{"id":3331,"date":"2015-12-01T23:27:14","date_gmt":"2015-12-01T23:27:14","guid":{"rendered":"https:\/\/www.process.st\/templates\/create-position-descriptions-from-a-responsibility-matrix\/"},"modified":"2015-12-01T23:27:14","modified_gmt":"2015-12-01T23:27:14","slug":"create-position-descriptions-from-a-responsibility-matrix","status":"publish","type":"post","link":"https:\/\/www.process.st\/templates\/create-position-descriptions-from-a-responsibility-matrix\/","title":{"rendered":"Create Position Descriptions From a Responsibility Matrix"},"content":{"rendered":"<section id=\"plan-the-process\">\n<h2>Plan the Process:<\/h2>\n<\/section>\n<section id=\"identify-project-sponsor\">\n<h2>Identify project sponsor<\/h2>\n<div class=\"text-content\">\n<p>The sponsor is responsible for seeing the process through completion. Typically, the sponsor holds a&nbsp;supervisory (functional or matrix organization)&nbsp;or project lead role (project or matrix organization) relevant to the positions to be clarified.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"identify-scope-of-position-responsibility-clarification\">\n<h2>Identify scope of position responsibility clarification<\/h2>\n<div class=\"text-content\">\n<p>The sponsor generates a list of positions to be included in the responsibility matrix, defining an <em>internal stakeholder<\/em> group.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"determine-decisionmaking-approach\">\n<h2>Determine decision-making approach<\/h2>\n<div class=\"text-content\">\n<p>Sponsor determines to what degree&nbsp;decisions about responsibility assignment will be made by the sponsor versus negotiated among the team members.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"determine-duty-description-granularity\">\n<h2>Determine duty description granularity<\/h2>\n<div class=\"text-content\">\n<p>Specified job duties form the core of the responsibility matrix.<\/p>\n<p>Specifying duties in detail at the organizational process or even procedure level&nbsp;will&nbsp;avoid misunderstandings. However, if starting from a very ambiguous understanding of position boundaries, it may be useful to begin by describing the work to be performed at a more general level and go through the exercise of assigning involvements at this level of description, then break each high level descriptions down into process and procedure-level descriptions, repeating the exercise of assigning involvement at this bottom level of granularity.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"determine-duty-description-style-guidelines\">\n<h2>Determine duty description style guidelines<\/h2>\n<div class=\"text-content\">\n<p>Document any style conventions to be followed when writing duty descriptions. The following are recommended:<\/p>\n<ul>\n<li>Separate each distinct duty into a separate line.<\/li>\n<li>Begin each duty description with an active verb, such as:<\/li>\n<ul>\n<li>develop<\/li>\n<li>establish<\/li>\n<li>create<\/li>\n<li>certify<\/li>\n<li>review<\/li>\n<li>prepare<\/li>\n<li>ensure<\/li>\n<li>maintain<\/li>\n<li>design<\/li>\n<li>enforce<\/li>\n<li>coordinate<\/li>\n<li>recommend<\/li>\n<li>participate in<\/li>\n<li>monitor<\/li>\n<li>implement<\/li>\n<\/ul>\n<li>Use sentence case.<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"determine-rolefunction-name-style-guidelines\">\n<h2>Determine role\/function name style guidelines<\/h2>\n<div class=\"text-content\">\n<p>Roles are clusters&nbsp;of functionally related duties used to group&nbsp;detailed duty descriptions into logical bundles. A given full-time position typically comprises multiple roles, which may be shared among similar positions.<\/p>\n<p>Document any style conventions to be followed when writing role names. The following are recommended:<\/p>\n<ul>\n<li>Name roles after&nbsp;process areas.