Building a Site Audit in an Excel Template

    A site audit is an inspection with a targeted scope in line with your business needs: a semi-annual fire/life safety audit, a monthly loss prevention audit, an annual branding audit, or a quarterly facility operations audit, to name a few examples. While an auditor is at a location, (s)he will pull up the correct audit type through SC Mobile and conduct the appropriate audit. In Site Planning Manager - Admin, you may configure as many audit types as necessary.

    There are four distinct parts that make up an audit type:

    • Audit type name is the appropriate audit, for example, Semi-Annual Fire/Life Safety, Quarterly Loss Prevention, or Branding. A descriptive name helps an auditor use the correct audit while on-site and helps you manage an array of audits based on your business needs.
    • Areas are a specific region at each location the auditor can inspect, for example, Exterior, Interior, Back of House, or Front of House. Areas are often the high-level parts of the location but could also be categories of an audit. For reporting purposes, audit results are categorized by areas.
    • Checklists determine the auditor's focus and are often a specific section of an area, for example, Parking Lot, Kitchen, Office, Vestibule, or Restroom. Checklists are containers which house checklist items, or rather, the specific auditing tasks.
    • Checklist items pinpoint exactly what to inspect and rate from each checklist, for example, Signage, Emergency Lighting, Security Cameras, Flooring, or Doors. Checklist items may be configured with instructions and guidance on how to effectively assess these items.

    Configuring an Audit Type

    Configuring an audit type requires uploading a Microsoft Excel template with a mapping of areas, checklists, and checklist items. Afterward, you will upload the template into Site Planning Manager - Admin and give it an audit type name.

    Workflow on Building Site Audit Types

    In this section, we will discuss each part of the template so that you can configure it to your needs; later are the steps to upload the template into Site Planning Manager - Admin and append an audit type name.

    Download the Site Audit Excel Template

    Below are available templates to get you started building a site audit. You may use the standard template — which has items that may be applicable to an array of industries — or any of the industry-based templates that may better align with your operations.

    Configure and Map Audit Data

    There are five tabs in the template: Areas, Checklists (CL), Checklist Items (CI), Assign CL to Area, and Assign CLI to CL.

    Site Audit Template

    Template Tab

    Description

    Areas

    SAAdmin-SiteAudit-Template-Areas.png

    A list of the general, grand sections within your location. This list is usually the shortest in a site audit template.

    A few common areas are:

    • Back of House (BOH)
    • Front of House (FOH)
    • Exterior
    • Interior

    Checklists (CL)

    SAAdmin-SiteAudit-Template-Checklists.png

    A list of individual rooms or spaces throughout each location.

    You can configure checklists for:

    • Restroom
    • Office
    • Landscaping
    • Vestibule
    • Parking Lot
    • Bar
    • Fuel Dispenser Island

    Checklist Items (CI)

    SAAdmin-SiteAudit-Template-ChecklistItems.png

    A list of items to inspect and rate.

    The Short Description column lists the actual items an auditor will check. The optional Detailed Instructions column contains further guidance for the auditor, detailing what to look for during the audit. This list is rather long, so it is best to take time to ensure you have captured your full list.

    Checklist items (with optional detailed instructions in parentheses) may include:

    • Carpet (Is it worn, torn, discolored, or stained?)
    • Tiles (Are any tiles chipped or damaged?)
    • Doors (Doors close completely, no squeaks or noise, handles and locks work properly.)
    • Fuel Dispenser
    • Hand Dryers (Blows hot air, shut off timer works properly, does not overheat)
    • Mirrors
    • Shelves

    Note: You do not need a detailed instruction for every checklist item.

    Assign CL to Area or Assign Checklist to Area

    SAAdmin-SiteAudit-Template-AssignCL2Area.png

    The mapping of each checklist to an area.

    Given the following:

    • Areas: BOH, FOH, Exterior
    • Checklists: Restroom, Office, Landscaping, Vestibule, Parking Lot

    you may map:

    • BOH > Office, Restroom
    • FOH > Vestibule
    • Exterior > Landscaping, Parking Lot

    Note: Map one area to one checklist on a separate line, as depicted. Note that the areas repeat, but the checklists differ for each line item for a specific area.

    Assign CLI to CL or Assign Checklist Items to Checklists

    /hc/article_attachments/360005624151/SS-Site-Planning-Manager-Admin-Template-AssignCLI2CL-With-Impact-CI.jpg

    The mapping of each checklist item to a checklist.

    Similar to assigning checklists to areas, this tab allows you to map individual checklist items to checklists. As assets of the same type may be in multiple rooms in a location, it is normal to map the same checklist item to multiple checklists.

