**Project Brief: Commissioning of Live Improvement and Compliance Tracking Spreadsheet for Haven House**
**Project Title:**
**Development of Integrated Improvement, Compliance & Safeguarding Tracking Tool for Haven House (Excel Only)**
**Project Overview:**
We require the creation of a comprehensive **Microsoft Excel** spreadsheet system to support live monitoring, accountability, and progress tracking across all core operational and safeguarding functions at Haven House. The tool must include structured, professionally formatted worksheets with dropdowns, calculated fields, and color-coded status indicators for clarity and effective oversight.
---
### **Key Spreadsheet Requirements**
---
#### **1. Live Improvement Task Tracker**
To manage ongoing service improvement tasks and internal action plans.
**Fields:**
* Task / Issue Identified
* Date Identified
* Expected Completion Date
* Duration (auto-calculated)
* Status (Not Started / In Progress / Completed / Overdue)
* **Color-Coded Status Field**
* Red = Overdue
* Yellow = In Progress
* Green = Completed
* Responsible Person (Dropdown: Responsible Individual / Business Admin / Manager / Deputy)
* Comments
---
#### **2. Health & Safety Certificates and Insurances Tracker**
To monitor expiration and renewal of critical compliance documentation.
**Fields:**
* Document Type (e.g., Fire Risk Assessment)
* Issuing Body
* Date Issued
* Expiry Date
* Renewal Required (Yes/No)
* Responsible Person
* Status (Color-Coded)
* Comments
---
#### **3. Home Maintenance Tracker**
To log and resolve all domestic issues including bedroom audits and food checks.
**Fields:**
* Area / Location
* Type of Issue (e.g., Expired Food, Damage, Repair)
* Issue Description
* Date Identified
* Action Taken
* Resolution Date
* Responsible Person
* Status (Color-Coded)
* Comments
---
#### **4. Appliance Insurance & Policy Tracker**
To maintain records for all home appliances, including service and repair contacts.
**Fields:**
* Appliance Name / Type
* Location
* Serial / Model Number
* Insurance / Warranty Provider
* Policy Number
* Expiry / Renewal Date
* Repair Contact Details
* Responsible Person
* Comments
---
#### **5. Car Maintenance & Compliance Tracker**
To ensure proper maintenance and legal compliance of all vehicles.
**Fields:**
* Vehicle Registration
* MOT Due Date
* Insurance Expiry Date
* Tax Expiry Date
* Last Service Date
* Fluid Top-Up Checks (Water / Oil)
* Responsible Person
* Comments
* Status (Color-Coded)
---
#### **6. Safeguarding Concern Tracker**
To capture and monitor safeguarding concerns and related actions.
**Fields:**
* Name of Child
* Type of Concern
* Date of Concern
* Action Taken
* Person Responsible
* Outcome / Resolution
* Staff Suspended (Yes/No)
* Comments / Follow-up Actions
* Status (Open / Ongoing / Closed – Color-Coded)
---
### **Formatting & Functional Requirements**
* **Platform: Microsoft Excel only**
* Consistent and user-friendly formatting across all sheets
* Dropdown menus for designated fields (e.g., responsible person)
* Auto-calculated fields where appropriate (e.g., duration)
* Color-coded progress/status fields using conditional formatting
* Clearly labeled worksheet tabs for each tracking area
---
### **Deliverables**
* One professionally designed Excel (.xlsx) workbook with 6 formatted worksheets
* Functioning dropdowns, color-coding, and automated fields
* Ready-to-use file for internal operational management and regulatory inspections
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