© university of wisconsin-madison 1 prioritization matrix

© University of Wisconsin-Madison 1

Prioritization Matrix

Learning Objectives

Upon completing this module, you will be able to: Understand the purpose and proper use of a

Prioritization Matrix (PM) Develop a list of viable options to meet a defined

project objective Employ team consensus to define and weigh

criteria for evaluating the options Use a systematic, team-based ranking process to

determine the best options (assignable tasks) to pursue given limited resources

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1. Define Problem or Opportunity

(Problem Statement)

2. Determine Requirements, Constraints,

Gap, and Root Causes

3. Generate and Design Solutions to Meet Needs

4. Evaluate, Prioritize, and Test Solution

Ideas

5. Justify and Plan the

Implementation, Manage Change

Process

Core Steps in System or Process Design and Improvement

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PRIORITIZATION MATRICES

ExpandThinking

FocusAttention

ExpandThinking

FocusAttention

Affinity Diagram

Interrelationship Digraph

Tree Diagram

Prioritization Matrices

Takes specific ideas and allows new general themes to emerge

Identifies root causes and key issues

Takes a chosen objective and breaks it down into its

component parts

Prioritizes tasks based on known, weighted criteria

When to use a Prioritization Matrix

Multiple options (assignable tasks) have been generated (often from the Tree Diagram)

There are limited resources, so all the options can not be implemented

Criteria for a “good” solution are agreed upon, and can be weighted based on their relative importance

The options have some interrelationships, so not all the options need to be done to “improve” the process or system

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Reduce Data Entry Complexity

Error Prevention Training

Sequential Inspection Training

Problem Solving Training

Optical Scanning Training

Online System at Customer Site

Increase Monitor Size

Voice Actuated System

Menu Driven

Improve Prompts

Auto Check on Standard Price Database

Display Only Non-Standard Customer Info. On Screen

Increase Size to Increase Legibility

Form Contains Only Non-Standard Customer Info.

Color Code Forms by Product Group

Shorten 11-Digit Product Codes

More Obvious Differences Among Product Group Codes

Train Clerical, Sales, and Customer Service Personnel

A

B

C

D

E

F

G

H

I

J

K

L

M

N

O

P

Q

Clerical

Sales

Customer Service Representatives

Automated Entry

Manual Entry

Input

Output

Form

Coding System

Standardize Completion Format

Improved Training

Improved Hardware

Friendly Software

Clear Paperwork

Tree Diagram Reducing Data Entry Complexity

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Consensus Criteria Method

The criteria used to evaluate the options (assignable tasks from the Tree Diagram) are weighted simply by the consensus of the team

The options are then rank ordered by the team for each of the weighted criteria to identify the “best” options to implement

Example

Objective: Reduce the amount of the stress in your life significantly and still continue to achieve at the same or higher levels

What are the best things to do?

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Construction Steps

Step 1: Define the Options and Criteria

Step 2: Prioritize the Criteria

Step 3: Rank Order the Options Based on Each Criterion

Step 4: Compute the Individual Importance Score for Each Option Under Each Criterion

Step 5: Compute the Total Ranking Scores Across All Criteria

Step1: Define the Options and Criteria

Define a list of options to be prioritized, options that will achieve your objective.

Create the list of appropriate criteria, each reflecting the desired outcome (Team brainstorming process)

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Options for Reducing Stress

(A) Play your favorite sport(B) Take naps (and/or get sufficient sleep each night)(C) Exercise regularly(D) Watch a movie(E)Do enjoyable house work (cook, clean, garden, etc.)(F)Eat good/satisfying food(G) Socialize with good friends(H) Get a massage(I) Have a drink or two(J) Get organized and schedule your time well

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Options for Reducing Stress

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Reduce Stress

Play your favorite sport

Take naps (and/or get sufficient sleep each night)

Exercise regularly

Watch a movie

Do enjoyable house work (cook, clean, garden, etc.)

Eat good / satisfying food

Socialize with good friends

Get a massage

Have a drink or two

Get organized and schedule your time well

Criteria for Ranking the “Reduce Stress” Options

1. Can be done at low or no cost

2. Can be done quickly and easily

(including access)

3. Activity is highly effective

(significant stress release per unit of

time)

4. Activity supports achieving at same

or higher levels.

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Step 2: Prioritize the Criteria

Through consensus, prioritize the chosen criteria by agreeing on an importance weighting for each item.

i. Each person in the group lists the criteria on a sheet of paper

ii. Each person rank orders the criteria by distributing the value 1.0 among them

iii. The weightings for each criterion are added to arrive at a composite ranking score


CriteriaPerson #1 Person #2 Person #3 Person #4 Total Across

Team

1. Can be done at no or low cost .25 .15 .15 .302. Can be done quickly and easily (including access)

.15 .20 .15 .30

3. Activity is highly effective (significant stress release per unit of time)

.40 .35 .45 .20

4. Activity supports achieving at same or higher levels

.20 .30 .25 .20

Totals 1.00 1.00 1.00 1.00

Step 2: Prioritize the Criteria Example

Discuss and come to a consensus on any values that differ by 0.25 or more


CriteriaPerson #1 Person #2 Person #3 Person #4 Total Across

Team

1. Can be done at no or low cost .25 .15 .15 .30 0.85

2. Can be done quickly and easily (including access)

.15 .20 .20 .25 0.80

3. Activity is highly effective (significant stress release per unit of time)

.40 .35 .40 .25 1.40

4. Activity supports achieving at same or higher levels

.20 .30 .25 .20 0.95

Totals 1.00 1.00 1.00 1.00

Step 2: Prioritize the Criteria Example

Step 3: Rank Order the Options Based on Each Criterion

With a large number of options to be rank ordered, the most popular method is the Nominal Group Technique (NGT)

The steps to this process would be to simply rank order the options under each criterion. Give the highest rank to the option that best meets the criterion under consideration

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Remember, the options with the most points win!


