
4. Managing project inter-dependencies
5. Providing complete picture of the progress of the project at any time to superior officers
6. Providing guidance to Project team members on achieving project objectives
7. Coordinating with Nodal Officer (Government Department), for maintaining timelines and schedules of the project
8. Reviewing project activities on a daily basis with Team members
9. Formulating methodology (Department-specific) for execution of project
10. Scheduling Task Force meetings and ensure its timely conduct
11. Directing the Task Force members to achieve project objectives
12. Submitting quarterly progress reports to Nodal Officer for onward submission to Project Sponsor
13. Identifying and maintaining a panel of Subject Matter Experts for availing services during the life cycle of the project
14. Preparing budgets for Task Force meetings

Project Team Member

A Project Team member undertakes all tasks necessary to design, build and implement the final solution.

 Key responsibilities include:

1. Undertaking all tasks allocated by the Project Coordinator (as per the Project Plan)
2. Reporting progress of the execution of tasks to the Project Coordinator on a frequent basis
3. Maintaining all documentation related to the execution of allocated tasks
4. Escalating risks and issues noticed in the project and that have to be resolved by the Project Coordinator
5. Assisting Faculty Advisors in obtaining approvals from Department Heads for the conduct of Task Force meetings
6. Coordinating with Nodal Officer, Task Force Coordinator and Task Force Members in scheduling and timely conduct of Task Force meetings
7. Providing inputs to Project Coordinator in preparing project review reports and budget
8. Assisting Project Coordinator in formulating methodology for execution of project
9. Facilitating and supporting Task Force members in achieving project objectives
10. Organize off-site meetings as per convenience of Task Force groups

Nodal Officer – Selected Government Department

The Nodal Officer is put in place to ensure that the personnel assigned to the project actively contribute to the needs and expectation of the project.

Key responsibilities include:

1. Coordinating with Task Force members in meeting timelines and achieving project objectives
2. Coordinating with Department officials in obtaining relieving orders for personnel attending Task Force meetings, in a time-bound manner
3. Assisting Project team in obtaining documents (GOs, Circulars and Operating Manuals) that support the project
4. Identifying and assigning Department officials to various Task Force groups
5. Corresponding with Department Heads, Project Nodal Officer and Faculty Advisors the projects progress on a frequent basis.
   

Faculty Advisors 

(Initial Phase Jan- June, 2015)

The Faculty Advisor is put in place to act as a channel of support and interface between Project Team and Government Department.

Key responsibilities include:

1. Coordinating with Nodal Officer in obtaining necessary approvals for the smooth conduct of Task Force meetings
2. Providing guidance to Project team in achieving project objectives in the initial phase