Excel-based QA Procedures Governance Tracker
Budget: $30 – $250 USD
Task: Build a Professional QA Documents Governance Tracker with Dashboard in Excel
Objective:
Develop a structured, automated Excel tool that provides centralized visibility, governance tracking, and an executive-level summary of QA controlled documents. The output must be clean, reliable, scalable, and suitable for senior management review.
---
1. FILE STRUCTURE
Create:
- Sheet 1: “Tracker”
- Sheet 2: “Dashboard”
---
2. TRACKER SHEET (MAIN DATA)
Columns (exact order):
1. Document Type (Procedure / Policy / Manual/ALL)
2. Document ID (if available)
3. Document Name
4. Revision
5. Published date
4. Function
5. Individual Responsible
6. Criticality (Dropdown: High, Medium, Low)
7. Last Review Date
8. Next Review Date
9. Status (Automated)
10. Days Overdue (Automated)
11. Remarks
12. Action Owner
13. Target Closure Date
---
3. DATA REQUIREMENTS
- All date fields must be true Excel dates (DD/MM/YYYY format)
- No text-based dates
- No formula errors (#VALUE, #NAME, etc.)
- File must support adding new rows without breaking formulas or formatting
---
4. STATUS AUTOMATION
Based on “Next Review Date”:
- If Next Review Date < TODAY → “Overdue”
- If Next Review Date within next 60 days → “Due Soon”
- Otherwise → “Valid”
Formula must be compatible with regional Excel settings
---
5. DAYS OVERDUE
- If overdue → calculate number of days overdue (TODAY – Next Review Date)
- If not overdue → return 0
---
6. DROPDOWNS
Create dropdown lists:
- Criticality → High, Medium, Low
- Function → Supplier Audit, Internal Audit, QC/QS, QA Programs (editable)
- Document Type → Procedure, Policy, Manual
---
7. CONDITIONAL FORMATTING
Apply automatically:
Status column:
- Overdue → Red
- Due Soon → Orange
- Valid → Green
Additional rule:
- Highlight rows where Criticality = High AND Status = Overdue
• Highlight high criticality + overdue together (strong visual)
---
8. TABLE STRUCTURE
- Convert dataset into Excel Table (Ctrl + T)
- Enable filters on all columns
- Freeze header row
- Auto-fit column widths
- Apply clean, professional formatting
---
9. DASHBOARD SHEET (EXECUTIVE VIEW)
Include:
A. Summary Metrics:
- Total Documents
- Overdue Count
- Due Soon Count
- Valid Count
- High Criticality Overdue Count
B. Percentages:
- % Overdue
- % Due Soon
- % Valid
C. Visuals:
- Simple bar or column chart showing status distribution
- Optional: breakdown by Criticality
Design must be minimal, clear, and suitable for leadership
Add the following section to the Dashboard:
Document Type Breakdown
Include a clear and simple breakdown of total documents by type:
- Procedures Count
- Policies Count
- Manuals Count
Display this either as:
- A small summary table, or
- A simple bar chart
---
Additionally, include:
Overdue by Document Type
Show number of overdue documents for each type:
- Procedures Overdue
- Policies Overdue
- Manuals Overdue
This should be clearly visible and easy to interpret.
---
Requirements:
- Must update automatically based on Tracker sheet
- Must not require manual updates
- Keep design clean and minimal
- Avoid clutter or excessive visuals
---
Purpose:
This section provides visibility on distribution of documents and highlights where governance gaps exist across document types.
Add the following section to the Dashboard:
Document Type Breakdown
Include a clear and simple breakdown of total documents by type:
- Procedures Count
- Policies Count
- Manuals Count
Display this either as:
- A small summary table, or
- A simple bar chart
---
Additionally, include:
Overdue by Document Type
Show number of overdue documents for each type:
- Procedures Overdue
- Policies Overdue
- Manuals Overdue
This should be clearly visible and easy to interpret.
---
Requirements:
- Must update automatically based on Tracker sheet
- Must not require manual updates
- Keep design clean and minimal
- Avoid clutter or excessive visuals
---
Purpose:
This section provides visibility on distribution of documents and highlights where governance gaps exist across document types.
