Using RACI Matrix in Project Management

RACI isn’t just used for ITIL. It is often used in other industries within the field of project management to define the roles and responsibilities for the project. RACI is used to accurately define who is in charge of what so that team members and project management teams can clearly identify their role within the project.  

Responsible, Accountable, Consulted, Informed

RACI stands for Responsible, Accountable, Consulted, and Informed. The individual in charge of the service, process, or task, is in charge and accountable for the successful completion of the service, process or task.

They are in charge of making the decisions, and taking necessary actions to complete the task.

They are the person on the task, in charge of the service or process, to talk to from the project manager, the project management team, or team members.

They ensure that they are kept up to date with the progress, issues, decisions and actions of the portion of the project they are responsible for.

RACI is a matrix utilized within project management to reduce confusion, centralize liability, meet expectations, increase efficiency, and improve deliverables.

An organization can utilize a RACI chart to keep informed about its employees’ workload, knowing what they are assigned to and if they have the ability to work on additional tasks.

By being able to check on an employee’s current roles and responsibilities, it  reduces miscommunication and increases productivity. If a task isn’t complete or has run over budget, the chart takes you right to the person in charge. It also allows individuals within the teams to know what they will be accountable for, helping to keep them motivated and on task.

Project Managers that utilize RACI matrices say

• It provides them with a clear list of project roles
• It assists them in identifying the project stakeholders
• Allows them to single out whose responsible and accountable for the tasks and milestones within the project
• And it allows them to delegate responsibility to one team member to be in charge of each step of the project.

Sample RACI Matrix

For the purpose of our sample we aren’t going to break down the matrix to small tasks. We will be using general assignments.

ABC Land Development Company is a small company with a small group of staff. They are in the process of building a small residential development.

“Kathy” is the project manager in charge of the contractors for the roads, and infrastructure for the development.

“Dean” from legal is put in charge of all governmental approvals and planning committee issues.

“Tom” from sales, has been assigned to find contractors to build houses.

“Jenny” from the admin pool, is responsible for dealing with the management company and creating the Homeowner’s Association.

“Sam” is a certified associate of project management and is responsible for the community areas, such as the pool and community center.

If we look at the example, Kathy has taken on most of the responsibility, and ultimately, for the sponsors and client, she will be the one to be held accountable.  

When creating the Work Breakdown Structure (WBS) Kathy defined her team.  Utilizing a RACI matrix allows her and the other team members to see who they need to communicate with during the project.

Before Construction can begin, Dean must meet with the planning commission and get approvals. During Construction, if a change is necessary that requires additional approvals, Kathy knows she needs to talk to Dean.

While Sam is in charge of the community building, including the pool, he needs to talk with Kathy about the landscape architect to have the outside landscaping for the pool, community center, entrance to the parking lot designed as well as talking to her about the construction of the signage for the entrance.

These are just some of the areas that may interconnect within the sample project. You can see how using the RACI matrix can help when the project is in full swing and you need to know where to go to get answers. The larger the project, the more important the RACI matrix can be.

Pros and Cons of Using a RACI Matrix

As stated above there are several good reasons that you may want to use a RACI matrix.

• With a clear list of tasks, as a project manager, to see where you have assigned individuals with skills and expertise to complete the tasks. It helps you to keep track of your team and your resources, and can assist you in managing risk, holding the key stakeholder responsible for their task.
• Even though the team leader is responsible to the project management team or project manager, the individual team member may be the person accountable for the individual task. Using the matrix makes it easier to know who to talk to when the need arises.

However, some project managers have their doubts. According to some, using the matrix can:

• Make role definitions and actions unclear, saying that being responsible and being accountable are the same thing but in many cases the matrix shows a different team member in each category. It appears that for some, and in some instances, it is difficult to differentiate between the person who is responsible for completion and the person who is accountable for getting through the task.
• Again, with role definition, many believe that the consult role isn’t clearly defined. It is sometimes unclear as to when the individual is to be consulted. ARe they only consulted when there is a need, or are they to regularly offer consultation to keep the task on track?
• No matter how good your matrix is, without the right stakeholders, the right personalities and expertise, it can’t improve communication and camaraderie.

Depending on your situation, you may want to try using a RACI Matrix. It can help with project communication, and accountability and assist with getting the project completed on time and on budget with minimal risk.