RACI & Decision Rights

RACI clarifies who does the work, who owns the result, who gives input, and who must be informed. Decision-rights frameworks define who proposes, approves, or decides. Use both to remove ambiguity and shorten cycle time.

Overview

Clear roles and decisions prevent rework, delays, and audit issues. RACI assigns responsibility at the task level. Decision-rights frameworks name the specific people who recommend, approve, or decide across functions. Keep one matrix per flow and a simple catalog of recurring decisions.

Definitions

RACI (Responsibility matrix)

  • R = Responsible (does the work)
  • A = Accountable (owns the result; one per row)
  • C = Consulted (gives input, two-way)
  • I = Informed (kept aware, one-way)

Variants: RASCI (adds Support), ARCI/CAIRO (same concept, different labels).

Decision roles (examples)

  • RAPID (Bain): Recommend, Agree, Perform, Input, Decide
  • DACI: Driver, Approver, Contributors, Informed
  • DRI: Directly Responsible Individual (single owner)

Why both matter

RACI clarifies tasks. Decision frameworks clarify authority. Together they stop “everyone and no one” patterns.

When to use which

Use RACI to…

  • Assign roles to process steps (BPMN L2/L3)
  • Write SOPs and training
  • Support control testing (who does, who owns)

Use RAPID/DACI to…

  • Clarify cross-functional decisions (pricing, change, exceptions)
  • Resolve “who decides” at stage gates
  • Speed approvals with one named Decider

Use DRI to…

  • Assign single-threaded ownership for outcomes
  • Prevent committee paralysis

How to build a RACI

Steps

  1. List process steps (use BPMN titles). One outcome per row.
  2. List roles (functions, not names). Keep the set stable.
  3. Assign exactly one A per row; add R where work occurs.
  4. Add C only where input changes the result; keep I sparse.
  5. Scan columns: no role should be A for everything or I for nothing.

Checks

  • Conflicts: two As on one row → pick one owner
  • Gaps: rows with only R/I → add an A
  • Overload: a role with A across many rows → split scope

Minimum package

  • RACI matrix (process steps × roles)
  • Role charter (short purpose per role)
  • Escalation rule and SLA for decisions

Decision catalog & Delegations of Authority

Decision catalog

List recurring decisions with owner, inputs, thresholds, and due time. Tie each decision to the process step that triggers it.

  • Example fields: name, owner/backup, inputs, threshold, SLA, evidence

Delegations of Authority (DoA)

Define who may commit spend, approve changes, or accept risk at each level. Keep one DoA source and link it to decisions.

Benefits

  • Faster cycle time (no unclear approvals)
  • Better audit posture (evidence matches DoA)
  • Fewer escalations and handoffs

Link to processes & controls

Process models

Attach RACI to BPMN swimlanes; place decision roles on the tasks that trigger them. Keep the matrix in the same repository as maps and SOPs.

Controls

Place approvals and evidence at the producing step. Test controls on a schedule; fix recurring breaks with role or DoA changes.

Artifacts to keep together

  • BPMN model + RACI + SOPs
  • Decision catalog + DoA + control tests
  • KPI board for timeliness and quality

Governance & maintenance

Cadence

  • Quarterly review of RACI and decision catalog
  • Monthly check of late or reworked approvals
  • Update on org or system changes

Repository rules

  • Stable role names; version history; change log
  • Single source for DoA and policy
  • Access by role; read-only for most users

Common errors

Too many Cs and Is

Consult only when input changes the result. Inform only those who act on it.

Two As on one row

Pick one owner. If ownership rotates by threshold, document it in the catalog.

Matrix without decisions

RACI without a decision catalog fixes little. Pair both and publish the SLA.

90-day starter

Days 0–30

  • Pick one process. Draft RACI with exactly one A per step.
  • List top 10 recurring decisions and owners.

Days 31–60

  • Publish decision catalog and DoA links.
  • Set SLAs for approvals; add dashboards for late items.

Days 61–90

  • Fix chronic Cs/Is; remove duplicates and stale roles.
  • Install a quarterly review and monthly exception report.

References

  • PMI: Responsibility Assignment Matrix (RACI/RAM) — pmi.org
  • AXELOS PRINCE2 roles & responsibilities — axelos.com
  • Bain & Company: RAPID decision roles — bain.com
  • Harvard Business Review: decision roles (“Who Has the D?”) — hbr.org
  • ISACA COBIT RACI charts (governance & management) — isaca.org
  • ISO 9001: documented information (roles/responsibilities) — iso.org

Give every step one owner and every decision one decider.

If you want a RACI matrix, decision catalog, and DoA template, ask for a copy.

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