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1. TA A a quatic Data Solutions General Design amp Purpose The PoolManager is a complex program striving to be simple to the Users Wherever possible the features elements offered such as the Chemistry Log or Employee Information found it the appropriate menus present the same or at least very similar design functions and controls buttons and pull down menus for instance for interacting with you also known as the interface This design will help you learn the software quickly First let s consider the anatomy and terminology for the PoolManager The log in page is simple enough However you should know that to protect you from usurpers and scallywag hackers we allow seven tries with your password before you are locked out and must update your password Log in to Pool Manager Username Password forgot my password Don t have an account Register After logging in the first screen you see is the Dashboard Like a home screen with useful summary information to help operate your facility at a glance Below is a portion of the Dashboard Interface im Features also Menu Item POOL MANAGER Operations AN Chern A fo Pool Mar maintenance og Physical Inventory aE chemical Inventory Certification Expirations Chemical Usage M B ployer i enu Dar ustry Log Facility Facility Inspection 105 2013 Hasane doe uncaton atl eee bh 12 Paul Revere Water Safety instr2. Add Chemical Inventory Chemical Usage Chemical Usage Information Provides the same details as the typical form heading Chemical Usage Details After adding chemicals to the pool record the chemicals and amounts in the Chemical Usage Details section The units will be added automatically check to ensure the value you added matches the units generated from the setup menu Facility Inspection Facility Inspection Information Provides the same details as the typical form heading with the addition of a summary score percentage for the number of items that passed inspection and a score based on a quality rating between 0 and 10 It is possible to have a 100 pass but a 50 score on the quality portion simply because each item may have been boarder line How you decide to rate an item for inspection is entirely up to you Page 15 quatic If you decide that a 6 or 7 out of 10 is failing you may do so Simply give a scor but fail the item inspected Facility Inspection Information Facility Jefferson Aquatic Center v Inspected by 00 Charles Arabas y Inspection date 05 06 2012 Inspection time 3 vii00 y PM v Total passed 50 00 Total score 52 50 The scores in this section are automatically generated from your ratings in the Inspection List ono o ata Solutions e of 7 Facility Inspection List The pull down list provided under Item Inspected is derived from the Inspection lis
3. General Facility fone 1 Mens Lockerroom showers Wens Lockerroom bathroom Women s Lockerroom showers Womens lockerrrom dressing area Zone 6 Womens Lockerroom bathroom E y Update Facility Maintenance Submenu Setup There are three sections to complete 1 Entering Maintenance Details 2 Entering Inspection Items and 3 Entering Chemical Inventory Information Enter Maintenance Details This section lists the elements of Maintenance It is helpful to think of tasks and their location as items that are frequently involved in maintenance For example the pump room might be a location which you entered into the Map found in the Facility Submenu and the task might be replacing seals for the pump or cleaning the hair strainer Chemical Controllers and Strainer baskets are items often involved in maintenance This list should include every maintenance task done on a routine basis or as a preventative measure You will also indicate the Type of Review hourly daily weekly monthly etc Page 10 ono o quatic Data Solutions Maintenance Setup Step 1 Enter your Maintenance Details Add Maintenance Item Jefferson Aquatic Center Chemical Storage Room y Chemical Controllers Monthly Review y C at Jefferson Aquatic Center Fitter and Pump Room y Strainer Basket Weekly Review y E Jefferson Aquatic Center Deep Southeast corner ladder y Handicap lift Monthly Review y E Jeffers
4. 2012 3 01 p m 22 00 LBs Paul Revere Sept 4 2012 1 16 p m 30 00 LBs Charles Arabas Total 52 00 Daily Avg 119 Median 26 00 Calcium Hypochlorite Date Time Amount Units Employee May 8 2012 3 01 p m 10 00 LBs Paul Revere Sept 4 2012 10 02 p m 15 00 LBs Charles Arabas Sept 4 2012 3 15 p m 20 00 LBs Charles Arabas Sept 4 2012 1 16 p m 300 00 LBs Charles Arabas Total 345 00 Daily Avg 119 Median 17 50 Final Message The Poo lManager though still in its infancy offers powerful tools to the pool specialist We believe it is the most comprehensive software available today and yet remains incomplete when compared to its potential Our goal is to transform the static record keeping of today into a dynamic data analysis process where information is turned into a deeper knowledge about your facility where the PoolManager evolves into a digital assistant that appears to have intellegence and where data is mined continuously to reveal trends that save you money and time while improving safety File folders stuffed into cabinets must go the way of the typewriter Decision making must be backed by logic and data We recognize the PoolManager s growth will evolve only with your help We will depend on feedback and the ideas that spring from the collective our customers We hope the PoolManager will disrupt our way of thinking engage us Thank you for your efforts and for helping us become a better company Page 33
