Roles and Responsibility Mapping

Methodology No. M4

August, 2000

Objectives:

• To introduce a structured approach to participative management and informed decision making. Establish clear work roles in a framework that facilitates work assignment, management, measuring and alignment.

• To offer a logical process that lays out work deliverables and tasks to be performed, then assigns accountability, responsibility, contribution expectations and identifies who needs to be informed that these activities are going on.

• ARCI is an iterative and empowering process that resolves ambiguities, omissions, redundancies and confusion surrounding work assignment and performance.

Roles and Responsibility Mapping:

Accountability: Makes the DecisionThe person ultimately accountable. Includes strategic authority, yes-no, vetoand assignment powers, and final approval.

Responsibility: Perform the workThe person(s) assigned the job by the “A”. Includes tactical responsibility for doing the work and completing the tasks.

Contribute: Communicate the work (2-way)The person(s) who provide special support or should be consulted in making decisions or doing work.

Inform: Socialize the Work (1-way)The person(s) needing to be informed at key decision points during the work. The work’sproviders, customers and beneficiaries.

A

I

C

R

Roles and Responsibility Mapping (ARCI) Key Definitions

Accountabilities Undefined / Unclear

Assignments Delayed / Incomplete / Redundant

Communications Inadequate / Distortions

Approvals / Decisions Inconclusive / Confusion of Roles

Decision Points Unclear / Multiples / Wrong Level

Responsibilities Denial / Finger-pointing

Work Performance Wrong People / Wrong Level

Interfaces Ignored / Abused / Mismanaged

ARCI Needed When….

Roles and Responsibility Mapping:

Accountable

Inform InformRespon-

sible

Contribute

How ARCI works:

1. Prioritize the deliverables and tasks.

2. Draft an activity matrix with ARCI codes

3. Complete strawmodel ARCI matrix.

4. Consider ARCI Guidelines

5. Plan – Do – Review – Follow-up

Roles and Responsibility Mapping:

Accountable

Inform InformRespon-

sible

Contribute

Prioritize the fundamental tasks in the planning of a target Integration Readiness Assessment

1. Articulate Strategy, Objectives and Value Drivers

2. Build State-of-Operations model

3. Build State-of-Organization model

4. Build State-of-Information Systems model

5. Build Integration readiness hypotheses

6. Craft, schedule and conduct interviews

7. Assess people and culture issues/barriers

8. Conduct gap analysis

9. Consider options and scenarios

10. Validate, quantify and qualify

1. Prioritize Deliverables and Tasks.

Accountable

Inform InformRespon-

sible

Contribute

7

2. Draft and Activity Matrix with ARCI Codes.

Accountable

Responsible

Contributio

n

Inform

ed

Accountable

Inform InformRespon-

sible

Contribute

1. Articulate Value Drivers, Strategy, Objectives and

2. Build State-of-Operations model

3. Build State-of-Organization model

4. Build State-of-Info Systems model

5. Build Integration readiness hypotheses

6. Craft, schedule and conduct interviews

7. Assess people & culture issues/barriers

8. Conduct gap analysis

9. Consider options and scenarios

10. Validate, quantify and qualify

8

3. Complete Strawmodel ARCI Matrix.

Accountable

Responsible

Contributio

n

Inform

ed

MAB

DIM

DIM

NMS

EMW

NMS

NMS

LAM

NMS

NMS

MAB; SCW

DIM

DIM

NMS; WSB

EMW

NMS; EMW

NMS; SCW

LAM; NMS; WSB;

NMS; Doc Prod

NMS

BOL

SLC

Doc

TSV

TSV

TSV

Doc

Doc

TSV

By R&R’s

Accountable

Inform InformRespon-

sible

Contribute

1. Articulate Value Drivers, Strategy, Objectives and

2. Build State-of-Operations model

3. Build State-of-Organization model

4. Build State-of-Info Systems model

5. Build Integration readiness hypotheses

6. Craft, schedule and conduct interviews

7. Assess people & culture issues/barriers

8. Conduct gap analysis

9. Consider options and scenarios

10. Validate, quantify and qualify

9

3. Complete Strawmodel ARCI Matrix.

A AccountableR ResponsibleC Contribute I Inform

Marty B

Don M.

