What is RACI Matrix? Steps to apply RACI Matrix

The RACI matrix is one of the methods that helps businesses manage work effectively, while clarifying the roles and responsibilities of each employee throughout the project implementation process. So what exactly is the RACI matrix? How to apply this matrix effectively? Let's follow along with 1C Vietnam in the article below!

1. What is the RACI matrix?

RACI matrix is a type of work breakdown chart used in project management, helping managers easily identify who is responsible for each task to ensure project progress. Using RACI matrix helps solve the problem of task allocation in difficult and complex projects, while increasing the professionalism of team members.

The RACI matrix will clearly define each individual's role according to the categories: Responsible, Accountable, Consulted and Informed. Specifically:

• Responsible (Action): Is the person/department responsible for implementing work packages and activities in the project. They are responsible for completing goals and proposing solutions and making decisions to ensure the work goes smoothly.
• Accountable (Approval): Is the person responsible for and summarizes work with senior departments such as department heads and superiors of those in the Responsible group.
• Consulted: Senior staff consult with operational staff to help resolve issues quickly.
• Informed: Project information such as costs, resources, progress, etc. will be communicated to relevant parties by the responsible department.

2. RACI matrix sample chart

A RACI chart typically has the following layout:

• The column describes the list of tasks and tasks to be performed.
• Resources to complete the project such as individuals, teams and organizations involved.
• The roles of R, A, C, I will be assigned between work groups or tasks, corresponding to each resource responsible for execution.

Below are some popular RACI matrix samples that administrators can refer to and adjust to suit their specific work.

Form 1: Download HERE

Form 2: Download HERE

Form 3: Download HERE

3. Benefits of RACI matrix

At its core, the RACI matrix is a solution that helps employees understand the work that needs to be done to ensure project success, avoiding misinformation and wasting time. Not only is it easy to understand and apply, the RACI matrix is also chosen by many businesses because of the following benefits:

• Highlight the role of each participating staff member, divide work clearly to avoid omissions.
• Boost work and project performance.
• Team members communicate better with each other, enhancing team spirit to achieve common goals.
• Helps save time, limit organizing too many meetings without bringing value.
• Businesses can delegate and monitor work more easily, helping to improve project efficiency.

4. Steps to create a RACI matrix in project management

The RACI model is applied to many different projects because it is integrated with supporting frameworks or software. However, to maximize the effectiveness of the RACI matrix in project management, managers need to closely follow the implementation process according to the following 5 steps:

4.1 Step 1: Identify the work to be completed

The first step is to identify the work to be done by classifying the requirements and tasks into small work packages. Then list the work packages in the left column of the RACI matrix.

4.2 Step 2: Identify the resource list

List the project resources that might include: Project Manager, Project Team, Functional Managers, HR, and Stakeholders. Then list this in the top row of the matrix.

4.3 Step 3: Assign responsibilities

At this step, the Project Manager and the implementation team will assign roles by assigning the elements R (action) - A (approval) - C (consultation) - I (inform) between work packages with corresponding resources.

4.4 Step 4: Review and evaluation

After obtaining the initial RACI matrix. The administrator needs to review and evaluate to ensure consistency, avoid duplication and omission. At the same time, ensure that work packages always have at least one person responsible for accountability and at least one group responsible for implementation.

4.5 Step 5: Agree with stakeholders

The RACI matrix is only effective if there is agreement between the functional director and the stakeholders, which helps the work package to proceed on schedule, with quality, and achieve the initial goals.

5. Which projects is the RACI matrix suitable for?

With the benefits listed above, the RACI matrix can be successfully applied to any project. However, it is a useful model for large projects that require investment in resources, budget, and time. Below are projects that help the RACI matrix maximize its strengths:

• Large, difficult projects: The RACI matrix helps break down the project into specific tasks and assign tasks to individuals. Through this, administrators can easily manage, coordinate and monitor work progress.
• Projects need transparency and accountability: The RACI matrix makes it easy for stakeholders to grasp all project information, so it is suitable for projects that require high transparency and accountability.
• Multi-stakeholder project: For this project, the RACI matrix helps to clearly define each party's roles and responsibilities. This helps to avoid overlap and lack of coordination.
• Projects require complementarity between departments: The RACI matrix helps to clearly identify commonalities between participating departments, thereby improving coordination and quickly completing goals.

6. Important notes when creating a RACI matrix

RACI charts play an extremely important role in project management and have their own operating principles. To avoid affecting these principles and bring about optimal results, managers need to pay attention to the following issues:

• Consensus: Individuals/teams/groups need to reach agreement at the beginning of the work. Then note that agreement in the project charter and documents.
• Accountable team personnel have the right to support Responsible team. Although the nature of RACI matrix is transparency and clarity in work, the monitoring team still has the right to support the implementation team in urgent cases.
• In any project, each person belongs to only one role group. The RACI chart will divide each main role into 4 separate groups to avoid overlapping, making the model confusing and reducing efficiency.
• Regardless of the level, staff need to ensure that stakeholders are aware of the project progress. This ensures that staff can coordinate smoothly and respond to project adaptations.
• In particular, managers need to prioritize time to discuss with the Consult group. Thanks to the support from the Consult group, the implementation teams will have the opportunity to make the project more favorable.

7. 1C:ERP - Solution to help businesses successfully apply RACI matrix

In addition to its outstanding benefits, the RACI matrix still has many disadvantages such as time-consuming, lack of flexibility in roles when expanding the project scale or involving many stakeholders. This creates limitations in the process of project allocation and management. At this time, parallel application of technological solutions is a prerequisite, helping managers to successfully establish and apply the RACI matrix, while overcoming the above limitations.

1C:ERP is one of the leading solutions in comprehensive enterprise resource management, with a prominent project management and control subsystem. This solution helps businesses automate all processes, activities and related tasks, thereby enhancing their brand, enhancing their competitive advantage and overcoming technological challenges in the new era.

When applying 1C:ERP, businesses will achieve success thanks to strengths such as:

• Easily track and allocate personnel to complete projects quickly and on time.
• Support businesses to eliminate duplicate work, require manual operations and optimize implementation processes.
• Flexible in arranging project implementation plans, with available real-time reporting system, administrators can fine-tune reports without knowing programming.
• Through the solution, administrators will easily monitor the nature of work in the project, thereby making appropriate adjustment decisions.
• Data encryption and strict authorization features help businesses easily manage information as well as user access and editing history. Thereby ensuring information transparency.
• The solution is compatible with most existing enterprise platforms.

Above is an overview ofthe RACI matrixand the steps to apply it to businesses. To effectively implement this matrix and the above knowledge, managers need to apply it in parallel with technological solutions. This helps managers allocate tasks effectively, save time and ensure completion of the set goals. If managers need further advice on the 1C:ERP solution, do not forget to contact 1C Vietnam via hotline: 0247.108.8887, the customer care team will support promptly!