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Key Stakeholder Responsibility Allocation Matrix (RAM)

Key Stakeholder Responsibility Allocation Matrix (RAM)
By Michael D. Taylor

Projects are done with groups of people. Groups lacking clearly defined leadership, however, typically fail to complete assigned activities because responsibility is ambiguous at best. Project teams as a whole generally do not feel responsible for their actions. Individuals, on the other hand do. Hence, to complete projects, responsibility for tasks must be specifically delegated to individuals. This is the purpose of the Responsibility Allocation Matrix. It establishes individual project responsibility on a task-by-task basis among the team members.

The Responsibility Allocation Matrix is a project management tool, a simple tool with only one purpose–It identifies who is to do what.
The Responsibility Allocation Matrix does not show when or how much – this information is provided in other tools. Instead, the Responsibility Allocation Matrix answers the question: “Who needs to do what to deliver the end-of-phase or end-of-project results?”

A simplified RAM is shown below:

Responsibility Project Manager Sponsor Functional Managers Customer Project Team Leaders
Meet project goals 1 2,4 2,4 2 2,4
Issue project charter 2 1 2 2 4
Provide skilled personnel 4 1 2
Define product requirements 2 3 2 1
Develop the project plan 1 3 2 3 2,4
Provide funding to project 1
Control changes to project plan 1 3 3,4 3 2,4

Legend: 1=Primary responsibility 2= Provides inputs 3=Approval authority 4= Overall support

Two other RAMs will be developed later; one between the project managers and the team leaders, and the other will be at the team level. Read the Complete Article

The Project Portfolio Document

The Project Portfolio Document
By The Office of Government Commerce – OGC, UK

Purpose of the Project Portfolio

To list the projects that are or will be part of the programme.

Fitness for Purpose Checklist

  • Have all component project been identified?
  • Do the objectives of each project contribute to the delivery of the aim of the programme?
  • Are the interdependencies of the projects clearly understood?
  • Is the high level project information included?

Suggested Content in the Project Porfolio

  • List of component projects
  • Outline project information such as target timescales, resources required and objectives

Source Information

  • Blueprint

Notes

There should be a set of Project Plans for the constituent projects in each of the authorised change programmes. Each project plan should be supported by a high level business case and should clearly show the timescales, resource requirements and interdependencies of the project activities. Associated with each project plan will be a set of activities which recognise and seek to mitigate external risks (Risk Plan). Read the Complete Article

Project Initiation Documentation – PID

Project Initiation Documentation – PID
By The Office of Government Commerce – OGC, UK

Purpose of the Project Initiation Document

The purpose of the Project Initiation Documentation is to define the project, in order to form the basis for its management and an assessment of its overall success. The Project Initiation Documentation gives the direction and scope of the project and (along with the Stage Plan) forms the ‘contract’ between the Project Manager and the Project Board.

The three primary uses of the Project Initiation Documentation are to:

  • Ensure that the project has a sound basis before asking the Project Board to make any major commitment to the project
  • Act as a base document against which the Project Board and Project Manager can assess progress, issues and ongoing viability questions
  • Provide a single source of reference about the project so that people joining the ‘temporary organization’ can quickly and easily find out what the project is about, and how it is being managed.
Read the Complete Article

Issues Management Process

Issues Management Process
By Chuck Tryon

Process Description

During the course of any project, it is common for numerous topics, events or concerns to occur that are of interest to the Project Organization. Issues Management provides the process to record, assign and track each of these issues to resolution.

Process Purpose

The purpose of Issues Management is to insure that any concerns recognized during a project are addressed in a timely manner and do not go unresolved until they become major problems.

Use Criteria

Issues Management should be used anytime someone in the Project Organization recognizes any subject matter that may be of interest to the project, something that could effect the project or may have an influence on some entity beyond project boundaries. These issues may include but are not limited to…

  • New business directions
  • A change in the scope of the project
  • New technical directions
  • A choice between one path over another
  • A future decision that must be made
  • An early alert to a potential problem

These issues may at times become linked to one or more Project Change Request. Read the Complete Article

Project Cost Report

Project Cost Report
By The Office of Government Commerce – OGC, UK

Purpose of the Project Cost Report

To provide an up-to-date record of commitments and expenditure within budgets so that unexpected over/under run costs do not result, ensuring that all transactions are properly recorded and authorised and, where appropriate, decisions are justified.

