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This is a Key Roles and Responsibilities attachment document for the Texas Education Agency (TEA) OneSystem contract opportunity, which outlines the organizational structure and staffing requirements for the project. The document details critical positions essential to the successful design, development, configuration, testing, implementation, piloting, and stabilization of OneSystem, a centralized digital platform intended to replace TEA's current fragmented grant management and grant performance management systems. The attachment specifies the key roles required across various functional areas, including project leadership, technical architecture, development, quality assurance, change management, and business analysis positions. These roles are defined to establish clear accountability, define responsibilities, and ensure appropriate expertise is available throughout the project lifecycle to deliver the comprehensive system replacement initiative.
The document establishes staffing expectations and competency requirements for personnel who will be assigned to critical positions supporting the OneSystem implementation. By defining key roles and their associated responsibilities, the attachment provides bidders with explicit guidance regarding the organizational capacity, expertise, and resources that must be demonstrated or provided as part of their proposal response. This staffing framework is designed to ensure that the selected contractor maintains adequate qualified personnel to manage project complexity, coordinate across multiple workstreams, and deliver the centralized digital platform within scope and on schedule.
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ATTACHMENT R: KEY ROLES AND RESPONSIBILITIES
The following outline the definitions of key vendor roles and their associated duties in support of the project.
Role Primary Responsibility Vendor Oversight Focus Steering Committee | Project Sponsors
Provides executive-level oversight and decision authority for OneSystem, ensuring the program remains aligned with TEA’s strategic objectives, funding constraints, and enterprise priorities.
Serves as the final decision-making body for issues escalated beyond program and project authority, including scope, schedule, funding, and risk decisions.
Oversees vendor performance at the strategic and portfolio level, reviewing escalated risks, delivery health, and material noncompliance that cannot be resolved by the project or IT contract management teams. Authorizes corrective actions, contract amendments, funding or schedule adjustments.
OneSystem Project Manager
Serves as the primary authority for program-level decisions and outcomes.
Manages overall execution, organizational change management, and change impacts analysis, cross-team coordination, and escalation of vendor management issues. Confirms communications, readiness assessments, adoption metrics, verifies alignment on training, rollout, and stakeholder readiness.
Oversees vendor performance at the program level, resolves cross-domain conflicts, escalates material delivery or compliance risks, and ensures vendor execution supports intended business outcomes and readiness for adoption.
Product Owners (OneApp, OnePlan, Performance Management, OneSystem)
Serve as the voice of the user and business. Define functional requirements, prioritize features, communicate business value, and shape the product roadmap. Data owner and data governance oversight.
Confirms record retention and audit needs are met. Ensures support and operations on day-2 are covered within their respective business units.
Review and accept vendor-delivered functionality, workflows, data models, and integrations to confirm alignment with approved scope, statutory and policy needs. Route feedback through backlog and governance processes rather than directing vendor execution.
IT Project Manager | Vendor Contract Manager
Responsible for technical delivery oversight, vendor management, Agile contract management, integrations, and QAT reporting. Accountable for technical compliance, schedule adherence, and quality. Verifies the vendor deliverables meet contractual requirements. Approve invoices for payment. Coordinates with Agency Contract Monitoring for any official contractual amendments or actions.
Directs and monitors vendor execution against contractual milestones, sprint commitments, and SLAs. Validates technical deliverables before functional acceptance and payment consideration; enforces contract terms and initiates corrective action or escalation as needed.
Technical Lead Provides technical oversight of solution architecture, integrations, security, and implementation approach. Ensures alignment with TEA technical standards and OneSystem strategy.
Reviews vendor technical designs and builds, determines readiness of technical deliverables for acceptance, and flags technical risk, architectural drift, or technical debt requiring rework or escalation.
BA Lead Oversees business analysis and requirements integrity across the solution. Ensures requirements are clear, traceable, and aligned to approved scope.
Reviews vendor-produced requirements artifacts, ensures traceability from business objectives through acceptance criteria, and identifies gaps, ambiguity, or scope creep before work proceeds.
QA Lead Defines and enforces quality standards, test strategy, defect thresholds, and evidence requirements for OneSystem.
Reviews vendor testing artifacts and results, determines whether quality criteria are met, and exercises authority to block acceptance and downstream payment when quality standards are not satisfied.
Training Lead Oversees training strategy and readiness for end users and internal staff. Ensures training aligns to delivered functionality and release timing.
