Lesson 2 of 7
Roles and decision rights
8 min
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A sign-off framework fails most often not on templates but on ambiguity about who decides. "The business signs off" does not name anyone. The design task in this lesson is to name the roles, say what each one attests, recommends or accepts, and make the decision rights explicit enough that nobody has to ask in the gate meeting.
Three verbs
Use three different verbs and never mix them up. To attest is to confirm a fact you are responsible for: "the tests in this plan were executed as written and the evidence is complete" (test lead) or "the system is technically ready" (Basis lead). To recommend is to give an informed opinion: "order to cash is ready" (key user). To accept is to make the decision and own its consequences: "we will run order to cash on this system" (process owner).
- Testers executeKey users and testers run cases and record results and evidence
- Test lead attestsPlan executed, evidence complete, defects logged and current
- Key user recommendsProcess works for daily business, with any concerns stated
- Process owner acceptsAccepts the process for go-live, with listed exceptions
- Steering decidesGo/no-go across all acceptances and residual risks
The Contoso RACI
| Decision | Responsible | Accountable | Consulted | Informed |
|---|---|---|---|---|
| Test strategy and evidence standard | Priya (test lead) | Grace (PMO) | Process owners, Dan | Steering committee |
| UAT acceptance, order to cash | Maria (key user) | O2C process owner | Priya, finance | Grace |
| UAT acceptance, procure to pay | Purchasing key user | P2P process owner | Ana (AP), Priya | Grace |
| Financial data acceptance | Migration lead, finance team | Dan with the controller | Internal audit | Steering committee |
| Technical readiness | Sam (Basis) | IT director | Kenji (ABAP), integration lead | Grace |
| Cutover readiness | Luis (cutover) | Grace | All track leads | Steering committee |
| Go/no-go | Grace prepares | Steering committee chair | All accountable owners | Whole program |
A RACI for Contoso's sign-off decisions. Exactly one accountable role per decision.
Two rules keep a RACI honest. First, one accountable role per decision; joint accountability means nobody is accountable. Second, the accountable role must have the authority the decision needs. A process owner who cannot stop a go-live is not accountable for process acceptance; they are consulted.
Decision rights for open defects
The most contested decision in any program is whether a known defect may go live. Write the rights down before the first test cycle, by severity and by area.
| Severity | Definition at Contoso | May be accepted by |
|---|---|---|
| Critical | Stops a business process, posts wrong financial values, breaks a legal or control requirement, no workaround | Not acceptable for go-live |
| High | Major function fails; workaround exists but is costly or risky | Steering committee, on the process owner's recommendation |
| Medium | Function impaired; reasonable workaround | Process owner |
| Low | Cosmetic or minor inconvenience | Key user, recorded in the log |
Severity definitions and acceptance rights. Financial misstatement is always critical.
What would you do?
Maria finds that the credit block for Great Lakes Fleet Services does not trigger on orders above the limit. There is a manual workaround: the credit team reviews a daily report. The O2C process owner wants to accept it himself to keep the gate green. Under Contoso's rules, what happens?
| Decision | Accountable | Consulted | Informed |
|---|---|---|---|
| UAT acceptance, order to cash | O2C process owner (Maria attests as key user) | Priya (test lead) | Grace |
| Finance reconciliations at go/no-go 2 | Dan | Luis | Grace's decision group |
| Accept a medium defect for go-live | Owning process owner | Priya, fix owner | PMO |
| Go/no-go 1 and 2 | Grace's decision group | Luis, Sam, Dan | All workstreams |
Four Contoso decisions and their single accountable role.
- Separate attest (facts), recommend (opinion) and accept (decision).
- Use a RACI with exactly one accountable role per decision, holding real authority.
- Set decision rights for open defects by severity and workaround before testing starts.
- Name deputies with the same limits and record when they act.
Check your understanding · not graded
Lesson check
1. What does the test lead attest at a gate?
2. Why should each decision have exactly one accountable role?
3. Under Contoso's rules, who may accept a medium-severity defect?
4. Who is accountable for the finance reconciliations at go/no-go 2?