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Having managed and rescued dozens of projects, and helped others do so, I’ve noted that there is always one critical success factor (CSF) that has either been effectively addressed or missed/messed up: clarity around the roles and responsibilities for each project participant and key stakeholder. No matter how detailed and complete a project plan may be for any project, confusion or omission of participant roles and responsibilities will cause major problems. Enter the RACI matrix. The simplest and most effective approach I’ve seen and used to define and document project roles and responsibilities is the RACI model. Integrating the RACI model into an organization’s project life cycle (PLC) creates a powerful synergy that enhances and improves project outcomes. What is a RACI matrix?The RACI matrix is a responsiblity assignment chart that maps out every task, milestone or key decision involved in completing a project and assigns which roles are Responsible for each action item, which personnel are Accountable, and, where appropriate, who needs to be Consulted or Informed. The acronym RACI stands for the four roles that stakeholders might play in any project. In almost 100 percent of these rescue efforts, I have found that there is no shared understanding of participant roles and responsibilities, nor is there explicit documentation to support it. Establishing such a consensus by employing the RACI model almost always gets a stuck project moving again, and enables the key stakeholders to readily deal with the other issues that require resolution. RACI matrix rules and rolesThe RACI model brings structure and clarity to describing the roles that stakeholders play within a project. The RACI matrix clarifies responsibilities and ensures that everything the project needs done is assigned someone to do it. The four roles that stakeholders might play in any project include the following:
How to create a RACI matrixThe simple process for creating a RACI model includes the following six steps:
RACI matrix exampleFor purposes of simplification, let’s say your project can be broken down into four discrete tasks, undertaken by a team of application developers, along with a sponsoring project executive, project manager, business analyst, and technical architect. Step 1 of the process involves mapping out the project as a whole. For this, the project manager is both accountable and responsible for the work at hand. To determine the scope and deliverables of the project, the project manager consults with the project’s executive sponsor and with the business analyst about the process to be overhauled as part of the project. The technical architect and the application developers are subsequently informed of the project plan. In Step 2, the business analyst must then delve more deeply into the process to help map out each facet of the business process to be overhauled. The business analyst is thus responsible for the task, with the project executive being accountable for signing off on this work. To better understand the technical underpinnings of the current process, the business analyst will consult with the technical architect. The project manager and application developers will then be informed of the conclusions derived from this portion of the project. Here is an illustration of a simplified RACI model for this example project, taking these first two steps into account: The subsequent third and fourth tasks involve shaping the new process, again with the business analyst responsible for this work, and the other roles on the team following their same responsibilities when the old process was being analyzed in Step 2. Step 4 sees the technical architect taking over, devising a new architecture that will support the new process, signed off by the executive sponsor, and held accountable by the project manager, who devised the scope and deliverables in Step 1. RACI matrix templateTemplates are available for free on the web for those looking to get started with the RACI model. These are typically geared toward Microsoft Excel or Google Sheets, but can also be available for more specialized software. Here are several popular possibilities:
RACI matrix best practicesSimply creating a RACI matrix is not enough. You must ensure that the matrix maps to a successful strategy. Here, conflicts and ambiguities in the plan must be hammered out. Resolving conflicts and ambiguities in a RACI matrix involves looking across each row and up and down each column for the following: Analysis for each stakeholder:
Analysis for each PLC step or deliverable:
RACI matrix in project managementIt is the above analyses, which are readily enabled by the use of a RACI matrix, that deliver the real benefit of the model. It is the integration of the model with a specific PLC that ensures that the project is structured for success. Without either component, problems with the structure of the project management process may remain hidden until (or even while…) they cause the project to bog down. Making the time and effort to create a customized PLC/RACI for each significant project is an opportunity to design your project management process for project success. Next read this
What are the responsibilities of the project manager in a matrix organization?The project manager is focused on the goals, budget, timeline, and resources within the context of the project. However, the functional managers can also make assignments to the same employees who are on project teams. Thus, the project manager and functional manager share responsibilities in the matrix organization.
What is matrix structure in project management?A matrix structure is a combination of two or more types of organisational structures. It is a way of arranging your business so that you set up reporting relationships as a grid, or a matrix, rather than in the traditional hierarchy.
What are the 3 types of matrix in project management?There are three types of matrix organizations: Weak Matrix Organization. Balance Matrix Organization. Strong Matrix Organization.
Which of the following is typically the responsibility of a project manager?Which of the following is typically the responsibility of a project manager? Meeting budget requirements Coordinating the actions of the team members Meeting schedule requirements Meeting performance specifications All of these are typical responsibilities. All of these are typical responsibilities.
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