5. Update Chemistry Log Maintenance Log Maintenance Details The Maintenance Log opens like most of the forms Standard Maintenance This section refers to values typical of most pools Standard Maintenance Flow rate gpm 300 0 Base resevoir level Base Units y Pressure psi Sanitizer resevoir level Sanitizer Units y Vacuum in Hg Acid resevoir level Acid Units __ Influent psi Effluent psi Hair strainer Additional Maintenance You may add any maintenance items you wish The pull down list is generated from the Setup menu the items you listed as common maintenance If you find a new item not listed go to the setup menu and add it to your list It will then appear in the drop down list The action is a drop down list of common actions If you have a suggestion please forward it to us at Aquatic Data Solutions The observation column allows you to make any comment you like Page 13 ono o quatic Data Solutions Additional Maintenance Add Additional Maintenance Remember to click the update button to save your work Physical Inventory Physical inventory Details Describes general information about the file what where when and by who Physical Inventory Details Inventory date 05 06 2012 Inventory by 12 Paul Smith v Inventory Time 3 v 00 w PM v Item Circulation Pump Id number 1234 a wd Model number arc 845 324 Serial number 3 9876543 TOIS x De
6. 8 viiod lvl PM ly Standard Performance Criteria You would check as many areas as needed to indicate which of the criteria the merit or discipline notice is being issued for Standard Performance Criteria v Professional Initiative Creativity Dependable v Assertive v Public interaction Work ethic Teamwork v Work quality Observation and Recommendation This section allows you freedom to write details about the event that led to the Notice and offer recommendations Observation Tommy Wrote a wonderful piece in the paper praising the facility Itwas clear and engaging and will bring significant attention to the pool Recommendation The facility should support him for the presidency Page 19 Special Criteria The same special criteria used in the evaluation and defined during setup are available in this section Special Criteria Add Criteria Comments Jelete y Heis quite fit for his age oO Employee Orientation Well run facilities have well trained employees not only for the specific skills of the job but for the expectations the operational processes standards required and communication An Employee Orientation is the typical process for conveying the necessary information Employee Orientation Details The detail section is similar to most of the other Reminder Click headings It contains the basic information abou
7. Edit Chemistry Log Items marked are required Chemistry Log Information 1 Facility Jefferson Aquatic Center v Date tested 11 23 2012 Time tested 2 v 00 v PM y Tested by 12 Paul Smith v 2 Chemistry Log Details O Component Value Delete Calcium Hardness 200 00 a PH 7 50 Total Alkalinity 75 00 6 3 Water Temperature 34 00 e Total Dissolved Solids 500 00 Free Chlorine 1 20 e 5 Total Chlorine 2 00 v lt lt lt lt lt lt lt gt Co The first section of most forms contains data about the record itself The Add Detail Row button adds an additional row in the second section In this case the Chemistry Log Details The scroll bar at the right allows you to move up or down in this section Warning It is important to use the Add Button to avoid unexpected results The TAB and ENTER keys should not be used to add a new row as they may not function as you planned The Add button is the best way to add a row to a section The Second Section of most forms will contain data specific to the feature Some forms will have additional sections depending on what kind of data needs to be collected The Update button is common to most forms and serves to save the information in the form If there are problems with the format or type of data entered the form will not update until you correct the problem indicated in Red The info
8. inventory of your chemicals and the date of the latest inventory For example the Chemical Charts below provides the pattern of Free chlorine over the latest 6 measurements An astute manager will notice that Free Chlorine has been volatile and no measurements were entered between long spans of time Example Chemical Charts Chemistry Log Chart 1171572012 QOPM 11 16 2012 CXODFM 11 20 2012 0110A 117 2172012 OAM 117 2372012 COOPM 12 06 2012 02074 Facility Jefferson Aquatic Center Component Free Chlorine Select Facility Select Component Page 7 Th o quatic Data Solutions Another Dashboard example Chemical Usage Chart 05 06 2012 05 00AM 09 04 2012 01 16PM 09 04 2012 10 02PM Facility Jefferson Aquatic Center v Chemical details Sodium Hydroxide Vital Signs Facility Jefferson Aquatic Center w Saturation Index 42 06 2012 02 03 11 23 2012 02 00 11 21 2012 03 09 11 20 2012 01 10 11 18 2012 01 10 04 01 2012 02 05 AM PM AM AM AM PM Setup The Setup feature provides the PoolManager with the information it needs to understand your facility along with the boundaries you wish to set You must setup each facility a swimming pool and Spa each require its own setup There are three submenus in the Setup Menu 1 Facility 2 Maintenance and 3 Management The Setup takes time to complete and you may have to research some of the information it needs However the time is well wort
9. this note 9 a m 10 30 a m Lifeguard Training 2 Instructor 4 guards ara 10 30 a m 12 30 p m WSI Class 4 instructor 2 guards Sunday noon 1 p m Noon Swim 3 guards 1 front desk Clerk 1 p m 2 30 p m Basic Adult Swim 1 guard 1 instructor 2 30 p m 5 p m Swim Team 1 guard 5 p m 7 p m Age group 3 guards 7 p m 8 30 p m Water Polo 1 guard 7 p m 9 30 p m Open Swim 5 Guards 2 clerks Charles Arabas Supervisor Special Events Page 27 quatic Data Solutions ono The Special Events The methods for Routine Events are the same for Special Events Risk Management Risk Management is arguably the most important function of a manager We have designed three features for this section with many more planned This is one of those areas where there may be a wide variety of acceptable record forms and requirements For example some states and counties have their own requirements for chemistry logs and accident reports So in addition to the forms provided in the PoolManager we have in development reports acceptable to each state s requirements However because many states do not have a required form for accident reports we hope the one provided here after modifications from your advice will be acceptable to those facilities without the mandatory formats The Accident form has six sections 1 the general Report Information 2 the Victim Information 3 the Victim s address 4 The Accident Information whic
