Create and use a project RACI template

How to create and use a project RACI template
Author: PM Majik
Copyright 2019. All rights reserved. www.pmmajik.com

Contents
1.0 Purpose of this presentation
2.0 What is a project RACI matrix?
3.0 What does the RACI acronym stand for?
4.1 Create sketch of RACI matrix template
4.2 Create electronic version of RACI matrix template
4.3 RACI matrix template download
5.1 Lists the tasks and activities to include in the RACI matrix
5.2 Identify potential owners
5.3 Identify the roles
5.4 Solicit feedback and review
5.5 Further analysis and review
6.0 Tips for success with a RACI matrix
7.0 How to use a RACI matrix during a project
8.0 Summary
9.0 PM Majik members area
10.0 PMO resources

1.0 Purpose of this presentation
The purpose of this presentation is to provide:
• Overview of project RACI matrix
• How to create a project RACI matrix template
• How to use a project RACI matrix template
This will mean you will be able to create your own project RACI matrix.
BONUS
This presentation includes links to download a Project RACI Template.
Remember this presentation can only provide general guidelines. You should always
adapt to meet the need of your organisation.

2.0 What is a project RACI Matrix?
A RACI Matrix identifies the roles and responsibilities for each project task or
decision.
For a large project, this activity can be challenging and time consuming. But
remember, it is always good to get these issues out on the table early on
before a real problem arises.
The resulting discussions and debates over roles and responsibilities can take
time to resolve, but they will be easier to resolve in an abstract context, than
when you are in the middle of a project crisis.

3.0 What does the RACI acronym stand for?
Responsible, Accountable, Consulted, Informed; each letter in the acronym represents the level of
responsibility.
Responsible: The person who does the work to complete the task. Every task needs at least one
“Responsible” party. You may have more and that’s okay.
Accountable: The person that delegates the work and is the one to determine when the work is
complete. They have responsibly for quality and timeliness, along with ensuring the “Responsible”
party has what they need to complete the task. In many cases, the “Responsible” individual is also
“Accountable” for the task.
**IMPORTANT: Only one person should be accountable for a task.
Consulted: This is generally subject matter experts, they are individuals who are contacted to
provide advice before, during, and sometimes after a task is completed. They do not work on the
task directly.
**The more individuals or groups that are “Consulted”, the longer it will take to complete a task.
Informed: These team members simply need to be kept in the loop on the task progress. In many
cases, being “Informed” may only happen when a task is completed. However, they might be
informed if there is a hold-up or if the details of the task have changed. In some instances,
completing one task starts the next task. The person “Responsible” for that task also needs to be
“Informed”.

4.1 Create sketch of RACI matrix template
• Before trying to start creating the RACI matrix in electronic format, it is a good idea to sketch out
a draft on paper.
• It is surprising that as you start to map out the design, you realise of items that you need to
include.
• Creating the initial sketch helps to surface these items early and saves time reworking the
electronic version.
• Note: this is good practice for all project template design.

4.2 Create electronic version of RACI matrix template
Within your chosen Office tool (I am going to use
Microsoft Excel to provide the example).
Create the columns you need starting at column B.
You should add a column for each Name /
Function / Business, etc who needs to be included
in the RACI.
Add a row for each of the activities where you need
to assign ownership.
It is good idea to add a heading that clearly
describes what the RACI is for i.e. “Production of
business requirements document for online store”.
You may wish to create a drop down of the
permitted values that will be entered into each
row / column of the RACI matrix. The values
should be:
R = Responsible
A = Accountable
C = Consulted
I = Informed
N/A = Not Applicable
The project RACI matrix template is now ready to
be used.
Activity Sponsor Project Manager BA Lead Development Manager Support Manager
Create business requirements
Review business requirements
Sign-off business requirements
Name /Function /Business
Business Requirements RACI Matrix

4.3 RACI matrix template download
In order to get you started, I have included a link below that will enable you to
download a copy of the RACI matrix template used in this presentation.
If you find this article and template useful, please take a moment to share or like
via social media.
RACI matrix template download
https://www.pmmajik.com/wp-content/uploads/2019/05/RACI_Matrix_Template.xlsx
Activity <Name> <Name> <Name> <Name> <Name>
<INSERT ACTIVITY>
<INSERT ACTIVITY>
<INSERT ACTIVITY>
<INSERT ACTIVITY>
<INSERT ACTIVITY>
<INSERT ACTIVITY>
<INSERT ACTIVITY>
<INSERT ACTIVITY>
<INSERT ACTIVITY>
<INSERT ACTIVITY>
<INSERT ACTIVITY>
<INSERT ACTIVITY>
<INSERT ACTIVITY>
<INSERT ACTIVITY>
<INSERT ACTIVITY>
<INSERT ACTIVITY>
<INSERT ACTIVITY>
<INSERT ACTIVITY>
Name / Function / Business
RACI Matrix

5.1 List the decisions and tasks to include in RACI matrix
• To start the RACI Matrix, you will need to have completed the Work
Breakdown Structure (WBS) which will provide you with a comprehensive list
of tasks for the project or a phase of the project.
• You will need a list of all the tasks for the project and the decisions that need
to be made during the project.
• On your RACI Matrix, this list will be placed in the first column on the left of
your matrix.

