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CleanOpsStaff-3ed - Hunter Consulting and Training

1. 1jAdmin Building 1 Classroom With Carpet Floor Level2 2 Admin Building i 101 60 30 Classroom With Carpet Floor Level2 3 Admin Building 1 102 55 35 Classroom With Carpet Floor Level2 4 Admin Building 2 200 14 16 Office with Hard Floor Level2 S5 Admin Building 2 201 20 16 of with Hard Floor Level2 6 Admin B ing 2 202 24 12 Oi with Hard Floor Level2 7 Admin Building 3 300 40 50___ Research Lab with Hazardous waste Level2 8 Admin Building 3 301 7 30 Research Lab with Hazardous Waste Level2 gt J 9 Admin Buildin 3 Research Lab with Hazardous Waste Level2 1 Click in row 4 under Standard Space Category column Select Office With Hard Floor from the E dropdown list you might have to scroll up in the dropdown list Press Enter key 2 Uncheck the D checkbox Check the c checkbox Click in row 4 under Standard Space Category column Uncheck c checkbox Select rows 5 through 6 under Standard Space Category column Click the Paste button 3 Click in row 7 under Standard Space Category column Select Research Lab with Hazardous Waste from the dropdown list you might have to scroll up in the dropdown list Press Enter key 4 Uncheck the D checkbox Check the c checkbox Click in row 7 under Standard Space Category column Uncheck c checkbox Select rows 8 through 9 under Standard Space Category column Click the Paste button 5 Click in row 1 un
2. Bi 29 636 f Find Bldg Next fad Space Next Find Both __ Next Tabie e 3 37 FTEs te clean the new space at Level 2 it will take to clean at Level 1 s flat box to blank the FTEs and CSF FTE textboxes Repeat Step 8 through 11 for Level 3 and then for level 4 Observe that it takes 3 02 FTEs to clean the space at level 3 and 2 18 FTEs to clean at Level 4 not fully tested Note the green bars activate a Beta Calculator that is still in testing The Enter feature is September 1 201 Ernest R Hunter Sr P E CEM ACP MOS Master 69 September 1 2011 Exercise P17 2 Staff Calculator QStaff Exercise P17 2 Staff Calculator QStaff Open File Exercise P7 all Results HECS Data xIs ils Your budget officer informed you that you will only get 2 full time and 1 half time new FTEs for the new space for a total of 2 5 FTEs You want to know what cleaning level you can obtain without exceeding the standard CSF FTE Click the flat boxes to clear FTEs and CSF FTE and Level textboxes Type 2 5 in the FTEs textbox 2 5 FTE will achieve cleaning level 3 55 which is between 4 and 3 but closer to 4 and you will have to assign 40 000 CSF FTE Recall that Cleaning Level 4 require 2 18 FTEs and cleaning level 3 requires 3 02 FTEs You can see that 2 5 FTE is closer to 2 18 Level 4 than it is to 3 02 Level 3 Staff MACRO STAFFING Both
3. September 1 gt Ernest R Hunter Sr P E CEM ACP MOS Master 96 APPA Exercise Defining Routine Activities Page 50 Cont d 1 You now want to reassign all the Classroom with Hard Floor spaces to Local Classroom with Hard Floor Click Main Menu button Click Macro Staffing and Inventory button Observe the Total FTEs 1 85 and Total Minute per day 776 69 minutes 4 Find the nine Classroom with Hard Floor spaces and change the category to Local Classroom with Hard Floor 5 Observe that the Total FTEs changed from 1 85 FTEs to 1 88 FTEs and Minutes to Clean gt f because of the extra damp mopping you will be doing in Classroom with Hard Floor spaces 6 Note Open APPA Barton Hall Base Data P 45 Fig 5 2 HECS Data xls to see the text book solution to the above exercise September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 97 Exercise APPA Example 2 Page 52 Room 103A in Barton Hall as APPA Standard Carpeted Office Need Full Feature Mode and Guidelines From APPA Book Room 103A of Barton Hall is a standard APPA space of Carpeted Office and contains 375 CSF How many routine and project FTE are required to clean the space and what are the routine and project minutes to clean for that space 1 GA EA ge to BS Open file file APPA Barton Hall Base Data P 54 Fig 5 2 HECS Data xIs if not already open While in the Macro Staffing and Inventory worksheet cli
4. uickEntry in Short mode Quick Entry Toolbox QE q s Check al Uncheck All f7 Buking fF Foor fF spe CSF Fex Fed Hep cose gt space category F7 Level 1 The Record Navigator is a handy toolbox that is directly above the worksheet It contains many of the same command buttons as the QEntry The command buttons that are common to both tools work the same regardless of which one you click The Record Navigator can be used in conjunction with QEntry See the previous procedures and exercises for use of these common buttons September 1 A Ernest R Hunter Sr P E CEM ACP MOS Master 56 Procedure 12a Exploring the Record Navigator Sel All Command Button Procedure 12a Exploring the Record Navigator Sel All Command Button T z Sel All_ Colurn Fiter Un Fiter Col show Alll _sorta_ _sort d_ uP on eg Help 1 Sel All This button will select all records in the worksheet Use this button only when you want to perform an action on the entire worksheet Exercise P12 1 Using the Sel All button Open File Exercise P7 all Results HECS Data xIs 1 Open File Exercise P7 all Results HECS Data xiIs a While in the Data and Inventory worksheet on the Mini Toolbox click Function button b Click Open Data File button Double Click on Exercise P7 all Results HECS Data xis c Click Yes After the file load and validation process click OK d Cl
5. 1 Qficket Use this button to activate the MiniToolbox Macro Stafiing and Inventory Quick Ticket feature This feature allows main menu Work Mode you to make quick calculation of multiple records and then send the calculations to other Microsoft applications such as NotePad Word PowerPoint and Excel QEntry Time Mode QTicket StaffCalculator 5 Tools Arrange Functions Autofit gt 4 Go To Cell E Update Lists Help Set Default Order and to the printer One example of use is when you want to know how much time it should take to clean several spaces in your inventory You can select these spaces of interest and Get Record s into the QTicket and QTicket will calculate Total CSF Number of Spaces Average Cleaning Level Total CSF FTE Total Minutes To Clean per day Total FTE Total Minutes Base Time wmroansD September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 64 September 1 201 N Exercise 17 1a Using QTicket Get Record s Data xls Exercise 17 1a Using QTicket Get Record s Open File Exercise P7 all Results HECS Open File Exercise P7 all Results HECS Data xls if not already open You want to know how much time it will take to clean Spaces 102 and 104 of the first floor Click the QTicket button on QEntry Select Space 102 and click the Get Record s button Select Space 104 and click the Get Record s
6. Enter Additional Description Here f i ph R ff fd f E fA GRRR RHI RERE 2 LE EE le Kelish E g E js 8 VE E E 3 EFIE E REIRE JE September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 103 Exercise APPA Example 4 Page 57 Develop work schedules for the two resource leveled workers in Barton Hall Need Full Feature Mode and Guidelines From APPA Book Develop work schedules for the two resource leveled workers in Barton Hall There is monthly and quarterly project work such as spray buffing or vent dusting that cannot wait until break times This must be worked into the weekly schedule Contractually you are required to provide two 15 minute lunch breaks and a 15 minute wash up time per worker You are also required to provide the service of locking and unlocking various doors and custodial staff is also responsible for certain conference setups Your shifts are 8 hours or 480 minutes per day Although this exercise assumes a 7 hour or 420 productive minute day work schedules must account for all time 1 Open file Open file APPA Barton Hall Base Data P 54 Fig 5 2 HECS Data xis if not already open While in the Macro Staffing and Inventory worksheet click Show All button j 2 Click the Work Mode button to put the work sheet in Both in Minutes mode Observe that gt it takes 1 88 FTEs and 789 minutes per day to clean to perform at Level 2 when 4
7. J cear conv i gt Pastel Pn cose ELS bean aerate a Note The yellow highlighted area above is the Records Selection Tool The below text will 1 address the elements of this tool starting from left to right Range Selection Start Button click to copy the current active row number into the Range Selection Start Box to mark the beginning of a range of rows you will select with the Select Rows Button Range Selection Start Box contains the beginning of a range of rows you will select Range Selection End Button click to copy the current active row number into the Range Selection End Box to mark the end of a range of rows you will select with the Select Rows Button Range Selection End Box contains the end of a range of rows you will select Select Rows Button click to select range rows beginning with row number in the Range Selection Start Box and ending with row number in the Range Selection End Box Selected Rows Box indicates the rows selected by the Select Rows Button or selected by drag through rows in the Data and Inventory Area September 1 Ernest R Hunter Sr P E CEM ACP MOS Master Exercise P5 1 Using QEntry records Selection Tool Exercise P5 1 Using QEntry records Selection Tool wn VW__iiii LL _ _ Open data file Exercise P5 2 Results HECS Data xis With QEntry activated click anywhere in row 4 in the Data and Inventory Area and then click