<\/li>\n<li>Reveal any hierarchic relationship by concatenating prepending process areas with process categories, such as:<\/li>\n<ul>\n<li>Systems - Availability Management<\/li>\n<li>Systems - Configuration Management<\/li>\n<li>Systems - Continuity &nbsp;Management<\/li>\n<li>Employee - General<\/li>\n<li>Employee - IT Department<\/li>\n<li>Employee - Administrative Team<\/li>\n<\/ul>\n<\/ul><\/div>\n<\/section>\n<section id=\"determine-position-holder-collaboration--communication-logistics\">\n<h2>Determine position holder collaboration &amp; communication logistics<\/h2>\n<div class=\"text-content\">\n<p>Project sponsor determines how stakeholders identified in the scope will collaborate (if a negotiation&nbsp;approach is chosen) and, in either decision-making approach, how decisions about responsibility&nbsp;will be communicated among stakeholders.<\/p>\n<p>Greater participation by the people holding the positions in the process of assigning duties assignment should correlate with greater mutual understanding and buy-in and can also lessen the administrative burden of creating the responsibility matrix.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"identify-external-stakeholders--determine-communication-logistics\">\n<h2>Identify external stakeholders &amp; determine communication logistics<\/h2>\n<div class=\"text-content\">\n<p>Sponsor determines how responsibility decisions will be communicated to external stakeholders (suppliers, customers, &amp; managers of internal stakeholders).<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"identify--prioritize-source-resources-for-review\">\n<h2>Identify &amp; prioritize source resources for review<\/h2>\n<div class=\"text-content\">\n<p>Sponsor reviews relevant organizational resources, soliciting stakeholders as appropriate to identify background materials to review for compiling duties and prioritize their review order. Such source resources may include:<\/p>\n<ul>\n<li>position descriptions<\/li>\n<li>project &amp; task lists<\/li>\n<li>standard operating procedures<\/li>\n<li>organization chart<\/li>\n<li>inventories<\/li>\n<li>planning calendars<\/li>\n<li>service portfolios<\/li>\n<li>strategic plan<\/li>\n<li>reference models<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"assign-roles-for-resource-review-according-to-collaboration-plan\">\n<h2>Assign roles for resource review according to collaboration plan<\/h2>\n<div class=\"text-content\">\n<p>Project sponsor apportions review of background resources among stakeholders according to collaboration plan. Recommend two stakeholders review each background resource, one primary reviewer and one secondary. The primary reviewer will extract duties from the resource under review and enter it into the responsibility matrix, phrasing entries according to the style conventions. The secondary reviewer will do the same after the primary reviewer has completed, negotiating additions and improvements to ensure coverage, clarity, and consistency.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"establish-a-review-cycle\">\n<h2>Establish a review cycle<\/h2>\n<div class=\"text-content\">\n<p>In many&nbsp;organizations, position responsibilities frequently change. The responsibility matrix created by this procedure&nbsp;should be reviewed regularly by the position holders to ensure it is accurate.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"communicate-responsibility-apportionment-plan-to-position-holders\">\n<h2>Communicate responsibility apportionment plan to position holders<\/h2>\n<div class=\"text-content\">\n<p>Project sponsor communicates the plan to the stakeholders, delegating work and coordinating collaboration logistics such as meetings or on-line discussions as required.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"prepare-the-responsibility-matrix-tool\">\n<h2>Prepare the Responsibility Matrix tool:<\/h2>\n<\/section>\n<section id=\"make-a-working-copy-of-the-responsibility-matrix\">\n<h2>Make a working copy of the responsibility matrix<\/h2>\n<div class=\"text-content\">\n<ol>\n<li>Open the following Google sheet:<br \/><a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1oe75W6GzXTajqRxMxhUDVakXfR1KPqco34JHR0lnm8c\/edit#gid=1156974436\" target=\"_blank\" rel=\"nofollow noopener\">https:\/\/docs.google.com\/spreadsheets\/d\/1oe75W6GzXTajqRxMxhUDVakXfR1KPqco34JHR0lnm8c\/edit#gid=1156974436<\/a><\/li>\n<li>Select <strong>File &gt; Make a copy...