10. Class Adult 1 p m 2 30 p m Charles Arabas July 13 2012 6 57 p m Tuesday Swim Team 2 30 p m 5 p m Charles Arabas July 13 2012 6 57 p m Jefferson Aquatic Center Froma 01 16 13 To 05 12 13 v Edit Delete a schedule to display the sed Jefferson Shark Age Group Swim Team Morning Lap Swim 2 lanes Building your facility schedule 1 Fill in the Pool Schedule To edit this schedule click 2 Employees can fill in their own schedule from anywhere they can access the web and at any time as long as you have given them permission to sign in see Employee Information explained earlier They will fill in their schedule not the times they can work but the events that prevent them from working algebra class in the Routine section and Concert for a special event for example 3 Once both of these schedules are completed you or any supervisor you to whom you delegate can complete the Staff Schedule Page 23 e 0p Q uatic Data Solutions The Edit Screen of a Pool Schedule Edit Pool Schedule Time span Items marked are required Pool Schedule Details Facility Jefferson Aquatic Center Schedule from 01 16 2013 Schedule to Pool Routine Add Routine Jay of the a t D ow gt Monday Ha A en gt te ne to Jefferson k Age Group Swim Team 1 lifeguad 1 supervisor 05 30 AM 07 00 AM Monday Morning Lap Swim 2 lanes 1 l
11. are this view and help us design truly functional reports or offer options that might improve on our plan In our vision we will provide the capacity to share most of your reports by sharing them digitally The Report Menu has four submenus identifying a general category Each category will have a few reports within the category Chemical Usage Chemical Log Maintenance Log Facility Inspections Employee Employee Evaluation Accident Report The PoolManager generates all reports with the same method The Chemical usage report is good example From Selection Facility Chemical To No Reports generated To generate report please use the Report Control Patel Chemical Usage Report Panel Chemical Usage Report Output 1 Enter the Dates from and to The Facility and Chemical fields are 2 4 Click on Generate optional to further control the Button the PDF is under output of the report If you do not The output will appear construction select either of these the report will in the form on the contain all facilities and chemical right see below data quatic Data Solutions ono o The report generated without the facility and chemical filters Chemical Usage Report Output Flagstaff Pool Service and Consultation Chemical Usage Jan 1 2012 Dec 31 2012 Jefferson Aquatic Center Chlorine Gas Date Time Amount Units Employee May 8
12. aul Revere Charles Arabas Nov 28 2012 11 19 a m fil Jefferson Aquatic Center Nov 18 2012 1 10 a m Charles Arabas Charles Arabas Nov 28 2012 11 28 a m ri Jefferson Aquatic Center Nov 16 2012 3 p m Charles Arabas Charles Arabas Nov 17 2012 9 p m DD Jefferson Aquatic Center Nov 15 2012 2 p m Charles Arabas Charles Arabas Nov 17 2012 8 59 p m nil Jefferson Aquatic Center Nov 14 2012 4p m Charles Arabas Charles Arabas Nov 17 2012 8 57 p m m i New Chemistry Log New record To create a new record in most of the features click on the New button on the bottom of the Record Index Notice the All Active Deleted Filters at the top of the page above By selecting either of these choices you can control what data is available to view Records are not generally deleted and if they are you will be warned They simply stop being a part of the active portion of the PoolManager You can always bring them back if needed Creating editing or viewing a record opens a Form A Form refers to the physical structure where you enter data to create a record Although some forms may have slightly different appearances due to a difference in information gathered the interface remains fundamentally the same Below is an example of the edit Chemistry Log also used to view an existing record which provides a list of common functions for nearly all forms Page 3 quatic Data Solutions ono Q
13. ce he had some fluid And the last two sections gather data about the employee and witness accounts Employee Response Add Employee Response Employee Station Response Delete 12 Paul Revere y Primary Responder y performed first aid check and supplied water m 00 Charles Arabas y Secondary Response y Fetched water for Primary responder m Te p Witness Information Add Witness Information EY Witness name Contact number Delete Update Accident Data Reminder Click Update button to save information Page 29 g 0p Q uatic Data Solutions Incident Data The Incident Data is similar to the Accident Data format with five sections 1 general file information 2 Persons of Interest 3 Witness Information 4 Employee Response and Witness Information The first three sections gather information about the incident Items marked are required Incident Information Pool name Jefferson Aquatic Center y Location ae v Incident level ae y Incident date 05 09 2012 Incident time 11 v 00 v AM y Incident Type Vandalism y Filed by 00 Charles Arabas y Date filed 05 09 2012 Accident invovled Description adolescent spray painted on side of builiding Persons of Interest Add Person Last name Contact nt First name number Involvement Delete Se a a ma Witness Add Witness Witness first name Witness nun i nber Del