8. E 25 Click Main Menu either on the Local Space Category Navigator or on the Mini Toolbox 26 Click Macro Staffing and Inventory button You will now make use of your newly created Local Space Category 26 Enter data for a 1200 CSF classroom on the first floor with a Space Number of 103 with a Category of Local Classroom With Hard Floor Compare the results with the Guidelines Figure 2 2 page 18 APPA Floor Space Flex Base Time Standard Space Category Or Local cstrer Mins per Row Building Name Number Narye Number Name Number anabe Field minutes Custom Space Category Cleaning pre day Bothy FTE 180e al aj spees levei M _ 1 Barton Hall 1 TOIA 150 63 92 Classroom With Hard Floor Level 15 132 3 29 0 008 2 Barton Hell 1 102 1200 511 39 Classroom With Hard Floor Level 19 132 26 34 0 063 3 Barton Hall 1 103 41 200 29 84 Local Classroom With Hard Floor __ tevel 2 22 852 22 85 0 053 September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master Exercise APPA Example 2 Page 18 New Classroom with Hard Floor Matrix Routine Activities for Example 1 yawn pe 10 ils 12 See narrative on Guidelines Example 2 APPA book page 18 From Main Menu click Local Space Categories button On Local Space Category Navigator Click 15t button Click the Local Space Maker button Click Read from Worksheet button and Ye
9. Ernest R Hunter Sr P E CEM ACP MOS Master 102 Exercise APPA Example 3 Page 57 Project Work For Public Area Cont d Need Full Feature Mode and Guidelines Observe the summary information at the top of the report 8 Number of Custodian days for Routine work 87 means that if one custodian were to perform all the routine tasks listed in the report it would take 87 day 9 Number of Custodian days for Project work 4 83 means that if one custodian were to perform all the project tasks listed in the report it would take 4 83 days J 10 Total Number of Custodian days 5 70 means that if one custodian were to perform all the routine and project tasks listed in the report it would take 5 70 days E 11 NOTE The numbers in steps 8 10 should not be confused with FTE calculations The above numbers has to do with how long it take to perform tasks while FTE has to do with how many custodians are needed on a recurring basis to clean an inventory of space at a specified cleaning evel Category 1 of 1 Total learable Square Foot CSF 7 251 Number of Custodian days for Routine work 87 Number of spaces to clean 17 CSF per Custodian for Routine work 9017 CSF per Custodian for Project work 1 525 CSF per Custodian for All work 1 377 Time To Clean Report culation with Hard Floor Pur Number af Custedian days for Project work 4 83 Total Number of Custodion days 5 70
10. OF Click the Work Mode button again and observe the data for Projects tasks Total Minutes Base Time 193 09 Click the Work Mode button again to show calculation for Both Projects and Routines tasks Click the Time Mode button to show all times in hours Click the Sel All button to select all the text in QTicket Click the To Clipboard button to copy the selected text into the Windows Clipboard Click the Notepad button to open Notepad When Notepad opens Click Edit then click Paste on the Notepad Menu Observe the QTicket text in now in Notepad Close Notepad without saving Click the Word button When Word opens Click Edit then click Paste on the Word Menu Observe the QTicket text in now in Word Close Notepad without saving You can paste into any application that recognizes the Windows Clipboard Click the Clear button to clear the QTicket textbox Clean Staff QTicket MACRO STAFFE Projects in Minute Biag Man Buldng Foor 1 Rm 102 CSF 325 Space Type Dormitory Lounge Cleaning Level 1 CSF per fte 14 934 Minutes To Can per day 9 14 FTE 02176 Minutes Base Time 67 70 Bldg Main Buidng Floor 1 Rm 104 CSF 486 Space Type Research Lab without Hazardous Waste leaning Level 2 CSF per fte 135 801 Minutes To Cean per day 1 50 FT Number of Spaces Average Cleaning Level 1 60 Total CSF per fte 32 005 Total Minutes To Cean per d
11. 7 94 Surpa Pho Roop Cp lovey g 3 42 53 144 26 399 53 o7 6 65 an sal 26 06 25 24 4 44 39 06 30 95 75 75 0 42 007 0 65 0 52 1 26 165 0 29 255 202 454 37 30 0 62 2 43 Total Minutes To Clean Total Hours To Clean 77 Barton Hall 2201A 700 Level 2 September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 106 Exercise APPA Example 1 Page 64 Figure 6 1 Costs to Clean Barton Hall Need Full Feature Mode and Guidelines From APPA Book Determine cleaning costs for each cleaning level in Barton Hall based on the staffing calculated for Figure 6 1 Assume your average wage rate is 11 00 your fringe loading factor is 25 percent supply expenses are 10 percent of direct labor and capital cost allowance is 5 percent of direct labor 1 Open file APPA Barton Hall Base Data P 54 Fig 5 2 Floor 1 and 2 HECS Data xis if not already open While in the Macro Staffing and Inventory worksheet click Show All button to show all rows Click Sef All Click Reports Click Cost of Cleaning By Level Compare the report with APPA book Figure 6 1 page 64 gt 4 Note that values are also shown for the customized Level C2 Level 2 until you customize them These values defaults to be the same as Cost of Cleaning by Level Report Additional Description Cell Gleaningtevel FTE aries Supply Cost Capital C
12. Pn Functions Report Generator and Staff Calculator toolboxes relative to the screen location of QEntry The purpose of this feature is to give you quick control of the four tools Functions Report Generator and Staff Calculator and QEntry a Click Arrange Tools Button and all three other tools will appear in one of the Four pre set Tiled and Cascaded arrangements b Click Arrange Tools Button again to cycle through the pre set tool arrangement c Drag QEntry to a different location on the screen and repeat above steps and the three tool will appear immediately below QEntry 2 Hide Show Tools Button Toggle between hiding and showing the three tools gt 1 Arrange Tools Button This button manages the arrangement on the screen of the f Note The idea here is for you to be able to quickly display the tool you need and quickly close the one you do not intend to use at the moment September 1 Ernest R Hunter Sr P E CEM ACP MOS Master 55 Procedure 11 Exploring the Record Navigator Common Command Buittanc Procedure 11 Exploring the Record Navigator and QEntry Common Command Buttons M adib saf ef s E sen eoume eto sna sota sota uee mw oa cu F pese fke Record Navigator z uickEntry in Tall mode Quick Entry Toolbox QEntry Check Ml Un Check Al fz Buding Z Foor spe CSE FRX Ped a A a z z E A m lola ae
13. T wiie mr will se pn 6 Another approach is to simply enter the Mode Base 850 03 Mins Time Per Day 95 01 Mins information in the inventory worksheet September 1 A Ernest R Hunter Sr P E CEM ACP MOS Master 81 Exercise APPA Example 1 Page 17 Figure 2 2 New Classroom with Hard Floor Matrix Routine Activities From APPA Book You are resource leveled clean your hard floor classrooms with activities at the frequencies given for Level 2 but do not re lamp or empty pencil sharpeners You do dust blinds weekly Assuming you get 7 productive hours of work how many CSF of classrooms con you assign your staff per shift By being resource leveled only the upper portion of the matrix is needed to identify cleanable square feet assigned per custodian for routine work activities We recommend creating new matrices any time you solve these types of problems Since you are only concerned with a specific frequency of cleaning for each task only one column of adjusted minutes is needed to get the appropriate answer The new matrix will look like Figure 2 2 Explanation You will make a local category to account for the difference in tasks and frequencies you desire for this space compared to the tasks and frequencies in the standard matrix From the Main Menu click Open button Select file APPA Barton Hall Base Data P 17 Fig 2 2 and 2 3 HECS Data xis and click
14. button Scroll down in QTicket and observe the summary calculations at the bottom of the large textbox You can see that the two spaces together are 811 CSF The Average Cleaning Level is 1 6 since one of the spaces is cleaned at Level 1 and the other is cleaned at Level 2 The CSF FTE is 8 722 You must set aside 39 05 minutes per day to clean the two Spaces at the specified levels The two spaces require 09299 FTEs and to do both the Routine and Projects tasks in both rooms all in one visit would take 237 71 minutes Click the Work Mode button and observe the data for Routine tasks Total Minutes Base Time 44 62 Clean Staff QTicket_ s MACRO STAFFING Bath in Minutes Bdg Man Buidng Foor 1 Rm 102 CSF 325 Space Type Dormitory Lounge eaning Level 1 CSF per fte 6 330 Mnutes To Oean per day 21 56 FTE 05134 Minutes Base Time 81 23 Space Type Research Lab wthout Hazardous Waste caning Level 2 CSF per fte 11 670 Minutes To Gean per day 17 49 FTE 04165 Use to make QTicket Taller or shorter Tota Mules To Gean per day 38 05 Total FTE 09299 Total Minutes Base Time 237 71 Ernest R Hunter Sr P E CEM ACP MOS Master 65 Exercise 17 1b Using QTicket Work Mode amp Time Mode HECS Data xIs Exercise 17 1b Using QTicket Work Mode amp Time Mode Open File Exercise P7 all Results en
