Develop an accountability matrix by identifying and assigning program roles and responsibilities in order to build the core team and to differentiate between the program and project resources.

Concepts

Program Management Professional (PgMP) exam

The Program Management Professional (PgMP) exam focuses on teaching its aspirants about numerous essential concepts, one of them being the development of an accountability matrix. This matrix helps identify and assign roles and responsibilities for the successful execution of a program. It lays down the foundation for the core team and differentiates between program and project resources.

Understanding an Accountability Matrix

Before we delve into how to develop an accountability matrix, it’s vital to understand what it is. An Accountability Matrix, often known as the RACI Chart (Responsible, Accountable, Consulted, and Informed), is a simple yet effective management tool used for recognizing roles and responsibilities during an organizational change process.

Its primary aim is to clear up confusion and prevent overlaps or omissions in tasks. It establishes accountability and responsibility in a team, making sure everyone will perform their duties efficiently.

Developing an Accountability Matrix

The steps to develop your accountability matrix are as follows:

Identify Roles: The first step is to identify all roles within the program. This could be the program manager, team leaders, team members, stakeholders, etc.
Define Tasks: Next, list down all tasks that need to be done under the program.

Assign the RACI Elements: Responsible, Accountable, Consulted, and Informed are the four elements that need to be assigned to the roles for each task.

Responsible: Who will do the task?
Accountable: Who makes the final decision and is answerable for the completion of the task?

Consulted: Who offers inputs before the decision or task execution?
Informed: Who need to be informed about the decision or task completion?

By assigning clear roles and responsibilities using the RACI format, it helps bring clarity and ensure smooth functioning within the team.

Differentiating Between Program and Project Resources

In the context of program management, resources can either refer to program resources or project resources. Let’s draw a distinction between the two:

	Program Resources	Project Resources
Meaning	They refer to physical and human resources necessary to deliver the overall program. They’re under the control and direction of the program manager. For example, a program manager, program coordinator, a strategic committee, etc.	They refer to specific resources that are used for the implementation of individual projects within the program. They’re under the control and direction of project managers. For instance, project manager, project team members, IT infrastructure needed for a specific project, etc.
Shift Between Projects	Resources can shift between projects within the same program, depending on the need and phase each project is in. Although a project is carried out independently, it needs to align its goals with the overall program.

Conclusion

In conclusion, developing an accountability matrix and clear identification of roles and responsibilities are crucial in program management. By differentiating between program and project resources, you can ensure effective resource allocation and use. It paves a clear path towards the achievement of program objectives and outcomes, fostering an environment for success.

By undertaking the Program Management Professional (PgMP) exam, you leverage these techniques and strategies, pushing towards a career marked by efficiency and success.

Answer the Questions in Comment Section

True or False: An accountability matrix is utilized for assigning roles and responsibilities of a program or project.

Answer: True

Explanation: An accountability matrix is a tool that is crucial for assigning and understanding the roles and responsibilities of each individual within a program or project.

A core team is constructed using what type of method?

a) Hazard Analysis

b) Responsibility Assignment Matrix (RAM)
c) Framework Development
d) Probability and Impact assessment

Answer: b) Responsibility Assignment Matrix (RAM)

Explanation: A Responsibility Assignment Matrix (RAM) is utilized to distinguish the roles and responsibilities within a core team.

True or False: A program contains one or more projects.

Answer: True

Explanation: A program can consist of numerous projects. Each project under a program will have its specific objective that contributes to the overall goal of the program.

The differentiation between program and project resources is important because:

a) Project resources are always fewer.
b) Program resources usually have a bigger scope of work.

c) It keeps track of the budget.
d) It allows you to understand who is responsible for what.

Answer: d) It allows you to understand who is responsible for what.

Explanation: Differentiating between program and project resources helps in precisely understanding tasks, duties, and responsibilities attached to each role.

True or False: A Responsibility Assignment Matrix (RAM) is not necessary for small-sized projects.

Answer: False

Explanation: A Responsibility Assignment Matrix (RAM) is valuable in every project, regardless of the size because it helps in clearly defining the roles and responsibilities of each team member.

What is not a disadvantage of an improperly managed accountability matrix?

a) Confusion in roles
b) Increased productivity
c) Miscommunication

d) Inefficiency

Answer: b) Increased productivity

Explanation: Improperly managed accountability matrix can cause confusion in roles, miscommunication, and inefficiency but it cannot lead to increased productivity.

Project resources are:

a) Only physical assets
b) Only human resources
c) Both physical assets and human resources

d) Neither physical nor human resources

Answer: c) Both physical assets and human resources

Explanation: Project resources encompass all the human resources and physical assets required to carry out a project.

True or False: In program management, everyone has the same responsibilities.

Answer: False

Explanation: In program management, responsibilities vary based on roles and tasks assigned using tools like an accountability matrix.

In an accountability matrix, responsibilities are usually categorized as:

a) Accountable, Responsible, Consulted, Informed

b) Acquired, Rented, Cashed, Initiated
c) Appraised, Reviewed, Checked, Initiated
d) Accountable, Reviewed, Certified, Indexed

Answer: a) Accountable, Responsible, Consulted, Informed

Explanation: The most common categorization in an accountability matrix is Accountable, Responsible, Consulted, and Informed – often abbreviated as the RACI model.

True or False: The accountability matrix should remain static throughout the lifecycle of a program or project.

Answer: False

Explanation: The accountability matrix frequently can be updated or modified as the program or project progresses. Changes may be driven by resource allocation changes, scope modifications, or other project adjustments.