5.2 Identify list of potential owners
• Next, list all of the people involved with the project. If you do not have
names you can list the role.
• Careful using organization or group names, as it is difficult for a group to be
“Responsible” or “Accountable”, these should always be an individual, in the
case of a group or department, select the department head, or consult the
them on who should have these roles. It is not uncommon to see a group
listed as “Consulted” or “Informed” – but be leery of multiples in the
“Accountable” role.
• These names will be listed across the top of matrix columns starting at the
second column. With the tasks down the first column and the names or
roles listed across the remaining columns, you now have a Matrix!

5.3 Identify the roles
• This activity can be done first by the project manager or a small group, or
you can get the lager project team together to complete the task together.
• Start by identifying the person or persons “Responsible” for each task, by
placing an “R” in the box for their name and the task. Then, go back through
the tasks again and identifying the “Accountable” party, placing an “A” in the
appropriate box. And finally determine the “C’s” and the “I’s” – “Consulted”
and “Informed”.
• Or, another way to tackle it is to take one task at a time and working through
the roles for each task. Ultimately, you need to have at least one person
identified for each role on each task or decision.

5.4 Solicit feedback and revise
• If you completed the initial Matrix yourself or with a smaller group, you will
want to solicit input from the rest of the project team. You can distribute it
among the team members that did not participate in the creation and ask for
feedback. Or you can schedule an interactive meeting where these items are
reviewed.
• Arranging a meeting to review the RACI is often more productive and will
likely create debate about roles and responsibilities. You want this debate to
happen, you want to hear all the various issues and get these things nailed
down early, at this stage in the project. Having these discussions now will
only help your project succeed.
• The time spent on building your RACI Matrix is not wasted time, it is an
investment. You are clearing the air and ensuring everyone agrees on the
project roles and responsibilities. Don’t get frustrated during this process if
your Matrix is revised and updated many times. The simple process of
walking through this information will help clarify project tasks and
responsibilities, saving you hours of time and conflict later in the project.

5.5 Further analysis and review
• During your review of the RACI Matrix you can use the tool to evaluate the project load on your
project team members. Do a vertical analysis, look at each individual’s column.
• Does an individual have a lot of “R’s”? Should you spread the weight of the project across other
team members?
• If there an individual with no “R’s” or “A’s”? What exactly is their role on the project?
• Now, evaluate that each task is properly covered. Look at your Matrix horizontally, checking each
task row.
• A task with no “R”? Who is doing the job?
• A task with no “A”? There must be someone to be accountable for tasks.
• Are there too many “A’s” for one task? This can cause confusion, you don’t want too many
“managers”.
• Is every box filled in for a task? Are there a lot of “C’s” and “I’s”? Does everyone really need to be
consulted or informed? Too many people involved can slow down project.
• The process of developing a RACI Matrix allows the project manager and the project team to
consider; what people think their jobs are, what others think another person’s job function is and
how it should be carried out, and what people actually do in carrying out their job.

6.0 Tips for success with a RACI matrix
• Ensure that a RACI Matrix will be beneficial for the project, think about how it
will be used and why.
• Check that only one person or role is assigned as “Accountable”, and not a
group. Multiple people which can lead to confusion and slower decision
making.
• “Informed” is not everyone on the project – this indication of “Informed” does
not replace the need for regular project status updates, etc. This is task
specific, use it when the individuals will be impacted by the task or
deliverable, or those with a vested interest.
• Never create a RACI Matrix in isolation. Solicit input and feedback from your
core project stakeholders – gain consensus and buy-in.

7.0 How to use a RACI Matrix during a project
There are several applications for using the RACI Matrix during the project. The first two
most obvious are;
•share the RACI during the Project Kick off events, and
•use the RACI as a resource when onboarding a new team member.
•But there are other times your RACI Matrix will come in handy.
•When a conflict arises, or a task is delayed or modified; the RACI Matrix will tell you who
needs to be engaged to resolve the issue.
•For larger project decisions, you can simply use the “Accountable” list of individuals to
schedule meetings and gain project consensus – as these are your decision makers.
Not every project will need a RACI Matrix. This tool is especially useful for larger
complex projects. However, don’t dismiss the RACI on smaller projects.
If you foresee possible role conflicts within a smaller project, the exercise of completing
the RACI Matrix during the planning stages of the project will serve you later in the
project.

8.0 Summary
A project RACI matrix will help ensure that all activities have the correct ownership and
are communicated to the appropriate parties.
You can create your own project RACI matrix by:
1. Identify where RACI matrix is needed
2. Create sketch of design
3. Create electronic version of RACI template
4. Lists the decisions and tasks to be included
5. Identify list of potential owners
6. Identify the roles
7. Solicit feedback and revise
8. Further analysis and review
Additional Resources
https://www.pmmajik.com/how-create-and-use-a-project-raci-matrix/
https://www.pmmajik.com/project-raci-matrix-template/

9.0 PM Majik Members Area
If you would like to find out more about the resources and frameworks available
exclusively to PM Majik Member’s, please visit:
Visit https://www.pmmajik.com/members/
PM Majik Website
You will find many a wide range of resources, all with video tutorials, designed to
help with the set-up of project and PMO processes.
These resources are being added to on an on-going basis based on the needs of the
PM Majik community.

10.0 PMO resources
If you want more information, visit www.pmmajik.com where you will find lots of project
and PMO resources including the FREE guide, 7 Steps to Set-Up a PMO.
Visit https://www.pmmajik.com/set-pmo/
PM Majik Website
On the PM Majik website you will find over 200 articles that contain practical and
pragmatic tips and insights for designing, mobilising and managing a PMO. New
articles are added weekly. Topic requests are encouraged from the community.

Create and use a project RACI template

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