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How to create and use a project RACI matrix

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Learn what a project RACI matrix is and how it can help you to define clear ownership for project activities.

Includes a section on how to create a project RACI matrix template and a version that you can download.

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How to create and use a project RACI matrix

  1. 1. How to create and use a project RACI template Author: PM Majik Copyright 2019. All rights reserved. www.pmmajik.com
  2. 2. 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 Copyright 2019. All rights reserved. www.pmmajik.com
  3. 3. 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. Copyright 2019. All rights reserved. www.pmmajik.com
  4. 4. 2.0 What is a project RACI Matrix? Copyright 2019. All rights reserved. www.pmmajik.com 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.
  5. 5. 3.0 What does the RACI acronym stand for? Copyright 2019. All rights reserved. www.pmmajik.com 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”.
  6. 6. 4.1 Create sketch of RACI matrix template Copyright 2019. All rights reserved. www.pmmajik.com • 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.
  7. 7. 4.2 Create electronic version of RACI matrix template Copyright 2019. All rights reserved. www.pmmajik.com 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
  8. 8. 4.3 RACI matrix template download Copyright 2019. All rights reserved. www.pmmajik.com 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
  9. 9. 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. Copyright 2019. All rights reserved. www.pmmajik.com
  10. 10. 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! Copyright 2019. All rights reserved. www.pmmajik.com
  11. 11. 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. Copyright 2019. All rights reserved. www.pmmajik.com
  12. 12. 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. Copyright 2019. All rights reserved. www.pmmajik.com
  13. 13. 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. Copyright 2019. All rights reserved. www.pmmajik.com
  14. 14. 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. Copyright 2019. All rights reserved. www.pmmajik.com
  15. 15. 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. Copyright 2019. All rights reserved. www.pmmajik.com
  16. 16. 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 Copyright 2019. All rights reserved. www.pmmajik.com Additional Resources https://www.pmmajik.com/how-create-and-use-a-project-raci-matrix/ https://www.pmmajik.com/project-raci-matrix-template/
  17. 17. 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. Copyright 2019. All rights reserved. www.pmmajik.com
  18. 18. 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. Copyright 2019. All rights reserved. www.pmmajik.com

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