Free RTM Template

When planning a project, you need a clear picture of every requirement, from technical specifications to compliance standards, before moving forward. A requirements traceability matrix template helps you organize those requirements in one place so nothing falls through the cracks. In this article, you'll learn what a requirements traceability matrix is, the different types you can use, what to include, how to create one step by step, and how Asana can help you manage the process.

What is a requirements traceability matrix?

A requirements traceability matrix (RTM) is a document that maps the relationships between project requirements and other artifacts, such as test cases, deliverables, and design documents, to confirm that every requirement has been addressed. It uses a "many-to-many" relationship, meaning each requirement can link to multiple test cases, and each test case can trace back to multiple requirements. This makes it a valuable tool for quality assurance, regulatory compliance, and keeping your team aligned throughout a project.

What is a requirements traceability matrix template?

A requirements traceability matrix template is a pre-built version you can use to quickly create a new one. It's used to speed up project planning, so when it's time to create a requirements traceability matrix, your team can quickly fill in the table rather than create a new one from scratch.

Types of requirements traceability matrices

Not all traceability matrices work the same way. Depending on your project needs, you can choose from three main types of requirements traceability matrices.

Forward traceability

• Direction: Requirements for deliverables and test cases

• Best for: Verifying every requirement is addressed

Backward traceability

• Direction: Deliverables and test cases to requirements

• Best for: Preventing scope creep and unnecessary work

Bidirectional traceability

• Direction: Both directions

• Best for: Audits, compliance, and complex projects

Forward traceability

A forward traceability matrix maps requirements to their corresponding deliverables, test cases, or design elements. This type helps you verify that every requirement defined at the start of the project is being addressed in later stages. It's especially useful for making sure no requirements are left behind as the project progresses.

Backward traceability

A backward traceability matrix works in the opposite direction, tracing deliverables, test cases, or code back to the original requirements. This approach helps you confirm that every piece of work your team produces ties back to a defined requirement, which supports a consistent change control process and reduces scope creep and unnecessary effort.

Bidirectional traceability

A bidirectional traceability matrix includes both forward and backward links in one document. It allows you to track requirements to deliverables and deliverables back to requirements, giving your team a complete view. This type is often used for audits, compliance, or complex projects that need detailed records.

What's included in a requirements traceability matrix?

Although requirements traceability matrices may differ between teams, there are some key details that every matrix should include.

• Requirement name and description: This is the actionable name of a specific requirement needed from the project, along with a brief description so the individual responsible for handling the requirement has the context they need.

• Requirement ID: While often used specifically for software testing, a requirement ID can be used to differentiate similar, but different, functional requirements. If this is the case, every requirement should have a unique ID number so the team can easily refer back to it if necessary.

• User story: A brief explanation of a software feature from the end user's point of view. It typically follows the format, "As a [persona], I want to [software goal], so that [desired result]."

• Deliverable: The end product that a developer creates that aligns with the details outlined in the requirements traceability matrix.

• Assignee: The individual responsible for fulfilling a specific requirement.

Depending on your project, you might also add fields such as priority, current status, test case references, and acceptance criteria to provide your team with more context.

How to create a requirements traceability matrix

Creating a requirements traceability matrix can be straightforward. Here are five steps to help you keep your project organized and your team on track.

Define your goals

Start by clarifying what you want your traceability matrix to accomplish. Common goals include:

• Tracking requirements for compliance purposes

• Verifying test coverage across the project

• Ensuring your team addresses every stakeholder need

Setting your goals early helps you decide the scope and layout of your matrix, so it’s truly helpful for your project.

Gather requirements and artifacts

Collect all the requirements your matrix needs to track as part of your requirements gathering process.

This includes business requirements, technical specifications from your software requirement document, user stories, and any other artifacts like test plans or design documents. Having everything in one place before you start building the matrix ensures you won't miss anything critical.

Assign unique identifiers

Assign a unique ID to each requirement so your team can easily track and reference them. This is especially helpful when you have many requirements, as it avoids confusion and makes searching for specific items easier.

Link requirements to deliverables and test cases

This is where traceability comes to life. Map each requirement to its associated deliverables, test cases, or design elements. These links create the "many-to-many" relationships that make the matrix so valuable, helping you verify that every requirement has corresponding work and every deliverable traces back to a defined need.

