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Introduction to the RACI Matrix Template Mini

The RACI Matrix mini describes the participation by various roles for completing deliverables for a project. It is especially useful in clarifying
roles and responsibilities where cross-functional roles or processes exist. It shows the major work that needs to be completed and the
associated responsibilities for that work.

The purpose of the RACI Matrix mini is to document for smaller, low complexity projects and pilot eforts:

·        The deliverables associated with each process phase

·        Any applicable templates for each of the deliverables
·        The owner of the template
·        The specific responsibility assignments in regard to who makes the formal decision to approve or reject the deliverable
·        Who can formally sign showing support or dissent in regards to the deliverable
·        Who is responsible for creating the deliverable
·        Who could be invited, but not required, to provide their input to the deliverable
·        Who needs to be informed regarding the deliverable

This RACI Matrix Template mini with Instructions contains directions for properly initiating and maintaining the RACI Matrix. As you
complete the template, please remember to delete all instructional text (including this "Introduction" tab and the "Instructions" tab) and
update the header and footer. Update the document to a minor version (e.g., 1.1, 1.2) when minimal changes are made and a major version
(e.g., 2.0, 3.0) when significant changes are made.

Template style conventions are as follows:

Style Convention

Normal text Indicates placeholder text that can be used for any project

[Instructional text in brackets] [Indicates text that is to be replaced/edited/deleted by document author]

Example text in italics Indicates example text that might be replaced/edited/deleted by user

Project Sample Library:

The CA-PMF has a Project Sample Library that contains real-world project artifacts from approved projects that you can reference to help you
complete CA-PMF templates. Visit the CA-PMF website to access the Project Sample Library.

CA-PMF website: http://capmf.cio.ca.gov/

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RACI Matrix Mini Template Instructions

1 Introduction
The RACI Matrix mini links project resources to project deliverables by assigning the resource a particular responsibility or responsibilities in
the preparation of that deliverable. Throughout the project life cycle, the RACI Matrix mini can be utilized in conjunction with the Project
Management Plan (PMP) to help manage scope, schedule, resources, quality, and communication associated with smaller, low complexity
projects and pilot initiatives. Your organization may already possess one or more templates that may identify different deliverables,
stakeholders, or responsibility assignment standards based on project type, size, or other factors. If an appropriate template does not exist,
use this RACI Matrix mini.

The RACI Matrix mini consists of the following attributes. Attribute descriptions are provided to help understand usage.

• Deliverable – The specific named deliverable to which resource responsibilities are being assigned. Each project deliverable should be
entered on an individual row.

• Phase Established – The project phase in which the deliverable will be produced. Project phases include Concept, Initiating, Planning,
Executing, and Closing.

• Applicable Template – The template that will be used to develop the deliverable. As an example, the CA-PMF provides a suite of templates
for developing project management deliverables.

• Template Owner – The entity responsible for developing, publishing and maintaining the referenced template.
• Stakeholder List – A project-specific list of stakeholders involved in developing and approving project deliverables.
• Notes – Explanations and clarifications regarding the deliverables, stakeholders, and assigned responsibilities.

2 Creating the RACI mini

2.1 Identify Deliverables

List all of the project deliverables in the vertical axis (left-hand column) starting with deliverables identified in the WBS. A comprehensive list
of typical deliverables is built-in to the template, however each project is unique and will most likely require additional deliverables be added
to the RACI Matrix. Insert these additional deliverables then populate the associated cells for each to include the Phase Established,
Applicable Template, Template Owner and role responsibility. A note field is provided to capture additional information as needed.

2.2 Identify Resources

Project resources are entered in the columns adjacent to the Template Owner column. To identify resources for the RACI Matrix, start with
the project Stakeholder Registry and/or organizational chart in determining the resources that will be responsible for various delivery aspects
with the deliverables. Overall definitions of project roles can be found in the Definitions of Project Roles section in the CA-PMF Additional
Resources chapter. The template list shows some common project resources, but the table should be modified to suit project needs.