Reviews vendor training plans and materials, validates accuracy against implemented functionality, and confirms training completion and readiness evidence prior to go-live or milestone acceptance.
Accessibility Lead Ensures OneSystem complies with applicable accessibility standards across design, build, and testing.
Reviews vendor designs, builds, and test results for accessibility compliance; requires remediation and prevents acceptance or release when accessibility requirements are not met.
Security Lead Provides security oversight and approval authority for OneSystem, ensuring the solution complies with TEA security standards, data classification requirements, and applicable regulations. Owns review and approval of security architecture, access controls, vulnerability management, and remediation evidence prior to release, acceptance, and payment.
Reviews and validates vendor security designs, secure coding practices, static and dynamic security scan results, remediation plans, and proof-of-fix artifacts. Determines whether identified vulnerabilities constitute acceptance blocking findings, requires remediation before acceptance, and confirms security deliverables are complete and compliant.
Stakeholders Provide business input and validation to ensure the solution meets program needs and user expectations.
Participate in demos, reviews, and acceptance activities; provide structured feedback through governance channels while respecting scope, prioritization, and contractual constraints.
Alignment & Delivery Unit
(ADU)
Ensures OneSystem delivery aligns with TEA’s strategic plan and enterprise delivery expectations.
Monitors overall vendor delivery health and alignment, identifies systemic risks or misalignment, and escalates issues requiring executive or cross-portfolio intervention.
Vendor Technical Project Manager
Owns day-to-day vendor execution and delivery of the OneSystem solution in accordance with the contract, SOW, and approved plan. Manages vendor team activities, schedule, risks, issues, and dependencies. Communicates and works with IT Project Manager to ensure contractual obligations are met.
Tracks and remediates noncompliance, manages corrective action plans, and escalates material compliance risks to TEA Contract Manager.
Holds accountability for vendor delivery timeliness, quality, and compliance, ensuring all deliverables meet contractual acceptance criteria and Agile delivery commitments before submission to TEA Contract Manager.
Verifies compliance with scope, security, accessibility, and documentation standards, and confirms that no deliverable is considered complete without full satisfaction of all acceptance criteria and evidentiary requirements.
Scrum Master Facilitates Agile delivery for the vendor team, including sprint planning, daily stand-ups, sprint reviews, backlog refinement, and retrospectives.
Removes delivery impediments within the vendor team.
Ensures vendor follows Agile practices, commitments are transparent, blockers are surfaced early, and sprint outcomes are demonstrable and inspectable by
TEA.
Business Analysts (Vendor)
Elicit, document, and refine business and functional requirements into user stories aligned with approved scope and acceptance criteria. Facilitate requirements workshops and backlog refinement.
Ensures vendor-produced requirements are clear, testable, traceable, and aligned to TEA-approved scope without introducing uncontrolled customization or scope creep.
Developers (Front-End & Back-End)
Design, build, implement, and deploy accessible application features, integrations, and configurations in accordance with user stories, technical standards, security, and accessibility requirements.
Responsible for producing working software that meets defined acceptance criteria and technical standards; subject to inspection by TEA Technical, QA, and Security leads.
QA /
Testers (Vendor)
Develop and execute test plans, test cases, and defect remediation activities to validate functionality, integrations, and performance.
Ensures vendor testing is complete, defects are tracked and resolved, and evidence is sufficient to support acceptance decisions.
UI / UX
Designers (Vendor)
Conduct user research and design user interfaces, workflows, wireframes, and prototypes that support usability and accessibility requirements.
Ensures vendor designs align to approved workflows, accessibility standards, and branding expectations prior to build and acceptance.
Technical Leads (Vendor)
Oversee technical architecture, security architecture, data architecture, integrations, and code quality within the vendor solution. Guide development teams and conduct technical reviews.
Ensures technical solutions align with TEA technical standards, security protocols, COTS strategy, and integration requirements before TEA technical validation.
Trainer Responsible for planning, developing, and delivering vendor-led training and knowledge transfer for OneSystem in accordance with the approved Training Plan and contract deliverables. Ensures TEA staff and designated trainers acquire the knowledge and skills necessary to independently operate, support, and train users on the OneSystem solution.
Produces and executes the vendor Training Plan, communicates the adoption strategy, implements and oversees feedback loops, post-deployment, delivers Train-the- Trainer sessions and provides training materials, documentation, and proficiency demonstrations required for acceptance.
File details come from the government source that posted it. Updated .