---
10. KEY INSIGHT SECTION
Include a clearly visible section titled:
“Key Observation”
Example:
- Overdue high-criticality documents require immediate governance action
This section must be editable
---
11. GOVERNANCE INTENT (IMPORTANT)
The tracker must support governance, not only tracking:
- Clear ownership per document
- Defined review cycles
- Visibility of overdue items
- Support escalation and follow-up
---
12. USABILITY REQUIREMENTS
- Adding new rows must automatically extend formulas and formatting
- Dashboard must update automatically
- No manual recalculation required
- Simple and intuitive to use
---
13. QUALITY EXPECTATION
- No errors
- Consistent alignment and spacing
- Clean and professional layout
- Suitable for direct presentation to senior management
---
14. DELIVERY
- Excel file (.xlsx)
- Fully functional
- Ready for immediate use
---
15. PRIORITY
Accuracy, clarity, and governance value.
Avoid unnecessary design complexity. Focus on usability and structured visibility.
Add a “Review Health” indicator based on Last Review Date.
Purpose:
Highlight documents that have not been reviewed within an acceptable timeframe and identify aging governance risks.
---
Tracker Requirement:
Create a new column:
“Review Health”
Logic based on Last Review Date:
- If reviewed within last 2 years → “Current”
- If between 2 and 3 years → “Due Soon”
- If more than 3 years → “Overdue”
(Optional: mark >3 years as “Critical Overdue” if design allows)
---
Apply conditional formatting:
- Current → no color
- Due Soon → Yellow
- Overdue → Orange
- Critical Overdue → Red
---
Dashboard Requirement:
Add summary metrics:
- Documents not reviewed in last 2 years
- Documents not reviewed in last 3 years
These must update automatically from Tracker data.
---
Design Note:
Keep this clean and easy to interpret.
This is intended to highlight governance gaps and aging documents at a glance.
---
If any assumption is required, propose a simple, practical, and maintainable solution.
Documents names/revision/published date will be shared upon awarding the project
Objective:
Develop a structured, automated Excel tool that provides centralized visibility, governance tracking, and an executive-level summary of QA controlled documents. The output must be clean, reliable, scalable, and suitable for senior management review.
---
1. FILE STRUCTURE
Create:
- Sheet 1: “Tracker”
- Sheet 2: “Dashboard”
---
2. TRACKER SHEET (MAIN DATA)
Columns (exact order):
1. Document Type (Procedure / Policy / Manual/ALL)
2. Document ID (if available)
3. Document Name
4. Revision
5. Published date
4. Function
5. Individual Responsible
6. Criticality (Dropdown: High, Medium, Low)
7. Last Review Date
8. Next Review Date
9. Status (Automated)
10. Days Overdue (Automated)
11. Remarks
12. Action Owner
13. Target Closure Date
---
3. DATA REQUIREMENTS
- All date fields must be true Excel dates (DD/MM/YYYY format)
- No text-based dates
- No formula errors (#VALUE, #NAME, etc.)
