In a balanced matrix organization, the project manager and the functional managers (such as the sourcing department head) share responsibility and authority. The project manager should work directly with the sourcing department head to find a solution that allows for the necessary information to be communicated in a way that fits within the constraints of the department head's time. This collaborative approach is consistent with the principles of a balanced matrix organization, where both project and functional managers must work together to ensure project success.
References: = This approach aligns with the PMBOKGuide's emphasis on the project manager's role in communication and stakeholder engagement within a matrix organization12. It also reflects the project manager's responsibilities to manage project communications effectively and to address issues proactively34.