About this template
System Management Plan & IT System Register 2026/2027 – Word, PDF, and Excel
Consolidate your company's IT systems, system owners, management activities, vendors, and planned measures into a professional and editable document package. You receive a Swedish system management plan, a responsibility matrix, checklists for change and decommissioning, vendor follow-up, an English working template, and a detailed user guide. The Excel tool complements this with a centralized overview and register that facilitates practical management.
The package is designed for Swedish companies, non-profit organizations, and administrative IT functions that need documented distribution of responsibilities and planning without building all work documents from scratch.
Format: Word (DOCX) + searchable PDF + Excel (XLSX). Language: Swedish + English working document and English quick guide. Price: 79 SEK.
What is included in the package
| Document | Practical function | Format |
|---|---|---|
| System Management Plan | Goals, scope, roles, agreements, system dependencies, budget, activities, risks, decision mandates, and approval. | DOCX + PDF |
| Responsibility Matrix & Decision-making | RACI for system owners, operations, IT, and vendors, as well as a decision and escalation log. | DOCX + PDF |
| System Change & Decommissioning | Change request, deployment checklist, data management, migration, information retention, and final check. | DOCX + PDF |
| Vendor and Operational Follow-up | Follow-up meeting for service, SLA, incidents, costs, and improvement decisions. | DOCX + PDF |
| IT System Management Plan – English | English working document for operations in Sweden with international teams. | DOCX + PDF |
| User Guide | Detailed Swedish guidance with step-by-step instructions, legal limitations, and an English quick guide. | DOCX + PDF |
| IT System Register & Management | Excel workbook with eight sheets, formulas, data validation, risk scores, and a dashboard. | XLSX |
Total of 13 files in ZIP: 6 Word, 6 searchable PDF, and 1 Excel. Word can be edited directly. Excel contains functional calculations and useful registers – not just empty sheets.
What can the IT System Register in Excel do?
- Dashboard: overview of active systems, missing owners, overdue system reviews, open actions, high-risk indicators, and planned system costs.
- System Register: space for 85 systems with unique ID, business process, system owner, IT manager, status, criticality, contract expiration, and next review.
- Management Plan: 100 planned activities with owner, cost, timeframe, and status, as well as a time-based delay flag.
- Actions: 100 issues with decisions, assignees, deadlines, and overdue date checking.
- Risks: 75 risk items with simple score calculation (probability × consequence) and color-coded risk indicator.
- Vendors: 65 entries with contact role, contract reference, contract date, SLA responsibility, and follow-up.
- Annual Wheel: 80 control points for upgrades, permission reviews, follow-up, and testing.
- Instructions: separate sheet with fill-in guide, workflow, and references.
How to use the management package
- Inventory the systems: gather system names, area of use, system ID, owners, and critical integrations.
- Create system register: fill in Excel and link relevant vendor IDs, decision documentation, and next review.
- Establish responsibilities: use the RACI matrix and decide who owns the system, operations, security work, agreements, and priorities.
- Design the plan: adapt goals, service, budget, risks, change work, and follow-up in Word.
- Plan controls: enter activities, risk measures, and control points in the Excel tool’s annual wheel.
- Follow up: review the dashboard, document vendor follow-up, and decide on measures.
- Update and archive: maintain version history, approve the plan, and revise during major changes or at annual review.
System management, GDPR, and information security
A system management plan is an established governance and working document, but there is no general requirement for a specific template for all Swedish companies. The legal requirements that apply depend on the organization’s activities, information, IT dependencies, and applicable rules. Among others, the GDPR requirements for appropriate technical and organizational security measures (Article 32), processor agreements (Article 28), and a record of processing activities (Article 30) may be relevant when personal data is processed. The public sector and certain operations subject to specific cybersecurity requirements may have additional obligations.
This template is intended for organized system management, division of responsibilities, and follow-up. It does not replace a GDPR record of processing activities, impact assessment, security plan, incident procedure, technical risk analysis, or a valid vendor contract.
Official and public sources: Digg – Information security · Digg – Risk-based security measures · IMY – Continuity management · SLU – Management plan and decommissioning plan.
Frequently asked questions
What is a system management plan?
A plan describing business goals, roles, budget, responsibilities, operations, management activities, risks, follow-up, and decisions for an IT system over a specified period.
Do all companies need a system management plan by law?
No. There is no general requirement for this specific document with a fixed title. However, certain operations must document relevant parts of security, risk management, and organization according to specific rules.
Is the system register the same thing as a license register?
No. This register focuses on system ownership, governance, lifecycle, risks, and planned follow-up. License registers and SaaS cost follow-up primarily refer to licenses, contracts, and subscription costs.
Can the template be used for ISO 27001 or NIS2?
It can be an administrative aid, but it does not contain full standard requirements or automatic compliance control. The company must assess any applicable requirements themselves.
Are English documents included?
Yes, a separate English IT System Management Plan and an English quick guide. The Swedish main templates are not fully translated.
Do I need a special program?
The Word documents are in DOCX, the PDF versions are readable, and the Excel tool requires Microsoft Excel or a compatible spreadsheet program for formulas and register functions.
Digital delivery
Editable templates for local use. No physical product is sent. For automatic delivery after purchase, the ZIP file must be verified and linked in Shopify Digital Products, which is checked separately.
