The Assigned Duties and Work Expected from a Project Team Member
PMBOK v8 Definition
The assigned duties and work that a project team member is expected to perform in order to complete the project's activities are defined as Roles and Responsibilities. According to PMBOK v8, a Role is "the function assumed by, or assigned to, a person in the project." Examples of project roles include civil engineer, business analyst, and testing coordinator. Responsibility refers to the specific work and duties assigned to a project team member. This concept is part of the Project Resource Management Knowledge Area and is formally documented in the Responsibility Assignment Matrix (RAM), a key tool and technique for defining and communicating these expectations.
Why It Matters for the Exam
This concept is frequently tested on the PMI exam because it is foundational to team development, project execution, and stakeholder management. Questions often appear in the Planning and Executing Process Groups, testing your ability to distinguish between roles, authority, and responsibility. Expect scenario-based questions where you must identify the correct document (RAM) or differentiate between role definitions and authority levels.
Key Points to Remember (for the exam)
- Main Definition: A role is the function assumed by or assigned to a person; responsibility is the assigned duties and work expected to complete activities.
- Key Document: The Responsibility Assignment Matrix (RAM) is the primary tool for linking roles to work packages or activities.
- Three Distinct Elements:
- Role: The function (e.g., civil engineer, testing coordinator)
- Authority: The right to apply resources, make decisions, sign approvals, accept deliverables
- Responsibility: The assigned duties and work to perform
- Critical Rule: "Team members operate best when their individual levels of authority match their individual responsibilities."
- Common Confusion: Role vs. Responsibility – Role is the position/function; Responsibility is the specific work assigned.
- Key Process: This concept is applied in the Direct and Manage Project Work process, where team members perform their assigned duties.
- Exam Tip: When you see "assigned duties and work" in a question, immediately think Roles and Responsibilities and the RAM.
Typical PMI Exam Example
A project manager is creating a document that defines the function assumed by each team member, such as "civil engineer" or "testing coordinator," and links these functions to specific work packages. Which document is being created?
Answer: Responsibility Assignment Matrix (RAM)
PMI Exam Traps
- Trap: Confusing "Role" with "Responsibility"
- Reality: Role is the function (position); Responsibility is the assigned duties/work to complete.
- Trap: Thinking Authority and Responsibility are the same
- Reality: Authority is the right to make decisions and use resources; Responsibility is the duty to perform work.
- Trap: Assuming the RAM only lists names
- Reality: The RAM links roles to activities, not just names. It shows who does what.
- Trap: Believing roles are fixed throughout the project
- Reality: Roles can be adjusted based on gaps in knowledge and skills, requiring training, mentoring, or coaching.
Important PMI Connections
| Related Concept | Relationship Type | Exam Attention Point |
|---|---|---|
| Project Management Plan | Input to / Output from | The plan defines how roles and responsibilities are managed and executed. |
| Team Development | Complements | Roles and responsibilities are communicated to ensure team members understand their duties; gaps are addressed through training. |
| Direct and Manage Project Work | Process Application | This process executes the planned activities where team members perform their assigned roles and responsibilities. |
| Authority | Key Distinction | Authority must match responsibility for optimal team performance; tested in delegation/scenario questions. |
Quick Review Questions
- What is the exact PMBOK v8 definition of a "Role" in a project?
- Which document is used to link roles to work packages or activities?
- What happens when a team member's authority does not match their responsibility?
- What are three examples of project roles mentioned in PMBOK v8?
- In which process group are roles and responsibilities primarily defined and communicated?
PMBOK v8 Reference
Section 2.5 – Project Roles and Responsibilities
Section 5 – Tools and Techniques (Responsibility Assignment Matrix)