Nancy S

Ed WLaurie

M

Scott W

Will

BDoc P

rod

A

A

R

R

A,R

A.R

A,R

A.R

A

A.R

R

A.R

A,R

R

R

R C

Bob L

Sharon C

C

C

By Individual

Accountable

Inform InformRespon-

sible

Contribute

1. Articulate Value Drivers, Strategy, Objectives and

2. Build State-of-Operations model

3. Build State-of-Organization model

4. Build State-of-Info Systems model

5. Build Integration readiness hypotheses

6. Craft, schedule and conduct interviews

7. Assess people & culture issues/barriers

8. Conduct gap analysis

9. Consider options and scenarios

10. Validate, quantify and qualify

10

Eliminate checkers checking checkers

Practice good team behaviors while making assignment decisions

Use interactive “Problem Solving /Team Building” environment to make ARCI decisions

Push A’s and R’s to the lowest practical level

Only one A per task

Keep it simple: minimize the C’s and I’s

Discipline and schedule: Plan - Do - Check – Follow-up

4. Consider ARCI Guidelines

Accountable

Inform InformRespon-

sible

Contribute

11

A AccountableR ResponsibleC Contribute I Inform

Marty B

Don M.

Nancy S

Ed WLaurie

M

Scott W

Will

BDoc P

rod

A

A

R

R

A,R

A.R

A,R

A.R

A

A.R

R

R

A.R

A,R

R

R

R C

R

Bob L

Sharon C

C

C

Vertical Rationalization

4. Consider ARCI Guidelines

What to watch for:

Too many R’s More than one A No A Biased work loads Unbalanced span of controls Mis-Qualifications

Accountable

Inform InformRespon-

sible

Contribute

12

Vertical Rationalization

4. Consider ARCI Guidelines

Too many R’s: Can responsibilities be pushed down? Is empowerment being challenged ?

More than one A: Can there be redundant assignments ?Can there be poaching, and why ?

No A: Is this role valid? Biased work loads?Is too much being assigned to too few?Is too little being assigned to too many ?

Unbalanced Are there more than 5 levels?Span of Controls: Does the A own less than 7 R’s ?

Mis-Qualifications: Are the right people doing the right things?Can job descriptions be rationalize ?

Accountable

Inform InformRespon-

sible

Contribute

13

A AccountableR ResponsibleC Contribute I Inform

Marty B

Don M.

Nancy S

Ed WLaurie

M

Scott W

Will

BDoc P

rod

A

A

R

R

A,R

A.RA,R

A.R

A

A.R

R

R

A.R

A,R

R

R

R C

R

Bob LSharon C

C

C

Horizontal Rationalization

4. Consider ARCI Guidelines

What to watch for:

No R’s No A Multiple C’s Multiple I’s Mis-Qualifications

Accountable

Inform InformRespon-

sible

Contribute

14

Horizontal Rationalization

4. Consider ARCI Guidelines

No R’s Who will ensure that this job gets done?Is empowerment stalled by a hung decision?

No A’s Who is really accountable for this?Has A been pushed down so far it’s become an R?

Multiple C’s Are we over-processing or over-analyzing?Are we franchising the risk?

Multiple I’s Can we better manage our communications efforts?

Mis-Qualifications Are the people doing the right things?Can job descriptions be rationalized?

Accountable

Inform InformRespon-

sible

Contribute

15

Plan: Define the tasksSet clear deliverablesID & overcome barriers Understand dependencies

Do: Follow the planUse proven work management tools and methodologiesDiscipline and document Practice good meeting behaviors

Check: Conduct up-datesReport on assignmentsMitigate concernsPublish the minutes

Follow-up: Schedule regular follow-ups

5. Plan-Do-Review and Follow-up

Accountable

Inform InformRespon-

sible

Contribute

Act

Plan

Do

Review

Meeting