15. me eatea tont eme zir Sid peed F Read rom Worksheet Remove Project Actytes Remove Routine Actvmes Pin September 1 N Ernest R Hunter Sr P E CEM ACP MOS Master 90 Exercise APPA Example 1 Page 38 FTE to Service 7 851 CSF of Hard Surfaced Hallways Need Full Feature Mode and Guidelines From APPA Book There are 7 851 CSF of hard surfaced hallways in Barton Hall How many FTE are required to service them at Cleaning Level 2 At cleaning Level 3 hwWnN a 10 Open file APPA Barton Hall Base Data P 45 Fig 4 4 HECS Data xIs if not already open Starting from the Main Menu click Macro Staffing and Inventory button Click the Show All on the Record Navigator button to ensure your worksheet is not filtered Click inside of the Standard Space Category OR Local Custom Space Category column in any row containing Public Circulation with Hard Floor Click the Column Filter button on the Record Navigator and click Select on Cell Content to select all the Public Circulation with Hard Floor spaces Observe in the summary row that there are 17 of these spaces all assigned Level 2 service requiring 0 32 FTE To determine the FTE requirement for other cleaning levels you can run several reports Click the Sel All button to select all 17 rows and click the Reports button Click the Macro Staffing by Levels button Observe a Level 1 requires 0 863 FTE b Level 2 requires 0 320 FTE c Level 3 requir
16. removes the filter only from the selected column Column Fitter Un Fitter Col Select on Cell content September 1 A Ernest R Hunter Sr P E CEM ACP MOS Master 59 Procedure 13 Using the Sort a and Sort d buttons Procedure 13 Using the Sort a and Sort d buttons Open File Exercise P7 all Results HECS Data xlis Sel All_ Column Fiter You can sort the records in the Data and Inventory worksheet in ascending and descending using the Sort a and Sort d buttons To sort the records back to their original order sort on the Default Row Seq column using the Sort a button Exercise P13 1 Sorting records 1 Open File Exercise P7 all Results HECS Data xIs if not already open 2 Click in Floor Name Number column in any row Click Sort d button Observe that record are sorted by floor number in descending order 3 Click Sort a button Observe that record are sorted by floor number in ascending order 4 Repeat steps 2 and 3 above for all the data columns while observing the resulting record sort order 5 To sort the record back to their original order click in then Default Row Seq column and click the Sort a button Observe that the records are returned to their original sort order September 1 A Ernest R Hunter Sr P E CEM ACP MOS Master 60 Procedure 14 Autofit and Column Adjustment Procedure 14 Autofit and Column Adjustment Open File Exerc
17. 3 Research Lab with Hazardous Waste Level2 enter the below data Go to Main Menu Click Close button Click Yes Click Macro Staffing and Inventory button Click the Keypad button Move the keypad to a convenient location on the screen Uncheck all Keypad checkboxes 2 In the Keypad input box type Admin Building Select Rows 1 through 9 by dragging thorough the rows Click the Paste button Observe that rows 1 through 9 now contains Admin Building 3 Click Cir button Click the the Paste button 4 Click Cir button Click the the Paste button 5 Click Cir button Click the the Paste button 1 button Select rows 1 through 3 under Floor column Click 2 button Select rows 4 through 6 under Floor column Click 3 button Select rows 7 through 9 under Floor column Click September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 72 Exercise P18 1b Using KeyPad to Enter Data Exercise P18 1b Using KeyPad to Enter Data Continued from previous Exercise Ijadmin Building 1 100 a5 24 Classroom with Carpet Floor Level 2 2 Admin Building 1 101 60 30 Classroom with Carpet Floor Level2 3 Admin Building 1 102 55 35 Classroom With Carpet Floor Level 2 4 Admin Building 2 200 14 16 Office with Hard Floor Level 2 S Admin Building 2 201 20 16 Office with Hard Floor Level2 6 Admin Building 2 202 24 12 Office with Hard Floor Leve
18. 94 Office with Hard Floor Level 2 16 838 0 014 2 81 23 Dormitory Lounge Level 1 6 330 0 051 3 441 30 Classroom With Carpet Floor Level 3 33 086 0 045 4 156 48 Research Lab without Hazardous Wasi Level 2 11 670 0 042 5 Cafeteria with Hard Floor Level 1 12 661 6 September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 29 Exercise P1 1 cont Explanation of Summary Results Exercise P1 1 cont Explanation of Summary Results Gsprces fax Toulon swatevel Ave minutesto saarea 3 981 Field Time Minutes MACRO STAFFING Both in Minutes 1 97 TWA CSF FTE Clean Pm 6 Spa S Total CSF count 1 126 59 Level 1 59 15 317 109 16 f Summary Calculations aera klex tase time standard space category or Loca sever mins per Default eeanble esa nace Custom space ategoy Sterne Tre dayton TU gow sea Ta aan 257 aooe T ar 235 16 838 5 86 0 014 2 Detail Individual Space 225 6339 2156 oosi 3 5 1500 asoss 19 08 oas 4 Calculations 386 aus70 17 49 oom 5 1 285 12 661 42 63 0 101 Explanation of summary calculations from left to right 6 spaces for 3 981 Total Cleanable Square Feet CSF It takes 1 126 minutes to perform all the Routine and Projects activities for the 6 spaces The Work Mode is Both Routine and Projects activities The Time Mode is Minutes The Space Weight Average SWA cleaning level is 1 97 and the Time Weigh
19. C2 to fit your local conditions Note1 You will learn to use the feature of the Standard Category MiniToolbox in a different section of this document Click the Num button on the Standard Space Category Navigator to sort the list of matrices by matrix number as they appeared in the old CleanOpsStaff and the old APPA Guidelines Second Edition Click the Name button to sort the list of matrices alphabetically Click Main Menu either on the Standard Space Navigator or on the MiniToolbox to return to the main menu September 1 N Ernest R Hunter Sr P E CEM ACP MOS Master 78 Exercise APPA Example 1 Page 10 FTEs and Cleaning Level for 251 876 CSF of Classroom Space From APPA Book Your campus has 251 876 square feet of space assigned to classrooms with hard floors and six custodians to clean that space Identify your current theoretical cleaning level on Figure 1 1 and calculate the number of custodians required to clean at Level 2 1 While in the Inventory and Staffing worksheet click Suit omer Qe al Staff Calculator button in the MiniToolBox to ct eter us pa Helo_ Main Menu activate the Staff Calculator ea sal eal ace i rrr 2 Use the Type dropdown list to select Classroom with woe S B rs ses Hard Floor Observe that the calculator calculates 7500 compute Gear reste gt information for cleaning level 2 and 1 200
20. CSF base mnanaa Net Fndspace not Erason time for the matrix El F Net rode ease 0730ean set Asie Tre 3 Click the Clear button oS m ulu alajo ni ose on L Enter 251 876 in the CSF input box Type OK if prompted Enter 6 in the FTEs input box Click the Compute button Observe result the cleaning level with only 6 FTEs is 3 87 or between Level 4 and Level 3 but closer to Level 4 The CSF FTE is 42 000 round Select 3 from the Level dropdown list and observe CSF FTE 32 000 and FTE 7 88 Select 4 from the Level dropdown list and observe CSF FTE 43 400 and FTE 5 79 Finally observe that 6 FTEs is between 5 79 FTEs and 7 88 FTEs but closer to 5 79 FTE hwWnN ee GH September 1 A Ernest R Hunter Sr P E CEM ACP MOS Master 79 Exercise APPA Example 1 Page 10 FTEs and Cleaning Level for 251 876 CSF of Classroom Space Cont d From APPA Book Your campus has 251 876 square feet of space assigned to classrooms with hard floors and six custodians to clean that space Identify your current theoretical cleaning level on Figure 1 1 and calculate the number of custodians required to clean at Level 2 i 2 3 SG a a Bl gS You can also use the inventory worksheet to answer this question From the Main Menu click the Macro Staffing and Inventory button In the first blank row click under the Building Name Number column and enter
21. Column then click Select on Cell Content button 10 Observe the 17 804 CSF in the top Summary Row matching the total for the second floor in the APPA book Figure 4 4 page 40 11 Click Show All button on Records Navigator Toolbox to show all records 12 Click Main Menu either on the Standard Space Navigator or on the MiniToolbox to return to the main menu September 1 A Ernest R Hunter Sr P E CEM ACP MOS Master 92 Exercise APPA Figure 4 5 Page 45 Barton Hall Staffing Summary Need Full Feature Mode and Guidelines betes a 1 Open file APPA Barton Hall Base Data P 40 and P 45 Fig 4 4 and Fig 4 5 HECS Data xIs if not already open Starting from the Main Menu click Macro Staffing and Inventory button Click Show All button Click in any row under any column in the data area of the worksheet Click Sel All button Observe all 138 rows have been selected and the column you clicked in is highlighted In the MiniToolbox in upper right corner of screen click Reports button On the Reports Generator Toolbox click Macro Staffing by Level Report button 8 Compare the staffing number in the CleanOpsStaff 3ed report with those in APPA Book Figure 4 5 page 45 Note that CleanOpsStaff 3ed sorts the Space Categories in alphabetical order 9 On the Report Generator Toolbox click Close Reports button to return to the Macro Staffing and Inventory worksheet 10 Click Main Menu either on MiniToolbox
22. FTE data from this table in its basic calculations It also uses the Minute to Clean data Note that it takes 28 75 minutes to do the Routine tasks and 482 63 minutes to do the Projects tasks for Classroom with Hard Floor 2 In the MiniToolbox click the Time Mode button Observe the times change to hours and the headings change color Click the Time Mode again to switch back to minutes 3 Click Main Menu Button to return to the main menu September 1 nN Ernest R Hunter Sr P E CEM ACP MOS Master Exercise APPA Appendix B Pages 251 317 Standard Space Category Matrices Starting from the Main Menu click Standard Space Category button A Standard Space Category Navigator will appear on the right side of the screen with the matrices list in Alpha order the first time you launch the Standard Category Navigator Click the category name in the list to navigate from matrix to matrix Compare the information in the screen to the information in the guidelines book The numbers in CleanOpsStaff 3ed will differ slightly from the numbers in the book due to rounding Drag the mouse through the list as another method to go from matrix to matrix Observe the same numbers and frequencies for the activities and levels as in the APPA Guidelines matrix Observe the Level C2 column added by CleanOpsStaff 3ed which you can modify Observe the MiniToolbox This tool box will make it easy for you to customize a cleaning level
