Understanding the RACI Matrix for SAP CPQ Projects...

Yogananda · ‎2025 May 11

A lack of clarity around roles and responsibilities is a common cause of project failure. A RACI matrix can help project managers address this issue.

What is RACI ?

A RACI matrix is a tool used in project management to clarify roles and responsibilities for various tasks and deliverables within a project. It stands for Responsible, Accountable, Consulted, and Informed, and helps ensure that everyone involved in the project understands their specific duties and the overall workflow.

Detailed Explanation in General:

The RACI matrix is designed to provide a clear structure for assigning roles and responsibilities, which is crucial for the successful execution of a project. Here’s a breakdown of what each component of the RACI matrix represents:

Responsible: The person or team responsible for executing the task. This is the individual who does the work to complete the task.
Accountable: The person who is ultimately accountable for the task's completion. This individual ensures that the task is done correctly and is often the one who approves the work.
Consulted: Those whose opinions are sought before and during the task execution. These are typically subject matter experts who provide input and feedback.
Informed: Those who need to be kept informed about the progress and completion of the task. They are not directly involved in the task but need to be updated.

Example in SAP Activate in S/4 Implementation:

In the context of SAP Activate for SAP S/4HANA Cloud Private Edition - New Implementation, a RACI matrix can be used to define roles and responsibilities for various tasks and deliverables. For instance, when defining the UX/UI strategy, the matrix might look like this:

Responsible: UX/UI team members who design and implement the strategy.
Accountable: Project manager who oversees the UX/UI strategy and ensures it aligns with business goals.
Consulted: Business users and stakeholders who provide requirements and feedback.
Informed: All project team members and relevant departments who need to be aware of the UX/UI strategy and its progress.

For more detailed guidance on creating a RACI matrix, you can refer to the Define the UX / UI strategy task, which includes procedures and prerequisites for designing a strategy and documenting roles and responsibilities.

Additionally, the Ensure Operational Readiness task provides insights into defining and nominating leadership roles required for successful project execution, which can be supported by a RACI matrix.

For further information on creating and using a RACI matrix, you can explore the IAM - Authorization Concept Guidelines accelerator, which outlines the Identity and Access Management authorization concept and can help in defining roles and responsibilities within your project.

By using a RACI matrix, you can ensure that all team members are clear about their roles, which helps in avoiding confusion and improving project efficiency.

Adopting RACI into SAP CPQ Project Implementation

Based on the above understanding of RACI, the following details will help you understand how to adopt it into your SAP CPQ implementations during ongoing discussions with customers.

Understanding RACI for SAP CPQ Projects:

R - Responsible: The person or group who does the work to complete the task. There can be multiple Responsible parties.
A - Accountable: The person who is ultimately answerable for the correct and thorough completion of the task. There should be only one Accountable person or role per task. Often the "owner" of the task's success.
C - Consulted: Those who need to be consulted before a task is done, typically because they have expertise or input necessary for successful completion. This is a two-way communication.
I - Informed: Those who need to be kept updated on the progress or completion of the task. This is usually one-way communication.

Here are typical stakeholder roles involved in an SAP CPQ implementation. You will need to adjust these based on your project structure:

Stakeholder Roles (Example - Customize to your specific project)

Role Abbreviation Role Description Typical Department/Team

PS	Project Sponsor (Executive Level)	Executive Management
PM-C	Project Manager - Client Side	IT/Business PMO
PM-P	Project Manager - Partner/Implementation Vendor	Professional Services
BA	Business Analyst (Client Side)	Business Units (Sales, Ops)
SA	Solution Architect (Partner/Implementation Vendor)	Professional Services
FC-CPQ	Functional Consultant - CPQ (Partner/Implementation Vendor)	Professional Services
TC-INT	Technical Consultant - Integration (Partner/Implementation Vendor)	Professional Services
TC-DEV	Technical Consultant - Development (Partner/Implementation Vendor)	Professional Services
BU-Sales	Business User - Sales Team	Sales Department
BU-SalesOps	Business User - Sales Operations Team	Sales Operations
BU-Product	Business User - Product Management Team	Product Management
BU-Legal	Business User - Legal/Compliance Team	Legal/Compliance
BU-Finance	Business User - Finance Team	Finance Department
IT-Infra	IT Infrastructure Team	IT Infrastructure
IT-Sec	IT Security Team	IT Security
CM	Change Management/Training Team (Client Side)	Finance/Sales/Organizational Change

