Quality begins before submission
The standard aligns the team on what “ready” means before work reaches a reviewer or outside vendor. It specifies required fields, formatting, source alignment, dependency checks, and how changes should be highlighted.
01DefineSet explicit completion criteria for the data sheet.
02Self-QACheck accuracy, completeness, formulas, and dependencies.
03SubmitPreserve the approved source exactly as sent.
04AuditValidate the result using risk-based coverage.
A practical Definition of Done
- Headers map clearly to data-dump columns or platform fields.
- Required IDs, item descriptions, categories, active status, site IDs, and location names are present.
- Changed cells and major callouts are highlighted consistently.
- No blanks, placeholders, duplicates, missing entries, or unexplained extras remain.
- Any formulas or logic have been tested and downstream dependencies checked.
The readiness ruleIf any checklist item is not true, the task is not ready for review.
Audit depth matches the risk
20% random sampleTypical manual or visual audit, selected across item and location types.
100% data auditUsed when a query or next-day export can validate every row.
100% billing auditRequired for autopays and other changes with direct recurring impact.
Escalation rules
Suspected errors are reported immediately. The auditor documents the issue instead of changing the entry, distinguishes vendor error from internal error, and repeats the audit after adjustments. The original submission sheet is never altered after submission.
Operating principle
Review effort scales with risk, but the evidence trail remains clear enough that another person can understand what was checked and why.