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Extended project team identification

Identify members of your extended project team and their roles. This team may include:

  • web content authors, subject matter experts (SMEs)
  • representatives from relevant CRA branches and regions
  • representatives from other organizations or areas of government (if relevant)

The extended project team:

  • provides their expertise during the appropriate phases of the project
  • brings expertise that complements the core project team

On this page

When to use

Do this activity after you do the following:

Members of the extended project team have a vested interest in the project and its goals, impact, deliverables, and outcomes. They are brought in during appropriate phases of the project.

Web content authors and SMEs provide their subject, program and policy expertise and ensure content:

  • is up to date
  • is factually accurate
  • does not have any gaps
  • is compliant with current policy and legislation

Representatives from relevant CRA branches and regions ensure content:

  • meets project goals and business needs
  • aligns with Government of Canada and CRA messaging
  • addresses common queries and issues reported to CRA
  • is promoted to external stakeholders
  • is supported and complemented by social media and marketing campaigns (if applicable)
  • addresses any issues or recommendations from legal or audit perspectives (as applicable)

Representatives from other organizations or areas of government (if relevant) ensure that you:

  • avoid duplicating content of other organizations
  • collaborate with other organizations in areas of joint responsibility
  • don't misrepresent topics that the other organizations are responsible for
  • don't have gaps in content that the other organizations are responsible for
  • create efficient user journeys for services that involve multiple organizations

Who is involved

Lead
Project team lead (for example, product manager or project coordinator)
Others who may help
  • Other product managers or project coordinators in PAB Digital Design and Production Directorate (DDPD)
  • Account managers or communication advisors in PAB Strategic Communications Directorate
  • Core team members for the project
  • Partner subject matter experts (SMEs)
  • Management stakeholders, project sponsor or relevant committees

How to do it

There are 3 parts for this activity:

  1. Identify web content authors and SMEs
  2. Identify representatives from relevant CRA branches and regions
  3. Identify representatives from other organizations or areas of government

  1. Identify web content authors and SMEs

    1. Determine relevant subject, program and policy areas

      Usually, relevant subject, program or policy areas would have been determined during the activity Core project team identification. If they were not, then start by reviewing the major issues for the project and note the areas that need to be covered.

      Consider:

      • program branches
      • legislative branch

    2. Identify people in the CRA who have expertise in the relevant subject, program and policy areas

      Web content authors have knowledge in relevant subject areas and have responsibility for the web content. Program SMEs provide expertise in relevant subject, program and policy areas.

      For each subject, program and policy area identified in step 1, consider which web content authors and SMEs have the required expertise.

      If relevant existing web pages are known at this stage, contact groups identified as having responsibility for content.

      Consult

      • PAB Strategic Program Communications Division (SPCD) managers to identify individuals or managers in program areas to contact
      • Partner managers to identify employees with expertise in key subject matter and policy areas
      • Management stakeholders, project sponsor or committees who have contacts in relevant areas
      • Core team members who manage or may have worked with web content authors or SMEs in the past

      Confirm the participation of the people identified by reaching out directly to them, their managers, or to executive management supporting the project.

    3. Create a list of names and their roles

      Create a list of names of web content authors and SMEs identified in step 1b and include

      • team designation as “Extended”
      • their project role (for example, Subject matter expert, Web content author)
      • role notes (describe their specific subject, program or policy area of expertise)
      • title (job title)
      • branch, directorate, division
      • key meeting attendance (optional or mandatory)
      • availability (when/how long they are available to work on this project)

      Record the information about web content authors and SMEs wherever you are recording project artifacts. This could be a tool such as a Product log (for example, using the “Team” tab in the Product log template ) or a Pulse ticket (for example, filling in the sections for “Requestor/partner” and “Internal stakeholders”), or another tool.

  2. Identify representatives from relevant CRA branches and regions

    Identify representatives from relevant CRA branches and regions and include their project roles to ensure they are involved during the appropriate phases of the project.

    1. Identify relevant CRA branches and regions

      Start by reviewing the major issues for the project. Note the CRA branches and regions that have the expertise to address those issues .

      Consider:

      • marketing
      • social media
      • legal services
      • communications
      • audit and evaluation
      • outreach and engagement areas (including call centres)
      • regions representing Atlantic, Ontario, Quebec and Western

    2. Identify representatives from relevant CRA branches and regions

      For each major issue identified in step 1, consider

      • which CRA branches and regions would be relevant
      • and within those branches and regions which people have the required knowledge

      Consult

      • PAB Communications Directorate managers for contacts in strategic communication, issues management, social media and marketing
      • PAB's Account managers for communications support and contacts in branches and regions
      • Management stakeholders, project sponsor or committees who have contacts in relevant areas
      • Core team members who manage or may have worked with relevant areas in the past

      Confirm the participation of the people identified by reaching out directly to them, their managers, or to executive management supporting the project.

    3. Create a list of names

      Create a list of names of representatives CRA branches and regions identified in step 2 and include

      • team designation as “Extended”
      • project role (for example, Legal advisor, Auditor, Call centre representative, Account manager - Compliance Programs, Account manager - Western Region)
      • role notes (describe their specific area of expertise)
      • title (job title)
      • branch, directorate, division
      • key meeting attendance (optional or mandatory)
      • availability (when/how long they are available to work on this project)

      Record the information for these representatives wherever you are recording project artifacts. This could be a tool such as a Product log (for example, using the "Team" tab in the Product log template ) or a Pulse ticket (for example, filling in the sections for "Requestor/partner" and "Internal stakeholders"), or another tool.

  3. Identify representatives from other organizations or areas of government

    If relevant, identify representatives from other organizations or areas of government provide their expertise during the appropriate phases of the project.

    1. Consider whether other organizations or areas of government are relevant to the project

      Start by reviewing the major issues for the project. Note if there are any areas outside of CRA responsibility that need to be covered.

      If there are no areas outside of CRA responsibility that need to be covered, then skip Part 3 and go directly to Next steps.

    2. Identify representatives from other organizations or areas of government

      If there are areas outside of CRA responsibility that need to be covered, then for each area consider which

      • organizations are relevant
      • areas within federal, provincial or territorial governments are relevant

      Look for contacts in those other organizations or areas of government.

      Consult

      Confirm the participation of the people identified by reaching out directly to them, their managers, or to executive management supporting the project.

    3. Create a list of names

      Create a list of names of representatives from other organizations or areas of government and include

      • team designation as "Extended"
      • project role (for example, Finance Canada, Employment and Social Development Canada, Manitoba Department of Finance, Quebec Department of Finance)
      • role notes (describe the area outside of CRA responsibility that they are representing)
      • title (job title)
      • key meeting attendance (optional or mandatory)
      • availability (when/how long they are available to work on this project)

      Record the information for these representatives wherever you are recording project artifacts. This could be a tool such as a Product log (for example, using the "Team" tab in the Product log template ) or a Pulse ticket (for example, filling in the sections for "Requestor/partner" and "Internal stakeholders"), or another tool.

Next steps

Once you have identified and recorded the extended project team you are ready to

  • identify management for project oversight

If you have identified all other project team members, then you are ready to

Deliverables and artifacts

When you're done, you should have:

  • a list of web content authors and SMEs including key information about each member recorded in a Product log spreadsheet or a Pulse ticket

Tools and templates

Reference material

This activity is part of the:

Go to all the phases of the user-centred design process.

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