Color Coded Authority Interactions
Introduction
The purpose of an authority matrix is internal control and governance.
The inputs in developing a robust Internal authority matrix will be prepared on the basis of the organization structure, core, and support business processes.
The authority matrix is subject to but not limited to the following guidance:
- The approving authority cannot approve transactions which directly benefit him/her. For example, the approving authority’s expenses claims i.e. item for his/her own use. These transactions must be approved by the approving authority’s immediate superior.
- Any amendments, revisions or additions to the authority matrix shall be effective only upon approval by the board of directors.
Effective Governance
Clear Reporting Structure
- Provides a clear and comprehensive structure for the decision-making bodies with their reporting lines
Defined Responsibilities
- Ensures a clear understanding of the accountability and responsibility for different areas in the organization
Competitive Performance Management
- Entices commitment from employees by incentivizing them when value is created
Authority Interactions Types
There are four types of authority interactions.
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Authority Matrix Example
An authority matrix defines a basic procurement process.
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Procurement Authority Matrix Example
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RACI Matrix
A responsibility assignment matrix, also known as RACI matrix, describes the participation of various roles in completing tasks for a project or business process. It is especially useful in clarifying roles & responsibilities in cross-functional or departmental processes. RACI is an acronym derived from the four key responsibilities most typically used: Responsible, Accountable, Consulted, and Informed.
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R-A-C-I Definitions
Standard definitions for R-A-C-I to expand on the business interface process chart.
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RACI Example
Let's further understand RACI with an example. A trading company in physical raw sugar defined their core business process activities to provide clarity about the roles and responsibilities of stakeholders for each key task as illustrated.
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Physical Raw Sugar RACI Example
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Physical Raw Sugar Process Map & Interface Chart Example
Once the physical raw sugar RACI has been defined and approved, the trading company mapped the physical raw sugar key activities and interface chart to illustrate the flow of the process. This will allow the company to focus on the work rather than on job titles or hierarchy.
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Process Map Example
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Interface Chart Example
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Delegation of Authority
The Delegation of Authority sets out the general principles governing the delegation of authority for management positions during their absence.
Guidelines:
- The delegation of authority needs to be in writing and communicated to all employees during the absence of a management staff;
- The delegation of authority needs to specify the level of authority extend to the Acting Appointee;
- Delegates may not further delegate their powers except where specifically authorized so to do; AND
- The Acting Appointee shall communicate with the individual who is delegating authority on any urgent matters.
