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Checks Auditing Guide

Last updated: March 21, 2025

Quality auditing refers to FHS quality checkers double checking the work of already complete First or Live Round Checks (performed by PC/PMs). This rating system keeps checkers accountable, keeps reporting information reliable, and keeps checkers aware of changes to best practices.

Note: SEO Checks do not receive audits.

This document will guide FHS quality checkers through:

Overview

Completing these double checks and establishing a level of confidence in any checkers is the responsibility of the Team Lead FHS quality checkers recorded in the FHS Data Usage Guide.

“Accuracy” is a reflection of how similarly the checker and FHS quality checkers would have reviewed the site and an indicator of how often that checker’s work should be double checked. A higher accuracy score will mean less regular auditing and a lower accuracy score will mean auditing more often.

Accuracy is established by marking each check with the type of differences noted by the FHS quality checkers when comparing their check of the site with the check owner. This could be based on things noted, things not noted, or the way things were noted by the check owner. For checkers new to FHS, their accuracy is established after at least 2 reporting periods.

The FHS quality checkers will record their recommendations on the check record and notify the check owner of their feedback. A view of check audits will be posted in Airtable for the check owner to acknowledge and refer to for the future. This view will also help the FHS quality checkers report on accuracy level trends as part of the quarterly FHS quality Check In Meeting.

To find your Audits view in Airtable, search the Checks table for a view titled [Checks Audits – Your Name].

The available accuracy scores:

  1. High Accuracy (70% of checks approved or above) –
    1. Checkers audited for SBMM: once/2 weeks | ENT: once/month | Updates: once/month
  2. Medium Accuracy (50-70% approved) –
    1. Checkers Audited for SBMM: twice/2 weeks | ENT: twice/month | Updates: twice/month
  3. Low Accuracy (>50% approved) –
    1. Checkers Audited for SBMM: three/2 weeks | ENT: three/month | Updates: three/month

Investigating Completed Checks

Not every check can be double-checked for efficiency’s sake, but periodically sampling from completed checks allows the FHS quality checkers to gauge if checkers are reasonably enforcing the best practices FHS is looking for.

Suggested times to complete audits

FareHarbor Sites are built using a sprint structure that assigns new project tasks every two weeks. The sprint schedule is available for both SBMM and ENT in the Sites Airtable Base, under SBMM/Update Project Sprints and ENT Sprints respectively.

Auditing should ideally occur on the first day of a new sprint, when the previous sprint’s sites had the longest chance to be submitted for checks. Below is a record of those dates.

Sprint Schedule 2024

  • Jan 24
  • Feb 7 – ENT + Updates Included
  • Feb 21
  • Mar 6 – ENT + Updates Included
  • Mar 20
  • Apr 3 – ENT + Updates Included
  • Apr 17
  • May 1 – ENT + Updates Included
  • May 16
  • May 29 – ENT + Updates Included
  • June 12
  • June 26 – ENT + Updates Included
  • Jul 10
  • Jul 24 – ENT + Updates Included
  • Aug 7
  • Aug 21 – ENT + Updates Included
  • Sep 4
  • Sep 18 – ENT + Updates Included
  • Oct 2
  • Oct 16 – ENT + Updates Included
  • Oct 30
  • Nov 13 – ENT + Updates Included
  • Nov 27
  • Dec 11 – ENT + Updates Included
  • Dec 25

Finding the check to audit

To investigate a completed check, begin from the Checks Audits – Main View in the Checks table and configure the filter option with the following:

  1. Where [Checker] is any of [List of all Project Coordinators]
  2. [And] [Created] is [within the past number of days] [14]

This results in a list of all checks completed by Project Coordinators in the last two weeks. From this list, click on a single record and expand it by pressing the spacebar.

Note: There is no distinction made between Live and First round checks officially, though the FHS quality checkers should strive to check them equally when possible. If only one round of checks is available, do not alter audit frequency – audit according to accuracy score regardless.

From this view, all checks fields are available for review.

