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Irrevo Best Practices

Content migration team roles

Below is an example of a project team structure for an enterprise-wide project with 200+ stakeholders.  Depending on the size and scope of existing content, some of these roles may require multiple people to help the migration run smoothly and prevent bottlenecks. For smaller projects, combine resource requirements into fewer roles.

Resource name/category

Job description

Skill set

Project Lead or Manager /


‐ Oversee the project plan

‐ Manage action items and assign or follow‐up on tasks

‐ Coordinate team interactions

‐ Run project checkpoint meetings

‐ Coordinate user license requirements

‐ Communicate project status to management

‐ Drive change management process internally

‐ Issue project newsletters

- Some knowledge of the business processes

‐ Strong project management skills

‐ Balance between big picture and detail

‐ Ability to push back and escalate issues

‐ Empowered to drive change across business areas and teams

Data Lead /


‐ Manage the data transformation process

‐ Align business requirements to data transformation

‐ Coordinate technical resources

‐ Manage data plan

‐ Communicate issues and drive resolution

‐ Coordinate data load plans and execution

‐ Coordinate resources doing any manual data cleanup

‐ DB knowledge a huge plus

‐ Strong technical skills

‐ Strong management skills

‐ Strong communication skills

Business Analyst /


‐ Validate data transformation with data lead

‐ Resolve data anomalies (know where to look to troubleshoot exceptions in data)

‐ Provide business knowledge for writing scripts and queries, extracting and loading data, and data cleansing efforts

‐ Specific knowledge of functional area and/or legacy system

‐ Deep knowledge of legacy data structures

‐ Very detail orientated

Department Operation Lead /


‐ Data and process transformation verification

‐ Compile use case scenarios and perform testing

‐ Develop training materials and deliver training

‐ Drive department and external communication strategy

‐ Knowledge of the current processes

‐ Strong decision making power

‐ Ability to enforce change


‐ Understand metrics needed to drive the operations

‐ Ability to train and communicate process changes

‐ Ability to understand integration points between other departments

Project Sponsor /


- Make decisions regarding:

-- scope

-- priority

-- resource constraints

-- impacts to timeline

- Communicate with executive team on progress, roadblocks, and budget variances

‐ Strong decision making power

- Ability to communicate and summarize progress to executive team

Stakeholder Managers /


- Make decisions regarding time allocation of resources and impacts to timeline


- Cascade information when project completes milestones that impact their teams

‐ Strong decision-making power

‐ Ability to enforce change


Subject Matter or Knowledge Domain Experts /


- Responsible for the overall health of the knowledge and success of its consumers

- Deep experience and knowledge for a particular product or domain

- Strong troubleshooting and communication skills

Business Process Owner /


- Owns the detailed process that drives knowledge creation and use

- Often manages the team that does the majority of the knowledge creation

‐ Strong decision-making power

‐ Ability to enforce change


- Strong attention to detail regarding knowledge management operations

Third-Party Participants /


- Fill gaps in resource requirements such as knowledge engineers, project managers, trainers, and/or communication specialists

- Short-term project tasks like knowledge creation, editing, and tagging

- Project management tasks

- Deep technology expertise to align requirements closely with out-of-box functionality, customize when necessary, and integrate with existing systems

‐ Ability to train and communicate process changes

- Ability to communicate and summarize progress to executive team

‐ Strong project management and communication skillsPr