The SAP S/4HANA Migration Failure: How Ignoring a RACI Matrix Led to Chaos

The High-Stakes SAP Migration That Went Sideways

David Ramirez, a seasoned SAP Project Manager in the Automotive & Transportation sector, was assigned to lead a complex SAP ECC to SAP S/4HANA migration on RISE for a global automotive manufacturer. Working for a top-tier Global Solution Integrator, he was responsible for orchestrating a large team of SAP consultants alongside multiple subcontractors from specialized consulting firms handling data migration, system integration, and security compliance.

David followed SAP ACTIVATE to the letter, ensuring the project moved through Discover, Prepare, Explore, Realize, Deploy, and Run phases. He conducted workshops, held sprint sessions, and kept governance in check. However, he neglected two fundamental aspects of effective project management—establishing a RACI matrix and maintaining a structured Gantt chart for project milestones.

What seemed like a well-structured migration project soon turned into a nightmare. Without a clear RACI matrix, key project members weren’t aligned on who was responsible for critical tasks. The result? Delayed decision-making, redundant efforts, and growing frustration among the core team and subcontractors.

By the time leadership intervened, the project was already six months behind schedule, with significant cost overruns and a demoralized team. What should have been a seamless migration under SAP ACTIVATE had devolved into confusion and inefficiency—all because fundamental project governance tools were overlooked.

The Fundamentals of Effective Project Management in SAP Migrations

SAP projects, especially large-scale migrations like SAP ECC to SAP S/4HANA, require precise coordination, clear role definitions, and proactive risk management. The foundational elements of project management include:

• Comprehensive Planning – Mapping out project scope, milestones, and dependencies upfront.

• Defined Roles & Responsibilities – Ensuring every contributor understands their function.

• Resource & Budget Management – Controlling costs and optimizing team efforts efficiently.

• Risk Mitigation – Identifying challenges early and implementing contingency plans.

• Effective Communication & Collaboration – Keeping internal teams and external partners aligned.

One of the most effective tools for ensuring accountability in such large projects is the RACI matrix, which defines who is Responsible, Accountable, Consulted, and Informed for each task and decision point.

Why a RACI Matrix is Critical for SAP Migration Success

Had David implemented a RACI matrix at the onset of the project, many of the missteps could have been prevented. In SAP implementations, ambiguity over roles leads to overlapping work, duplicate efforts, and critical bottlenecks. A well-structured RACI matrix provides:

1. Clear Role Definitions

• Identifies who owns which tasks, avoiding gaps in accountability.

• Prevents role conflicts between the core consulting team and specialized subcontractors.

2. Improved Team Morale & Collaboration

• Reduces frustration among consultants and subcontractors by providing clear guidance on responsibilities.

• Ensures better stakeholder alignment, leading to smoother project execution.

3. Faster Decision-Making

• Defines who has the authority to approve key decisions, reducing time wasted in endless meetings and escalations.

• Aligns decision-making across different workstreams (e.g., Finance, Procurement, Manufacturing, and IT Security).

The Importance of a Gantt Chart for SAP Migration Projects

Beyond a RACI matrix, a Gantt chart would have helped David visually track key project activities, dependencies, and deadlines. In SAP migrations, where data cleansing, system integration, and cloud adoption happen in parallel, real-time timeline tracking is essential.

Benefits of a Gantt Chart in SAP Projects:

• Defines Dependencies – Ensures that teams understand the impact of delayed tasks on overall project timelines.

• Improves Resource Allocation – Helps leadership adjust workloads before bottlenecks occur.

• Enhances Risk Management – Allows for proactive mitigation of potential roadblocks before they escalate.

Best Practices for SAP Project Success

To avoid the failures experienced in David’s project, SAP Project Managers must adhere to these best practices:

1. Establish a RACI Matrix Early – Define roles and responsibilities at project kickoff to avoid ambiguity later.

2. Create and Maintain a Gantt Chart – Track milestones, dependencies, and deliverables visually.

3. Align with SAP ACTIVATE, But Add Governance Tools – ACTIVATE is a methodology, but governance tools like RACI enhance execution clarity.

4. Hold Structured Status Meetings – Conduct weekly RACI-based check-ins to ensure accountability remains intact.

5. Use a Collaboration Platform – Implement a real-time tracking system (like ezRACI) for visibility across teams and subcontractors.

Conclusion: RACI & Structured Planning = SAP Project Success

David’s failure to implement a RACI matrix and structured project tracking derailed what could have been a successful SAP migration. While ACTIVATE provided a methodological foundation, it was the lack of governance, accountability, and clarity that led to team frustration, delays, and financial losses.

At ezRACI, we help SAP Project Managers avoid these pitfalls by offering built-in RACI matrices, project planning tools, and real-time collaboration features. Don’t let mismanagement cost your company millions—implement ezRACI today for seamless SAP transformations.

Start using ezRACI now and ensure your next SAP project runs on time, on budget, and with full accountability.