<\/strong><\/li>\n<li>Enter an appropriate name for the responsibility matrix<\/li>\n<li>Activate <strong>OK<\/strong><\/li>\n<\/ol><\/div>\n<\/section>\n<section id=\"share-the-copied-responsibility-matrix-with-position-holders\">\n<h2>Share the copied responsibility matrix with position holders<\/h2>\n<div class=\"text-content\">\n<ol>\n<li>Select <strong>File &gt; Share...<\/strong><\/li>\n<li>Enter Google account e-mail addresses for internal stakeholders<\/li>\n<li>Select <strong>Can edit<\/strong> as sharing permission<\/li>\n<li>Click <strong>Done<\/strong><\/li>\n<\/ol><\/div>\n<\/section>\n<section id=\"enter-position-titles--summaries\">\n<h2>Enter position titles &amp; summaries<\/h2>\n<div class=\"text-content\">\n<ol>\n<li>Open the copied responsibility matrix<\/li>\n<li>Click on the <em>Positions<\/em> tab<\/li>\n<li>Enter the positions titles of the internal stakeholders in the <em>Title<\/em> column<\/li>\n<li>Enter the corresponding position summary\/overview\/brief description in the Summary column<\/li>\n<\/ol><\/div>\n<\/section>\n<section id=\"update-the-involvement-codes-as-needed\">\n<h2>Update the involvement codes as needed<\/h2>\n<div class=\"text-content\">\n<ol>\n<li>Open the copied responsibility matrix<\/li>\n<li>Click on the <em>Codes&nbsp;<\/em>tab<\/li>\n<li>Update the entries in the following columns:<\/li>\n<ul>\n<li><strong>Code<\/strong>: A (single character) abbreviation used to record&nbsp;the Involvement type in the Responsibility Matrix<\/li>\n<li><strong>Involvement<\/strong>: The name of the type of involvement a&nbsp;given position has for the given task, decision, or duty<\/li>\n<li><strong>Definition<\/strong>: A&nbsp;description of the involvement<\/li>\n<li><strong>Prepend Text<\/strong>: Text that will be attached to the beginning of the Duty description in the automatically generated detailed&nbsp;Position Description to denote the given Involvement type.<\/li>\n<\/ul>\n<\/ol>\n<p>For the purpose of building position descriptions, the following Codes&nbsp;may be useful:<\/p>\n<ul>\n<li><strong>R<\/strong>esponsible:&nbsp;performs the work<\/li>\n<li><strong>B<\/strong>ackup:&nbsp;performs the work in the absence of the Responsible party (provides fail-over redundancy)<\/li>\n<li><strong>S<\/strong>upporting:&nbsp;assists Responsible party in performing work<\/li>\n<li><strong>A<\/strong>pproving:&nbsp;authorizes and approves work, ultimately accountable<\/li>\n<li><strong>C<\/strong>onsulting: provides input before\/during work<\/li>\n<li><strong>I<\/strong>nformed:&nbsp;notified&nbsp;after a decision or action is taken<\/li>\n<\/ul>\n<p>Many other useful&nbsp;<a href=\"https:\/\/en.wikipedia.org\/wiki\/Responsibility_assignment_matrix#Alternatives\" rel=\"nofollow noopener\" target=\"_blank\">variants<\/a>&nbsp;provide additional alternatives codings that can be useful given the dynamics of different organizations.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"clear-any-irrelevant-sample-duties-as-needed\">\n<h2>Clear any irrelevant sample duties as needed<\/h2>\n<div class=\"text-content\">\n<ol>\n<li>Open the copied responsibility matrix<\/li>\n<li>Click on the <em>Responsibility Matrix&nbsp;<\/em>tab<\/li>\n<li>Select unneeded&nbsp;cells in the <em>Function \/ Role<\/em> &amp; <em>Duty<\/em> columns<\/li>\n<li>Press <strong>Delete<\/strong><\/li>\n<li>Repeat steps 3-4 as needed<\/li>\n<\/ol><\/div>\n<\/section>\n<section id=\"optionally-document-the-source-resources\">\n<h2>Optionally document the source resources<\/h2>\n<div class=\"text-content\">\n<ol>\n<li>Open the copied responsibility matrix<\/li>\n<li>Click on the <em>Source Resources&nbsp;<\/em>tab<\/li>\n<li>For each&nbsp;organizational resource identified in the&nbsp;planning phase, complete the following fields:<\/li>\n<ul>\n<li><strong>Title<\/strong>: