A RACI matrix is a table that crosses the tasks of a project with the roles of the team and puts one letter at each intersection: R (Responsible), A (Accountable), C (Consulted) or I (Informed). On a single page it answers the question that slows down more projects than any other: who does what, and who decides. This guide gives the definition of the four letters, a complete example on a software rollout, the rules for reading and correcting a matrix, a blank template and the RASCI, DACI and RAPID variants.
RACI: definition of the four letters
RACI is also called a responsibility assignment matrix, or RACI chart. Each letter describes what one role does on one task.
| Letter | Role | What the person does | How many per task |
|---|---|---|---|
| R | Responsible | Does the work and produces the deliverable. | One or more. |
| A | Accountable | Answers for the result: approves, arbitrates, reports to the sponsor. | Exactly one, always. |
| C | Consulted | Gives an opinion before the decision or the delivery; two-way exchange. | As few as possible. |
| I | Informed | Is told of the result afterwards; one-way communication. | As many as needed. |
The classic trap is confusing R and A. The Responsible holds the keyboard; the Accountable signs. On a small task the same person can carry both letters (written A/R), but the A is never shared.
RACI chart example: rolling out a new software
Take the rollout of a new time-tracking tool in a 400-person company. Five roles are involved: the sponsor (CIO), the project manager, the technical team (integrator and administrators), the business owner (HR) and user support. Eight tasks structure the project.
| Task | Sponsor (CIO) | Project manager | Technical team | Business owner (HR) | User support |
|---|---|---|---|---|---|
| Scope and requirements | A | R | C | C | I |
| Configuration and integration | I | A | R | C | I |
| Data migration | I | A | R | C | – |
| User acceptance testing | I | A | C | R | I |
| User training | – | A | C | R | R |
| Go / no-go decision | A | R | C | C | I |
| Production cut-over | I | A | R | I | C |
| Post-launch support | I | I | C | I | A/R |
Read the “User acceptance testing” line: the business owner runs the tests, the project manager answers for them, the technical team is consulted to fix defects, the sponsor is informed of the outcome. Every line reads like that, in one sentence. If a line cannot be read in one sentence, it is badly filled.
The rules of a well-built RACI matrix
- Exactly one Accountable per line. Two As means two people who each think the other one decides.
- At least one Responsible per line. A task without an R is not a task, it is a wish.
- Few Consulted. Each C is a round trip before delivery; beyond two, the task slows down.
- Roles, not first names. The matrix must survive departures and arrivals.
- Tasks at the right grain. One line per deliverable or work package, not per two-hour action.
- A validated matrix. Every role has seen its column and accepted it, ideally in the steering committee.
How to build a RACI matrix in 6 steps
- List the tasks or deliverables. Start from the project breakdown (WBS or work packages). Aim for 8 to 20 lines; beyond that, build one matrix per phase.
- Identify the roles. Columns are functions (sponsor, project manager, business, technical, support, legal…), usually 4 to 7.
- Place the As first. For each line, who answers for the result? One answer only.
- Place the Rs. Who produces? If no R appears, the task lacks a resource; if one role holds every R, it is overloaded.
- Add C and I sparingly. For each C, ask whether that opinion really changes the deliverable.
- Get it validated and dated. Present the matrix to the steering committee, correct it, version it. Review it at every change of scope or team.
Reading a RACI matrix: line by line, column by column
A filled matrix is only useful if someone reads it. Two readings are enough to spot organisation problems before they turn into delays. By line:
- Line without an A: nobody will decide.
- Line with several As: an arbitration conflict is guaranteed.
- Line without an R: the task will not move.
- Line with more than two Cs: the validation cycle is too long.
- Line entirely in I: the task probably has no place in this project.
By column:
- Column full of As: this role is the bottleneck of the project, often the project manager or the sponsor. Delegate accountability on operational tasks.
- Column full of Rs: this role carries the load. Compare it with its real workload plan before committing.
- Empty column or only Is: the role may not be needed; or it has been forgotten where it should be consulted.
- Column with neither R nor A: a stakeholder with no concrete responsibility does not need to sit in every meeting.
Blank RACI matrix template (Excel or any spreadsheet)
You do not need dedicated software to start: a spreadsheet is enough. Here is the structure to reproduce, and what the sheet must contain.
- Header: project name, phase, version, date, author, status (draft / validated in committee).
- Lines: the tasks in schedule order, with their work-package number.
- Columns: the roles, never the people; a role-to-person mapping line under the table.
- Legend R / A / C / I repeated in the footer, with the variant chosen (S for Support if RASCI).
