The PRACI matrix: your blueprint for realisation of a project’s objectives

The PRACI matrix I developed is a simple yet effective means of communicating to project team members who is accountable and who is responsible for completing specific tasks while at the same time conveying to those: who are required to participate in their preparation; who will be consulted; and those that are simply to be informed. The PRACI matrix is an indispensable expansion of the pan industry RACI chart that has been in existence for several decades.  

Benefit 

Having supported projects in multiple industries in the UK, South Africa, Malaysia, the UAE and Qatar over the last 12 years, the creation and use of the PRACI matrix has proved to be an invaluable communication and collaboration tool. It removes confusion and ambiguity. Its construction forces a team to consider all of the tasks required to complete an activity and who should be involved. It provides transparency, visibility and lucidity. It avoids the ownership of activities ‘falling through the cracks’ where one team member has incorrectly assumed someone else is undertaking a specific task. It avoids the discovery of the need to carry out additional activities at the ‘eleventh hour’, robbing team members of ample warning of new tasks to be completed. PRACI charts can prevent reputations being tarnished when milestones are missed. Project reviews of failed projects pinpoint activities that were not identified, specialist consultants who were engaged late in a programme or stakeholders that were not consulted. Time and time again it is not until a PRACI chart is commenced that a consensus is established across a project as to the tasks to be completed and the appropriate accountabilities and responsibilities. 

Applicability 

A PRACI chart can be used to support any number of activities such as a sub-task, task, project stage or phase, stage gate, stakeholder analysis, approval sequences or handover process, depending on what level of granularity is required and the stage that a project has reached. 

Construction of a PRACI matrix 

The simple process for creating a PRACI matrix includes the following eight steps: 

1. Identify all the tasks involved in delivering the element of the project under examination and list them on the left-hand side of the chart in the order that they are to be completed.  
2. Identify all the project team members (as well as the consultants and stakeholders) that will be involved in the completion of the tasks and list them along the top of the matrix. 
3. Complete the cells of the matrix in collaboration with team members identifying who has accountability and responsibility, who will participate and those that will be consulted and informed for each task. 
4. Ensure every task has an individual that is accountable and one that is responsible. 
5. Ensure no tasks have more than one individual that is Accountable.  
6. Colour code cells that contain an ‘A’ and those that contain an ‘R’ so it is abundantly apparent if these roles have been filled. 
7. Sense check the completed matrix to ensure that it contains all the tasks necessary to complete the project element and that all named individuals have confirmed acceptance of their role. Remove the chance of unpleasant surprises. 
8. Ensure the matrix is accompanied by explanatory notes which include how the matrix is to be used. It should be revisited on a regular basis to ascertain progress.  

 

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