ISO 9001 KPI Dashboard Excel Template
ISO 9001 KPI Dashboard Excel Template: A Tool for Measuring and Enhancing Performance
An ISO 9001 certificate is an indicator of every company’s high quality and compliance with relevant standards. However, since the standard focuses on improvement, it is essential to collect and analyze the data regularly. One of the ways to do this is to build an ISO 9001 KPI dashboard that will help keep track of the key performance indicators and make the necessary conclusions and adjustments. In this article, we discuss why it is essential to measure performance and outline the main KPIs; we also demonstrate how an ISO 9001 KPI dashboard excel template can be helpful.
Why You Should Measure Performance with ISO 9001
ISO 9001:2015 standard, clause 9.1.1, requires organizations to monitor, measure, analyze, and evaluate the performance and effectiveness of the QMS processes. By doing this, the company will be able to determine their effectiveness and how their processes are operating. Moreover, it will become possible to detect any weaknesses that require improvement initiatives.
The Benefits of Measuring and Analyzing Performance
Even though it might seem that complying with ISO 9001 requirements is the only goal, there are more benefits to stationing a quality management system and measuring its performance. For example, it will become possible to determine the effectiveness and efficiency of the QMS, understand the impact the QMS has on the company’s processes, and find the strengths of the system that can be leveraged to improve the performance further. Besides, the quality indicators can help evaluate the degree of customer satisfaction and impact on the market.
ISO 9001 KPI Dashboard: What Are the Essential Characteristics?
Key performance indicators (KPI) are metrics that help measure the success of an organization. They can be selected depending on the industry, size of the company, processes, and other criteria. ISO 9001 does not specify what KPIs have to be measured; instead, it gives a list of categories that should be taken into consideration. When selecting the indicators, it is vital to remember that the dashboard should be helpful; thus, it is better to choose a few essential metrics rather than try to cover all 31 KPIs.
It is also necessary to keep in mind the following characteristics when building the ISO 9001 KPI dashboard:
Essential Characteristics
| Essential Characteristics |
| Must display information linked directly to ISO 9001 requirements or organizational requirements |
| Must be easily understandable and visually simple |
| Must trigger action or lead to further investigation |
| Must provide timely data |
| Must be customizable |
| Must be interactive if possible |
ISO 9001 Dashboard: What Information Should It Contain?
An ISO 9001 dashboard should contain the indicators that reflect the company’s performance in different areas, such as customer satisfaction, internal audit, process performance, supplier performance, etc. The dashboard should also include date filters to provide an opportunity to investigate the data for a specific period. The information should be presented in a visually appealing way, and it should not be too overwhelming: the dashboard can include an overview, targets/benchmark, trend charts, status indicators, and drill-down options.
ISO 9001 KPI Dashboard: List of the Most Common Key Performance Indicators
Depending on the structure and industry of the company, it might be necessary to choose different sets of KPIs. Below are several common categories of measurements and the indicators that can be included in the dashboard.
Customer Satisfaction and Complaints
There are several customer-related KPIs that can reflect the company’s performance:
| Customer Satisfaction and Complaints | Description |
|---|---|
| Customer satisfaction index (CSI) or Net Promoter Score (NPS) | Results of the customer satisfaction survey |
| Number/percentage of customers complaints | Quantity of registered customer complaints |
| Time to resolve complaint | Time spent on resolving a customer complaint |
| On-time delivery rate/delivery performance | Percentage of orders delivered on time |
| Product/service return rate | Percentage of returned products/services, requiring rework |
Process Performance Indicators
This category of KPI reflects the efficiency and effectiveness of processes. The ISO 9001 dashboard can include the following indicators:
| Process Performance Indicators | Description |
|---|---|
| Production yield or efficiency | Quantity/percentage of outputs produced by a process with a given input or capacity |
| Rework/scrap rate | Quantity/percentage of rework or scrap generated by a process |
| Cycle time | Time it takes to perform a task/process |
| Non-conformance in processes | Quantity/percentage of process non-conformance, defects, or failures resulting from special or common causes |
| Internal audit findings closure rate | Percentage of corrective actions implemented following the results of internal audits |
Supplier Performance
Since ISO 9001 emphasizes the control of externally provided processes, products, and services, it is essential to measure the performance of suppliers.
