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 Audit Setup, 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 onsite, 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 the Areas, Checklists, and Checklist Items; afterwards, you will upload the template into the Site Audit Setup 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 you can configure it to your needs; later are the steps to upload the template into Site Audit Setup 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 which may better align with your operations.

    Configure and Map Audit Data

    Important: Do NOT change the names of any column headers or tabs in the template. Doing so will cause validation errors upon upload.

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

    SAAdmin-SiteAudit-Template-Tabs.png

    Template Tab

    Description

    Areas

    SAAdmin-SiteAudit-Template-Areas.png

    Here, a list of the general, grand sections in your location. The Areas list is usually the shortest in a Site Audit template.

    A few common Areas are:

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

    Checklists (CL)

    SAAdmin-SiteAudit-Template-Checklists.png

    Here, a list of individual rooms or spaces throughout each location.

    Checklists may be configured for:

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

    Checklist Items (CI)

    SAAdmin-SiteAudit-Template-ChecklistItems.png

    In the Short Description column, list the actual items an Auditor will check. The optional Detailed Instructions column lists 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 Detailed Instructions for every Checklist Item.

    Assign CL to Area (or Assign Checklist to Area)

    SAAdmin-SiteAudit-Template-AssignCL2Area.png

    On this tab, you will map 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)

    SAAdmin-SiteAudit-Template-AssignCLI2CL.png

    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, and 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.

    On each line item you also must map a Rating System, or rather, how the Auditor will rate each Checklist Item. Ratings are either ‘Pass or Fail’ or ‘Numeric.’ See Site Audit Rating System, below.

    Site Audit Rating System

    While an Auditor is on site (s)he will rate each listed Checklist Item. The Auditor may rate each item as either:

    • 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/Checklist Item. 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 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 to items with varying degrees of acceptance (such as a carpet that could slowly show wear and tear).

    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.
    Note: 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. On the Areas tab, enter the desired areas in the Name column, starting on Row 2.
      1. Area names must be unique.
      2. Once all Areas are entered, copy the data you have entered and paste into:
        • Assign CL to Area tab: Area column
    3. On the Checklists (CL) tab, enter the desired rooms or spaces in the Name column, starting on Row 2.
      1. Checklist names must be unique.
      2. Once all Checklists are entered, copy the data you have entered and paste into the following places:
        • Assign CL to Area tab: Checklist column
        • Assign CLI to CL tab: Checklist column
    4. On the Checklist Items (CI) tab:
      1. In the Short Description column, enter the desired items to check while conducting an audit.
        • Short Description names must be unique.
      2. (Optional) In the Detailed Description column, enter brief instructions as guidance on what an Auditor should look for while checking the item listed in the Short Description column.
      3. Once all Checklist Items are entered, copy the data you have entered into the Short Description column only and paste into:
        • Assign CLI to CL tab: Checklist Items column.
    5. On the 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 all Areas are together.
      Assigning Checklists to Areas
    6. On the Assign CLI to CL tab:
      1. Align each Checklist to one appropriate Checklist Item, and then fill in the appropriate Checklists for the remaining Checklist Items. You may then sort so all Checklists are together.
      2. Enter a Rating for each line item, either PF or Numeric.
    7. Save the Template as either an .XLS or .XLSX file onto your drive, in preparation for uploading into Site Audit Setup.
      Note: It is recommended to save the Template as the same name as the Audit Type — “Loss Prevention Site Audit” or “Safety Site Audit” for example — for better template management.

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