Track status and update regularly

A traceability matrix is only useful if it stays up to date. Set up a process for regularly updating the status of each requirement, whether that means marking items as complete, flagging blockers, or noting changes in scope as part of your scope management plan. Keeping the matrix up to date ensures your team always has an accurate view of project progress.

Benefits of using a requirements traceability matrix

A requirements traceability matrix is useful for more than just tracking technical details in software projects. Here’s why it’s helpful for project management:

• Easy to duplicate: With a template, you don't have to create a brand new matrix every time you need to outline a new requirement.

• Customizable: All major components are included for you. If you need adjustments to fit your specific team requirements, you can easily edit the template.

• Creates consistency: When you provide your team with a template, it becomes the basis for future processes, since everyone is already familiar with the tool.

• Reduces risk: Mapping every requirement to a deliverable or test case helps you catch gaps early before they become costly issues.

• Improves cross-functional communication: A shared matrix gives every stakeholder a single view of what's required, what's in progress, and what's complete.

• Maintains a clear audit trail: Linking requirements to test results and deliverables creates documentation you can reference for compliance and quality assurance.

Manage your requirements traceability matrix in Asana

Static spreadsheets can make it hard to keep your requirements traceability matrix accurate and accessible. With Asana, you can build and manage your matrix in a collaborative workspace that supports requirements management with real-time visibility into requirements, assignments, and progress.

Key advantages of managing your RTM in Asana include:

• Real-time updates: Every change is reflected instantly, so your team always works from the latest version.

• Custom fields for tracking: Tag each requirement with priority, status, or any other data point your team needs.

• Cross-tool connectivity: Integrations with tools like Jira, GitHub, and Zendesk keep technical and business teams aligned.

Below are the features and integrations that help you get started quickly.

Integrated features

• List View. List View is a grid-style view that lets you see all your project's information at a glance. Like a to-do list or a spreadsheet, List View displays all your tasks at once so you can not only see task titles and due dates, but also view any relevant custom fields, such as Priority, Status, and more. Unlock effortless collaboration by giving your entire team visibility into who's doing what by when.

• Forms. When someone fills out a Form, it appears as a new task in an Asana project. By taking in information via a Form, you can standardize how work gets kicked off, gather the information you need, and ensure nothing falls through the cracks. Instead of treating each request as an ad hoc process, create a standardized system and a set of questions that everyone must answer. Or, use branching logic to tailor questions based on a user's previous answer. Ultimately, Forms help you reduce the time and effort required to manage incoming requests, so your team can spend more time on the work that matters.

• Custom fields. Custom fields are the best way to tag, sort, and filter work. Create custom fields for any information you need to track, from priority and status to email addresses and phone numbers. Use custom fields to sort and schedule your to-dos so you know what to work on first. Plus, share custom fields across tasks and projects to ensure consistency across your organization.

• Approvals. Sometimes you don't just need to complete a task; you need to know whether a deliverable is approved. Approvals are a special type of task in Asana with options to "Approve," "Request changes," or "Reject" the task. That way, task owners get clear instructions on the actions they should take and whether their work has been approved.

Recommended apps

• Google Workplace. Attach files directly to tasks in Asana using the Google Workspace file picker, built into the Asana task pane. Easily attach any My Drive file with just a few clicks.

• GitHub. Automatically sync GitHub pull request status updates to Asana tasks. Track pull request progress and improve cross-functional collaboration between technical and non-technical teams, all from within Asana.

• Zendesk. With Asana's Zendesk integration, users can quickly and easily create Asana tasks directly from Zendesk tickets. Add context, attach files, and link existing tasks to track work needed to close out the ticket. The integration also provides ongoing visibility across both systems, keeping everyone up to speed regardless of which tool they use.

• Jira. Create interactive, connected workflows between technical and business teams to increase real-time visibility into the product development process, all without leaving Asana. Streamline project collaboration and handoffs. Quickly create Jira issues directly in Asana, so work flows seamlessly between business and technical teams at the right time.

Ready to streamline how your team tracks requirements? Get started with Asana and bring your requirements traceability matrix to life in a platform built for collaboration.

Frequently asked questions about requirements traceability matrices