14. chedule from Schedule to Employee Routine Add Routine Employee Event Add Event Add Schedule Staff Scheduling The Staff Schedule pulls information from both the Pool Schedule and the Employees schedules allowing you to easily schedule employees for events explained later The notes furnished in the pool schedule will guide you or whoever you assign to do the scheduling Once the staff schedule is complete neither the employee s schedule nor the pool schedule can be changed without the director s Owner s permission The image below shows 5 steps to completing the staff schedule Page 25 for routine aW o 1 Select the schedule quatic Data Solutions Creating a New Schedule Staff Scheduling 2 d Select cl IC k a Select Schedule A Schedule from EEA day Routine Schedule DaN Time o bD e Monday Tuesday There are no ON e 3 The schedule for that day and notes Thursday Friday z Saturday will appear Then select a time Sunday 4 _Select staff Select Edit Routine Staff Mame Pa ATS C l C k There are no assigned staff available button Special Events e mm oe 5h The available There are no events available staff with important information will appear A Pop up box appears with a list of available the number of hours they have accumulated hrs worked and a select check box to add the empl
15. d optional based on your input Username silversmith Email 1ifoyland 2ifbyc com First name Paul Last name Revere Title lifeguard Employee type Student v Birth date 08 06 1978 Primary contact number 928 111 7896 Emergency contact number 928 319 1234 Emergency contact name bertha smith Employee number 12 Date hired 42 21 2011 Manager Race Optional EE y Start pay 6 00 Gender Male v Addresses The primary Address and Secondary Address accommodate those employees who may have more than one address such as College students who have a home address and a college address You choose which address is primary Employee s Contact Information amp Certifications If the pull down menus for Type of Contact and Certifications do not have the choice you need contact Aquatic Data Solutions with the options you would like to see in the list Employee History employment work history The employee history tracks the responsibility an employee has handled over his time of employment It is particularly helpful when someone calls for a reference after the employee has resigned As an employee changes from one responsibility level to another Lifeguard to Supervisor for example just log the previous position into the history The Current field determines whether the employee is still functioning in the same role or not It is possible to hold multiple positions simultaneously A lifeguard might be a swim instructor and t
16. e Pool Manager the operations menu focuses on the maintenance side of your facility It contains 6 features 1 Chemistry Log 2 Maintenance Log 3 Physical Inventory 4 Chemical Inventory 5 Chemical Usage and 6 Facility Inspection Page 12 The Chemistry L og The Chemistry Log focuses on the conditions of the water which includes values that if not D quatic Data Solutions N directly attributed to the water s condition at least interact in some ancillary way i e humidity water temperature and air temperature The Chemistry Log Information You will enter general information about the testing such as the facility name time and date tested and who did the testing Chemistry Log Details You will select from the pull down list the component you measured and then enter the value A symbol of ani in a black circle will appear if you entered a value outside of the appropriate range See Also Pg4 No 5 Chemistry Log Information Facility Jefferson Aquatic Center w Date tested R2RHN20 12 Time tested 2 vi 03 v AM iv Tested by 00 Charles Arabas v Chemistry Log Details Add Detail Row Component Total Alkalinity 75 00 e a PH 7 50 Water Temperature 34 00 B Calcium Hardness 300 00 Total Dissolved Solids 800 00 1 80 eL 1 80 8 Free Chlorine lt lt lt lt lt lt lt Total Chlorine
17. ete The last two sections gather information about the Staff response Employee Reports Add Employee Report Involvement Summan Action Description Env Description Employe yo 00 Charles Arabi y4 Response Solution Response Solution talked to perpetrators who willingly gave phone number A perpetrator agreed to volunteer with Maintenance as helper for 1 month Update Incident Data Page 30 aW quatic Data Solutions Health Department Evaluation Health Departments have different processes from state to state county to county and even city to city The evaluation form in the PoolManager represents a general gathering of information common to most Health Departments As we expand the functions of the PoolManager we hope to solve the dilemma of the broad variety of inspections There are four sections of the Evaluation 1 The general info about the file 2 the quantitative evaluation 3 the Qualitative Evaluation and 4 The open ended comments an inspector might make that explain or add information relevant to the facility but may not fit anywhere else in the form The first section simply provides the general information about the file and the inspection Edit Health Department Evaluation Items marked are required General Information Pool name Supervisor on duty 42 Paul Revere m Evaluator last name Harris Evaluator first name samuel Evaluation date 05 10 2012 Evaluation time 10 I