| Supplier Performance | Description |
|---|---|
| On-time delivery performance | Percentage of ordered goods/services provided by the supplier on time |
| Supplier quality rating | Percentage of goods/services provided by the supplier that meet the specification requirements |
| Supplier non-conformance | Quantity of non-conformance caused by the supplier |
Internal System Indicators
| Description | |
|---|---|
| Internal audit schedule adherence | Percentage of planned internal audits performed on time |
| Corrective action effectiveness | Percentage of corrective actions implemented effectively |
| Training effectiveness | The degree to which the training has met its objectives and has been useful for the trainees |
| Frequency and effectiveness of management reviews | The frequency of management reviews and the degree of their effectiveness (if the requirement of the standard is to conduct them at least once a year) |
Financial/Strategic Performance Indicators (Optional)
To demonstrate the connection between the QMS and the performance of the system, it is possible to measure the cost of poor quality or cost of conformance.
What Are the Benefits of ISO 9001 KPI Dashboard Excel Template?
There are many tools that can be used to build a dashboard. Microsoft Excel is often an easy option since it is usually available and allows creating many visualizations. There are various other dashboards that provide more opportunities, some of them even for free. However, there are several reasons why an ISO 9001 KPI dashboard excel template is a good choice for small and medium-sized businesses.
Benefits of ISO 9001 KPI Dashboard Excel Template
| Benefits of ISO 9001 KPI Dashboard Excel Template |
| Microsoft Excel is often available to most of the employees in an organization which makes it easily accessible and requires less training for people to be able to use it |
| Using Excel files is often less expensive than buying a separate software to use it |
| Microsoft Excel is very customizable and flexible, providing many visualizations and calculations in different ways |
How to Build ISO 9001 Dashboard in Excel?
Building an ISO 9001 dashboard in excel is a convenient way to visualize the key performance indicators. The following steps should be followed when building a dashboard in Excel:
1. Clarify the Purpose and the Indicators to Display
Before building a dashboard, it is essential to decide why it is needed and which indicators should be included. According to ISO 9001 requirements, an organization should measure the performance of its QMS using indicators linked to its processes, resources, customer satisfaction, etc. However, the choice of the indicators to display will vary depending on the company’s goals. Usually, it is a good option to choose 5-10 indicators to display in the dashboard rather than a large amount of data. It is also necessary to keep in mind that it should be possible to gain insights from the indicators and take actions based on them. A list of KPIs that can be used is provided in the previous section.
2. Decide on an Information Source and Collect the Data
It is also essential to decide where the data for the indicators will be collected from. Depending on the indicators, the data can be collected from many different sources, including production logs, customer satisfaction surveys, internal audit results, supplier performance reports, etc. If possible, it is also necessary to create a system that allows regularly collecting the data in an organized manner since it will save time and effort. For example, separate Excel sheets can be created for collecting data, which will then be imported into the dashboard sheet.
3. Decide on an Information Display Strategy
For each of the selected indicators, it should be decided how to display the information. Microsoft Excel provides many opportunities for creating different graphs and tables. The visualizations can be created using various tools, depending on the type of data and the desired image. For example, trends can be displayed using trend lines, comparisons can be made using bar/column graphs, the share of a particular category can be displayed using pie, and so on.
4. Create the Dashboard and Customize It
Based on the collected data and selected display type, the dashboard should be created and customized. It is necessary to create a table with the collected data, visualize the data using graphs and tables, and format the document so that it looks pleasing to the eye. An attractive but informative design can be created using various colors and fonts. Usually, it is a good option to place the most important indicators at the beginning and visualize them in a simple but attractive way.
5. Automate/Refresh Information Where Possible
If possible, the data in the excel file should be automated and refreshed when needed. This can be done using Excel formulas and functions. Another option is to use pivot tables and/or pivot charts. If the data is imported from other sheets, macros can be used to automate the process.
6. Ensure the Dashboard Was Built Successfully and Make Improvements if Needed
After the dashboard is built, it might be necessary to make a few adjustments. For example, it could be needed to make the visualizations more understandable or label the data so that it is easier to navigate the Excel sheet. Moreover, it is essential to ensure that the most important indicators were included and that the data was up-to-date and sufficient. If needed, additional indicators or visualizations can be added, and the ones that appeared unnecessary can be removed.
Conclusion
Using this information, it will be possible to improve the QMS performance and ensure that it contributes to the success of the organization.
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