    Given the following:

    • Checklists: Restroom, Office, Landscaping, Vestibule
    • Checklist Items: Soap Dispenser, Hand Sanitizer Dispenser, Desk, Sprinklers, Walls, Tile, Carpet

    you may map:

    • Restroom > Soap Dispenser, Walls, Tile
    • Office > Desk, Walls, Carpet, Hand Sanitizer
    • Vestibule > Desk, Carpet, Walls, Hand Sanitizer
    • Landscaping > Sprinklers

    Note: Map one checklist item to one checklist on a separate line, as depicted. Note that the checklists repeat, but the checklists items differ for each line item for a specific checklist.

    The Rating System describes ratings — how the auditor will evaluate each checklist item. Ratings are either PF or Numeric. See Site Planning Rating System, below.

    The optional CI Impact column specifies the importance of a checklist item relative to other items. Two possible values are Veto and Ignore. See Checklist Item Impact for more details.

    Site Planning Rating System

    While an auditor is on-site, (s)he will rate each listed checklist item. The two rating systems are:

    • PF. Pass or Fail; or
    • Numeric. 1-5 rating scale (high score = 5). A score of a 1 or 2 is considered Fail, while 3-5 is considered Pass.

    In the Assign CLI to CL tab, map a rating system for each checklist and checklist item pair. One way to assess which rating system to use is to think of the level of acceptance of an item. For example, you may assign a Pass/Fail rating system to items that are either acceptable or not acceptable, such as a light either works or does not work, and then assign a numeric rating system to items with varying degrees of acceptance, such as a carpet that could slowly show wear and tear.

    Checklist Item Impact

    Checklist items can differ in their impact on the audit score. Some checklist items can be so important that the audit is scored 1% when one of these items fails even if all other things are perfectly done. On the other hand, there can be less important things that may be inspected but will be ignored when the audit score is calculated.

    In the Site Audit template, you can configure the importance of specific checklist items. This will ensure a more objective scoring as well as help auditors pay more attention to the critical issues and do not to waste time on less important things.

    In the CI Impact column of the Assign CLI to CL tab, add a CI impact for required checklist items:

    • Veto means that this item has the highest impact on the audit score. When at least one of the Veto checklist items is rated as Fail, the total score of the audit drops to 1%. However, when the same item gets Pass, it is counted as a regular checklist item.
    • Ignore means that this item is ignored when the audit score is calculated.
    • Empty cell means that this checklist item is counted as a regular item.

    How to Configure the Site Audit Template

    Important: Do NOT change the names of any column headers or tabs in the template. Doing so will cause validation errors upon upload. Area names, checklist names, and checklist item names must be unique. Areas, checklists, and checklist items must be exactly the same across tabs, so it is best to copy from previous tabs into the mapping tabs.

    1. Download the appropriate Site Audit Template.
    2. Areas tab, Name column. Enter the desired areas, starting on row 2. Once all areas are entered, copy them and paste into the Area column of the Assign CL to Area tab.
    3. Checklists (CL) tab, Name column. Enter the desired rooms or spaces, starting on row 2. Once all checklists are entered, copy them and paste into the Checklist column of the Assign CL to Area tab and into the Checklist column of the Assign CLI to CL tab.
    4. Checklist Items (CI) tab, Short Description column. Enter the desired items to check while conducting an audit. Once all checklist items are entered, copy them and paste into the Checklist Item column of the Assign CLI to CL tab.
    5. (Optional) Checklist Items (CI) tab, Detailed Description column. Enter brief instructions as guidance on what an auditor should look for while inspecting the checklist item.
    6. Assign CL to Area tab. Align each area to one appropriate checklist, and then fill in the appropriate areas for the remaining checklists. You may then sort the list so that all areas are together.

      Assigning Checklists to Areas

    7. Assign CLI to CL tab:
      • Checklists and Checklist Item columns. Align each checklist to one appropriate checklist item, and then fill in the appropriate checklists for the remaining checklist items. You may then sort the list so that all checklists are together.
      • Rating System column. Enter a rating for each line item, either PF or Numeric.
      • (Optional) CI Impact column. Enter an impact for required checklist items, either Veto or Ignore.
    8. Save the template as either an XLS or XLSX file. You will then upload this template to Site Planning Manager - Admin.

      Note: It is recommended to save the file using the same name as for the audit type for better template management. For example, for the Loss Prevention audit type, name the file Loss Prevention.xls.

      Note: You must save the template as either an XLS or XLSX file. Site Planning Manager cannot accept any other file type, including CSV files.