18. h includes the general description and outcome of the accident 5 the Employee Response and 6 The Witness Information contact Accident Data The first three sections gives the general information about the report and the victim Edit Acadent Data Items marked are required Report Information Pool name Jefferson Aquatic Center v Accident level Minor y Filed by 00 Charles Arabas v Date filed 05 03 2012 Accident date 05 03 2012 Accident time 2 vi 10 v PM ly Victim Information Last name Johnson First name Billy Gender Male y Race Hispanic y Age group Young Adult v Phone number 123 345 7869 Emergency contact Brenda Johnson Emergency contact number 432 234 9803 Victim condition Fair Victim Address Address 600 park view City phoenix State AZ Zip code 85675 Page 28 e 0p Q uatic Data Solutions The fourth section gathers information about the accident Accident Information General accident location Jefferson Aquatic Center v Injury type Dehydration 4 Injury location Systemic Injury degree Mild ve Date of followup 05 03 2012 First Aid Given Water Follow up info Victim reports to be feeling fine 4 4 General Description Victim reported to lifeguard that he was feeling very dizzy and weak Lifeguard asked victim to sit down Lifeguard asked questions Victim responded 3 hours in the sun 24 hours since last time had fluids SS Outcome Victim reported feeling better on
19. h the trouble as Setup is the core to the program and makes the PoolManager work for you In some instances you can increase the power of the software based on how specific you decide to be with your choices you make in setup You can find some examples at Swimmingpooltalk com WordPress Under construction The following information gives you brief descriptions of the kind of data expected Items starred must be entered in the various setup options Page 8 ono quatic Data Solutions Facility Setup Submenu Enter Facility Details These are the fundamental physical characteristics of your facility Volume Turnover Rate select a TR and Flow Rate is calculated Filter Rates Etc Anti Entrapment This section of the setup collects the details of your anti entrapment system if you have one Step 2 Anti Entrapment Drain cover max flow Drain cover life span Drain cover use anes y Drain cover standards O compliance Drain cover third party O tested Add Water Details Water Details describes the fundamental characteristics of your water mostly chemicals temperature etc You will select the component from the pull down list High low and ideal columns express the boundaries you find acceptable N A when the component does not lend itself to a range of values The Source column refers to values in your source water Increase and decrease columns tell the PoolManager what chemicals or procedures you would use to increase
20. hedules Pool Schedule and Employee Schedule work together to create the third schedule the staff schedule which can be used as a master schedule Below is a partial image of a pool schedule Schedule Routines Monday College swim Team 6 lanes Monday Morning Swim the edit link Monday Lifeguarding Class Monday Beginner Swim Class Adult Charles Arabas July 13 2012 6 57 p m Monday Water Safety Charles Arabas July 13 2012 6 57 p m Monday Intermediate Swim Class clad olde Indicates the selected Monday Trial event Pool Schedule Monday College practice E Monday Agegroup Practice Monday s Routine Monday Water Polo practice arles Arabas uly 13 2012 6 5 p m Monday Hydro Aerobics events Charles Arabas July 13 2012 6 57 p m Monday Masters Swiming Charles Arabas July 13 2012 6 57 p m Monday Public Swim Charles Arabas July 13 2012 6 57 p m Tuesday Jefferson Team Practice Charles Arabas July 13 2012 6 57 p m Tuesday Lap swim 6am 7am Charles Arabas July 13 2012 6 57 p m Tuesday H amp W training 8 a m 9 30 a m Charles Arabas July 13 2012 6 57 p m Tuesday Lifeguard Training 9am 10 a m Charles Arabas July 13 2012 6 57 p m Tuesday WSI 9am 10 a m Charles Arabas July 13 2012 6 57 p m Tuesday Noon Swim 11 a m 12 30 p m Charles Arabas July 13 2012 6 57 p m Tuesday Intermediate Swim Class adult 1 p m 2 30 p m Charles Arabas July 13 2012 6 57 p m Tuesday Beginner Swim
21. hey might have different pay scales This will be very important when the financial model is added Employee History Add Employee History Position Date of Change Pay rate Reason for change Current Delete lt Maintenance Specialist y 05 06 2012 6 35 promotion Secretary w 03 05 2012 6 67 promotion v Lifeguard y 08 16 2012 6 95 promotion v Lifeguard y 12 09 2012 3 00 promotion Clerk y 12 21 2011 6 00 hired L azpima y Page 17 ono quatic Data Solutions Employee Evaluation The Employee Evaluation form has a typical detail section that gives general information about the file though it allows you to enter comments for any purpose you feel is necessary for the evaluation The form is based on four domains that seem to be important characteristics found in good employees Knowledge Attitude Performance Specialized Knowledge and skill The first 3 sections have specific items common to most evaluations and allow you to rate the attribute on a scale of O to 10 A final score from all attributes is found in the bottom right corner Section A Knowledge Check appropriate box 1 Understands Policies 4 Knows Emergency Action Plan 2 Understands Procedures 5 Aware of Job responsibilities 3 Understands Mission Section B Attitude 6 Attendance 8 ly 8 Professionalism 9 y 10 Dependabil
22. ifequard supervisor 06 00 AM 07 00 AM Monday College swim Team 6 lanes Coaches responsibility 06 00 AM 07 00 AM ii Monday y Morning Swim 07 00 AM 08 00 AM Monday v Lifeguarding Class 07 00 AM 08 30 AM y Beginner Swim ciass adut Monday y Water Safety 03 00 AM 09 30 AM O UO OF 0 0 oO o Enter note Note can be anything For peleriiay of week example it can indicate how many employees are need to supervise event how many need to be schedule Events Special events that come up on occasion but do not occur routinely Pool Special Event Add Event Eee ee pean for A E pem fon je aoo pean je jeo J pe Joon won aoi aroan e Z esos T ron 0 ae ee ee ee E Enter the special event Name Norway Olympic Team Norway Olympic Team Enter Date Begin Time and End Time of special event Page 24 ono y quatic Data Solutions Employee Schedule The employees can fill in their own schedule As stated earlier they would enter routine and special events that would prevent them from working when they are NOT available Only the employee has access to his or her schedule He or she fills in the schedule online The process is the same as it is for the Pool Schedule Below is an example of the Employee schedule form New Employee Schedule Items marked are required Employee Schedule Details Employee a y S
