WILY MANAGER Just-in-Time Management Advice RACI Analysis Responsibility Charting

WILY MANAGER Just-in-Time Management Advice Agenda What is Responsibility Charting and why it is important Definitions Guidelines and Rules How it works RACI horizontal & vertical analysis The RASCI variation

WILY MANAGER Just-in-Time Management Advice What is Responsibility Charting? A technique used to clarify roles and responsibilities. Describes the participation by various roles in completing tasks or deliverables for a business process It is especially useful in clarifying roles and responsibilities in cross- functional/departmental projects and processes.

WILY MANAGER Just-in-Time Management Advice Benefits Eliminates misunderstandings and encourages teamwork Reduces duplication of effort Encourages communication and debate Increased productivity through well defined accountability Streamlined organization structure by collapsing unneeded layers and placing accountability where it belongs Reinforces empowerment at the appropriate level of the organization.

WILY MANAGER Just-in-Time Management Advice Objectives and Results To clarify relationships pertaining to: – decisions or functions (activities, tasks) – roles (functional roles) – types of participation of each role player in each decision To improve employee morale To improve teamwork To improve operating effectiveness

WILY MANAGER Just-in-Time Management Advice Two Perspectives An analysis tool – To chart the current system – To identify issues or where things may be falling between the cracks An Improvement tool – Focus on how the organization should be – Very useful after a reorganization, or acquisition/merger

WILY MANAGER Just-in-Time Management Advice Definitions Responsible ”The Doer”: position working on activity Accountable”The Buck Stops Here”: position with yes/no authority. Consult”In The Loop”: position involved prior to decision or action Inform ”Keep In The Picture”: position that needs to know of decision or action

WILY MANAGER Just-in-Time Management Advice Guidelines 1.100% accuracy is not always required, and certainly not at first 2.It is an iterative process 3.Place accountability (A) and responsibility (R) at the lowest feasible level. 4.There can be only one accountability (A) per activity 5.Authority must accompany accountability. 6.Minimize the number of Consults (C) and Informs (I) 7.Actions/functions identified must be appropriate to this team’s level. Cascading RACIs will be put in place for other levels of the organization. 8.Actions should focus on positions not Individuals

WILY MANAGER Just-in-Time Management Advice Rules of Engagement Debate is encouraged, but must be considered and respectful Argue your viewpoint, but respect the outcomes of the group Need to work towards an 80% solution. Do not consider exceptional circumstances

WILY MANAGER Just-in-Time Management Advice A Larger RACI Process Cascading RACIs throughout an organization RACIs are most often iterative, that will need refinement. The RACI should be revisited at least annually or as jobs or organizations change Connect RACIs to job or position descriptions Connect RACIs to organizational scorecards or measurement systems

WILY MANAGER Just-in-Time Management Advice Building Your RACI Process Major process identified as needed to be analyzed through a RACI Chart Actions/Decisions/Functions One of several sequential steps in the completion of a business process Functional Roles a position assigned or assumed to accomplish an activity or sub- activity ARI RC Process 1 MgrEng

WILY MANAGER Just-in-Time Management Advice Chart Analysis and Review Position Activity A R C C C IC R I A I A AC R C I Looking to Address: No R’s or A’s Too many R’s or A’s To few R’s and A’s Placement of C’s Placement of I’s Every box filled in Horizontal Analysis

WILY MANAGER Just-in-Time Management Advice Chart Analysis and Review Position Action RC C IC R I A I A C R C I Looking to Address: Lots of R’s No empty spaces No R’s or A’s Too many A’s Vertical Analysis A A

WILY MANAGER Just-in-Time Management Advice Three Things to remember 1.Role clarity is the root cause of many other organizational issues 2.Push accountability as low in the organization as possible 3.Revisit the RACI at least once per year as jobs and/or the organization changes.

WILY MANAGER Just-in-Time Management Advice RASCI “S” – Support. Some RACI charts include an “S” to indicate support required from specific positions. Use the “S” if it makes sense in your situation OR if you are having difficulty deciding between an “R” or a “C”.