TASK 2 Responsibility Assignment Matrix 2022 PDF

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TASK 2 RESPO
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VIT1203 - Project Management – Assessment 3

TASK 2 – RESPONSIBILITY ASSIGNMENT MATRIX Objective: A Responsibility Assignment Matrix (RAM) uses the Work Breakdown Structure (WBS) and the organizational structure to link deliverables and/or activities to resources. The RAM provides a realistic picture of the resources needed and can identify if you have enough resources for the project. The RAM is the basis for understanding the projects Scope, Time, HR and Cost planning. Human Resources (HR) Management Objective: In project management, it is very important for all the stakeholders to understand the responsibilities and accountabilities of each person. While smaller teams can have more informal rules to keep track of responsibilities, in bigger teams with cross-department and inter-organizational collaboration efforts, it is very important to create a more formal process to track responsibilities. This helps reduce confusion and leads projects to faster completion. RACI Matrix One of the important tools for tracking roles & responsibilities is the Responsibility Assignment Matrix (RACI matrix); assigning roles and responsibilities to the project tasks. RACI stands for: • • • •

Responsible – Who is responsible for the execution of the task? Many resources can be assigned as responsible to a single project task Accountable – Who is accountable for the tasks and signs off the work? Only one person can ever be assigned as accountable to a single project task Consulted – Who are the subject matter experts who to be consulted? Informed – Who are the people who need to be updated of the progress?

Note: a resource can be both Accountable and Responsible for a task activity. The resource assigned as ‘accountable’ for a task, would be the highest ranking staff member in the project hierarchy in their field of expertise: example, the executive would be accountable for sign off and approvals related to cost aspects; the project manager would be accountable for project deliverables such as scope, time, risk etc.; Senior Suppler would be accountable for any product delivery aspects, any work relating to software/hardware. 1

VIT1203 - Project Management – Assessment 3

Example RACI chart below:

Scope Objective: Scope management is the careful monitoring and control of the work necessary to complete the project. The scope of the project refers to all the work required to complete the project. It also leaves out anything that is not directly related to the objectives of the project. A successful scope will cover all and only the factors involved for project success. With the completion of the HR Stakeholder Plan, there is an understanding of the project roles and responsibilities. A RAM is a matrix that maps the work of the project as described in the WBS to the people responsible for performing the work. The RAM allocates work to responsible teams or individuals, by using a RAM to assign detailed work activities (i.e. WBS work package tasks). One of the main elements of the Scope design is the RAM- Work Breakdown Structure (WBS), following the usual top-down approach process for designing a Level 3: • • •

State the One WBS Level 1 task, being the Project Name, then State the Six Level 2 tasks (i.e. subdividing the project as per Case study information) underpinning the Level 1 task, then State all the Level 3 work package tasks (i.e. as per Case study information), underpinning each of the Level 2 tasks.

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VIT1203 - Project Management – Assessment 3

Cost Management Objective: Cost management involves knowing the financial and human resources required for a project. It requires project managers to create a more accurate budget. Cost management ties into time management, to understand project budgets, an accurate determination of project timeframes is critical. Utilizing Cost Management Processes, the project manager can develop the cost plan for projects: •

Estimating costs: developing an approximation or estimate of the costs of the resources needed to complete a project

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Determining the budget: allocating the overall cost estimate to individual work items to establish a baseline for measuring performance

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Controlling costs: controlling changes to the project budget

Time Management Objective: Time management is another key aspect of managing a project. As such, it is considered to be a core knowledge area, and is closely knit to scope and cost areas. The main purpose of this knowledge area, as it name suggests, is to build processes and outputs into the project that assist the manager and team to complete the project in a timely manner. The Project Time Management process is used to develop the schedule plan, which is as follows: • •

Defining activities: identifying the specific activities that the project team members and stakeholders must perform to produce the project deliverables Sequencing activities: identifying and documenting the relationships between project activities. Below is an example of the Network diagram, a preferred technique for showing activity sequencing (i.e. Arrow Diagramming method or Activity on Arrow (AOA) approach)

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VIT1203 - Project Management – Assessment 3

• • • •

Estimating activity resources: estimating how many resources a project team should use to perform project activities Estimating activity durations: estimating the number of work periods that are needed to complete individual activities Developing the schedule: analysing activity sequences, activity resource estimates, and activity duration estimates to create the project schedule Controlling the schedule: controlling and managing changes to the project schedule

MILESTONES Milestones can be particularly important part of schedules, especially for large projects. Project Managers like to focus on meeting milestones to emphasize important events or accomplishments on projects. To make milestones meaningful, Project Managers use SMART criteria as guidelines to help define them; • Specific – target a specific area for improvement. • Measurable – quantify or at least suggest an indicator of progress. • Assignable – specify who will do it. • Realistic – state what results can realistically be achieved, given available resources. • Time-related – specify when the result(s) can be achieved.

