--- title: "Project requirement tracker" type: "skill" url: "https://useaiblocks.com/skills/project-requirement-tracker" updated: "2026-10-28" first_published: "2026-10-25" job: "Write down how work gets done" tested: true licence: "MIT" source: "https://github.com/erphq/skills/tree/eaa34a70a3bcd8a82aad118d10fbb084cdc1363a/templates/01-org-under-100/requirements-traceability" instructions: "https://useaiblocks.com/skills/project-requirement-tracker/SKILL.md" --- # Project requirement tracker > Track project requirements from owner to build, test and sign-off in one table. Find what is still open before go-live. Share your project requirements, priorities and progress notes. It links each need to an owner, a build choice and a specific test. You get a compact tracking table, an approval log and a clear list of work that remains open. Free skill for the job "Write down how work gets done" · Level: intermediate · Thinking: medium · Tested · Updated 2026-10-28 ## Links - Page: https://useaiblocks.com/skills/project-requirement-tracker - Instructions (SKILL.md): https://useaiblocks.com/skills/project-requirement-tracker/SKILL.md - All files (zip): https://useaiblocks.com/skills/project-requirement-tracker.zip - JSON version: https://useaiblocks.com/skills/project-requirement-tracker.json - In your AI: connect https://useaiblocks.com/mcp and ask "Use AI Blocks to get project-requirement-tracker" ## What it does Share your project requirements, priorities and progress notes. It links each need to an owner, a build choice and a specific test. You get a compact tracking table, an approval log and a clear list of work that remains open. ## What you give it - Business requirements and their priorities. - Owners, build choices, test evidence and approval records. ## What you get - A requirement-to-build-and-test table. - An approval log with names and dates where known. - Open requirements and a completion summary. ## Example: what goes in and what comes out ### What goes in - Your list of project requirements, with a priority for each (Must, Should or Nice) - The names of owners and the stakeholders who approve work - How each need will be built, such as setup, custom work or a third-party tool - Your test evidence and approval records, if you have them (optional) ### What comes out - **Requirements table**: One row per requirement with its ID, priority, owner, build choice, test plan, status and sign-off. - **Sign-off log**: Who approved each requirement and the date, where you gave them. - **Open requirements**: The requirements not yet signed off, so nothing is lost after launch. - **Requirements-completion summary**: A short wrap-up of what was built, tested and approved, and what remains. ## Skip it when - You are buying a SaaS tool and changing very little. A simple task list is enough. - Your change takes under one week. Use a short checklist and skip the table. - You need to decide what work each need requires first. Use the Fit-Gap Matrix, then come back here. ## How to use it 1. Open Claude, ChatGPT or Gemini and paste the skill instructions into a new chat. 2. Paste your requirement list. Add a priority for each one: Must, Should or Nice. 3. Add the names of your owners and stakeholders, and the test evidence you have. 4. Add any approval records, with names and dates. Say which are missing. 5. Ask your AI to build the tracking table, the sign-off log and the open list. 6. Check that every row has an owner and a specific test plan. Fix any gaps, then keep the table up to date. ## What to do next - [Medical billing and coding specialist](https://useaiblocks.com/skills/agency-medical-billing-coding-specialist): Medical billing and coding specialist ## Sources and credits - From erphq: https://github.com/erphq/skills/tree/eaa34a70a3bcd8a82aad118d10fbb084cdc1363a/templates/01-org-under-100/requirements-traceability, shared under the MIT licence (original name: requirements-traceability). - [requirements-traceability skill](https://github.com/erphq/skills/tree/eaa34a70a3bcd8a82aad118d10fbb084cdc1363a/templates/01-org-under-100/requirements-traceability), erphq: Copied under the MIT licence. We gave it a plain name. We added Before you start and After this sections that link to other AI Blocks steps. We refreshed those generated sections from the catalogue inputs and next-step links. ## Instructions (SKILL.md) ## Requirements Traceability — Under 100 People ### Before you start Use the material below to do this job. If facts or tool access are missing, explain what you can finish and what must wait. **What you need** (use your own material or the linked skill): - **The product spec** (yours): what to build and how to tell it's done: a requirements doc or user stories. How to start: 1. **Look first.** Use what they've already attached, pasted or put in their about-me note. In a coding assistant with file access, look in the project too for these by name. 2. **Check what's missing.** Look for the product spec. They can attach files, paste the details, or share a file path your assistant can read. Ask only for missing facts that change the result. If they ask you to start with what they have, complete the parts you can and mark the gaps. 3. **Do the job.