Project Roles &ResponsibilitiesKaty Koenen05/07/2013

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Agenda

Taxonomy The Process

Best PracticesIntroduction Q & A

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Project Roles & Responsibilities

GoalUnderstand project roles and responsibilities

ObjectiveBe able to describe various project roles

Section Introduction

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Taxonomy

Business SponsorThe person who commissions the project, normally a member of the senior staff

Taxonomy

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Taxonomy

Steering CommitteeManagement representatives from key organizations involved in the project, and other key stakeholders with a special interest in the project

Taxonomy

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Taxonomy

Project ManagerThe person who coordinates the efforts of the project team and drives the project to completion

Taxonomy

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Taxonomy

Core Project TeamThe team of people whose primary objective is to produce the project’s deliverables and outcomes

Taxonomy

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Taxonomy

Extended Project Team Subject Matter Experts (SMEs) and others whose input is necessary for successful completion of the project, but whose primary responsibilities lie elsewhere

Taxonomy

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Taxonomy

Project Coordinator/AdministratorThe person who provides administrative support to the Project Manager

Taxonomy

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Taxonomy

RACI: Responsibility Assignment MatrixDescribes and communicates the participation, by role, of project members in the completion of a project

Taxonomy

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Responsibility Assignment (RACI)

Goals• Understand the difference between

Project Roles and RACI roles• Understand the RACI tool

ObjectivesBe able to create a RACI

Section Introduction

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A RACI Parable

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Taxonomy

Responsibility Assignment Matrix• Describes and communicates

the participation, by role, of the project members in the completion of a project.

Taxonomy

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Taxonomy

RACI Roles• Responsible—Does the work• Accountable—Approves the work• Consulted—Provides input to the work• Informed—Needs to be kept up-to-date on the

work

Taxonomy

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The Process

The ProcessCreate a RACI1. Identify tasks2. Identify RACI roles for each task3. Assign each task a specific owner, by

role

Task Name R A C I

Task #1 John Jane Joe Jeff

Task #2 Joe Jeff

Task #3 Jane Joe JeffJohn

Task #4 Jeff John Jane Joe

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The Process

The ProcessWhy Create a RACI?• Responsibility for project

tasks, decisions, and deliverables need to be clearly understood and communicated.

• Assignment of each task to a specific owner is critical. Co-ownership can create ambiguity, which dilutes accountability.

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The Process

The ProcessTask Matrix Guidelines

Step Description

1 Identify all processes and activities and list them down the left side of the matrix

2 Identify all project roles and list them across the top

3 For each task, assign one and only one person to be Responsible for the task

4 For each task, assign one and only one person to be Accountable for the task

5 For each task, assign one or more people to be Consulted and Informed as appropriate

6 Resolve issues with gaps and overlaps.

7 Cross-check the matrix to ensure that the resolution of gaps/overlaps did not impact other RACI assignments

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The Process

The ProcessRACI by Task

R – Does the workA – The buck stops hereC – Provides inputI – Receives Output

Task

Steering Committee

Project Manager

Systems Engineer

Architect

Support Services Designee

Define Goals C R C C C

Create High-Level Design I I A R I

Prepare Deployment Plan I A, R I I I

Analyze Deployment Resource Needs

I A R C C

Implement Solution I R

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The Process

The Process

Deliverable Matrix GuidelinesStep Description

1 Identify all deliverables involved and list them down the left side of the matrix.

2 Identify all the project roles and list them across the top. Assign individuals for each role.

3 For each deliverable, assign one and only one person to be Responsible.

4 For each deliverable, assign one and only one person to be Accountable.

5 For each deliverable assign one or more people to be Consulted and/or Informed.

6 Resolve issues with gaps and overlaps.

7 Cross-check to ensure gap/overlap resolution did not impact other RACI assignments

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The Process

The ProcessRACI by Deliverable

R – Does the workA – The buck stops hereC – Provides inputI – Receives Output

Deliverable

Project Manager

Project Sponsor

Project Team

Quality Manager

Communications Manager

Completed Access Form R A C C

Approval of Request C A, R I I

Create User Profile on System I A, R

Final Prototype Ready R C C

Documentation C C A R

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Best Practice

Do… Identify individuals who fill the various project

roles Create a RACI matrix, either by Task or by

Deliverable

Don’t… Avoid or forget to create a RACI matrix

Best Practices

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Q & A

Q & A

What are your questions?

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Section Wrap-upSection Wrap-up

In this section we… Learned the various Project roles

Learned the difference between Project roles and RACI roles

Learned how to create a RACI matrix

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Section Wrap-upSection Wrap-upSources

• Cornell University, “Project Roles and Responsibilities”

• University of California, Santa Cruz, “

Standard Project Roles and Responsibilities”

• TechRepublic, Inc. “Project Roles and Responsibilities Template” ©

2002

• ProjectSmart.com, “Defining Roles and Responsibilities”

• University of Glasgow “Project Roles and Responsibilities”

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Section Wrap-upSection Wrap-up

Sources• The Roles on a Project: Who’s On First?, Marguerite LeBlanc (

www.gantthead.com)

• RACI Parable: http://www.corsinet.com/braincandy/hlife.html

• VyrtuNet RACIS Guide & Matrix Template

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