What is a Requirements Traceability Matrix (RTM)?

KEY TAKEAWAYS

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  A requirements traceability matrix (RTM) tracks requirements throughout the project lifecycle, ensuring all needs are met and aligned with objectives.
• RTM enhances visibility by mapping requirements to deliverables, enabling clear communication and accountability.
• By identifying missed or incomplete requirements early, the requirements traceability matrix minimizes scope creep and ensures project success.

Requirements traceability matrix (RTM) definition

A requirements traceability matrix (RTM) is a document that provides accountability to project requirements by mapping out the relationship between requirements and project work. 

The RTM shows whether or not project requirements are met while providing a record of any testing, issues, and completed items. By using an RTM, teams ensure that test cases are aligned with the needs of the project. 

What is traceability? 

Traceability is the foundational component of an RTM. This project management term refers to the ability to trace or map something, which, in this case, is the individual requirements within a larger project life cycle. Traceability tracks project requirements, their status towards completion, and a record of each test that has been run for each requirement. 

Read more: What is Project Management?

Who uses an RTM? 

RTMs are almost exclusively used by software developers, product teams, and other professionals with highly complex or regulated project needs. One of the main goals of this type of traceability matrix is to trace requirement tests, which is a more specific need for teams creating products such as software and hardware.

While a more general project does typically track project requirements or deliverables, the purpose of an RTM is more geared toward the needs of a technical team that needs to track and test specific features. 

For example, an RTM for a software development team is expected to include heavy details about software testing, issues, bugs, and features to compare product requirements to the sprint backlog. RTMs also help technical teams meet the needs of external stakeholders and clients while communicating with them that those needs have been recorded and met. 

However, for a less technical project, teams sometimes create a much more simplified list that focuses strictly on tracking each team member’s contributions or deliverables, though it would not be considered an RTM specifically. 

What are the advantages of using RTM?

There are numerous benefits that an RTM provides throughout the project life cycle:

• Accountability: RTMs help provide accountability to the initial proposal and project terms, making it easier to track requirements and their status against overall project completion.
• Individual workloads: Because RTMs include information about who requested specific requirements and who is tasked with completing them, they can provide additional clarity on individual contributions and workloads.
• Project progress: The RTM tracks individual requirements and their status towards completion, highlighting the project’s current progress and estimating its timeline and likelihood of staying on track.
• Client reassurance: RTMs create a clear record of client requests, reassuring them that their requests and needs are being met and documented thoroughly. 
• Simplified troubleshooting: If issues arise, the RTM provides a baseline of information for teams to use to troubleshoot failed tests or identify any missing features that should be considered. 
• Compliance: In hyper-regulated industries, RTMs help ensure compliance not only with client and project needs but also with legal guidelines and regulatory requirements. 

Free requirements traceability matrix downloadable template

We put together a downloadable template you can use to get started with building your own requirements traceability matrix.

Tips for completing an RTM

Whether you’re just beginning to draft out a template for your team’s project RTM or have begun filling in essential information, here are top tips to follow to get the most out of the RTM:

1. Ensure clear expectations: Often, the most critical work when utilizing an RTM comes before the matrix itself is set up. Before you record any requirements within the matrix, make sure that the project team and any internal or external stakeholders are in alignment by meeting to discuss expectations and requirements.
2. Choose your preferred method: Some teams use RTM software to harness the power of a traceability matrix, whereas others prefer a spreadsheet style or even an old-school paper format. Consider which route is best for your team before diving in.
3. Make it your own: While RTMs typically include some essential components, you have the option to customize yours to fit the unique needs of your team. Including color coding and labels is more than appropriate to help your team stay organized and make the most out of the matrix. 

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