Download the compliance matrix template
XLSX
Compliance matrix (Excel)
Header block, 13 columns, drop-downs for type and status, colour-coded rows, frozen header row, filters and a How to use sheet.
CSV
Compliance matrix (CSV)
The example rows as plain CSV (UTF-8), for Google Sheets or any other tool.
Free under CC BY 4.0, with no form to fill in. The CSV carries the table only; the header block is in the XLSX.
What it is for and who uses it
Some tenders ask for a full clause-by-clause statement, often called a table of compliance, as well as the deviation list. This is the engineering kind of compliance matrix: it answers a technical specification with datasheet values and evidence, not an RFP's instructions with proposal page numbers. See the engineering compliance matrix guide for the difference.
Proposal, application and bid engineers fill it in; a second engineer checks it. Project managers at smaller manufacturers often do both.
Example rows: ball valve specification PS-VAL-001
| Item | Spec clause | Requirement (verbatim) | Type | Offered | Status | Evidence | Deviation list item |
|---|---|---|---|---|---|---|---|
| CM-01 | PS-VAL-001 Rev 2, 1.2 | This specification covers trunnion-mounted ball valves for onshore gas service. | Information | Trunnion-mounted ball valves for onshore gas service | Complies | Offer OF-EX-2291 section 1 | |
| CM-02 | PS-VAL-001 Rev 2, 3.1 | Valves shall be designed, manufactured and tested in accordance with API 6D. | Mandatory (shall) | DS-BV-0600 line 2: API 6D | Complies | API 6D licence copy; DS-BV-0600 p.1 | |
| CM-03 | PS-VAL-001 Rev 2, 3.3 | Pressure class shall be ASME Class 600 with raised-face flanged ends to ASME B16.5. | Mandatory (shall) | DS-BV-0600 lines 6–7: Class 600, RF flanged to ASME B16.5 | Complies | DS-BV-0600 p.1 | |
| CM-04 | PS-VAL-001 Rev 2, 3.4 | The design minimum temperature shall be −46 °C. | Mandatory (shall) | DS-BV-0600 line 9: −46 °C to +121 °C | Clarification | DS-BV-0600 p.1 | EX-01 |
| CM-05 | PS-VAL-001 Rev 2, 4.2 | Body and closures shall be forged ASTM A350 LF2 Class 1. | Mandatory (shall) | DS-BV-0600 line 14: cast ASTM A352 LCC body; forged A350 LF2 Cl.1 closures | Deviation | DS-BV-0600 p.2 | EX-02 |
| CM-06 | PS-VAL-001 Rev 2, 4.5 | Seat inserts shall be PEEK. | Mandatory (shall) | DS-BV-0600 line 18: RPTFE | Deviation | DS-BV-0600 p.2 | EX-03 |
| CM-07 | PS-VAL-001 Rev 2, 4.8 | Where the datasheet specifies sour service, materials shall comply with NACE MR0175 / ISO 15156. | Mandatory (shall) | Customer datasheet DS-VAL-001 line 22: non-sour service | Not applicable | DS-VAL-001 line 22 | |
| CM-08 | PS-VAL-001 Rev 2, 5.1 | Valves shall be fire tested in accordance with API 607. | Mandatory (shall) | Certificate FT-118, earlier edition of API 607 | Clarification | Certificate FT-118 | EX-04 |
| CM-09 | PS-VAL-001 Rev 2, 6.3 | Stem seals shall be qualified to ISO 15848-1, tightness class BH, endurance class CO1. | Mandatory (shall) | Type test report TR-0932, class BH, CO1, design family | Clarification | TR-0932 p.3 | EX-05 |
| CM-10 | PS-VAL-001 Rev 2, 7.2 | Pressure-containing parts shall be supplied with EN 10204 type 3.2 inspection certificates. | Mandatory (shall) | EN 10204 type 3.1 | Deviation | QP-01 p.4 | EX-06 |
| CM-11 | PS-VAL-001 Rev 2, 8.4 | Valves should be shipped with flange faces protected by plastic or wooden covers. | Advisory (should) | Plastic flange protectors fitted after test | Complies | Packing procedure PK-02 | |
| CM-12 | PS-VAL-001 Rev 2, 9.4 | Valves shall be pressure tested in accordance with API 598. | Mandatory (shall) | ITP-BV-01: shell and seat tests to API 6D | Clarification | ITP-BV-01 p.2 | EX-08 |
| CM-13 | PS-VAL-001 Rev 2, 10.2 | Gear operators shall be sized for 1.5 times the maximum breakaway torque of the valve. | Mandatory (shall) | Sized for 1.3 times maximum breakaway torque | Deviation | Torque report TQ-BV-06 | EX-09 |
| CM-14 | PS-PNT-002 Rev 0, 5.3 | External surfaces shall be painted to coating system C-3 of this specification. | Mandatory (shall) | Standard two-coat epoxy, 200 µm total DFT | Deviation | Coating data sheet CDS-07 | EX-07 |
| CM-15 | MR-VAL-001 Rev 1, 6.1 | Vendor shall supply two-year operating spares. | Mandatory (shall) | Commissioning spares only | Not offered | Offer OF-EX-2291 section 3 | EX-10 |