- Automatic checks in Excel: COUNTIF(range,"A")=1 to verify a single Accountable, COUNTIF(range,"R")>=1 for the presence of a Responsible, conditional formatting that colours any faulty line.
- A final “Comment” column for open points to settle in the meeting.
| Task / deliverable | Role 1 | Role 2 | Role 3 | Role 4 | Check |
|---|---|---|---|---|---|
| Task 1 | … | … | … | … | one A, at least one R |
| Task 2 | … | … | … | … | one A, at least one R |
| Task 3 | … | … | … | … | one A, at least one R |
Variants: RASCI, RACI-VS, DACI, RAPID
The classic RACI suits most projects. The variants add a letter when a role is missing.
| Variant | Letters added or replaced | When to use it |
|---|---|---|
| RASCI | S = Support: helps the Responsible without owning the deliverable. | When occasional contributors (intern, contractor) blur the R column. |
| RACI-VS | V = Verifies (quality check), S = Signs off (final approval). | Regulated or industrial projects with a formal validation separate from accountability. |
| DACI | D = Driver, A = Approver, C = Contributor, I = Informed. | Decision-making rather than execution; common in product teams. |
| RAPID | R = Recommend, A = Agree, P = Perform, I = Input, D = Decide. | Strategic decisions across several management levels. |
| CARS | C = Communicate, A = Approve, R = Responsible, S = Support. | Organisations that want communication made explicit. |
Advice: change variant only when a real need appears. A RASCI with three Ss per line hides a team-sizing problem, not a vocabulary problem.
Common mistakes with a RACI matrix
- Several Accountables on the same task, “so nobody feels left out”.
- Everybody as Consulted: the matrix becomes a mailing list and decisions take weeks.
- People instead of roles: at the first departure, the matrix is wrong.
- A matrix too fine (80 lines) or too coarse (4 lines): in both cases nobody uses it.
- A matrix built alone by the project manager and never presented: the columns only commit the person who filled them.
- A frozen matrix: the scope changes, the team changes, the RACI stays in the kick-off folder.
- Confusing the RACI with an org chart: it describes responsibilities per task, not reporting lines.
When to use a RACI matrix (and when to skip it)
The RACI brings the most on cross-functional projects: several departments, a contractor, regulatory validations, interdependent tasks. It is valuable at kick-off, at each team change, and as soon as symptoms appear: decisions that drag, deliverables done twice, meetings where nobody knows who decides. Conversely, a three-person team working in sprints does not need a matrix: the planning ritual already plays that role. In a programme, build one RACI per project plus a governance RACI for the bodies (committees, budget arbitrations).
In FoxPlan
FoxPlan does not ask you to fill in a separate RACI table: responsibilities are carried by the project objects. Each task of the schedule has its assigned resources, with an allocation in person-days or as a percentage: the R column becomes a measurable load, visible in the multi-project workload plan. Project members and their roles set who leads and who contributes. The Committees module materialises the validation bodies, with their sessions, agenda and recorded decisions: that is where the As and Cs of your matrix live. Risks, decisions and actions each keep a named owner, which removes the orphan tasks a RACI is precisely meant to eliminate.
See how to do it in the FoxPlan documentation ↗
Frequently asked questions
What does RACI stand for?
RACI stands for Responsible, Accountable, Consulted, Informed. Each letter describes the role of one person on one given task. The RACI matrix crosses the tasks of a project with the roles of the team to show, cell by cell, who executes, who approves, who gives an opinion and who is kept informed.
What is the difference between Responsible and Accountable?
The Responsible (R) does the work and produces the deliverable; there can be several on one task. The Accountable (A) answers for the result: they approve, arbitrate and report, and there is only one per task. On a small task the same person can carry both letters, written A/R.
Can there be two As on the same task?
No. The fundamental rule of the RACI matrix is one Accountable per line. Two As mean two people who each think the other decides, or who decide in opposite directions. If two roles claim accountability, split the task into two lines or have the sponsor settle it.
How do I make a RACI matrix in Excel?
Create a table with tasks as rows and roles as columns, then fill each cell with R, A, C or I. Add a check column with COUNTIF(range,"A")=1 and COUNTIF(range,"R")>=1, and conditional formatting that colours lines breaking those rules. Date and version the file after validation in committee.
What is the difference between RACI and RASCI?
RASCI adds the letter S (Support): a person who helps the Responsible without owning the deliverable. It is useful when occasional contributors, such as a contractor or an expert, blur the R column. The rules stay the same: one A per line, at least one R.
When should a RACI matrix be updated?
At every change of scope, team or governance, and at least at each phase gate. A RACI frozen in the kick-off folder becomes wrong within weeks. Present the revised version to the steering committee and keep the version history.