23. ity 9 Iy 7 Punctuality 10 y 9 Assertiveness 10 y 11 Creativity 3 Iy Section C Performance 12 Completes Work Task in timely manner 9 ly 15 Produces quality work 5 ly 13 Shows initiative 9 y 16 Works well with Peers and supervisors teamwork 410 14 Works well with the public 10 The Specialized Knowledge and Skill section allows you to select one of the attributes you defined in Setup score it and make any comment you like about that skill Specialized Knowledge Add Criteria L spinal injury Deep Water y 10 y O Fitness level v 10 y O Spinal injury Shallow water y 5 y C y O Final score 88 50 Page 18 quatic Data Solutions ono b Notice of Employee Merit Discipline This Notice functions as a dual form both as a Merit notice or a Discipline notice It is tied to the Evaluation form in concept using the same criteria used for the evaluation ensures consistency between expectations and job performance Employee Notice Details The details section in this form is similar to most detail sections explained earlier Two items that are different are the Type of Notice select either Merit or Discipline and the method of notice select verbal or written Employee Evaluation Details Type of Notice Merit z Method of Notice Written y Employee 1 Thomas Jefferson w Evaluator 12 Paul Revere y Notice date 04 04 2043 Evaluation Time
24. nding water E y Enter Chemical Inventory Information Enter all of the chemicals you keep in storage the minimum quantity that would require reordering and the Maximum you want to store You will also select the units you will use for the chemical A good example of selecting the appropriate units is Gas Chlorine Assuming that you had a one ton cylinder of chlorine gas delivered you will select units of LBs because most of your measurements would be in LBs even though it is delivered in a One Ton Cylinder Perhaps you have a backup of two 150 Lb cylinders your maximum would probably be 2300 Lbs Your minimum might be 300 Lbs Page 11 ono o quatic Data Solutions Step 3 Enter your Chemical Inventory Information Add Chemical Item Calcium Hypochlorite 20 00 100 0 go Sodium Bicarbonate 400 00 2000 0 S a v O Management Submenu Enter Position Enter the positions Director manager supervisor for example that your facility uses to determine job responsibilities Employee Evaluation Criteria Enter specific skills and requirements that will be evaluated CPR skills test CPR written test Fitness level are just a few of the possibilities Enter Budget Codes Under Construction Enter Budget Categories Under Construction Enter Budget Sub Categories Under Construction Congratulations You have set up your PoolManager Operation Menu Probably one of the most popular menus of th
25. on Aquatic Center Lane 1 Deep y Pool Bottom Daily Review y LJ Jefferson Aquatic Center South side of Deck y Lights Monthly Review y C Jefferson Aquatic Center Mens Lockerroom bathroom y Men s lockerrooms Daily Review y a Jefferson Aquatic Center North end of deck y Starting Blocks Weekly Review y C y Enter Inspection Items Inspection items are those items that you will want to inspect for safety repairs and wear and tear Often your state health department will dictate the items that must be inspected on some routine basis Some overlap may occur between this set of information and the Maintenance Items completed earlier one difference being that you are only inspecting and not changing the condition of the item However there are items that are distinct For example you might inspect the storage of chemicals though it would not be generally considered a form of routine or preventative maintenance Step 2 Enter your Inspection Items Add Inpsection Item cation OS ee berete M Jefferson Aquatic Center Lane 1 Deep y Main Drain O A Jefferson Aquatic Center General Water y Water Clarity L Iuefterson Aquatic Center Chemical Storage Room y Chemical storage a Jefferson Aquatic Center Kids Pool y Security L Jefferson Aquatic Center Filter and Pump Room y Flow Rate O Jefferson Aquatic Center 3 meter diving board west y Diving Board E Jefferson Aquatic Center General Deck v Clear of sta
26. or decrease the component see example below Step 3 Add your Facility Water Details Optional Add Water Details Total Chlorine Calcium Hypochlorite Sodium Thiosulfate Total Alkalinity 20 00 120 00 100 00 60 00 Sodium Bicarbonate Muriatic Acid Calcium Hardness 100 00 600 00 200 00 150 00 Calcium Chloride 100 Water Temperature 61 50 63 00 75 00 Turn controller up Total Dissolved Solids y 00 00 50 00 Sodium Hypochlorite w Dilution y E Cs ee ae E quatic Data Solutions ono b Facility Map The Facility Map has two columns or Fields Zone and Description You may use any description for either column Perhaps you prefer Area to Zone The more detail you are with this textual map the better The location Locker room may not give enough description while Men s Locker Room Shower gives the reader perhaps a supervisor or a lawyer defending an accident a better idea of the location used in a number of features accident data being the most important There is no reason you cannot use both one general one specific You can place a grid over a drawing of your facility and label each grid MLR 1 for Men s Locker Room might be block 1 of the grid Any method that works for you is fine The map is used in Maintenance forms accident forms incident forms and inspection forms The method you decide to use should clearly identify the location Step 4 Add your Facility Map Optional Add Zone