| CM-16 | MR-VAL-001 Rev 1, 7.1 | Vendor documents shall be submitted as listed in the vendor data requirements list (VDRL). | Mandatory (shall) | Document list DL-BV-01 against each VDRL item | Complies | DL-BV-01 |
The file also has Subject, Remarks and Checked by columns. Row CM-07 shows a Not applicable row: a sour-service clause on a non-sour duty, with the reason in the remarks. Every example value is invented: specification PS-VAL-001, the requisition, the datasheets and every certificate and report number do not exist. Standards such as API 6D, API 607, ISO 15848-1 and EN 10204 are named but not quoted, so check each clause against your own licensed copy.
Columns and what to write
| Column | What to write |
|---|---|
| Item | Running number. |
| Spec document | Customer document number. |
| Rev | Revision of that document, after any addenda. |
| Clause | Clause or datasheet line. Split a clause with several requirements into several rows. |
| Subject | A short heading, so the matrix can be scanned. |
| Requirement (verbatim) | The requirement copied word for word. |
| Type | Mandatory for "shall", advisory for "should", information for scope statements and notes (drop-down). |
| Offered (datasheet line or value) | What you offer against the clause, with your datasheet line, page or value. |
| Status | Complies, Clarification, Deviation, Not offered or Not applicable (drop-down). |
| Evidence reference | Datasheet, certificate, ITP or report that proves the row, with page. |
| Deviation list item | The deviation list item for every row that is Clarification, Deviation or Not offered. |
| Remarks | Anything the evaluator needs to read the row, such as why a clause is not applicable. |
| Checked by | Initials of the engineer who checked the row. |
Status values
| Status | Meaning |
|---|---|
| Complies | The offer meets the requirement as written. Point to the datasheet line or certificate that shows it. |
| Clarification | The offer meets the intent, but a reference, method or wording differs, or the requirement is unclear or conflicts with another document. |
| Deviation | The offer does not meet the requirement as written: a different material, rating, test, certificate type or scope. |
| Not offered | The item is excluded from the scope of supply, for example spares, site services or documents you are not quoting. |
| Not applicable | The clause does not apply to the equipment offered, for example a sour-service clause on a non-sour duty. Say why in the remarks. |
How to use the template
- Fill in the header block and list every document and revision the matrix covers.
- Split each specification and datasheet into one row per requirement. A clause with three requirements becomes three rows.
- Copy each requirement word for word and set its type: mandatory (shall), advisory (should) or information.
- Record what you offer against each row, with your datasheet line, page or value.
- Pick one status from the drop-down and add the evidence reference that proves it. Deviation rows turn red, Clarification rows amber and Not offered rows grey.
- For every Clarification, Deviation or Not offered row, add a row to the deviation list and put its item number in the Deviation list item column.
- Have a second engineer check every row that is not Complies and every row about materials, tests and certificates, and initial the Checked by column.
- Filter the Status column to everything except Complies and Not applicable: that is your draft deviation list, so the two documents cannot disagree.
Related guides, terms and tools
- Engineering compliance matrix guide: what a clause-by-clause matrix looks like and how it differs from a proposal compliance matrix.
- Technical deviation list template: where the exceptions go, with justification and cost of withdrawal.
- Datasheet vs specification checklist: what to check on each row.
- Glossary: material requisition, vendor data requirements list and governing-document precedence.
- Spec requirement extractor: a free in-browser tool that splits pasted specification text into requirements, one per row.
Have OdysseyGPT draft it
Want OdysseyGPT to fill this in from your tender package?
OdysseyGPT reads the tender package, checks each customer requirement against your own datasheets, and drafts the compliance matrix and deviations & clarifications list, each row with a quote from the source page, sheet or cell. Your engineers decide every open item. Managed plans start from $999/month.