DACI vs. RACI Model Guide: Differences and How to Choose

Project management is a process that requires decision-making at every stage, but it’s rarely just about simply choosing one over the other, as there are several factors to consider and a single wrong move can hamper the success of the whole project. Decision-making frameworks have become popular over the years to address this concern. The most frequently used of these frameworks are the DACI and RACI models. Read on to learn the difference between DACI vs. RACI and when to use them.

What is the DACI Model?

The DACI model is a decision-making framework used to simplify and standardize the project management process. The DACI model aims to clarify specific project roles for everyone involved in the project and provides clear rules for assigning these roles to project team members. When used correctly, the DACI model is a highly effective means of streamlining project execution.

The DACI model definition 

In order to properly understand the DACI model definition, it’s critical that you understand each of its four parts.

• D: Typically assigned to the project manager, this individual, known as the Driver, leads the entire project from conception to completion. However, the Driver doesn’t have final approval authority — this belongs to the Approver.
• A: The Approver is the person who has final approval authority on the project. Unlike the Driver, which usually refers to one person, any given project could have multiple Approvers. It’s important to note, however, that this number should be kept at a minimum.
• C: Contributors are individuals who lend their knowledge or expertise to the project team to inform the decision-making process.
• I: Those who don’t play an active role in the project but still need to be updated on its progress are listed as Informed.

Remember, only one Driver should be assigned per project task. While some projects and tasks utilize multiple Approvers, Contributors, and Informed teammates, these numbers should also be kept at a minimum if possible.

Benefits

Now that you have a better understanding of the four roles that comprise the DACI model, it’s time to take a look at some of its primary benefits.

• Simplifies decision-making for the project
• Highlights every task that needs to be completed within the project as a whole
• Clarifies and assigns individual tasks to project team members
• Promotes teamwork and day-to-day collaboration
• Mitigates and minimizes internal conflicts between project team members
• Formalizes communication and reduces the risk of miscommunication between teammates

Limitations

While DACI is a great approach for many different projects, it is not without limitations. Some of the most notable ones include:

• Decisions or issues requiring clarification can take some time to resolve.
• Executive-level staff who are assigned the role of Approver might demonstrate bias when approving or rejecting certain decisions.
• Instead of simply approving or rejecting individual decisions, some Approvers might try to take control of the decision-making process itself.
• Some decisions are categorized without much effort or thought, ultimately leading to further issues down the line.
• Under the DACI framework, individual roles cannot be assigned until after some amount of decision-making has already been completed.

Despite its limitations, the DACI framework is still considered a highly effective means of organizing, simplifying, and managing many different projects.

How to create a DACI matrix

To effectively utilize the DACI framework, you will need to create a DACI matrix. 

The process of creating a DACI matrix is pretty straightforward. The matrix generally consists of a table that describes the project tasks and activities down the left side and the four roles (Driver, Approver, Contributor, Informed) along the top of the table. To start filling in the empty cells in your DACI matrix, follow the steps below.

1. Start by breaking the project down into individual tasks based on the decisions that need to be made. Document these tasks down the left side of the matrix.
2. Assign project team members to their new roles and document the information within the remaining cells of the DACI matrix. Not only will you need to document these assignments and inform the individuals involved, but as a project manager, you’ll also need to ensure that everyone understands their specific roles.

Once your DACI matrix has been completed, it’s time to kick off your project and put the DACI framework to use.

What is the RACI Model?

Much like DACI, the RACI model is a decision-making framework often used by project managers with the aim of clarifying individual roles and responsibilities. But unlike the DACI model that focuses on task completion and approval of output, the RACI model puts emphasis on individual responsibilities — who is responsible for which task and who is accountable for its result.

The RACI model definition

Although the two project management terms only deviate by one letter, the RACI model definition lays out a different approach to project management when compared to DACI.