Detailed RACI Matrix for SAP CPQ Implementation Project

Phase

Task/Activity

PS

PM-C

PM-P

BA

SA

FC-CPQ

TC-INT

TC-DEV

BU-Sales

BU-SalesOps

BU-Product

BU-Legal

BU-Finance

IT-Infra

IT-Sec

CM

1. Project Preparation & Initiation

1.1 Project Kick-off Meeting

I

R

I

1.2 Define Project Scope & Objectives

C

R

A

R

C

1.3 Establish Project Governance & Communication Plan

C

A

R

C

I

C

1.4 Project Team Setup & Onboarding

I

R

A

C

I

C

1.5 Define Project Budget and Resources

A

R

C

I

R

C

I

1.6 Set up Project Environments (Dev, Test, Prod)

I

C

R

I

C

R

I

R

I

2. Business Blueprint & Requirements Gathering

2.1 Conduct Requirements Workshops

C

R

C

R

C

I

C

2.2 Document "As-Is" Business Processes

I

R

C

R

C

R

I

C

2.3 Define "To-Be" Business Processes and CPQ Flows

C

R

C

R

C

R

C

R

I

C

2.4 Gather Detailed Functional & Technical Requirements

I

R

C

R

C

R

C

2.5 Conduct Fit-Gap Analysis

I

R

A

R

C

2.6 Document Business Blueprint & Solution Design

I

R

A

R

C

2.7 Blueprint Sign-off and Approval

A

R

C

3. Realization & Configuration

3.1 CPQ System Configuration (Product Modeling)

I

C

R

C

R

I

C

R

C

I

3.2 CPQ System Configuration (Pricing & Rules)

I

C

R

C

R

I

C

R

C

R

I

3.3 CPQ System Configuration (UI & User Experience)

I

C

R

C

R

I

R

C

I

3.4 Integration Development & Configuration

I

C

R

C

A

R

I

R

I

3.5 Custom Development (if required)

I

C

R

C

A

I

R

I

3.6 Data Migration (Extraction, Transformation, Load)

I

C

R

C

R

I

3.7 Configuration & Development Reviews

I

R

C

A

R

C

I

3.8 Build Unit Test Cases and Execute Unit Testing

I

C

R

C

R

C

I

4. Testing

4.1 Integration Testing (End-to-End)

I

R

C

R

C

I

4.2 User Acceptance Testing (UAT) Planning

I

R

C

R

I

R

4.3 Execute User Acceptance Testing (UAT)

I

R

C

A

I

R

4.4 Defect Management and Resolution

I

R

C

R

C

I

4.5 Performance & Load Testing (if required)

I

C

R

I

C

R

I

R

I

4.6 Security Testing (if required)

I

C

R

I

C

I

C

A

I

4.7 Testing Sign-off and Approval

A

R

C

5. Deployment & Go-Live

5.1 Go-Live Planning & Cutover Strategy

C

R

C

R

5.2 Final Data Migration to Production

I

C

R

C

R

I

5.3 System Cutover & Go-Live Execution

I

R

A

I

C

R

I

R

I

5.4 Post Go-Live System Validation & Checks

I

R

C

R

I

5.5 User Training & Go-Live Support

I

R

C

R

I

A

5.6 Go-Live Communication & Stakeholder Updates

I

R

I

R

5.7 Go-Live Sign-off and Project Closure

A

R

I

6. Post Go-Live Support & Optimization

6.1 Hypercare Support & Issue Resolution

I

R

C

R

C

6.2 Performance Monitoring & Optimization

I

C

R

I

C

R

I

R

I

6.3 Ongoing System Enhancements & Change Requests

I

R

C

R

C

6.4 Knowledge Transfer & Documentation Updates

I

R

C

R

C

R

6.5 Project Retrospective & Lessons Learned

I

R

C

R

I

C

Key Considerations and Customization:

Project Size & Complexity: For smaller projects, some roles might be combined, or certain tasks might be less critical. For larger, more complex projects, you might need to further break down tasks.
Organizational Structure: Adapt the stakeholder roles to reflect your organization's departments and team structure. The roles listed are examples.
Partner vs. Client Responsibilities: Clearly delineate responsibilities between the client and the implementation partner. This matrix highlights a typical division.
Level of Detail: This is a detailed matrix. You can create a higher-level matrix first and then drill down into more detail as needed.
Regular Review & Updates: RACI matrices are not static. They should be reviewed and updated throughout the project lifecycle as roles, responsibilities, and project scope evolve.
Stakeholder Buy-in: It's crucial to get agreement from all stakeholders on the RACI matrix. Discuss and refine it with key individuals to ensure clarity and avoid confusion.
Communication: The RACI matrix serves as a crucial communication tool. Ensure it's easily accessible and understood by all project team members.

How to Use This Matrix:

Download/Copy: Start by copying or downloading this matrix provided above and adjust to your need.
Customize Stakeholder Roles: Adjust the stakeholder roles in the columns to match your project team and organizational structure. Rename, add, or remove roles as needed.
Review and Adjust RACI Assignments: Go through each task and review the RACI assignments. Does it make sense for your project? Are there any gaps or overlaps?
Discuss and Validate: Share the matrix with key stakeholders (Project Managers, Business Leads, etc.) and discuss it. Get their feedback and validation.
Finalize and Communicate: Once agreed upon, finalize the matrix and communicate it to the entire project team.
Use it as a Reference: Refer to the RACI matrix throughout the project to clarify roles and responsibilities for different activities.
Revisit as Needed: Be prepared to revisit and update the matrix as the project progresses and circumstances change.

By using this detailed RACI matrix as a starting point and customizing it to your specific SAP CPQ implementation project, you can establish clear roles and responsibilities, improve communication, and enhance project efficiency.

Good luck with your implementation!

Feel free to share this detailed blog with your colleagues who might need it during crucial times in the project.

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