2.3 Assign Responsibilities

The Responsibilities Table below defines the responsibilities associated with the development and approval of project deliverables. Each
responsibility has a designator which is used in the RACI Matrix at the intersection of a resource column and deliverable row. The designator
indicates the resource's responsibility with respect to the particular deliverable. It is especially important that each deliverable have at least
one resource assigned to creating the deliverable and at least one resource assigned to approving it. Thus, every deliverable should have an
A and an R entry. It is possible that a particular individual could have multiple responsibilities with regard to a particular deliverable. It is also
possible that an identified resource has no responsibility for a given deliverable and in that case, the intersection is left blank. Individual
projects may have additional resources and designators and should adjust the table accordingly.

Responsibility Designator Responsibility Definition

Bears some responsibility for creating the deliverable
Responsible R

Makes the formal decision to approve or deny (one per deliverable)

Approve A

Specifically invited, but not required, to provide input

Consulted C

Notified of updates to the deliverable (especially approval)

Informed I

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Formally indicates support or dissent (unanimity not required)

Sign S

Has no role in the development or approval of the deliverable

No Role Blank

2.4 Provide additional Information

Add any additional explanatory or clarifying information needed in the notes column.

3 Example

An example has been provided on the template. In the example given, the responsibilities related to the development of a Project Concept
are identified. The Project Manager (PM) has been assigned responsibility for developing the concept. To complete it, the PM consults with a
number of Stakeholders, as indicated, including the Business Owner, the Project Spnsors, the System Architect, the Information Security
Officer, and Legal Counsel. The Project Director approves the concept. Other resources are kept informed regarding efforts to develop and
approve the project concept. Some resources have no responsibilities associated with the concept development activities.

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Project Team Advisory Project Team Members

Department of Technology (Data Center)

Informaton Security Ofcer

Department of Technology
Phase Established Applicable Template Template Notes

Department of Finance
Procurement Manager
Owner
Legend:

Operaton Manager
Business Owner(s)
"R" – Responsible

Project Manager

System Architect
IT Sponsor (CIO)
Project Sponsor
"A" – Approve

Legal Counsel
“C” – Consulted
“I” – Informed
"S" – Sign

IV&V
Deliverables

[Identify the
[Add additional deliverables as [Identify the [Identify any templates that owner of
necessary grouping them with the phase for the are related to the added the [Assign responsibilities by stakeholder for each added
phase in which they will be established] added deliverable] deliverable]
template] deliverable. Add notes as necessary.]

Concept Concept Development and

Project Concept Readiness Assessment CA-PMF C,S C R C C C I I C
Stage 1 Business Analysis Concept S1BA Form PAL
Concept Concept Process Phase
Concept Process Phase Completion Checklist CA-PMF
Project Charter Initiating Project Charter CA-PMF
Initiating
Project Priorities Assessment Project Priorities Assessment CA-PMF
Stakeholder Register Initiating Stakeholder Register CA-PMF
RACI Matrix Initiating RACI Matrix Template CA-PMF
Project Status Reports Initiating Project Status Reports Oversight
Initiating Project Document Approval
Project Document Approval Template CA-PMF
Initiating Initiating Process Phase
Initiating Process Phase Completion Checklist CA-PMF
Change Request Form Planning Change Request Form CA-PMF
Complexity Assessment Planning Complexity Assessment Oversight
Issue Log Planning Issue Log CA-PMF
Project Management Plan Planning Project Management Plan CA-PMF
Project Organization Chart Planning Project Organization Chart CA-PMF
Planning Requirements Traceability
Requirements Traceability Matrix Matrix CA-PMF
Risk Assessment Planning Risk Assessment Oversight
Risk Register Planning Risk Register CA-PMF
Planning
Stakeholder Management Plan Stakeholder Management Plan CA-PMF
PAL documents Planning S2AA, S3SD, S4PR PAL
Planning Planning Process Phase
Planning Process Phase Completion Checklist CA-PMF
Executing Deliverable Expectation
Deliverable Expectations Document CA-PMF

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Work Authorizations Executing Work Authorization CA-PMF

Executing Operational Readiness
Operational Readiness Assessment Assessment Template CA-PMF
Formal Product Acceptance Executing Formal Product Acceptance CA-PMF
Executing Executing Process Phase
Executing Process Phase Completion Checklist CA-PMF
Lessons Learned Closing Lessons Learned CA-PMF
Project Closeout Report Closing Project Closeout Report CA-PMF
Closing
Closing Process Phase Completion Closing Process Phase Checklist CA-PMF

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