- File must support adding new rows without breaking formulas or formatting
---
4. STATUS AUTOMATION
Based on “Next Review Date”:
- If Next Review Date < TODAY → “Overdue”
- If Next Review Date within next 60 days → “Due Soon”
- Otherwise → “Valid”
Formula must be compatible with regional Excel settings
---
5. DAYS OVERDUE
- If overdue → calculate number of days overdue (TODAY – Next Review Date)
- If not overdue → return 0
---
6. DROPDOWNS
Create dropdown lists:
- Criticality → High, Medium, Low
- Function → Supplier Audit, Internal Audit, QC/QS, QA Programs (editable)
- Document Type → Procedure, Policy, Manual
---
7. CONDITIONAL FORMATTING
Apply automatically:
Status column:
- Overdue → Red
- Due Soon → Orange
- Valid → Green
Additional rule:
- Highlight rows where Criticality = High AND Status = Overdue
• Highlight high criticality + overdue together (strong visual)
---
8. TABLE STRUCTURE
- Convert dataset into Excel Table (Ctrl + T)
- Enable filters on all columns
- Freeze header row
- Auto-fit column widths
- Apply clean, professional formatting
---
9. DASHBOARD SHEET (EXECUTIVE VIEW)
Include:
A. Summary Metrics:
- Total Documents
- Overdue Count
- Due Soon Count
- Valid Count
- High Criticality Overdue Count
B. Percentages:
- % Overdue
- % Due Soon
- % Valid
C. Visuals:
- Simple bar or column chart showing status distribution
- Optional: breakdown by Criticality
Design must be minimal, clear, and suitable for leadership
Add the following section to the Dashboard:
Document Type Breakdown
Include a clear and simple breakdown of total documents by type:
- Procedures Count
- Policies Count
- Manuals Count
Display this either as:
- A small summary table, or
- A simple bar chart
---
Additionally, include:
Overdue by Document Type
Show number of overdue documents for each type:
- Procedures Overdue
- Policies Overdue
- Manuals Overdue
This should be clearly visible and easy to interpret.
---
Requirements:
- Must update automatically based on Tracker sheet
- Must not require manual updates
- Keep design clean and minimal
- Avoid clutter or excessive visuals
---
Purpose:
This section provides visibility on distribution of documents and highlights where governance gaps exist across document types.
Add the following section to the Dashboard:
Document Type Breakdown
Include a clear and simple breakdown of total documents by type:
- Procedures Count
- Policies Count
- Manuals Count
Display this either as:
- A small summary table, or
- A simple bar chart
---
Additionally, include:
Overdue by Document Type
Show number of overdue documents for each type:
- Procedures Overdue
- Policies Overdue
- Manuals Overdue
This should be clearly visible and easy to interpret.
---
Requirements:
- Must update automatically based on Tracker sheet
- Must not require manual updates
- Keep design clean and minimal
- Avoid clutter or excessive visuals
---
Purpose:
This section provides visibility on distribution of documents and highlights where governance gaps exist across document types.
---
10. KEY INSIGHT SECTION
Include a clearly visible section titled:
“Key Observation”
Example:
- Overdue high-criticality documents require immediate governance action
This section must be editable
---
11. GOVERNANCE INTENT (IMPORTANT)
The tracker must support governance, not only tracking:
- Clear ownership per document
- Defined review cycles
- Visibility of overdue items
- Support escalation and follow-up
---
12. USABILITY REQUIREMENTS
- Adding new rows must automatically extend formulas and formatting
- Dashboard must update automatically
- No manual recalculation required
- Simple and intuitive to use
---
13. QUALITY EXPECTATION
- No errors
- Consistent alignment and spacing
- Clean and professional layout
- Suitable for direct presentation to senior management
---
14. DELIVERY
- Excel file (.xlsx)
- Fully functional
- Ready for immediate use
---
15. PRIORITY
Accuracy, clarity, and governance value.
Avoid unnecessary design complexity. Focus on usability and structured visibility.
Add a “Review Health” indicator based on Last Review Date.
Purpose:
Highlight documents that have not been reviewed within an acceptable timeframe and identify aging governance risks.
---
Tracker Requirement:
Create a new column:
“Review Health”
Logic based on Last Review Date:
- If reviewed within last 2 years → “Current”
- If between 2 and 3 years → “Due Soon”
- If more than 3 years → “Overdue”
(Optional: mark >3 years as “Critical Overdue” if design allows)
---
Apply conditional formatting:
- Current → no color
- Due Soon → Yellow
- Overdue → Orange
- Critical Overdue → Red
---
Dashboard Requirement:
Add summary metrics:
- Documents not reviewed in last 2 years
- Documents not reviewed in last 3 years
These must update automatically from Tracker data.
---
Design Note:
Keep this clean and easy to interpret.
This is intended to highlight governance gaps and aging documents at a glance.
---
If any assumption is required, propose a simple, practical, and maintainable solution.
Documents names/revision/published date will be shared upon awarding the project