Assigning the Implementation Team | Recruitment Marketing

Recruitment Marketing Public

Assigning the right project team is critical to the success of your implementation. Not only do you need to work out what roles are required, but also the time commitment required for each of these roles. To help, we have outlined the key customer roles and responsibilities we find to help make implementation go smoothly, as well as estimated time commitments.

What time commitment is required?

We understand that people still have their day-to-day responsibilities to perform when working on projects such as system implementation. Throughout the project stages, time requirements will vary.

An estimated* time effort for the key Recruitment Marketing implementation roles is outlined below:

  • Superuser/SME(s): approximately 4 - 8 hours per week
  • Project Manager: approximately 2 - 3 hours per week
  • Project Sponsor: approximately 1 hour per week
  • Change Manager: approximately 1 - 2 hours per week
  • Technical Integration ATS expert and IT: approximately 2 - 4 hours per week
  • Web Resource and Brand/Marketing (where required): approximately 2 - 4 hours per week

*Please note these are estimates only. The specific scope you are implementing, along with the size and complexity of your organisation, means these durations may vary. Key roles may have greater involvement during certain phases of the project. Use them as a starting point to conduct your own resource estimation.

Implementation roles and their responsibilities


  • Attends all project iterations and enablement sessions.
  • Gathers requirements and represents internal stakeholders during requirements definition and testing.
  • Feeds back to internal stakeholders on decisions, issues and constraints (if any).
  • Is active in the configuration of the system to align with business requirements.
  • Agree on test criteria and design test scenarios and scripts to support system validation.
  • Answers system configuration questions during user acceptance testing.

Project Manager:

  • Secures resources and ensures they understand what needs to be done and when.
  • Defines the scope, timeline and deliverables of the project to internal stakeholders.
  • Monitors task completion and ensures the project is delivered according to the schedule.
  • Ensures stakeholders are aware of progress, risks and issues.
  • Ensures the project meets the objectives of the stakeholders.
  • Maintains Project Schedule and Project Log.

Project Sponsor:

  • Secures resources and funding.
  • Responsible for communicating and managing the expectations of the project team.
  • Escalates any organisational issues that the project may encounter to the relevant stakeholder group i.e. a steering committee.
  • Main executive spokesperson used in any change management activity.
  • Acts as ultimate decision maker typically represented by the Subject Matter Expert(s).

Change Manager:

  • Responsible for creating a comprehensive change roll-out plan.
  • Responsible for the internal communications plan.
  • Where appropriate, they will produce any internal training or user guide material in conjunction with the wider customer project team.

Technical Integration ATS Specialist and IT:

  • Works with the customer's Superusers and SMEs to understand what data needs to be transferred between the customer ATS and vendor via integration.
  • Builds and tests the ATS integration.
  • Works with the vendor project team to perform any technical changes required.
  • IT: Works with the consultant to complete the relevant Integration and Single Sign On work.
  • IT: Assists with the creation and modification of DNS records and Support CNAME changes.

Web Resource and Marketing/Brand Rep(s) (where required):

  • Provides the vendor with all the design specifications for the building of the site.
  • Creates the visual layout, design and user experience.
  • Builds the functionality and structure of websites.
  • Provides branding assets.
  • Signs off on the design and branding.



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