23. For see oF Flex eld Hep close T space Category F Level Main Building E gt J Office with Carpet Foor BINTE September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 33 Procedure 2 Using QEntry for data input cont Procedure 2 Using QEntry for data input cont 4 Click the QEntry top blue Title Bar to ensure it has the focus 5 Roll the mouse pointer over the Un Check All Button and pause to read the Screen Tip Note If you are using multiple monitors the Screen Tip might be displayed on the primary monitor 6 Roll the mouse pointer over the Checkboxes and pause for Building Floor CSF Space Category and Level Read the Screen Tip as you pause 7 Click to Check the Checkboxes for the data elements you want to enter data for e g any combination of Building Floor CSF Space Category and Level 8 Type data in the Input Boxes or select from Dropdown List Note you may pause the mouse pointer over the input boxes and read the screen tip to confirm which data element they are for 9 Inside of the of the Data and Inventory Area click on the Row Cell of the first empty row 10 Click the Paste Button and click Yes Note the data yo tered in QEntry is pasted into the selected row 11 To paste the data to multiple rows click inside of the Row Cell in the first row and drag to highlight select multiple row
24. OK 2 You will find space cleaned at Level 1 on the first floor only Click Floor Checkbox Type T in the Floor Box Click Find First Record Button Click Find Next Button once while observe the Active Row Indicator goes to row 3 Click Find Button again and click OK 3 You will clear all QEntry input boxes Click Check All Button Click Clear Button Observe all input boxes are now blank 4 You will copy record into QEntry Type 5 in the Current Record Button Click Go Click Copy Button Observe that all the QEntry input boxes are filled by data from row 5 5 You will paste the contents of QEntry to row 14 for a third floor identical space In QEntry Edit the Floor Box by replacing 1 with 3 and edit the Room number to 304 Click anywhere in row 14 Click Paste Button and click Yes if necessary Observe that row 14 is identical to row 5 except for Floor number and Room number September 1 nN Ernest R Hunter Sr P E CEM ACP MOS Master 49 Procedure 7a Exploring QEntry records Filter Function Procedure 7a Exploring QEntry records Filter Function ate log Check AI Un Check Al ety 2 IT amp aa Find Fist Find Next 1 Apply Filter Button Display only records that match the data contained in input boxes where the input box corresponding checkbox is check a Check checkboxes of corresponding input boxes you want included in the filter criteria b T
25. OK Click Yes Click Ok 2 Click Macro Staffing and Inventory button Observe there are already two rows in the inventory data worksheet these two rows are for reference only 3 Click Main Menu Click Local Space Categories Button to get to the Local Space Categories Worksheet There are 15 matrices numbered 34 48 40 matrices numbered 34 73 with ProLocal Upgrade taking up from where the 33 Standard Matrices left off The matrix at the far left of the screen with the blue text heading is the Active Local Matrix You Navigate through the matrices using the Local Space Category Navigator or by clicking inside of the matrix you want to become the Active Local Matrix nino i Lia Local Category Maker Prev Next Ist 6th Last Save Local Category Fie Load Local Category File main menu Close Pin 34 Local Space Category Name 3 Click 1 button to make the first Local Space Category Matrix active Click the Next Button then Prev button Mid button and the Last button as often as necessary for you to get a feel for what they do Click the List button to go directly to a matrix September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 82 Exercise APPA Example 1 Page 17 Figure 2 2 New Classroom with Hard Floor Matrix Routine Activities Cont d 4 You will use the Local Category Maker button to make your Local Category Click L
26. P1 1 Results HECS Data xis NOTE Read all the message boxes as you do this exercise OPEN INVENTORY FILE Go to Macro Staffing and Inventory worksheet In the MiniToolbox click Functions Then click the Open or Save Inventory File button Click the Open Inventory File button in the dropdown tool Scroll down and Click on My Exercise P1 1 Results HECS Data xIs and click Ok Click Yes After the load and validation process click Ok SAVE INVENTORY FILE same name Go to Macro Staffing and Inventory worksheet In the MiniToolbox click Functions Click Open or Save Inventory File Click Save Inventory File Click Yes Click Ok Note if you did not want to overwrite the file you could have clicked No when prompted and you would have been given an opportunity to save the file under a different name SAVE INVENTORY FILE different name Go to Macro Staffing and Inventory worksheet Click Functions Click Open or Save Inventory File Click Save Inventory File Click No Click Yes Click Save to see existing Inventory files Click once on My Exercise P1 1 Results HECS Data xIs and change name to My Second Exercise P1 1 Results HECS Data xis Click Save Click Yes Click Ok September 1 201 UN Ernest R Hunter Sr P E CEM ACP MOS Master 43 Procedure 5 Exploring QEntry records Selection functions Procedure 5 Exploring QEntry records Selection functions Quick Entry Toolbox QENE space F CSF ec relt
27. You can MiniToolBox Macro Staffing and Inventory sort the records in different order and Main Menu Work Mode Keypad Reports Decimal then make the new order the default seta te oan Woe sero e order by using the Set Default Order ae Functions autoft af P a T gt button P Go To Cell T Update Lists Help 5et pefaut order Exercise P15 1 Using the Set Default Order feature Open File Exercise P7 all Results HECS Data xls if not already open 2 Click in the Space Name Number column 3 Click the Sort d button Observe the numbers in the Default Row Order column are now out of order If you would like for the current of the records to be the default order you would use the Set Default Order button 4 Click the Set Default Order button Click Yes Observe that the numbers in the Default Row Order column are now in order You can now user the Sort a button and sort on Default Row Order column to return the order of the records to this current order after i any other sort you make September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master Procedure 16 Update Dropdown Lists feature Procedure 16 Update Dropdown Lists feature Open File Exercise P7 all Results HECS Data xIs 1 Update Dropdown Lists feature Use this Waiiodion Neco Saling al ney button to update the dropdown lists in the worksheet and QEntry The Building Floor and Space fields in the wo
28. break as a no cost contract sweetener Your shifts currently have seven productive hours and 20 workers clean 459 260 CSF of Hard Floor Classrooms at Cleaning Level 2 22 963 CSF per custodian In this example we will use only classroom data but in actuality you would change the productive minutes in all space categories you are using and perform the staffing calculation From Main Menu click Close button and click Yes Click the Macro Staffing and Inventory button In Row 1 under Building Name Number enter All Buildings Under floor Name Number enter All Floors Under Space Name Number enter All Classroon Hard Under CsF enter 459 260 Under Standard Space Category Or Local Custom Space Category select Classroom with Hard Floor Under Cleaning Level select Level 2 Click the Work Mode button in the MiniToolBox to display Routine work only 10 Observe 20 FTEs required to perform routine work at level 2 11 Right click inside any cell in the Inventory worksheet and select Configuration 12 Use the Resize buttons as needed 13 In the Local Number of Minutes in Day input box enter 405 this is 420 minutes minus 15 minutes 14 Click Write Configuration Variable from Form To Memory button 15 Click the Local radio button 16 Observe the 20 FTEs now becomes 20 74 FTEs Therefore the conclusion is that it will take an additional 0 74 FTEs to allow for an extra 15 break while still perform
29. click No Observe that the audit package is being generated 5 Observe the Audit Spaces To Inspect mini report appears on the right spaces randomly selected for you to go inspect 1 Refer to the narrative in the Guidelines in APPA book pages 65 76 pa ee of your screen This is a summary of the random and a listing of the ES sam ro cows Toro rower rerez ores ome m 6 The Audit Random Sample information mini report will appear as seen above This information can be sent to other applications such as the Notepad or to the printer by clicking the buttons at the bottom of the box You can then use the printout to plan your inspection route 7 Observe the summary information at the top of the Audit Random Sample information mini report Then click inside the mini report and scroll to see the spaces that have been randomly selected for you to inspect Click the gray edges at the top and side of the box to resize it 8 Close any instance of Windows NotePad that s open Click inside the mini report text box Click the Sel All at the bottom of the mini report Click To Clipboard button Click To NotePad Click inside NotePad Click Edit Click Paste This is one several techniques you can use to export the min report to other applications September 1 A Ernest R Hunter Sr P E CEM ACP MOS Master 108 Exercise APPA Determining APPA Levels of Cleanliness in Buildings Chapter 7
