Checklist Inputs
Example Data Table
This sample shows how a completed inspection can look. Your calculations will use your own entries.
| Check | Status | Severity | Priority | Fix minutes | Fix cost | Notes |
|---|---|---|---|---|---|---|
| Irrigation coverage and leaks | Needs Work | Major | 3 | 90 | 8000 | Replace two emitters; rebalance zones. |
| Drainage flow and standing water | Needs Work | Critical | 3 | 180 | 15000 | Regrade low corner; add French drain. |
| Mulch depth and coverage consistency | OK | 2 | 0 | 0 | Uniform 5–7 cm depth across beds. | |
| Paths, hardscape, and trip hazards | Needs Work | Minor | 2 | 45 | 2000 | Reset one loose paver near gate. |
Formula Used
The calculator produces three core outputs: completion, priority index, and estimated effort. “N/A” checks are excluded from completion.
- Completion % = (OK checks ÷ Applicable checks) × 100
- Issue Points (only when “Needs Work”) = (Priority × SeverityWeight) × (1 + min(FixHours, 4)) × (1 + min(FixCost ÷ BudgetPerIssue, 3))
- Priority Index (0–100) = (Sum of Issue Points ÷ (Applicable checks × 180)) × 100
- Estimated Fix Time = Sum of fix minutes ÷ 60
- Optional Labor Estimate = FixHours × LaborRate
- Total Estimate = Materials cost + Labor estimate
Severity weights: Minor=1, Major=2, Critical=3. Priority scale: 1=Low, 2=Medium, 3=High.
How to Use This Calculator
- Enter the site name, inspector, date, and area.
- Set a budget per issue to balance scoring.
- For each check, choose OK, Needs Work, or N/A.
- If Needs Work, set severity, priority, time, and cost.
- Press Submit to see results above the form.
- Download CSV or PDF to save and share.
Inspection-ready gardens reduce rework
Snagging is the final quality pass that converts observations into measurable actions. By recording every check as OK, Needs Work, or N/A, the calculator creates an auditable trail for handover. Completion is based only on applicable checks, so optional elements like lighting or trellises can be excluded without distorting performance.
Priority Index turns notes into a risk score
Each issue earns points from priority (1–3) and severity (Minor=1, Major=2, Critical=3). Time and cost then scale the impact using capped factors, so a long repair or expensive fix rises faster than a quick tidy. The Priority Index normalizes total points to a 0–100 range, helping teams compare sites consistently.
Effort planning with time and cost totals
Fix minutes entered for snags are summed and converted to hours, producing a practical labor estimate for the work plan. Material cost totals remain user-defined, while the optional labor rate adds a second reference line for budgeting. This split keeps the checklist usable for both contractors and owners who track costs differently. For large estates, add separate rounds for zones, beds, and paths to capture variations in soil, exposure, and irrigation pressure accurately. This improves scheduling and reduces visits during peak weeks.
Targeted repair sequencing improves outcomes
The “Top Fixes” table ranks up to five items by points, revealing which snags should be tackled first. Critical drainage, irrigation leaks, and trip hazards typically rise to the top because they combine high severity with high priority. Addressing these early reduces plant stress, water waste, and safety exposure.
Repeatable reporting for ongoing maintenance
Exporting CSV supports long-term tracking in spreadsheets, while the PDF report preserves a clean snapshot for clients. Over multiple inspections, teams can monitor whether Priority Index trends downward and whether completion stays above 90%. This feedback loop strengthens preventive maintenance and supports performance-based service agreements. Use consistent priorities across seasons to benchmark crews, suppliers, and garden designs with clarity today.
FAQs
1) What does “Priority Index” represent?
It is a normalized 0–100 score based on issue points. It combines priority, severity, fix time, and fix cost, then scales the total against a worst-case allowance per applicable check for consistent comparisons.
2) Why are “N/A” checks excluded from completion?
N/A items are not relevant to the inspection scope, so counting them would inflate or deflate performance. Excluding them keeps completion focused on what should genuinely be inspected and delivered.
3) How should I choose the budget per issue value?
Use a typical material spend for a single snag on your site. Higher values make cost less influential; lower values make expensive snags rise faster. Keep it consistent across projects for benchmarking.
4) Do I have to enter minutes and cost for every item?
No. Minutes and cost are only used when an item is marked “Needs Work.” For OK or N/A checks, the calculator ignores those fields and keeps the scoring clean.
5) What triggers the “Needs Attention” grade?
If any “Critical” severity item is marked “Needs Work,” the grade switches to “Needs Attention.” This highlights safety, drainage, or major system failures that should be resolved before handover.
6) How do the CSV and PDF exports differ?
CSV is best for analysis, filtering, and trend tracking in spreadsheets. PDF is best for sharing a fixed, client-friendly snapshot of the inspection summary and the full checklist table.