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VIT1203 - Project Management – Assessment 3

Task: 1. Complete the RAM WBS template provided (i.e. using the information above, the HR Stakeholder plan and in the case study to help you complete this task) a. Document and enter all the pertinent information to the both the ‘WBS task activities’ and ‘WBS numbering’ sections of the RAM template. (2 marks) b. Estimating activity resources: determine which specific staff member will be responsible for performing the individual project work package task activities. Document the solution for the twelve staff members (i.e. as listed in the RAM template), by assigning an ‘R’ against the WBS task activity they will perform. (Note: there can be many people responsible for a single task activity: example, the task “Acquiring new hardware and software” will involve all SEG and HEG staff. To assist with your solution, use the information listed in your case study in order to assign the ‘right person to the right job’). (56 marks – level 3 tasks) c. Estimating activity durations: determine an time (i.e. days) estimate for the duration (i.e. actual time worked) needed to complete each Level 3 WBS task activity, based on the timeframe information stated in the case study. Make certain that you do not go over or under the timeframe given to complete each phase. (e.g. The ‘Planning Phase’ has been estimated to take 2 weeks to complete; ALL the eight tasks within this phase should be completed in 10 working days, not including the weekends which are not scheduled work days) (56 marks) d. Complete the RAM (using the RACI model technique), assigning the single individual human resources who will be Accountable for each WBS task activity (i.e. Remember, there can only be ONE person accountable for a task: example, the Executive will be accountable for the project task ‘Obtain approvals to proceed’). (56 marks)

2. Complete the Milestone Report Template, listing at least twelve milestones for your schedule plan, also the staff member accountable for the task completion. Select two significant milestones for each phase of the project. (12 marks)

3. With the Scope, HR and Time considerations completed for the RAM, the project cost and budget can now be determined, documenting all costs in the RAM template section: 5

VIT1203 - Project Management – Assessment 3

a. Determine the wage costs for each WBS work package activity (i.e. Level 3 tasks), based on the duration of the work activity and the daily pay rate of the staff member/s assigned to complete the task. Enter your solutions in ‘Cost (wage)’ column in the RAM. (e.g. Example may be that the project cost for undertaking a single task of ‘configuring a server’ for three-day duration, may be set at $300, considering that the Server technician is at a pay rate of $100/day). (56 marks) b. Determine the wage costs for each WBS work activity (i.e. Level 2 tasks), based on the accumulated Level 3 activity costs calculated in part a). (Create a new row below each phase in your RAM which will list the total cost in wages for the phase) (6 marks) c. Determine the total wage cost for the project (i.e. Level 1), based on the accumulated Level 2 activity costs calculated in part b). (Create a new row listing the total wage cost for each phase of the project) (1 mark) d. Calculate the overall budget for the project, taking into consideration all other pertinent project costs. You are to create new row items listing the total wage cost (i.e. part c.), infrastructure, software, testing, training and separate reserve cost. These cost factors need to be added to the total wage cost calculated in part c). to determine the overall budget cost and reserve cost. (7 marks)

Assignment Marking Criteria:

ANALYTICAL RUBRICS Area To Be Assessed

Minimal (0-2)

Somewhat (3 – 5)

Good (6 – 7)

Outstanding (8-10)

Report template not fully utilised and information presented unintelligible

Has used the report template and information presented mostly intelligible

Report template fully utilised and information presented fully intelligible

Marks

TASK 2: RESPONSIBILITY ASSIGNMENT MATRIX Use of Template (2 + 2 marks in total)

No usage or minimal usage of report template

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VIT1203 - Project Management – Assessment 3

Description of Solution (196 marks in total)

Solution is not clear or poorly described, failing to meet all requirements, does not meet word count threshold

Solution is limited in scope and clarity and does not meet most requirements and word count threshold

Solution is mostly clear and concise, meet requirements and word count threshold

Solution is clear, concise with a clear rationale meeting and exceeding requirements and the word count threshold

*PLAGIARISM: If the teacher is suspect about of undisputed origin (i.e. and not a copy) of the students final submission, the teacher will conduct an interview with the student with ‘follow-up’ relevant questions, testing the student as to their understanding of their own submitted work, and their own knowledge and understanding of the assignment objectives and tasks. If after the interview, the teacher is still not convinced as to the authenticity of the students own work and understanding, the teacher will have the right to score the students report with a final mark of ZERO (i.e. 0/200) Total mark / out of 200 Final Project weighting (15 marks)

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