30. cont d Need Full Feature Mode and Guidelines 1 Click the Down Arrow on the Mini Navigator to go to the zm next record P lng Teor cy E R als 2 Click the 1 2 3 and 4 at the top of the form and observe that the clicked score get applied to all appearance items hopenane nens f ttre 3 Click the Down Arrow on the Mini Navigator to go to the next record Corre Af Tabi urdevarin axed teh arares ecard 10 tel Saf le coe me f 4 Click the 2 and observe all appearance items scored at 2 Now click inside any appearance items cell to give it a Uf ete Sate score of 3 Note that the other item remain at 2 egies 5 Click the Down Arrow on the Mini Navigator to go to the meea F next record Click the 2 to score all items as 2 J am por eee 6 Observe the five small red tick comment tick marks in the tina Description Cell C beanOpstaft upper right corner of some of the cells in each form 3 7 Roll your mouse point over each of the comment marks and pause to read the comment about these active cells popes tee Grate Tratten eae 8 These active cells allow you to edit the scoring of the E i afam a i form al Honora ne and oh tad sh lire 03 i 9 Roll you mouse move each comment mark and perform the seen po nmn d PEN A T Stati action it describes A inset i d S Trash carts
31. ear Copy 7 Pastel Pr Cose co seat coumnriter ins oeRow showar sota Sord FindFrst FrdNext appy Fier Removeriter Main Menu 1 With QEntry activated type 7 in the Current Record Box and click the Go Button Observe that row 7 in now selected 2 Click and hold down the left mouse button in the Floor column in row 3 While holding down the left mouse button drag to row 8 under Minutes to Clean Column as shown 3 Observe the Current Record Box and Select Rows Box The top row number of the range is in the Current Record Box and the selected range row as well as the number of rows selected are displayed in the Selected Rows Box 4 Click the First Record Button to return the blue Active Row Indicator to the first row September 1 y Ernest R Hunter Sr P E CEM ACP MOS Master Procedure 6 Exploring QEntry records Find Function Procedure 6 Exploring QEntry records Find Function Quick Entry Tootbox Entry R mex ing check at un check al 7 F Foor 7 space E CSF 7 Pex Fed Hep cose r gt space category F Lever E Jj E z z E ee Sl ee EEE q Cear Copy i gt Pastel pn cose co san column ter snow sota cod fndfest rnaner Aopy Fiter Remove ter Wan meru Note The yellow highlighted area above is the Records Find and Filter Tool The below text will address the elements of this tool starting fro
32. in Minutes I EE Cell Filter Un Filter Show All Add Help Main Menu Sorta sort d up Dn gricket gentry Type Classroom With Carpet Foor vy Perera tere BSI IS o EE 20000 sma Y Compute car Paste Find Bldg Net Find Space Next Find Both z _Next Work Mode Time Mode Base 29 420 08 Mns F Auto To uu aja aia ose _Pn Ernest R Hunter Sr P E CEM ACP MOS Master 70 Procedure 18 Exploring KeyPad Procedure 18 Exploring KeyPad 1 While in the Macro Staffing and Inventory worksheet you can click on the Keypad button to activate the keypad feature The keypad is used in much the same way as a calculator with a few extra features This is handy when you have space dimensions and Need to compute square feet as you would on a calculator of cells in the worksheet MiniToolBox Macro Staffing and Inventory Main Menu Work Mode QTicket Staff Calculator Tools Arrange Functions Autofit 4 gt reals gt Go To Cell c Update Lists Help Set Default Order Places Use the number and operator keys to perform calculation just You may enter number and text directly into the input box Use the Paste button to paste the content of the calculator input box into the current cell or the current selected range Use the Cir but
33. in the normal way you would print any other document If you do not have a printer connected then click Close Print Preview Click Main Menu button to leave the Audit report You are now ready to take the inspection forms to the field with you to inspect the randomly selected spaces While inspecting the spaces put a mark in the cleaning level box that best fit the cleanliness of the Appearance Item you are inspecting After conducting your inspection and recording your result on the inspection audit sheets you are ready to start CleanOpsStaff 3ed load the Audit package file and record your results in CleanOpsStaff 3ed TirToobox Audtinruments Report Main Nenu Fist Space CoseReporis Previous Space Prntoort React netso Report Generator LestSpace ResetCal 4 gt Audt Worksheet save Audit Package I Load Audt Package fegtite Torketimtenefancrigein E gaeta Fence Print Page Setup Print Q Brets Zoon Close Frnt Show Nargins Preview Zoom Preview Ernest R Hunter Sr P E CEM ACP MOS Master 112 Exercise APPA Determining APPA Levels of Cleanliness in Buildings Chapter 7 Pages 65 76 cont d Need Full Feature Mode and Guidelines You are now ready to transfer your audit result from the hard copy audit sheets to the Audit Instrument Report In the Macro Staffing amp Inventory Worksheet click t
34. mer Jf a 2 m ry Glcetne ny See zr Onoare JP aw r Sale an Datars ae J fr Button Observe that you are now left 3 j gt F iz with nine 9 Routine Activities a sa Siwy ampio gt ee Tk Click the checkbox for Relamp in row en amenes Jde gfe fe r 2 R and for Empty pencil sharpeners qa Detni de df r in row 6 R 19 20 Click Delete Checked Row s Button Observe that the two unwanted activities were deleted Note This Example continues on next page September 1 TA Ernest R Hunter Sr P E CEM ACP MOS Master 84 Exercise APPA Example 1 Page 17 Figure 2 2 New Classroom with Hard Floor Matrix Routine Activities Cont d 21 For Dust Blinds use the dropdown list to change the frequency to weekly by selecting w Compare the results the screenshot and to Figure 2 2 on page 18 a Sey one Pec cae 40s age ae DRE Heltah 22 You are now ready to write the Local Category to the Local Category Worksheet Click Write to Worksheet button Click Yes 23 In Local Space Category Maker click Close button Click Yes Observe the Local Category now in the worksheet and will be available for you to select from within the Data and Inventory Worksheet It will also be reflected in the Staffing Services Levels table along with the 33 Standard Space Categories 24 Close the Local Category Maker
35. other program to learn to use CleanOpsStaff 3ed Skip to User Training Manual September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master September 1 2011 CleanOpsStaff 3ed Modes CleanOpsStaff 3ed has three modes The DEMO mode Full Feature Mode and Pro Mode The Demo Mode is intended for demonstration and evaluation and can only handle 100 records or spaces and has certain feature restrictions You may use the Demo mode only for these two purposes The Full Feature Mode can handle 5000 records or spaces with no feature restriction You must obtain a Product Code from APPA and an Activation Key from Hunter Consulting and Training and activate the program before you can run CleanOpsStaff 3ed in Full Feature Mode The Pro Feature Mode allow you to add up to 20 000 records or and install upgrades Any upgrade or record capacity increase converts CleanOpsStaff 3ed to Pro mode Skip to User Training Manual Ernest R Hunter Sr P E CEM ACP MOS Master 18 September 1 2011 Very Best Regards Hunter Consulting and Training Skip to User Training Manual Ernest R Hunter Sr P E CEM ACP MOS Master User Training Manual This manual contains information and exercises designed to help you learn the features of CleanOpsStaff 3ed You can also request CleanOpsStaff 3ed training for your custodial leadership staff from Hunter Consulting and Training Send email to to get a quot
36. the Start Button Observe the Start Row Box it should contain 4 Observe the Selected Rows Box it should contain 4 4 1 Click anywhere in row 11 and then click the End Button Observe the End Row Box it should contain 11 Observe the Selected Rows Box it should contain 11 11 1 Click Select Rows Button Observe Selected Rows Box it should contain 4 11 8 Observe the Data and Inventory Area a range encompassing rows 4 through 11 should be highlighted and selected Click the Middle Record Button observe that row 7 is select which is about half way in the data base It will not be exactly half if you have an even number of records Type 10 in the Current Row Box and click the Go Button Observe the Blue Current Row Indicator goes to row 10 and the Selected Rows Box contains 10 10 1 Select a range of rows from 2 to 12 using the record select tool a Type 2 in the Start Box b type 12 in the End Box c click the Select Rows Button the Selected Rows Box should contain 2 12 11 September 1 A Ernest R Hunter Sr P E CEM ACP MOS Master 45 Selecting Records in Macro Staffing amp Inventory Worksheet cont Exercise P5 2 Using QEntry records Selection Tool and Go Button Quick Entry Toolbox C Check al un check al i suiting gt Foor p Space i CSF 7 Fex Fed ep cose i gt seco FF Leal zI z z z zI a g w almeja 5 e Enaj Select Rows 22