Options for Stress Reduction

Person #1

Person #2

Person #3

Person #4

Total Across Team

Rank No.

A. Play your favorite sport 10 8 5 7

B. Take naps (and/or get sufficient sleep each night)

9 10 9 6

C. Exercise regularly 4 4 4 9

D. Watch a movie 3 2 2 3

E. Do enjoyable house work (cook, clean, garden, etc.)

8 3 6 10

F. Eat good satisfying food 5 5 10 2

G. Socialize with good friends 2 7 3 5

H. Get a massage 6 6 7 1

I. Have a drink or two 1 1 1 4

J. Get organized and schedule your time well

7 9 8 8

Rank Order the Example Options based on Criterion 1: Done at Low or No Cost

Give a rank of 10 out of 10 to the option that is best for that criterion


Options for Stress Reduction

Person #1

Person #2

Person #3

Person #4

Total Across Team

Rank No.

A. Play your favorite sport 10 8 5 7 30 8


9 10 9 6 34 10

C. Exercise regularly 4 4 4 9 21 5

D. Watch a movie 3 2 2 3 10 2

E. Do enjoyable house work (cook, clean, garden, etc.)

8 3 6 10 27 7

F. Eat good satisfying food 5 5 10 2 22 6

G. Socialize with good friends 2 7 3 5 17 3

H. Get a massage 6 6 7 1 20 4

I. Have a drink or two 1 1 1 4 7 1

J. Get organized and schedule your time well

7 9 8 8 32 9


For determining the resulting Rank Number in the far right column, assign a rank value of 10 to the option with the largest “Total Across Team” score.


Handling Ties for Row Totals

In the case of ties for two options for the total across team, arbitrarily pick the one you want to give the higher rank. If three options are tied, then give all three the middle rank number

The team now needs to rank order the 10 options using this “table format” for the other three criteria:

2. Can be done quickly and easily (including access)3. Activity is highly effective (significant stress

release per unit of time)4. Activity supports achieving at same or higher

levels

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Construct an L-shaped matrix combining the options and criteria to be applied

List the options to be prioritized on the vertical side of

the matrix Place the appropriate criteria to be applied to the

options on the horizontal side of the matrix.

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Op

tion

sCriteria

Calculate the Individual Importance Score of each option by multiplying the option rank number by the criterion weighting number as decided by the team.

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Options

Evaluation Criteria

A. Play your favorite sport


8 (0.85)+ = 6.8

10 (0.85) = 8.5

(0.85) Low or No Cost


Step 5: Compute the Total Ranking Scores Across All Criteria

A. Play your favorite sport

Evaluation Criteria

Options

8 (0.85) = 6.8

Low or No Cost (0.85)

5 (0.80) = 4.0

Quick and Easy (0.80)

Highly Effective

(1.40)

1(0.95)=0.95

Supports Achievement

(0.95)

25.75

Total Score

10 (1.40) = 14.0


Total Ranking Scores Across all Criteria

Criteria

OptionsCriteria 1: Can be done at

no or low costCriteria 2: Can be done

quickly and easily

Criteria 3: Activity is highly effective (significant stress

release per unit of time)

Criteria 4: Activity supports achieving at same or higher levels

Total Across

Criterion Top

RankWeight Value

Weighted Rank Rank

Weight Value

Weighted Rank Rank

Weight Value

Weighted Rank Rank

Weight Value

Weighted Rank

Choices

A. Play your favorite sport 8 0.85 6.80 5 0.8 4 10 1.4 14 1 0.95 0.95 25.75B. Take naps (and/or get sufficient sleep each night) 10 0.85 8.5 1 0.8 0.8 7 1.4 9.8 9 0.95 8.55 27.65 3C. Exercise regularly 5 0.85 4.25 9 0.8 7.2 8 1.4 11.2 8 0.95 7.6 30.25 2

D. Watch a movie 2 0.85 1.7 4 0.8 3.2 6 1.4 8.4 6 0.95 5.7 19.00E. Do enjoyable house work (cook clean, garden, etc) 7 0.85 5.95 8 0.8 6.4 3 1.4 4.2 5 0.95 4.75 21.30F. Eat good/satisfying food 6 0.85 5.1 10 0.8 8 2 1.4 2.8 3 0.95 2.85 18.75G. Socialize with good friends 3 0.85 2.55 6 0.8 4.8 4 1.4 5.6 2 0.95 1.9 14.85

H. Get a massage 4 0.85 3.4 3 0.8 2.4 5 1.4 7 7 0.95 6.65 19.45I. Have a drink or two 1 0.85 0.85 2 0.8 1.6 1 1.4 1.4 4 0.95 3.8 7.65J. Get organized and schedule your time well 9 0.85 7.65 7 0.8 5.6 9 1.4 12.6 10 0.95 9.5 35.35 1

Summary

Systematic way to determine what to do first

NOTE: The use of a computer is advantageous to reduce the tedious calculations associated with the prioritization matrix.

Email me at: [email protected] and I will send you a simple Excel program to assist your team.

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mailto:[email protected]

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Thank You

© university of wisconsin-madison 1 prioritization matrix

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