What is a RACI matrix?
A RACI matrix (also called a responsibility assignment matrix or RACI chart) maps every task or decision of a process or project against the roles involved. It makes roles explicit before problems arise: who does the work, who approves it, who must be asked and who needs to know. In quality systems, a RACI matrix is often part of a procedure, showing how departments share processes such as document control, CAPA or change control.
RACI rules
- Exactly one A per task. Shared accountability is no accountability.
- At least one R per task. Someone must actually do the work.
- Keep Cs to those who add real value; every C is a step that can delay the work.
- Use roles, not names, so the matrix survives people changes.
- Agree it with the people in it, then keep it with the procedure or project plan.
RACI example: document change control
The example covers document change control with six roles. The document owner is accountable for most tasks, the author drafts, a subject matter expert reviews and QA approves (A/R). Two tasks are flagged: nobody is accountable for archiving the superseded version, and verifying that the change is in use has two accountable roles (the document owner and the department head) but nobody responsible. Fixing both before the procedure is approved prevents exactly the kind of gap auditors find.
RACI variants
| Variant | Adds |
|---|---|
| RASCI / RASIC | S for Support: helps the responsible person |
| RACI-VS | V for Verify and S for Sign-off |
| DACI | Driver, Approver, Contributors, Informed: used for decisions |
Assign the actions themselves with the action plan or schedule them on a Gantt chart.
How to use this RACI Matrix tool
- Name the process. Enter the process or project the matrix covers.
- Add the roles. Click a role header to rename it, or + to add one. Use roles (QA, author) rather than names where you can.
- List the tasks. Add the tasks, deliverables or decisions in order, one per row.
- Assign R, A, C and I. Click each cell to cycle through R, A, A/R, C, I and blank.
- Fix the gaps. Check column shows tasks without an accountable or responsible role; the summary rows show the workload per role.
- Agree and export. Review the matrix with everyone involved, then export it to PDF or Excel and attach it to the procedure.
Frequently asked questions
What does RACI stand for?
Responsible (does the work), Accountable (owns the outcome and signs off), Consulted (gives input before the work is done, two-way communication) and Informed (kept up to date, one-way communication). A RACI matrix lists tasks or decisions in rows and roles in columns, with a letter in each cell.
Can a task have more than one accountable person?
No. The main rule of RACI is exactly one A per task: when two people are accountable, nobody is. Several people can be responsible, consulted or informed. The tool flags tasks with no A or more than one.
Can the same person be accountable and responsible?
Yes, for small tasks the owner often does the work too. Mark it A/R. For larger tasks it is usually better to separate the person who does the work from the person who approves it.
What is the difference between consulted and informed?
Consulted people are asked for input before a decision or deliverable is finished, so their views can change it. Informed people are told about the result afterwards. Too many Cs slow work down; too many Is create noise.
When should I use a RACI matrix?
When several roles or departments share a process or project and there is confusion, duplication or gaps: who approves, who must be asked, who just needs to know. RACI is common for change control, CAPA, new product introduction, audits and validation projects.
How do I check a RACI matrix?
Read it in rows and columns. Rows: every task should have exactly one A and at least one R. Columns: a role with many As may be a bottleneck; a role with no R or A may not need to be involved; a role with Rs everywhere may be overloaded.