37. to Answer Example 4 Question By now you see that there are usually more than one method to answer staffing question You can use the Local Category Maker to answer many staffing questions Let s use it to answer Example 4 From Main Menu click Local Space Category button Click the Local Category Maker button Click the Base CSF button and enter 3 645 and click OK Click Base CSF Checkbox to lock the base 3 645 CSF to you entered This prevents the Maker from switching the form to the standard Base CSF when you select a Base Standard Category Click Base Standard Category button From the Standard Type Name dropdown list select Classroom with Hard Floor Click Import Activities button Click the Remove Routine Activities button to remove all routine activities Locate Strip refinish floors in the Local Space Maker and observe that the base time for Strip refinish floors for 3 645 CSF of floor is 506 15 minute as noted on APPA book page 20 Local Space Category Maker broLocal i activated 40 Local Categories svalabie II I r I p Ell a E I r ro ieee E SE 4j a i a aa ee aes SS ae aa ee BS woes Lae Foe nove ot cor cuncdon aaz eor EEE Make Checked Row s Rouune e e E e ers Poke oer aaa Io Se a pe a rarrasve creana
38. 035 06 End of Category September 1 TA Ernest R Hunter Sr P E CEM ACP MOS Master 105 Exercise APPA Example 5 Page 60 Project Work For Public Area Cont d Need Full Feature Mode and Guidelines Now to determine how long it will take for vacuuming floors and straightening furniture in all carpeted offices on the second floor in Barton Hall 1 Open file APPA Barton Hall Base Data P 40 and P 45 Fig 4 4 and Fig 4 5 HECS Data xIs if not already open While in the Macro Staffing and Inventory worksheet click Show All button to show all rows 2 Click QEntry Click Un Check All to uncheck all QEntry checkboxes Check the Floor checkbox Enter 2 in the Floor input box Check the Space Category checkbox Select Office with Carpet Floor from the Space Category dropdown list 3 Click Apply Filter Observe that summary row show 50 spaces at 10 735 CSF Close QEntry 4 Click Sel All Click Reports Click Time To Clean Observe the 144 26 minutes requires the for vacuuming floors and straightening furniture in these 50 rooms Compare this to the TOTAL line in APPA book Figure 5 6 page 62 Category 1 of 1 Total Cleanable Square Feet CSF 10 735 Number of Custodian days for Routine work 95 Time To Clean Report Office with Carpet Floor Number of Custodian days for Project work 5 99 Enter Additional Description Here Total Number of Custodian days
39. 20 productive minute per day are available 3 However after deducting times for breaks and Wash Up and Setups you only have 770 total minutes or 385 minutes 770 2 in the work day per custodian for cleaning You will use the configuration form to adjust for this non cleaning time Right click in the worksheet and select Configuration from the shortcut menu Change the 420 to 385 in the Local Number of Minutes in day input box Click Write Configuration Variables from Form To Memory button Click the Local radio button to select Local GS eh a Observe that the 1 85 FTEs increase to 2 049 FTEs to provide the same level of cleaning services while also performing the non cleaning tasks because there are fewer minutes in the day available for cleaning tasks 9 Note that the 19 minute shortage mentioned in the APPA book is equivalent to about 0 049 FTE 19 385 0 049 when only 385 minutes per day per custodian is available September 1 EN Ernest R Hunter Sr P E CEM ACP MOS Master 104 Exercise APPA Example 5 Page 60 Project Work For Public Area Need Full Feature Mode and Guidelines From APPA Book To get on initial evaluation of the time required for vacuuming floors and straightening furniture on the second floor offices in Barton Hall you would calculate the absolute time for each space How much time will it take to vacuum the floor and straighten furniture in room 201 A B C That space from the i
40. 3 Procedure 9 Exploring QEntry Application Navigation Buttons Procedure 9 Exploring QEntry Application Navigation Buttons Quick Entry Toolbox QEntry Check Al Un Check All Buiing Floor C OSF D Rex Fed Main Building y 25 5 BET aa a ef Sects a ce cnr Go seat Couimnriter tnsDetRow shwar sota sorra FindFrst_ Find Next Appy Fiter Remove Fiter Help Button Click to get contextual help on the QEntry Toolbox Close Buttons Click to close QEntry There are two Close Buttons so you can close while in Tall Mode and Short Mode Pin Button Click to pin the QEntry Toolbox to its current location on the screen Under certain conditions you might want the tool to appear in certain locations on the screen Note most toolboxes have a Help Pin and Main Menu buttons September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 54 Procedure 10 Exploring QEntry Tool Management Buttons Procedure 10 Exploring QEntry Tool Management Buttons Quick Entry Toolbox Qnty a a sae P Help Close a Space Category F Level m Office with Carpet Foor v tevez Check Al Un check Al F Buling F Floor M spee SF Main Building I x 4 x start endl SelectRows 220 clear copy Paste I Cose Functions Report Generator Staff Calculator Main Menu Find Apply Filter Remove Fiter
41. 3patantal h he Ufie ab wit karaos Waste Report Cycl Barton at fi hos Research Lab without Hazardo tes u cycle to the Audit Instrument Report 15 Baran h fut loc wit Carpet Foo sana h u stare 16 Barton Hal iia 113 0ffice with Carpet Foor C drenan hfe St acm w September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master Exercise APPA Determining APPA Levels of Cleanliness in Buildings Chapter 7 Pages 65 76 cont d Need Full Feature Mode and Guidelines 1 The Audit Instrument Report contains an Audit Instrument Report aRWeLaunelie inspection form for each randomly selected space for you to print and take with you ote nonin during your inspection Use the Mini ee es z Navigator to move from form to form 2 li ech bw nro Compare the Inspection Form with APPA book wn NOTES Appendix E pages 341 349 jms anade eaer 2 Click Save Audit Package and then click Save As Audit Click OK twice to accept TBD for inspector name and date 3 Click the Save button to see what other audit package files have been saved iw fam speg aanl 4 Clear the File Name input box and enter My miss fou e f E B Audit Package in the File Name input box Reese ina emda arpana DO NOT enter the extension HECS em FEGE NOTES Audit xis Clean
42. 8 oo 6 7 Admin Building 3 300 2000 670 56 Research Lab with Hazardous Waste Level 2 3522 9857 0 235 7 8 Admin Building 3 301 2250 154 38 Research Lab with Hazardous Waste Level 2 s52 nos 0254 a 9 Admin Building 3 302 2275 762 76 Research Lab with Hazardous Waste Level 2 ssn 11213 0 257 9 Level 1 Level 2 Level 33 Level 4 Level 5 1 48 FTEs 0 98 FTEs 0 82 FTEs 0 57 ETES 0 29 FTEs 1 The above screenshot is the results of the data you entered As can be seen 0 98 FTEs are required to clean the 9 spaces at Level 2 2 What if you want to see how many FTEs it will take to clean at Level 1 3 4and 5 You can use the Keypad to change all the levels to Level 2 a In the keypad input box type Level 1 Select button Observe that it will take 1 48 FTEs to b Repeat Step 2a above for Leve rows 1 through 9 Click the Paste clean to Level 1 d observe the below results September 1 201 ON Ernest R Hunter Sr P E CEM ACP MOS Master 75 APPA Guidelines Third Edition Examples You will need the APPA Custodial Operational Guidelines gt Custodial Third Edition and the full feature version of CleanOpsStaff 3ed for some of the following exercises To activate the full features you must purchase a Product Code from the and request an Activation Key from September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 76 Exercise APPA Page 11
43. APPA concepts and guidelines in managing your custodial operation Lie Ernest R Hunter Sr P E CEM ACP MOS Master CeanOpsStaff 3ed Strategy Make Custodial Staffing and Operation software affordable for institutions who otherwise would not purchase expensive software e Make the package scalable so customer only pay for features they need Frequent free updates and enhancements based on user feedback Easily accessible through web downloadable main program and add in upgrades at reasonable price Partnership with APPA Training on line and on site and Implementation Support Skip to User Training Manual September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master September 1 2011 Purpose of CleanOpsStaff 3ed e Computer application to help you use the APPA Custodial Operational Guidelines third edition to improve your custodial operations Help you determine the required staffing level for the desired level of cleanliness for new facilities coming on line and for existing facilities Provides a computer assisted audit assessment tool to determine what level of cleanliness you are actually achieving Help you justify the budget resources FTEs and cost you need for new building coming on line and existing buildings Help you balance FTE assignment to individual buildings or zones on your campus Help you reduce the cost of your operation through reports that show resources
