In this article you’ll find:
- A simple matrix to coordinate vendors and internal teams.
- How to keep your SAP migration on track when everyone’s busy.
- Why knowledge transfer must be part of the migration plan.
- Practical steps to build your own RACI matrix.
SAP migrations rarely go as planned.
There are too many parts in motion (vendors, internal teams, deadlines, and legacy systems) all demanding attention at once.
Sooner or later, something slips. A task gets duplicated. A decision falls through the cracks.
And suddenly, no one’s quite sure who’s responsible for what.
That’s when projects stall.
But it doesn’t have to be that way. A simple framework (the RACI matrix) can bring structure back to the chaos and help executives keep control when everything’s moving fast.
Why SAP Migrations Often Go Off Track
SAP migrations always sound like a technical challenge, but the hardest part usually isn’t the technology. It’s everything that happens around it.
You have data owners, functional experts, technical consultants, and integration partners all working at the same time. And when responsibilities aren’t crystal clear, things start slipping through the cracks.
- Who signs off on the data load?
- Who validates the transformation rules?
- Who makes sure post–go-live issues are being tracked and closed?
When no one has quick answers to those questions, delays pile up and accountability starts to fade.
And to make things even more complicated, most companies can’t handle migrations entirely with their internal teams. Sometimes they don’t have the specific skills or experience. Other times, they just don’t have enough people to keep up with the workload.
That’s when most companies call in external help. It’s often a cost-effective alternative and, in many cases, the only way to move fast without burning out in-house teams.
But, of course, adding another team into the equation also adds new layers of complexity in how the migration project is organized. Suddenly, you need to make sure everyone knows who’s doing what and how both sides will stay in sync.
And another crucial point is how to make sure the internal team absorbs the knowledge that the external team brings into the project. Without that transfer of knowledge, it’s easy to become dependent on outside help even after the migration is complete.
What a RACI Matrix Really Does
RACI is a simple but powerful framework to define who does what in a project.
It stands for:
R — Responsible: who executes the task.
A — Accountable: who approves or owns the result.
C — Consulted: who provides input or expertise.
I — Informed: who needs to be kept in the loop.
For migrations, this matrix helps ensure both internal teams and vendors stay aligned — so there’s no “I thought they were doing it” moment.
Building a RACI Matrix for SAP Migration Projects
Here’s a practical way to structure it:
1) List all key workstreams
Start by identifying the main areas of your migration project. Think of tasks like data assessment, mapping, transformation, testing, cutover, and post-migration support. Each of these will require clear ownership.
2) Include all roles — internal and external
Your matrix should show every role involved, not just internal ones:
Internal: Project Manager, Data Owner, Functional Lead, IT Security.
External: Vendor PM, Technical Consultant, Migration Specialist.
3) Assign R, A, C, I for each task
Now connect the roles to the workstreams using the RACI logic:
- R – Responsible: the one who executes the task.
- A – Accountable: the one who approves or owns the result.
- C – Consulted: the one who provides input or expertise.
- I – Informed: the one who needs updates or results.
Example:
- Data extraction: Vendor = Responsible, Internal Data Owner = Accountable.
- Testing: Internal team = Responsible, Vendor = Consulted.
- Cutover: Shared, but only one side should be Accountable.
4) Review it together
Walk through every line with your vendor and internal leads. This helps spot overlaps, fill in missing roles, and confirm who owns each deliverable before work starts.
5) Keep it alive
A RACI matrix isn’t static. Review and adjust it as the project evolves, especially when new systems, phases, or people come in. Keeping it up to date ensures clarity throughout the migration lifecycle.
A Sample SAP Migration RACI
| Activity | Internal PM | Functional Lead | Vendor Consultant | Data Owner |
| Data extraction | I | C | R | A |
| Data mapping | C | A | R | C |
| Transformation | I | C | R | A |
| Load to SAP | I | I | R/A | C |
| Testing | A | R | C | I |
| Cutover plan | A | C | R | I |
| Knowledge transfer | R | A | R | I |
This isn’t just a spreadsheet exercise: when everyone knows their role, execution speeds up, quality improves, and risks drop.
And one of the most important rows in that matrix is knowledge transfer.
It’s what makes sure all the experience, fixes, and best practices from the external team actually stay within your organization once the project is done. If it’s not clearly defined, migrations may end successfully, but the knowledge walks out the door when the consultants do.
A solid RACI helps you prevent that: By assigning ownership and accountability for knowledge transfer from day one, you ensure your internal teams grow stronger with every migration instead of starting from scratch each time.
The payoff: fewer surprises, less migration pain
A balanced RACI matrix brings visibility and accountability. It prevents scope creep, reduces finger-pointing, and ensures that each team focuses on what they do best.
And in the high-stakes world of SAP migrations, where deadlines are fixed and downtime is expensive, that clarity is everything.
If you’ve already defined your migration approach or are still in the planning stage, this framework connects directly with what we covered in our previous articles about the planning phase and the migration to SAP Integration Suite. Once you understand why you need to migrate and which path fits your organization, the RACI matrix helps you make sure everyone knows how to execute it.
Final thought
SAP migrations succeed not just because of good technology, but because of good coordination. A clear RACI matrix keeps everyone marching in the same direction.
If you’re planning your migration and need certified SAP experts to help define roles, build the RACI, and accelerate execution, Inclusion Cloud can help you get there.
Q&A:
→ What is a RACI matrix in simple terms?
It’s a framework that clarifies who’s Responsible, Accountable, Consulted, and Informed in every project activity. In a migration, it keeps all teams aligned and avoids confusion about ownership.
→ Why is it so important in SAP migrations?
Because SAP projects involve many players — internal experts, vendors, and consultants — and countless interdependent tasks. Without clear accountability, things easily fall through the cracks.
→ Who should create the RACI?
Usually the project manager or PMO does, but it must be reviewed jointly with all stakeholders to make sure everyone agrees on their role.
→ How often should it be updated?
At every major project milestone or phase change. Roles shift as the migration moves from design to testing to go-live.
→ How does RACI support knowledge transfer?
By defining who’s responsible for documentation, training, and handover activities. It ensures that critical know-how from external consultants is absorbed by the internal team before the project closes.
→ What’s the biggest mistake teams make?
Treating RACI as paperwork instead of a living governance tool. The real value comes from using it actively to drive communication and decisions throughout the migration.