27. oyee to the schedule Routine Staff Selection Tuesday na 08 00 AM 09 30 AM iv HA amp W training Available Staff Charles Arabas Supervisor Thomas Jefferson Director Click on the select checkbox to Reminder Click select the employee you wish Update to save to schedule information Page 26 ono quatic Data Solutions You can also click the view button to get a full schedule of the employee or by the position see below The Pop up after clicking View Routine Staff Selection Tuesday w 08 00 AM 09 30 AM H amp W training Available Staff ame eaen Charles Arabas Supervisor 33 98 Director Hrs Worked Thomas Jefferson Schedule Details By Mame Reminder click Monday Event Hrs 06 00 AM 07 00 AM Morning Lap Swim 2 lanes 1 00 08 00 AM 09 15 4M Beginner Swim Class Adult 1 25 12 00 PM 01 00 PM 02 00 PM 02 30 PM 04 30 PM 06 30 PM Agegroup Practice 2 00 07 00 PM 09 00 PM Tuesday Update to save information Noon Swim Trial event Public Swim Update View Close A completed Schedule Staff Scheduling Select Schedule Jefferson Aquatic Center From 01 16 13 To 05 12 13 v Schedule from 01 16 2013 Schedule to 05 12 2013 Routine Schedule Monday Tuesday 5 a m 6 30 p m Masters 1 guard Wednesday 7 a m 9 p m Open Swim this is a test of
28. rmation symbol a indicates that the PoolManager has a message for you In this feature that message is probably a notice that the value entered does not meet the range requirement with advice on how it might be corrected Other features common throughout the PoolManager Include Pull Down Menus To make data entry easier more consistent and less error prone some fields have a pull down menu with the appropriate choices The choices are derived from the SetUp values or provided by us Page 4 Q D quatic Data Solutions Time and Dates Times and Dates have pull down menus the latter having a calendar to make data entry easier Closing Forms You do not need to close a form Simply pick the next feature you want to work with and select it Forms close automatically In the future Functions and features of the PoolManager will expand into an almost intelligent assistant to you It will independently search for patterns within the data and email you with a notification of its findings connect you to your Health Department making communication easy and efficient notify you of code changes and new federal requirements send you messages about how it has improved and like any good assistant welcome your feedback to ensure it is doing its job Pull Down Menus The PoolManager offers many pull down menus If the choice you need does not appear please contact us Page 5 Features Menus at a glance 1 Dashboard 2 Se
29. s an interaction between the employees schedules and the pool schedules where the process of filling positions lifeguards front desk clerks attendants for a given time slot can prove challenging We have attempted to build a special schedule to handle these issues We have three schedule modules that work together Below is the basic anatomy of the Pool Schedule Pool Schedule Schedule Select a schedule to display the s Routines Select a schedule to view There are no routines available for this schedule then click edit to modify Events There are no events available for this schedule Create a new Sched u le New Schedule Page 21 ono 8 uatic Data Solutions New Schedule Image New Pool Schedule Items marked are required Click to add routine Pool Schedule Details events Facility Tee iv Schedule from Schedule to Pool Routine Click to add special events Click to save new schedule Add Schedule Page 22 ono quatic Data Solutions Basic Design of the Schedule Process There are three schedule sub menus Pool Schedule Employee Schedule and Staff Schedule Besides the heading section describing the Record each of the schedules has two additional major sections 1 Routine events Lifeguard training class every Monday and Wednesday at 10 00 am and 2 Special Events A birthday party The first two sc
30. scription ADS Model 2900 gpm Manufacturer Details Stores contact information about the company that manufactures the item Manufacturer Details Manufacturer Scientific Pool Company Address 1234 Swimming Lane City Aquatic City State WA Zip Code 90191 Supplier Vendor Details Stores contact information about the company that sold you the item Supplier Vendor Details Supplier Leslies Pool Company First Name John Last Name Paul Address SpaRd City Phoenix State AZ Zip Code 96059 Page 14 quatic Data Solutions TA A Q Maintenance Procedures provides an open space for you to enter a description of proper maintenance for the item Contacts supplier Phone numbers email contacts and any other form of contact for your supplier of this item can be stored in the Contacts feature Chemical Inventory Chemical Inventory Information Provides the same details as the typical form heading Chemicals Inventoried When inventorying your chemicals in storage use the pull down menu to select the chemicals Enter the amount you have in storage The units will be automatically entered Always double check to ensure the units do in fact represent the amounts you added to the pool New Chemical Inventory Items marked are required Chemical Inventory Information Inventory by 22 Inventory date Inventory time fe Bian amp Chemicals Inventoried Add Chemical
31. t in the Setup Menu If an item is missing go to the Setu p and enter it in the Inspection list The Condition is open ended and you can enter text to describe the condition Facility Inspection List Add Item Jefferson Aquatic Center Chemical Storage Room Chemical storage poor Storing liquid above solid Cal Hypo above Mur ACid Jefferson Aquatic Center Lane 1 Deep Main Drain Unacceptable Drain unbotted Jefferson Aquatic Center General Water Water Clarity Unacceptable Cannot see bottom Jefferson Aquatic Center Kids Pool Security Unsupervised Management Employee Information The employee information section contains critical information some of which is obvious This section holds much of the personal descriptive information about an employee necessary for communication access to the PoolManager current pay and history and residence Employee Details These details contain the essential information for an employee Of particular note is the Username It is important because it is used as the login for the PoolManager Pay close attention to the fields that are starred These fields must have values before you can successfully update save the file If a choice does not exist you can select any choice so that you can successfully update the record make a note and Page 16 r D quatic Data Solutions contact us about the problem We can add the appropriate choice or make the fiel
