DATIMORE · WEB-059 · SYNTHETIC EXAMPLE
Keep customer records ready for the next working day
A static example of a daily quality dashboard and a list of issues for follow-up. Every record, person and event below is invented. This page runs no checks and changes no records.
1. Start with the same agreed checks
The sales team needs an assigned colleague and a recognized sales region for every active customer. The data coordinator checks the daily customer file at 09:00 before the 10:00 planning meeting. All example times use Coordinated Universal Time (UTC).
- Source check: the file must be present, readable, dated today and prepared between 08:30 and 09:00. Both files below were prepared at 08:45 on their respective dates.
- Owner check: each active customer must have Lina or Omar as the assigned colleague. Sales operations owns this list and resolves missing or unrecognized names.
- Region check: rule v1.0 accepts Central, West and East. The sales lead owns the approved region list.
- Action threshold: one failed check is enough to put a record on the follow-up list. Passing these two checks does not prove the whole record is correct.
Closed customers are shown but excluded from both checks. Missing or unrecognized status, duplicate record IDs or an unreadable file stop this example's run: do not silently exclude them or label the remaining records as a complete result.
2. Inspect the starting records
On 2 October, C102 has an approved owner and C107 is new. All other values remain the same. “Blank” means the source contains no value.
| Record | Status | Owner · 1 Oct | Owner · 2 Oct | Region |
|---|---|---|---|---|
| C101 | Active | Lina | Lina | Central |
| C102 | Active | Blank | Lina | West |
| C103 | Active | Omar | Omar | North |
| C104 | Active | Lina | Lina | East |
| C105 | Active | Omar | Omar | Central |
| C106 | Closed | Blank | Blank | Blank |
| C107 | Active | Not in file | Blank | East |
3. Read the quality dashboard
A completed check and a clean record are different facts. Both runs completed; both found records needing attention.
| Measure | 1 October · v1.0 | 2 October · v1.1 |
|---|---|---|
| Run | Completed; issues found | Completed; issues found |
| Input records | 6 | 7 |
| Active records checked | 5 | 6 |
| Closed records excluded | 1 | 1 |
| Owner check failures | 1: C102 | 1: C107 |
| Region check failures | 1: C103 | 0 |
| Distinct records needing follow-up | 2 of 5 | 1 of 6 |
| Records passing both checks | 3 of 5 | 5 of 6 |
Definition change: on 1 October at 15:00 the sales lead confirms that North is a new operating region. Approval REG-02 adds North to v1.1, effective 2 October at 09:00. The source value stays North. The earlier v1.0 finding remains in the history. These two days have different rules and record counts; the change is not a measured quality improvement.
Count each affected record once in the dashboard, even if it fails both checks. Keep a separate follow-up entry for each check that a record fails.
4. Give each finding an owner and a next step
| Finding | Responsible team | Action and evidence | Status |
|---|---|---|---|
| C102 · owner First seen 1 Oct, 09:00 | Sales operations | Review due 1 Oct, 10:00. At 09:30 the team confirms Lina in the assignment list and corrects the source. Verify on the next run. | Closed 2 Oct, 09:00: owner check passed. |
| C103 · region First seen 1 Oct, 09:00 | Sales lead | Review due 1 Oct, 10:00. Still unresolved at the deadline: report owner informed. At 15:00 the sales lead approves North under REG-02; keep pending until the new rule is effective and checked. | Closed 2 Oct, 09:00: passed v1.1. Closed by approved rule change, not a source correction. |
| C107 · owner First seen 2 Oct, 09:00 | Sales operations | Review due 2 Oct, 10:00. Confirm the assigned colleague before handover. Investigate why the daily import again allowed an empty owner. | Open: no confirmed owner yet. |
If a record fails the same check again, update its open entry instead of creating another one. If it returns after verified closure, reopen it and retain the earlier history. Notify the responsible team when an issue opens or reopens, and notify the report owner if the agreed review deadline is missed. A nominated deputy covers absences.
The intended working state: colleagues can see which records meet the agreed checks, which still need attention and who is following up. Repeated missing owners point to the entry or import process that needs repair.
5. Keep an unavailable source visible
If the 3 October file is missing at 09:00, show “Check not completed — current quality unknown”. Display the last confirmed result as 2 October, 09:00; do not present it as today's result or report zero issues. The data coordinator follows up with the file owner and tells the report owner before the meeting.
If a file prepared within the agreed window arrives late, rerun all checks and record the actual check time. A file prepared outside that window still needs review: the responsible owner must approve and record a different window before checks can proceed. Do not silently relax the rule. Keep existing issues open until the affected records are checked again. These rules do not verify that a named colleague is really responsible, that an address is correct or that the source contains every customer. Agree additional checks with the people using the data.