Roles and Responsibility Mapping Methodology No. M4 August, 2000

1. Roles and Responsibility Mapping Methodology No. M4 August, 2000

2. Roles and Responsibility Mapping: 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.

3. Roles and Responsibility Mapping (ARCI) Key Definitions Accountability: Makes the Decision The person ultimately accountable. Includes strategic authority, yes-no, veto and assignment powers, and final approval. Responsibility: Perform the work The 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’s providers, customers and beneficiaries. A R C I

4. Accountable Respon-sible Inform Inform Contribute Roles and Responsibility Mapping: ARCI Needed When…. 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

5. Accountable Respon-sible Inform Inform Contribute Roles and Responsibility Mapping: How ARCI works: • Prioritize the deliverables and tasks. • Draft an activity matrix with ARCI codes • Complete strawmodel ARCI matrix. • Consider ARCI Guidelines • Plan – Do – Review – Follow-up

6. Accountable Respon-sible Inform Inform Contribute 1. Prioritize Deliverables and Tasks. Prioritize the fundamental tasks in the planning of a target Integration Readiness Assessment • Articulate Strategy, Objectives and Value Drivers • Build State-of-Operations model • Build State-of-Organization model • Build State-of-Information Systems model • Build Integration readiness hypotheses • Craft, schedule and conduct interviews • Assess people and culture issues/barriers • Conduct gap analysis • Consider options and scenarios • Validate, quantify and qualify

7. Accountable Respon-sible Inform Inform Contribute • Articulate Value Drivers, Strategy, Objectives and • Build State-of-Operations model • Build State-of-Organization model • Build State-of-Info Systems model • Build Integration readiness hypotheses • Craft, schedule and conduct interviews • Assess people & culture issues/barriers • Conduct gap analysis • Consider options and scenarios • Validate, quantify and qualify 2. Draft and Activity Matrix with ARCI Codes. Responsible Accountable Contribution Informed

8. Accountable Respon-sible Inform Inform Contribute • Articulate Value Drivers, Strategy, Objectives and • Build State-of-Operations model • Build State-of-Organization model • Build State-of-Info Systems model • Build Integration readiness hypotheses • Craft, schedule and conduct interviews • Assess people & culture issues/barriers • Conduct gap analysis • Consider options and scenarios • Validate, quantify and qualify 3. Complete Strawmodel ARCI Matrix. By R&R’s Responsible Accountable Contribution Informed 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 TSV TSV TSV Doc Doc TSV BOL SLC Doc

9. Accountable Respon-sible Inform Inform Contribute 3. Complete Strawmodel ARCI Matrix. By Individual A Accountable R Responsible C Contribute I Inform Doc Prod Nancy S Laurie M Marty B Sharon C Scott W Don M. Will B Bob L Ed W A A R R A,R A.R • Articulate Value Drivers, Strategy, Objectives and • Build State-of-Operations model • Build State-of-Organization model • Build State-of-Info Systems model • Build Integration readiness hypotheses • Craft, schedule and conduct interviews • Assess people & culture issues/barriers • Conduct gap analysis • Consider options and scenarios • Validate, quantify and qualify R R R A,R A.R A A.R R C A.R C C A,R

10. Accountable Respon-sible Inform Inform Contribute 4. Consider ARCI Guidelines 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

11. Accountable Respon-sible Inform Inform Contribute 4. Consider ARCI Guidelines Vertical Rationalization A Accountable R Responsible C Contribute I Inform Doc Prod Nancy S Laurie M Marty B Sharon C Scott W Don M. Will B Bob L Ed W A A R R A,R A.R R R R What to watch for: Too many R’s More than one A No A Biased work loads Unbalanced span of controls Mis-Qualifications A,R A.R A A.R R R C A.R C C R A,R

12. Accountable Respon-sible Inform Inform Contribute 4. Consider ARCI Guidelines Vertical Rationalization 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 ?

13. Accountable Respon-sible Inform Inform Contribute 4. Consider ARCI Guidelines Horizontal Rationalization A Accountable R Responsible C Contribute I Inform Doc Prod Nancy S Laurie M Marty B Sharon C Scott W Don M. Will B Ed W Bob L A A R R A,R A.R R R R What to watch for: No R’s No A Multiple C’s Multiple I’s Mis-Qualifications A,R A.R A A.R R R C A.R C C R A,R

14. Accountable Respon-sible Inform Inform Contribute 4. Consider ARCI Guidelines Horizontal Rationalization 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 rightthings? Can job descriptions be rationalized?

15. Accountable Respon-sible Inform Inform Contribute Plan Do Meeting Act Review 5. Plan-Do-Review and Follow-up Plan: Define the tasks Set clear deliverables ID & overcome barriers Understand dependencies Do: Follow the plan Use proven work management tools and methodologies Discipline and document Practice good meeting behaviors Check: Conduct up-dates Report on assignments Mitigate concerns Publish the minutes Follow-up: Schedule regular follow-ups