Step 1: Data Preparation & Cleaning
Ensure your QC and refund logs are in a standardized format. Create separate tables or columns for:
- Date/Time Stamp:
- Order/Service ID:
- QC Result:
- Refund Issued:
- Order/Service ID:
Tip: Use the IF
USFANS: Visualizing QC and Refund Ratios with the Spreadsheet
2026-02-01
Transform raw log data into actionable insights through clear graphs to optimize your service performance evaluation.
Why Visualize Your Data?
Tracking Quality Control (QC) fails and refund rates is crucial for any service-oriented platform. While the USFANS spreadsheet records this data, raw numbers in logs can be opaque. Visualization
Before You Start: Prerequisites
- Your updated USFANS service log spreadsheet with dedicated columns for
QC StatusRefund Status. - Basic familiarity with spreadsheet functions (e.g., Pivot Tables, Chart tools).
- Consistently logged data for the period you wish to analyze.
Step-by-Step: From Logs to Graphs
Step 2: Calculate Key Ratios Using Formulas
Create a summary section or a new sheet to calculate core metrics. Key formulas include:
QC Fail Rate = (COUNTIF(QC_Column, "Fail") / COUNTA(QC_Column)) * 100
Refund Rate = (COUNTIF(Refund_Column, "Yes") / COUNTA(Refund_Column)) * 100Calculate these ratios for different time periods (daily, weekly, monthly) to enable trend analysis.
Step 3: Create Pivot Tables for Dynamic Grouping
Select your data range and insert a Pivot Table. This is powerful for segmenting data.
- For QC Analysis:DateQC Result
- For Refund Analysis:Service CategoryRefund Status
Pivot Tables allow quick filtering by agent, service type, or time frame.
Step 4: Generate and Customize Graphs
Select the summarized data from your Pivot Table or calculations and insert a chart.
For Trend Analysis (Over Time):
Line Chart:QC Fail Rate %Refund Rate %
For Composition (Snapshot):
Pie or Donut Chart:Passed vs. Failed QC orders
For Comparison (Across Categories):
Bar or Column Chart:acdifferent service providers or product categories.
Customize charts with clear titles, axis labels, and a legend.
Step 5: Automate and Update
Set up dynamic ranges or convert your data into a formal Table. When you add new log entries, your Pivot Tables and charts will update automatically with a simple refresh. This creates a live dashboard for continuous performance monitoring.
Interpreting Your Graphs: Turning Insight into Action
Visualization is only the first step. Here’s how to evaluate performance:
| Graph Pattern | Possible Insight | Actionable Step |
|---|---|---|
| Parallel rise in both QC fail and refund rates | QC issues are directly leading to customer dissatisfaction and refunds. | Review and enhance QC guidelines or agent training for specific failure points. |
| Low QC fail rate but high refund rate | Issues may be occurring post-QC, or refund reasons are unrelated to quality (e.g., shipping). | Analyze refund reason logs and refine post-delivery service protocols. |
| Spikes for a specific service category | A particular service or product line is underperforming. | Conduct a targeted audit of that category's workflow and supplier quality. |
| Consistent downward trend in both rates | Service improvements are effective. | Identify and reinforce the successful practices causing the improvement. |