Name of the resource<\/li>\n<li><strong>Description:<\/strong>&nbsp;A description of the resource<\/li>\n<li><strong>Primary Reviewer<\/strong>:&nbsp;Title of the position doing the first-pass review of the resource &amp; recording suggested duties<\/li>\n<li><strong>Secondary Reviewer<\/strong>: Title of the position reviewing the resource after the primary reviewer completes a pass<\/li>\n<li><strong>Locator<\/strong>: URL or description of where\/how to access the resource<\/li>\n<\/ul>\n<\/ol><\/div>\n<\/section>\n<section id=\"optionally-document-external-stakeholder-communication-plan\">\n<h2>Optionally document external stakeholder communication plan<\/h2>\n<div class=\"text-content\">\n<ol>\n<li>Open the copied responsibility matrix<\/li>\n<li>Click on the <em>External Stakeholders&nbsp;<\/em>tab<\/li>\n<li>For each&nbsp;customer, supplier, manager or other external stakeholder identified in the planning phase, complete the following fields:<\/li>\n<ul>\n<li><strong>Title<\/strong>: title of the given stakeholder's position<\/li>\n<li><strong>Relationship - Position:<\/strong>&nbsp;The relationship (customer, supplier, manager) of the given stakeholder to the included&nbsp;position(s)<\/li>\n<li><strong>Communications Plan<\/strong>: How the responsibilities will be communicated to the stakeholder<\/li>\n<\/ul>\n<\/ol><\/div>\n<\/section>\n<section id=\"optionally-document-duty--functionrole-guidelines\">\n<h2>Optionally document duty &amp; function\/role guidelines<\/h2>\n<div class=\"text-content\">\n<ol>\n<li>Open the copied responsibility matrix<\/li>\n<li>Click on the <em>Guidelines&nbsp;<\/em>tab<\/li>\n<li>For each guideline&nbsp;identified in the&nbsp;planning phase, complete the following fields:<\/li>\n<ul>\n<li><strong>Type<\/strong>:&nbsp;Category for the guideline, such as:<\/li>\n<ul>\n<li>Duty granularity<\/li>\n<li>Duty description style<\/li>\n<li>Role\/function style<\/li>\n<\/ul>\n<li><strong>Guideline:<\/strong>&nbsp;A concise statement of the guideline, rule, or convention to follow<\/li>\n<li><strong>Rationale \/ Description<\/strong>: Any supporting information motivating or explaining the guideline<\/li>\n<\/ul>\n<\/ol><\/div>\n<\/section>\n<section id=\"add-duties-to-the-responsibility-matrix\">\n<h2>Add Duties to the Responsibility Matrix:<\/h2>\n<\/section>\n<section id=\"locate--distribute-background-resources-to-reviewers\">\n<h2>Locate &amp; distribute background resources to reviewers<\/h2>\n<\/section>\n<section id=\"review-each-background-resource-for-relevant-duties-primary-reviewer\">\n<h2>Review each background resource for relevant duties [primary reviewer]<\/h2>\n<\/section>\n<section id=\"add-each-relevant-duty-to-blank-row-of-matrix-if-not-duplicative-of-existing-duty-primary-reviewer\">\n<h2>Add each relevant duty to blank row of matrix if not duplicative of existing duty [primary reviewer]<\/h2>\n<\/section>\n<section id=\"notify-secondary-reviewer-after-resource-review-primary-reviewer\">\n<h2>Notify secondary reviewer after resource review [primary reviewer]<\/h2>\n<\/section>\n<section id=\"review-each-background-resource-for-relevant-duties-secondary-reviewer\">\n<h2>Review each background resource for relevant duties [secondary reviewer]<\/h2>\n<\/section>\n<section id=\"add-each-relevant-duty-to-blank-row-of-matrix-if-not-duplicative-of-existing-duty-secondary-reviewer\">\n<h2>Add each relevant duty to blank row of matrix if not duplicative of existing duty [secondary reviewer]<\/h2>\n<\/section>\n<section id=\"organize--edit-duties\">\n<h2>Organize &amp; Edit Duties:<\/h2>\n<\/section>\n<section id=\"group-related-duties-into-functional-roles--label\">\n<h2>Group related duties into functional roles &amp; label<\/h2>\n<div class=\"text-content\">\n<p>Group&nbsp;procedure-level duties together into the relevant process groupings and interrelated processes together into functional groupings. An explicit process model or other commonly accepted work classification scheme may be helpful in creating these logical groupings.