Template · Management
RACI matrix template with gap and overlap checks
Assign Responsible, Accountable, Consulted and Informed roles to each task, and flag tasks with a missing or doubled Accountable.
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XLSXCSVODSXMLNumbers| RACI matrix with gap and overlap checks | |||||||||||
| Example data — replace the blue input cells with your own. | |||||||||||
| TASKS | TASKS OK | TASKS WITH ISSUES | INVALID ENTRIES | ||||||||
| 20 | 18 | 2 | 0 | ||||||||
| Check | Check: 2 tasks have an issue; see the Check column | ||||||||||
| Matrix: enter R, A, C, I or leave blank in each role column (type role names in row 8) | |||||||||||
| Phase | Task | Project sponsor | Project manager | Tech lead | QA lead | Ops manager | Finance | Legal | Vendor manager | Count A | Count R |
| Initiate | Approve project charter | A | R | C | I | I | C | C | 1 | 1 | |
| Initiate | Confirm budget envelope | A | C | I | I | C | R | I | 1 | 1 | |
| Initiate | Name the executive sponsor and steering group | A | R | I | I | I | I | I | 1 | 1 | |
| Plan | Write the project plan and schedule | I | A | C | C | C | 1 | 0 | |||
| Plan | Define requirements and acceptance criteria | I | A | R | C | C | 1 | 1 | |||
| Plan | Select and contract the vendor | I | A | C | I | I | C | C | R | 1 | 1 |
| Plan | Agree the change control process | A | R | C | C | I | I | C | I | 1 | 1 |
| Build | Design the system architecture | I | A | R | C | I | C | 1 | 1 |
Showing the first 16 of 89 rows and 12 of 14 columns. Cells with formulas show the formula on hover.
| Roles | |||||||
| Counts per role, taken from the Matrix tab. Change the load threshold in the settings block. | |||||||
| Settings | |||||||
| Load threshold (share of tasks with an A) | 40% | Roles above this share get a load note | |||||
| Counts by role | |||||||
| Role | Count R | Count A | Count C | Count I | Total involvement | Share of all A's | Load note |
| Project sponsor | 0 | 6 | 0 | 13 | 19 | 29% | Within the load threshold |
| Project manager | 4 | 10 | 3 | 3 | 20 | 48% | Accountable for over 40% of tasks |
| Tech lead | 7 | 1 | 9 | 3 | 20 | 5% | Within the load threshold |
| QA lead | 3 | 2 | 9 | 5 | 19 | 10% | Within the load threshold |
| Ops manager | 2 | 0 | 9 | 9 | 20 | 0% | Within the load threshold |
| Finance | 2 | 0 | 2 | 3 | 7 | 0% | Within the load threshold |
| Legal | 1 | 0 | 3 | 2 | 6 | 0% | Within the load threshold |
| Vendor manager | 1 | 2 | 5 | 1 | 9 | 10% | Within the load threshold |
Showing the first 16 of 20 rows and 8 of 8 columns. Cells with formulas show the formula on hover.
| RACI matrix with gap and overlap checks |
| Notes: what this workbook does, how to use it and the method behind it. |
| What it does |
| Maps who is Responsible, Accountable, Consulted and Informed for each task in a project, and flags tasks with no Accountable person, more than one Accountable person or no Responsible person. |
| How to use it |
| 1. On the Matrix tab, type the role names in row 8 (up to eight roles). |
| 2. List each task in column B with its phase in column A. The matrix holds 80 tasks. |
| 3. Enter R, A, C or I in the role columns. Leave a cell blank when the role has no part in the task. |
| 4. Read the Check column and the tiles at the top; each check names what to fix. |
| 5. On the Roles tab, read how many tasks each role is responsible for, accountable for, consulted on or informed of. |
| Formulas and method |
| Count A and Count R use COUNTIF down each task row. Invalid entries are any non-blank cell that is not R, A, C or I. |
| Check order: Invalid letter first, then No Accountable (no A), More than one Accountable (two or more A), and No Responsible (no R). Otherwise OK. |
Showing the first 16 of 31 rows and 1 of 1 columns. Cells with formulas show the formula on hover.
What does this template do?
A RACI matrix shows who does the work, who signs it off, who is consulted and who is kept informed for each task in a project or process. This template is for project managers, process owners and operations leads who need roles agreed before work starts.
Type up to eight role names across the top and list up to eighty tasks down the side, grouped by phase. Enter R, A, C or I in each cell. For each task the workbook counts the Accountable and Responsible entries and the invalid letters, then reports one check: OK, No Accountable, More than one Accountable, No Responsible or Invalid letter. The tiles show how many tasks have an issue.
The Roles tab counts R, A, C and I for each role with COUNTIF, adds the total involvement and shows each role's share of all Accountable entries. It writes a load note when that share passes a threshold you set. The example is a fictional software rollout with twenty tasks; two are flagged on purpose so the checks show what they report.
What’s inside
- Per-task checks for no Accountable, more than one Accountable, no Responsible and invalid letters
- Count of A and R for every task, and an invalid-entry count for every row
- Roles tab with R, A, C and I counts and total involvement for each role
- Load note when a role is Accountable for more than a threshold share of tasks
- Room for eight roles and eighty tasks; role names are typed once in the header row
Which tabs does the workbook have?
| Tab | What it holds |
|---|---|
| Matrix | Role names, tasks by phase, R, A, C and I entries, and the per-task counts and checks. |
| Roles | Counts of R, A, C and I per role, total involvement, share of all Accountable entries and the load note. |
| Notes | Purpose, steps, formulas used, assumptions and limits. |
What formulas does this template use?
This template holds 399 formulas in 625 cells across 3 tabs, so 64% of its cells calculate. They use 5 distinct functions; the longest formula is 199 characters and 41 of them read from another tab.
| Function | Uses | What it does |
|---|---|---|
IF | 730 | one result when a test is true, another when false |
COUNTIF | 515 | counts cells meeting one condition |
COUNTA | 83 | counts non-empty cells |
SUM | 10 | adds numbers |
ROUND | 8 | rounds to a number of digits |
Counted from the workbook itself. Only functions that Excel, LibreOffice Calc, Google Sheets and Apple Numbers evaluate the same way are used, so the formulas survive every download format.
How do you use it?
- Type the role names in row 8 of the Matrix tab.
- List each task with its phase, starting at row 9.
- Enter R, A, C or I in each role cell; leave a cell blank when the role has no part in the task.
- Read the Check column and the tiles at the top, and fix each task that is flagged.
- Open the Roles tab to see how many tasks each role carries.
What is it good for?
- Agreeing roles at the start of a project
- Auditing a process for tasks with no owner
- Showing a steering group who signs off each deliverable
- Spotting one person who is Accountable for too much of the work
Questions about this sheet
What does the check test?
Each task needs exactly one A and at least one R. The check does not judge whether the named roles are the right ones or have the time.
Are lower-case letters accepted?
Yes. COUNTIF is not case sensitive, so a lower-case a counts as an A. Any other character counts as an invalid entry.
How is the load note worked out?
A role's share of all Accountable entries is its Count A divided by the total Count A. The note appears when that share is above the threshold on the Roles tab.
How many roles and tasks does the matrix hold?
Eight roles across and eighty tasks down. Empty task rows show no check.