• R: Individuals who are Responsible are expected to complete their specific tasks or deliverables. Once their tasks are finished, these team members report directly to those who are marked as Accountable.
• A: Members tagged as Accountable are ultimately accountable for the final outcome of any given task or deliverable. They also have the power to approve or reject the work that is turned in by those marked as Responsible.
• C: Similar to the Contributor role in the DACI model, individuals who are marked as Consulted are called upon to lend their expertise to any given task or deliverable.
• I: Informed individuals are utilized in both DACI and RACI. While these individuals need to be informed about the project’s overall progress, they don’t actually have a hands-on role in the project itself.

Benefits

When used correctly, the RACI model offers numerous advantages, including:

• Streamlines project decision-making
• Highlights the specific tasks that comprise the project
• Clarifies individual role responsibilities, eliminating confusion and overlap of duties
• Promotes communication between project team members and key project stakeholders
• Optimizes resource allocation by clarifying essential tasks and eliminating redundancies
• Easily scales to meet projects of various size and scope

Limitations

The RACI framework is an invaluable tool in any project manager’s toolbox, but it isn’t an end-all solution to project management. There are limitations to consider as well.

• Individual project roles need to be clearly defined to avoid ambiguity.
• The hierarchical structure of RACI isn’t conducive to every team or project.
• Larger projects can quickly become overly complicated.
• Project team members who are tagged Accountable are often given too much work.
• Novice team members might become confused about their specific tasks or responsibilities.

How to create a RACI matrix

Similarly to the DACI framework, RACI can be implemented by creating a RACI matrix. The RACI matrix takes a different approach in that while it still lists individual project tasks down the left side of the table, it also lists individual job titles, roles, and departments along the top. The four components that comprise RACI (Responsible, Accountable, Contributor, Informed) are then filled into the empty cells within the chart.

To begin the process of creating a RACI chart, simply follow the steps below:

1. Start by identifying and listing all the tasks and activities needed for project completion. Although you don’t need to go into extreme detail, you do want to make sure that every single task within the project is documented.
2. Assign individual roles and responsibilities as appropriate. To document this step, fill the table’s remaining empty cells with an R, A, C, or I. Like with DACI, it’s critical that you inform project team members of their responsibilities while ensuring that they understand their role in the project.

Differences and Comparison

To further understand the purpose of DACI and RACI as decision-making frameworks, take a look at some of their key differences.

Alternatives to Consider

In the hands of a skilled PM, both DACI and RACI are highly effective project management methodologies. However, there are some instances where neither turns out to be a good fit for your project. In that case, here are some DACI and RACI alternatives you should consider.

• RASCI: A modified version of RACI, this framework classifies participants as either Responsible, Accountable, Support, Consulted, or Informed. It’s useful in nearly any project that would benefit from the use of traditional RACI, though it provides a little more granularity in the execution.
• RAPID: More similar to DACI, the RAPID framework assigns participants as Recommend, Agree, Perform, Input, or Decide. Unlike the DACI framework, which really focuses on the final decision of the project, the RAPID methodology emphasizes continuous decision-making throughout the project lifecycle.
• PACE: This framework assigns project team members as either Performer, Approver, Consulted, or Executive. It’s another popular alternative to the RACI framework and takes an almost identical approach, except PACE adds the role of Executive, who makes the final decisions.
• PARIS: Another one of the most popular alternatives to RACI, the PARIS methodology classifies team members as either Participant, Accountable, Reviewer, Input Required, or Sign-Off Required.

It’s worth noting, however, that much like the RACI and DACI models, these alternatives have their pros, cons, strengths, and weaknesses. It is crucial that you understand how each framework works before implementing it on your next project.

FAQs

Conclusion

Now that you have a better idea of the similarities and differences between DACI vs. RACI frameworks, as well as information on some of the top alternatives, you are equipped to choose which approach to take for your project. Having a decision-making framework in place will not only make assigning roles and tasks easier, but it will also help enhance communication, improve accountability, and boost overall project success.