** Follow the skill below with the facts and tools you have. Mark each gap with `MISSING:` where it belongs and never invent a fact to fill it. ### Purpose At under-100 people, a full enterprise Requirements Traceability Matrix (RTM) with 20-column rigor is overkill. **This is the trim version**: a simple table that shows, for every business requirement, what was built + how it was tested + who signed off. It's the answer when someone asks "wait, did we ever actually build the invoice-export feature?" three months after go-live. Use when: - Implementing a new SaaS platform with material configuration work - Custom-building an internal tool or workflow - Making a material process change requiring cross-team agreement - Any scope where "did we ship what we said?" matters Don't use when: - Buying + configuring a SaaS tool with minimal customization - Small iterative product changes - Anything where the scope is trivial (< 1 week effort) ### Template Structure A spreadsheet or Notion table. 5–8 columns max. Goal: one row per requirement, trackable through lifecycle. #### Columns | Column | Content | |---|---| | Req ID | R1, R2, R3… | | Requirement | One sentence — what does this need to do? | | Priority | Must / Should / Nice | | Owner | Who's accountable | | Implementation | Config / custom / third-party / skip | | Test plan | How will we validate it works? | | Status | Not started / In progress / Built / Tested / Signed off | | Sign-off | Who approved + date | #### Sample Row | R3 | Export all AR invoices to CSV for monthly bank reconciliation | Must | CFO | Configuration (NetSuite saved search) | Run for Sept; CFO validates totals match bank | Signed off | Jane / 2025-10-03 | ### The Workflow #### Phase 1: Capture (Week 1) - Interview stakeholders — 30 min each with department heads affected - Extract requirements — list 10–50 items - Prioritize — Must / Should / Nice split (force reasonable ratio, ~30/50/20) - Assign owners #### Phase 2: Design (Week 2) - For each requirement, decide implementation path — native, configuration, third-party, custom, defer - Add effort estimate — rough: S (hours), M (days), L (weeks) - Review with stakeholders — scope-agreement meeting #### Phase 3: Build (Week 3–N) - Developers / admins / consultants work through requirements - Status updated per requirement as work progresses - Blockers surfaced early #### Phase 4: Test (Pre-Go-Live) - Each requirement tested against its test plan - Failures logged; fix + re-test - Stakeholder sign-off per requirement #### Phase 5: Post-Launch - Requirements not yet signed-off → tracked as open - New requirements surfacing → separate change-request log (don't bloat the original RTM) ### Sample Requirements For a CRM implementation: | ID | Req | Priority | Impl | |---|---|---|---| | R1 | Track contact activity (emails, calls, meetings) | Must | Native + Gmail plugin | | R2 | Multi-pipeline management (new biz, renewals, referrals) | Must | Native configuration | | R3 | Custom field: Revenue potential | Should | Config | | R4 | Auto-sync with QuickBooks for closed deals | Must | Third-party (Zapier) | | R5 | Dashboard: Weekly pipeline health | Should | Native reporting | | R6 | Forecast by territory (we don't have territories yet) | Nice | Skip | ### Common Mistakes - **Listing too many requirements**: 100 entries, nobody reads it, scope creeps. Cap at ~30 for small-org implementations. - **Everything "Must"**: Defeats prioritization. If everything matters equally, nothing does. - **No test plan per requirement**: "We'll test it before go-live." Vague. Specific test plan per row. - **No owner**: Requirement orphaned; nothing happens. - **Sign-off meetings never happen**: Requirements "complete" without validation. Post-launch surprises. - **Requirement-spec not updated**: Reality diverges from document; document becomes fiction. - **Over-formal with a small team**: 20-column enterprise RTM for a 3-person config project = massive time sink. ### When to Upgrade Move to the **100–1k org** version when: - Multi-team / multi-workstream implementation (5+ parallel tracks) - External consultant engagement with formal contract scope - Audit / compliance-driven implementation (SOX, GDPR, HIPAA) where traceability is legally required - Multi-phase rollout across geographies / business units ### Output - Living RTM (spreadsheet or Notion) - Sign-off log - Post-launch "requirements-completion" summary ### After this When you've handed it back, suggest what they could do next in one short question. It's a suggestion: if they're done, that's fine. Offer these, and say they can type their own: - The [Medical billing and coding specialist](https://useaiblocks.com/skills/agency-medical-billing-coding-specialist). It takes the document. If they pick one and that skill is added here, carry straight on with what you just made. If not, give the link and say what to bring. ### Related - [Fit-Gap Matrix](../fit-gap-matrix/SKILL.md) — precedes RTM (fit-gap identifies which requirements need what work) - [Go-Live Checklist](../go-live-checklist/SKILL.md) — RTM sign-off feeds into go-live readiness - [Migration Runbook](../migration-runbook/SKILL.md) — data migration often has its own traceability - [Mid-Market Requirements Traceability (100–1k)](../../02-org-100-to-1k/requirements-traceability/SKILL.md) - [Enterprise Requirements Traceability (1k+)](../../03-org-1k-plus/requirements-traceability/SKILL.md)