Completing the audit

At the top of an open Checks record is the auditing fields the FHS quality checkers will fill out:

  1. FHS Checks of Checks – Auditor
    1. Select your name from this field.
  2. FHS Checks of Checks – Status
    1. Praise Needed
      1. Going above and beyond checks criteria to help WCS create a quality site/great client experience/etc.
      2. Showing improvement from previous checks.
    2. Feedback Needed – Missed BP
      1. This is only marked when the FHS quality checker(s) would have included a critique the checker did not note.
    3. Feedback Needed – Form Fill
      1. This covers:
      2. Unneeded feedback. For example: a poor color choice made by the client recorded in “notes for checkers”.
      3. Inappropriate feedback. For example, when FHS quality checker(s) disagree with the critique or it is a personal opinion rather than a best practice.
      4. Using the wrong tag to describe the feedback. For example: “Other” usage when there is a specific tag related to the issue – “Address not linked to GBP”
    4. No Action Needed
      1. The form was filled out correctly, no best practices were missed, only appropriate feedback provided.
  3. FHS Checks of Checks – More Information
    1. Though the FHS quality checkers will implement their recommendations directly to the checks record, this space is reserved for any additional comments that add context to the Status field.
  4. FHS Checks of Checks – Date of Check Complete
    1. Please fill this with the date the audit is completed.
  5. Check Accurate
    1. Check this box if no FHS quality checker feedback is needed. This field is used to establish accuracy scores.

Once an audit status has been applied to a check, it will appear within the checkers’ personal view in the Checks table.

Note: Not all checks are available from these views – only audited checks.

Recording accuracy scores for checkers

Accuracy is a metric gathered from individual Check Audit view (created for each PC/PM completing checks).

How to configure a personal check audit view

  1. Create a Grid view from the “Create” section of the Checks table’s left sidebar.
  2. Name the view “Check Audits – [PC/PM Name]”
  3. Install the following conditions
    1. Filter where [Checker] [is any of] [PC/PM]
    2. Add condition: [and] [FHS Checks of Checks – Completed Date] [is after] [exact date] [first day of previous sprint]
  4. Group records by
    1. Check Round [First → Last]
    2. FHS Checks of Checks – Status [First → Last]

How to display accuracy scores

Confidence scoring is reported quarterly with the rest of quality data. To accurately score checkers, their personal Check Audits view must be configured to display records from the right time period.

  1. Navigate to the personal Check Audits view in question
  2. Open the Filter (green) tab at the top of the view
  3. Edit the second two conditions:
    1. FHS Checks of Checks – Completed Date is after exact date: [Beginning of Quarter]
    2. FHS Checks of Checks – Completed Date is before exact date: [End of Quarter]

Note: These dates mentioned in brackets above can be found in the Data Delivery Schedule.

Once the source data is filtered to the right time period, you can pull the check accuracy percentage with a Pivot Table.

  1. Open the Extensions sidebar from the top right tab “Extensions” of the Checks table.
  2. Navigate to the Accuracy Score Pivot Table.
  3. Hover your cursor over the Pivot Table until a settings gear appears – open the Pivot Table settings.
  4. The settings should be:
    1. Table: Checks
    2. View: [Personal Check Audit View of Checker in Question]
    3. Row Grouping: Checker
      1. Order: Group
    4. Column Grouping: Check Accurate
      1. Order: Group Ascending
    5. Summarize by Specific field
      1. Specific field: Check Accurate
      2. Summary type: Percent filled

The percentage displayed is a result of comparing the number of checks audited to the number of accurate check verdicts.

Reporting accuracy to management

Please include all current checkers’ accuracy scores in the quarterly quality Check In Meeting notes. Each quarter is reported individually – past accuracy scores do not directly affect future accuracy scores.

There is not currently a way to export this information or display it in an Airtable interface, so the FHS quality checkers should follow the instructions in “How to display accuracy scores” above and copy/paste the information into the meeting document.

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