44. CleanOpsStaff 3ed Last Updated 10 22 2011 A Custodial Cleaning Operations and Staffing Computer i Application Based on APPA Operational Guidelines Educational Facilities Custodial third edition Developed by Ernest R Hunter Sr Hunter Consulting and Training All rights reserved Skip to User Training Manual September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master Essential Questions About Your Custodial Operation You Must Be Able to Answer How many custodians and how much money do need to clean the new building that is coming on line e How many cleanable square feet of space am responsible for cleaning e How many custodians and how much money do need to clean all the buildings am responsible for m e What cleaning level can expect with my current staffing level and budget Whar Cleaning level am actually getting with my cleaning staff e Are my custodial equally work loaded e Are the days of the week equally worked loaded e When is it best to schedule my project work e What is my average CSF per Custodian Skip to x Can I reduce the cost of my cleaning operation September 1 nN Ernest R Hunter Sr P E CEM ACP MOS Master ee Why CleanOpsStaff 3ed It takes the pencil work out of implementing the guidelines Why CleanOpsStaff 3ed ds CleanOpsStaff 3ed will do the grunt work and help you get the full value of the
45. Click Macro Staffing and Inventory button F D DAD x ND 8 Change the APPA Cleaning Level from Level 2 to Empty waste containers oas oa oa oa oa 0 23 D D om ND Level C2 in the worksheet Empty pencil sharpeners 0 40 0 40 040 0 20 oo 0 20 9 Observe that the worksheet now shows a D D No l ab AD D requirement for 20 05 FTEs Sweep dust mop floors 16 40 16 40 EN 820 820 1640 i D gt aD m Cean erasers aso oso asd aaf ow oa This demonstrates that you can provide the extra 15 Adjusted Minutes subtotal 25 37 2195 1327 1067 1039 A2 minute break without hiring additional custodian GFfcusadan 19455 83 apial assal 467 22507 but instead by reducing the frequency certain tasks Open file APPA Barton Hall Base Data P 19 Examples 3 Solution HECS Data xIs for text book solution to this exercise September 1 DN Ernest R Hunter Sr P E CEM ACP MOS Master 88 Exercise APPA Example 4 Page 20 Summer Project Strip and Refinish the Floor From APPA Book You are setting up a summer project schedule and have groups of classrooms totaling 3 645 CSF in which you want to strip and refinish the floors How much time must be set aside for a worker to do this Referring to Figure 2 1 166 6 minutes are required for 1 200 CSF base time 3 645 1 200 x 166 6 506 minutes or 8 4 hours Two workers may be able to do the job in 4 2 hours 1 From Main Menu click the Close button and then click the Macro
46. Figure 1 1 Staffing Service Levels 1 Starting from the Main Menu click Staffing Service Levels button Observation1 Compare the CleanOpsStaff 3ed Staffing Service Level table with APPA Guidelines Page 11 Figure 1 1 and note that the numbers differ slightly because they are rounded in the Guidelines and are not rounded in CleanOpsStaff 3ed to avoid compounding rounding errors in the many calculations performed by CleanOpsStaff 3ed Note that in the Guidelines book the matrices are sorted in alpha order and the matrix numbers from the old second edition have been dropped In CleanOpsStaff 3ed the matrices remains listed in the same order as they are in the second edition this is done to reduce re programming time and to provide easy reference back to the second edition if desired gt Observation2 CleanOpsStaff 3ed adds three extra columns to the table j a Level C2 this cleaning level is added to allow you to customize a level d within the 33 APPA Standard Space Categories and to allow you to assign a level to the 15 Local Space Categories 40 with ProLocal Upgrade b Routine Minutes To Clean and Projects Minutes To Clean CleanOpsStaff 3ed brings this number over from the 33 Standard Matrices and the 40 Local Categories so you can readily see how long it would take to perform the cleaning activities included in the two types of work Routine amp Project Observation3 CleanOpsStaff 3ed uses the Cleanable Square Feet per
47. Find Bldg Next Find space Next Find Both Ef h nen 1 li atm o sij E cose pin Work Mode Time Mode Base 731 31Mins F auto September 1 Ernest R Hunter Sr P E CEM ACP MOS Master 68 Exercise P17 1 Staff Calculator QStaff Exercise P17 1 Staff Calculator QStaff Open File Exercise P7 all Results HECS Data xIs lb Ps ep 7 8 oF 1 1 0 1 Click the Compute button Observe that it takes 7 26 FTEs to clean the new space to I2 Open File Exercise P7 all Results HECS Data xIs if not already open You learn of a new building coming on line with 100 000 CSF of Classroom Space With Carpet and you want to know how it might impact your staff needs Click Staff Calculator button in MiniToolbox to activate QStaff Click the Clear Button In the CSF textbox type 100000 In the Type dropdown list select Classroom Space With Carpet Observe that it will ta You want to know many FTE Click on the CSF FTE and Select 1 in the Level textbox Level 1 QStaff MACRO STAFFING Both in Minutes Call Filter Un Filter Show All add Help main menu Sort a Sorta Up Dn QTicket I QEnty i Type j asstoom with Carpet Foor merera leva 2 B 100000 El 3 37430
48. Hall al 101 525 Level2 077 aso mam Caia 83 07 135 66 3 Click Column Filter Click Select On 14 Barton Hall a 103 825 Levet2 12 osa asso asso 13053 713 18 Cell Content Observe 17 spaces 15 Barton Hall almok 7es tevel2 135 ose a20 223 124 68 203 01 27 Barton Hall alaoor 1150 tevel2 _1m 228 s217 sons 18196 297 17 4 Select all the spaces by clicking the Sel 28 Barton Hall ajom 75 tevel2 om oo asl a2 1187 1937 22 Barton Hall aloon 625 Level2 os am sm zxm a829 16150 All button 55 Barton Hall 100 aat Leve 2 os oa 330 m 68 19 antar 2 50 Barton Hall alioa 180 tevel2 027 02106 sos 29 43 48 00 5 Click Reports button Click Time to 68 Barton Hall a200 273 Level2 os os1 1 tas 43 20 70 55 Clean button 81 Barton Hall 2 200K 285 Level2 042 032 1546 1245 45 25 73 90 92 Barton Hall a aaa 33 tevel2 os om m2 mn s348 e734 94 Barton Hall ajo 478 tevel2 on ost mae meso 7563 12352 6 Compare the Total Minutes To Cean 96 Barton Hall alaooR 427 tevel2 os oas zao 158 6756 11033 and the Total Hours to Clean with 97 Barton Hall alza 282 tevel2 os 032 1525 1227 44 62 72 88 98 Barton Hall zja00e 154 tevela o2 ox am am 2437 39 80 APPA book Figure 5 4 page 58 Note 99 Barton Hall ajzoom 427 tevela oss oas 23o se 67 56 10 33 that the column are in different order 132 Barton Hall 2 200n sat tevel2 om os sa zs29 91 93 150 14 as well as the rows fintat September 1
49. Navigation Tool The below text will address the elements of this tool starting from left to right Current Record Box indicates the current record row number The above screenshot shows the current record is six 6 First Record Button click to move to and select the first record or row Previous Record Button click to move to and select the previous record Middle Record Button click to move to and select the record that is mid way between the first and last record Next Record Button click to move to and select the Next record Last Record Button click to move to and select the last record last row containing data Last Record Box indicates the row number of the last record The above screenshot shows the current record is row six 6 and the last row is 12 Go Button click to go to the row number in the Current Row Box you can enter the number you want to go to September 1 TA Ernest R Hunter Sr P E CEM ACP MOS Master 39 Exercise P3 4 Using QEntry records Navigation functions Exercise P3 4 Using QEntry records Navigation functions awm Oy LL __ Check All _ Un Check All Building I Floor I Space M cs Help Z Space Category F Level all z z 6 ml gt val 12 start _End Select Rows Clear Copy I Paste Close Pin Go Arrange Tools Hide Show Tools Functions Report Generator Staff Calculator Main M
50. OpsStaff 3ed will add it Jomas utomatically w 5 Click Save Yes and OK and observe the file name now appears in the Audit Assessment File Since the spaces to be inspected are selected randomly you will not be able to recreate the exact same audit package if you forget to save the package 6 You are now ready to print the inspection forms You can print 1 to 5 forms per page to put ona clipboard to record the results during your inspection Name cell in the report worksheet You will load this file when you finish your inspection NOTE September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 111 September 1 EN Chapter 7 Pages 65 76 cont d Need Full Feature Mode and Guidelines Exercise APPA Determining APPA Levels of Cleanliness in Buildings The Audit Instrument Report contains an inspection form for each randomly selected space for you to print and take with you during your inspection You can print 1 to 5 forms per page to put on a clipboard to record the results during your inspection Refer to the screen shots in the right panel of this slide Click Print Export Report button Click Print button Click 3 button to print three forms per page NOTE if the screen shot in 5 does not appear press the ESC key and repeat all of this step 2 Screen might appear slightly different for Excel 2003 Click the Print printer icon and print the form
51. Pages 65 76 cont d Need Full Feature Mode and Guidelines Observe the Audit Assessment Worksheet report to the left of the mini report This is one of three worksheets used by the audit package to allow you to record the results of your audit and to score the results to determine the actual cleaning level being achieved by your workforce The Audit Assessment Worksheet report is automatically completed when you record your inspection scores in the inspection Audit Instrument Report inspection sheets Audit Assessment Worksheet report Completa ering aut ets to ses LEED iting Buns Er Points Additonal Description Cll Torresin pa ea O K 2 as in Random Audit CF Weighted sa spcectegoy OER MOSH Setar rr apr l m T r 1 chs i ae sm 3 3o a 2 trey m2 i 2 a 3 fer wih apa 1 7 1a 4p Gis ih od 1s x sooo S Reeth that fa 18 ry s sa i sant a j w Ja Ima u w a wairan im 4 Ts You will use the button in the lower left corner Audit Report Cycle Button of the MiniToolBox to cycle through the three Audit Package Report worksheets The color of the button and its caption will change to let you know which report you will go to the next time to click it Click the Audit Report Cycle Button to cycle to the Audit Assessment Population Report Main Menu Close Reports Previous Space Print Export Repg Next Spac
