# Spreadsheet Assessment

Version 2.0 · Updated 2026-09-21 · Assessment

Assess the GxP use, formulas, data, protection, independent verification, change control, and periodic review of a spreadsheet.

Adapt this template to your intended use, applicable requirements, and approved procedures.

## When to use it

For new, changed, inventoried, or periodically reviewed spreadsheets used in regulated work.

## Information needed before starting

- Controlled workbook and intended decision
- Authoritative formulas, data sources and acceptance limits
- Version/access controls and independently calculated results

## Field instructions

- **Workbook and owner:** Identify the system/service or process, version and accountable roles. Specify the scope and supporting record rather than relying on a product name alone.
- **Intended use:** Describe the specific task, users, outputs and decisions supported. Identify the assessed environment and limits of reliance.
- **GxP record or decision:** Name the output or controlled record, its recipient and the decision that relies on it. Include acceptance limits or retention needs where relevant.
- **Inputs and sources:** Identify authoritative sources, receiving systems and record identifiers. Describe supported formats, units, timing, transformations and error handling.
- **Calculations and rules:** Identify the approved rule and authoritative source. Include units, identifiers, rounding, missing values and exceptional paths that could change the result.
- **Outputs and acceptance limits:** Name the output or controlled record, its recipient and the decision that relies on it. Include acceptance limits or retention needs where relevant.
- **Formula and input protection:** Identify authoritative sources, receiving systems and record identifiers. Describe supported formats, units, timing, transformations and error handling.
- **Access and version control:** Identify the account or role, permitted actions and business justification. Check authorization, inappropriate combinations, inactive accounts and evidence of removal or correction.
- **Independent verification:** Identify the independent basis for the expected result and who checked it. Avoid deriving both the actual and expected result from the same unverified logic.
- **Boundary and error testing:** State what is outside the assessed use or evidence. Explain the consequence and any restriction; do not treat missing information as a pass.
- **Change control and incidents:** Record the issue, affected functions/records, impact, containment, action owner and resolution or expiry. Link correction and retest evidence; retain unfavorable results.
- **Conclusion and periodic review:** Record the supported decision, restrictions, unresolved issues and rationale. Identify the accountable reviewer/approver and dated evidence under your procedure.

Define the specific system, service, change, population, and intended use.

Complete each field from available records and accountable interviews; record unknowns rather than guessing.

Link conclusions to affected GxP functions, failure scenarios, controls, evidence, and approval.

Adapt the structure to the organization’s approved procedures and document-control process.

## Blank template

System / record ID: ____________________

Prepared by / date: ____________________

Required review / approval under local procedure: ____________________

| Field | Your entry |
| --- | --- |
| Workbook and owner | ____________________ |
| Intended use | ____________________ |
| GxP record or decision | ____________________ |
| Inputs and sources | ____________________ |
| Calculations and rules | ____________________ |
| Outputs and acceptance limits | ____________________ |
| Formula and input protection | ____________________ |
| Access and version control | ____________________ |
| Independent verification | ____________________ |
| Boundary and error testing | ____________________ |
| Change control and incidents | ____________________ |
| Conclusion and periodic review | ____________________ |

## Related guidance

- [Read the related practical guide](https://csvtocsa.com/learn/guidance/spreadsheet-validation)

Canonical page: https://csvtocsa.com/templates/spreadsheet-assessment