Fitness for Purpose Checklist

Reports show cost forecasts for each approval stage, supplemented by evidence that costs achieve value for money – that is, they reflect the most economically advantageous price compatible with the specified quality; reports provide an accurate and timely summary of full and proper accounts that monitor all transactions, payments and changes relating to the project.

Suggested Content in the Project Cost Report

A form containing columns headed as follows:

  • Cost centre code/description
  • Approved budget
  • Expenditure to date
  • % complete
  • Estimated final cost
  • Variation + or (-)

Notes

Project cost reports are an essential component of cost management. Read the Complete Article

Stakeholder Map

Stakeholder Map
By The Office of Government Commerce – OGC, UK

Purpose of the Stakeholder Map

  • Identifies all interested parties both inside and outside the programme; may also include individuals or groups outside the business.
  • Used to ensure that all stakeholder interests are catered for by the programme, including keeping them informed and receiving feedback.

Fitness for Purpose Checklist

  • Have all the stakeholders and their interests been identified?
  • Is there agreement from all interested parties about the content, frequency and method?
  • Has a common standard been considered?
  • Has time to carry out the identified communications been allowed for in the stage plans?

Notes

  • It is important to determine the interests of all stakeholders, who may represent different customer groups, and to resolve conflicting requirements.

Suggested Content in the Stakeholder Map

  • Matrix showing individual stakeholders or groups of stakeholders and their particular interests in the programme
  • Communication route and frequency for each stakeholder or groups of stakeholders

Source Information of the Stakeholder Map

  • Blueprint
  • Programme Plan
  • Organisational structures of organisations involved in the programme

The Office of Government Commerce – © Crown Copyright 2009 Read the Complete Article

Project Status Report Template

Project Status Report Template
By Rob Redmond

A good status report is short, brief, and tells a lot with very little. The attached file is about as minimalist as I could make it. It does not tell the dates that have passed, therefore the manager viewing it will not be able to see where the schedule went wrong. Nor are plan vs. actual start and stop dates visible. You could easily add these.

Project Status Example

Example Project Status Report Template

The most important item is the bar chart, made manually with two simple boxes, a black triangle, and some labels. It tells quite a bit with a very intuitive graphic: overall status, percent complete, original planned percent complete for this date, and how much is left to go. You might be surprised if you use this that it contains more information than your boss is used to getting.

Big projects with millions on the line usually have a more complex format with multiple slides. Read the Complete Article

Lessons Learned Report

Lessons Learned Report
By The Office of Government Commerce – OGC, UK

Purpose:

The purpose of the Lessons Learned Report is to bring together any lessons learned during the project that can be usefully applied to other projects. At the close of the project it is completed and prepared for dissemination. As a minimum, lessons learned should be captured at the end of each stage of the project; ideally a note should be made of any good or bad point that arises in the use of the management and specialist products and tools at the time.

Fitness for purpose checklist:

  • Has every management control has been examined?
  • Have all the reasons for all the tolerance deviations and corrective actions been recorded?
  • Is input to the lessons learned log being done (as a minimum) at the end of each stage?
  • Is there an analysis of the success of quality reviews and other types of test used?
Read the Complete Article

Project Charter Template

Project Charter Template
By John Maver and Dr. Margery Mayer

Introduction

Companies translate their business plans into a series of projects. Some of the projects are relatively simple and others quite complex and involve multiple departments, activities and suppliers. But all need to be led and managed. Most companies have project managers to head up these projects. Actually, what is really needed to lead teams and manage projects are project leaders. Leaders who have the responsibility to make the team effective in delivering the objective of the project, solving the problem that has been identified and delivering the results that compensate for the expenditure of human and financial resources. Leaders!!!

The reality is most projects have become administrative nightmares for the project managers and team members. Instead of having a laser sharp focus on the project and what needs to get done, the focus has blurred and is buried in layers of administrivia. Read the Complete Article

Recommended PM App

Recommended PM App

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