32. t the file the Add Employee button Attendance List In this section you enter the names of the employees who attended to add additional and add any comments that you deem important for the record lines Attendance List Add Employee employee 12 Paul Revere 1 Thomas Jefferson Orientation Topic It is helpful to have a record from orientation to orientation of what topics were presented who presented them and how long the presentations lasted Orientation Topic Add Topic Presented Dy CDC Representative 03 00 PM 04 00 PM ll Lt Cig tC Page 20 quatic Data Solutions Missed Topic List Invariably employees will have conflicts with the Orientation schedule The Missed Topic List allows you to select the employee and indicate which topic he she missed and why Employee Missed Topic List Add Employee to Missed Topic Update Employee Orientation Schedule The Schedule feature is one of the most useful features in the Pool anager for the users who have employees and a complex schedule It is easy to use and user friendly but not as self evident as most of the other features thus needing some explanation The schedule based on a few simple concepts and assumptions is designed to accommodate a busy pool schedule First most pools seem to follow a routine schedule but also have special events that are temporary They also may operate on a seasonal schedule There is alway
33. tup a Facility b Maintenance c Management 3 Operations Chemistry Log Maintenance Log Physical Inventory Chemistry Inventory Chemistry Usage Facility Inspection 4 Management ww QT a Employee Information b Employee Evaluation c Employee Merit Discipline d Orientation e Schedule i Pool Schedule ii Employee Schedule iii Staff Schedule 5 Risk Management a Accident Report b Incident Report c Health Department Evaluation 6 Reports a Operations i Chemical Usage ii Chemical Logs iii Maintenance Logs iv Facility Inspection b Management i Employees ii Employee Evaluation c Risk Management i Accident Report uatic Data Solutions Page 6 TM quatic Data Solutions Dashboard The Dashboard gives the manager a quick view of a facility s current state of condition It has five critical features 1 Pool Schedule 2 Certification Expiration 3 Chemical Inventory 4 Chemical Charts 5 Vital Signs These features may be different depending on the User s permission level The Dashboard features collect data from multiple areas in your database and give you the most current values The schedule will list the routine schedule as well as special events with the scheduled employee The Certification Expiration reviews all of the expiration dates and lists them if the certification is due to expire within 30 days of the present date The Chemical Inventory gives you the latest
34. uctor Pool Schedule Routines 1 Thomas Jefferson Water Safety Instructor Trainer 12 Paul Revere CPR PR No Pool Schedule Routines available No Pool Schedule Events available Chemistry Log Chart Dashboard Chemical Inventory T Features Page 2 TA A a quatic Data Solutions Another common design to the PoolManager is the Record Index screen the opening screen for most of the menu features Records are the individual forms you fill out to collect data in the PoolManager The record index is a summary of those records for a specific feature with general information about the record such as when it was filed and by who and whether it has been changed or modified from the original filing Below is the Record Index for the Chemistry Log the first screen you see when you select the Chemistry Log feature in the Operations Menu To view or edit a record click on a record in the first column also known as a Field Chemistry Log Oall Active Deleted Jefferson Aquatic Center Dec 6 2012 2 03 a m Charles Arabas Charles Arabas Dec 9 2012 2 55 p m DD A Jefferson Aquatic Center Nov 23 2012 2 p m Paul Revere Charles Arabas Dec 8 2012 8 39 p m DD Jefferson Aquatic Center Nov 21 2012 3 09 a m Charles Arabas Charles Arabas Nov 28 2012 11 25 a m iil Jefferson Aquatic Center Nov 20 2012 1 10 a m P
35. vi 30 wl AM ly Submitted by 00 Charles Arabas yv Date submitted 05 11 2012 Evaluator contact number 098 765 4321 The second and third sections gather both the quantitiative directly measurable values such as chlorine level and qualitative criteria indirect measures that require some judgement Quantitative Evaluation Add Evaluation Details Chlorine total none Chlorine free none Turnover rate close pool until turnover rate is 6 7 hrs Qualitative Evaluation Add Qualitative Evaluation Water Clarity ooo y opaque can t see bottom close until clarity is fixed O Fecal Accident os v Loose Stool Close pool and treat according to CDC Recommendations L i E Page 31 aW quatic Data Solutions Reports Operations Management Risk Management The number of possible reports created from the large amount of data the PoolManager gathers would be nearly infinite In today s technilogical world there are two fundamental types of reports Written hardcopy printed and digital as viewed on the computer screen Because we think written reports are valuable but should be limited to those required by code or law we decided to present a few reports simply as examples of how they might look This is one section that needs feedback from those who will utilize the software We hope to tailor the Reports Menu to the users needs We hope you will either sh
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