<\/p>\n<ol>\n<li>Open the copied responsibility matrix<\/li>\n<li>Click on the <em>Responsibility Matrix&nbsp;<\/em>tab<\/li>\n<li>For each duty enter a descriptive word or phrase in the <strong>Function \/ Role<\/strong> column according to the established guidelines.<\/li>\n<li>To group related duties by the entered Function \/ Role names, select Sort A-Z from the filter drop-down menu on cell A2 &quot;Function \/ Role&quot;.<\/li>\n<\/ol><\/div>\n<\/section>\n<section id=\"review--edit-duties\">\n<h2>Review &amp; edit duties<\/h2>\n<div class=\"text-content\">\n<ul>\n<li>Combine similar items as appropriate.<\/li>\n<li>Edit&nbsp;to ensure compliance with agreed-upon duty granularity &amp; style&nbsp;conventions<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"assign-involvement-codes\">\n<h2>Assign Involvement Codes:<\/h2>\n<\/section>\n<section id=\"review-involvement-code-definitions-for-understanding\">\n<h2>Review involvement code definitions for understanding<\/h2>\n<\/section>\n<section id=\"for-each-duty-enter-relevant-code-for-each-position\">\n<h2>For each duty, enter relevant code for each position<\/h2>\n<\/section>\n<section id=\"review--edit-responsibility-assignments-to-ensure-accuracy\">\n<h2>Review &amp; edit responsibility assignments to ensure accuracy<\/h2>\n<\/section>\n<section id=\"communicate-responsibilities\">\n<h2>Communicate Responsibilities:<\/h2>\n<\/section>\n<section id=\"generate-position-descriptions\">\n<h2>Generate position descriptions<\/h2>\n<div class=\"text-content\">\n<ol>\n<li>Open the copied responsibility matrix<\/li>\n<li>Click on the <em>Position Description&nbsp;<\/em>tab<\/li>\n<li>For each position for which you would like to generate a detailed position description:<\/li>\n<ol>\n<li>Enter&nbsp;the given position's number from the <em>Positions<\/em> tab in the <em>Position #<\/em> cell<\/li>\n<li>Click and hold&nbsp;column header A, then drag to column header B to highlight the&nbsp;columns<\/li>\n<li>Select <strong>Edit &gt; Copy<\/strong>&nbsp;to copy the position description<\/li>\n<li>Paste the position description into the application of your choice<\/li>\n<\/ol>\n<\/ol><\/div>\n<\/section>\n<section id=\"communicate-to-position-holders-according-to-internal-stakeholder-plan\">\n<h2>Communicate to position holders according to internal stakeholder plan<\/h2>\n<\/section>\n<section id=\"communicate-to-suppliers--customers-according-to-external-stakeholders-plan\">\n<h2>Communicate to suppliers &amp; customers according to external stakeholders plan<\/h2>\n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>Plan the Process: Identify project sponsor The sponsor is responsible for seeing the process through completion. Typically, the sponsor holds a&nbsp;supervisory (functional or matrix organization)&nbsp;or project lead role (project or matrix organization) relevant to the positions to be clarified. Identify scope of position responsibility clarification The sponsor generates a list of positions to be included [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"ep_exclude_from_search":false,"cover_icon_emoji":"","cover_icon_url":"","tasks_count":"40","template_description":"","template_id":"h0BGorpuFxTNxSqwRURAHg","task_0":"Plan the Process:","task_slug_0":"plan-the-process","task_1":"Identify project sponsor","task_slug_1":"identify-project-sponsor","task_2":"Identify scope of position responsibility clarification","task_slug_2":"identify-scope-of-position-responsibility-clarification","task_3":"Determine decision-making approach","task_slug_3":"determine-decisionmaking-approach","task_4":"Determine duty description granularity","task_slug_4":"determine-duty-description-granularity","task_5":"Determine duty description style guidelines","task_slug_5":"determine-duty-description-style-guidelines","task_6":"Determine role\/function name style guidelines","task_slug_6":"determine-rolefunction-name-style-guidelines","task_7":"Determine position holder collaboration &amp; 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