52. Staffing and Inventory button 2 Click the Work Mode and Time Mode buttons in the MiniToolBox if necessary to put the worksheet in MACRO STAFFING Both in Minutes mode all cells in the top summary row are gray 3 In the next blank row in the Inventory Worksheet under Building Name enter Summer Project Buildings Under Floor Name enter Summer Project Floors under Space Name enter Summer Project Classrooms Use the Autofit and Column Width Arrows in the MiniToolBox to increase column width Under CSF enter 3 645 Under Category select Classroom with Hard Floor Under Cleaning Level select Level 2 and Observe the calculations for the row Click anywhere inside the summer project row Click the Reports button on the MiniToolBox Click the Time to Clean Report button on the Report Generation toolbox Scroll over to the right to the Project section of the report and observe that it will require 506 minutes or 8 44 hours to strip and refinish the floors 11 Open APPA Barton Hall Base Data P 20 Examples 4 Solution HECS Data xis to see the text book solution sx enovs S CSF per Custodian for Project work 1 044 CSF per Custodian for All work 986 September 1 201 ON Ernest R Hunter Sr P E CEM ACP MOS Master 89 Exercise APPA Example 4 Page 20 Summer Project Strip and Refinish the Floor Cont d a pee 10 0 Ge Ga Using the Local Space Category Maker
53. Test Bldg Hit Tab key Enter Test Floor Hit Tab Key Enter Test Room Hit Tab Key Enter 251876 Hit Tab key twice Select Classroom With Hard Floor from dropdown list Hit Tab key Select Level 1 from the dropdown list Observe that it take 24 61 FTEs to clean at Level 1 Select Level 2 from the dropdown list Observe that it take 13 16 FTEs to clean at Level 2 Select Level 3 from the dropdown list Observe that it take 7 88 FTEs to clean at Level 3 Select Level 4 from the dropdown list Observe that it take 5 78 FTEs to clean at Level 4 You can see that 6 FTEs is between 5 78 and 7 88 and closer to 5 78 Therefore your 6 FTEs can be expected to clean between Level 3 and Level 4 closer to Level 4 Aw Nae 5 You can also use the reports feature to answer this question Click inside the worksheet to select the row for you Test Room Click Reports button in the MiniToolBox Click the Macro Staff by Level button Observe the FTE numbers above the No of Cust headings for the six cleaning levels and again you can see 6 FTEs falls between Level 3 and Level 4 Click the Cost of Cleaning by Levels button Observe under the FTE column that 6 FTEs falls between Level 3 and Level 4 September 1 AN Ernest R Hunter Sr P E CEM ACP MOS Master 80 Exercise APPA Example 2 Page 12 Time to clean 2 640 CSF Chemistry Lab at Level 2 From APPA Book You have a 2 640 CSF room which is designated as a chemistry lab How long should
54. all capabilities except features listed below under CleanOpsStaff 3ed Pro Deta Export capabilities cl canop Starf 3ed Pro after Upgrade Add On Upgradable to 20 000 records capability in 2500 records increments Data Import and Conversion Capabilities through CleanOpsStaff 3ed Data Import Wizard Smartphone PDA Pocket PC capabilities through CleanOpsStaff 3ed ProMobile 40 local space matrices and ISSA cleaning times Require purchase of upgrade from Hunter Consulting and Training Skip to User Training Manual Ernest R Hunter Sr P E CEM ACP MOS Master September 1 2011 CleanOpsStaff 3ed Capability NetEnabled with ShareAware v CleanOpsStaff 3ed users can share Inventory and audit files on a network shared drive and with ShareAware can be aware of which files are in use by other user Multi MonitorEnabled y CleanOpsStaff 3ed users can operate with multiple monitors connected to their computer and easily switch CleanOpsStaff 3ed between monitor with the click of the mouse NetEnabled FileShareAware MultiMonitorEnabled ae a Skip to User Training Manual Ernest R Hunter Sr P E CEM ACP MOS Master 10 CleanOpsStaff 3ed Capability cont e CleanOpsStaff 3ed Features September 1 2011 Can be configured for Local Variables Hourly Wages Productive Minutes in Day Work Days In Year etc Can save as different Local Variables Files to disk U
55. ard Office with Carpet The assignment is to determine what portion of a FTE will be required to service it at cleaning Level 2 and how many minutes should be set aside to perform routine cleaning activities 1 Open file file APPA Barton Hall Base Data P 54 Fig 5 2 HECS Data xIs if not already open While in the Macro Staffing and Inventory worksheet click Show All button to show all rows 2 Click the Work Mode button to put the work sheet in Routine in Minutes mode Click inside row 13 for room 101A to highlight the row Observe that it requires 0 005 FTEs and 2 07 minutes to be set aside per day 4 To display the 0 005 with more or less decimal places to agree with the APPA book click the cell containing 0 005 then click the Right Decimal Arrow and Right Decimal Arrow in the MiniToolBox in the Decimal Places frame 5 Observe that CleanOpsStaff 3ed and the APPA book show 0 0493 FTEs when the number of decimal places is increased MiniToolBox Macro Staffing and Invento Main Menu Work Mode keypad Reports p QEntry Time Mode QTicket staff Calculatd Toots spacepicker Functions autore Kab GoToCel T se rep Set Default Order September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 95 APPA Exercise Defining Routine Activities Page 50 Need Full Feature Mode and Guidelines From APPA Book Using Barton Hall as the example carefully review each
56. ay 10 64 Total FTE 02534 Total Nites Base Time 193 09 Sitch View Spreadsheet September 1 201 DN Ernest R Hunter Sr P E CEM ACP MOS Master 66 Exercise 17 1c Using QTicket Exercise 17 1c Using QTicket Open File Exercise P7 all Results HECS Data xIs 1 You want to know what it takes to clean all of ES Cen san qroet M the second floor 2 Select all second floor records There are several ways to select a range of records a Click in any row except row 6 Click and tutes To ean per day 044 al hold down the left mouse button in row 6 Sout ae 2 ete wh Hard or and drag through row 12 to select all l Eme neon second floor spaces NOTE because of the dropdown feature the intended first ee row of a range cannot be already selected when you click to begin the drag through b Another way to select a range of rows is to click in the desired first row Then while holding down the shift key click the Number of Spaces 7 desired last row Average ceo Leve 60 3 Click the Get Record s button in QTicket Fela a Toscan PS aay 100 Scroll up and down in QTicket Observe all Teale Eee ne lt NSE seven second floor spaces and the summary MACRO STAFFING Projects in Minutes calculations at the bottom OO El 4 You may also select non adjacent records Sea meel a ee eee 5 You can also get records one at time et record 6 cer 0 mi co
57. ber 1 DN Ernest R Hunter Sr P E CEM ACP MOS Master 83 Exercise APPA Example 1 Page 17 Figure 2 2 New Classroom with Hard Floor Matrix Routine Activities Cont d 10 Wile ne Observe that all eighteen 18 cleaning activities were imported into the Local Category Maker from the standard matrix Observe the R and P next to the Local Category Maker row number to denote whether the activity is a Routine Activity or Project Activity Use the Scroll Bar on the right of Local Category Maker to scroll through the activities You will keep only seven 7 of the activities and convert the Dust Blinds Activity from a Project Activity to a Routine Activity Find the Dust Blinds Activity and check its checkbox at the far right of the row Click Make Selected Row s Routine button Observe that the Dust Blinds Activity now has an R in it row number instead of a P Click the Un Check All Rows button Z 14 15 Using the buttons indicated in the screenshot to the right there are many 16 different approaches you can take to get the Activities List down to just the seven you want Since you converted Dust Blinds Activity to a Routine Activity you will remove all the Project Activities You want to end up with your Activities 0192 tateooy matereroocalis actvatec av Local taregones ane E List looking like the screenshot to the Atiy Frequency Adit ns Bae Tine_ Sect right
58. by building and by room or space Skip to User Training Manual Ernest R Hunter Sr P E CEM ACP MOS Master CeanOpsStaff 3ed Concept e Implements the APPA Custodial Ground Rules Appearance Levels Standard Spaces A d September 1 2011 Data in Cleanable Square Feet CSF e Implements the APPA Appearance Levels Level 1 Orderly Spotlessness Level 2 Ordinary Tidiness Level 3 Causal Inattention Level 4 Moderate Dinginess Level 5 Unkempt Neglect Skip to User Training Manual Ernest R Hunter Sr P E CEM ACP MOS Master CleanOpsStaff 3ed Concept cont e Implements other Guidelines methods September 1 2011 Routine Activities and Project Activities Standard Spaces Category Matrices Base Time To Clean Minutes To Clean MTC Daily Minutes To Set Aside FTEs To Clean Cleanable Square Feet CSF per FTE Productive Minutes Per Day Time Weighted Average Cleaning Level Space Weighted Averaged Cleaning Level cleanOpsstaff 3ed Added feature Skip to User Training Manual Ernest R Hunter Sr P E CEM ACP MOS Master CleanOpsstaff 3ed Capability e CleanOpsStaff 3ed Demo As downloaded from web site 100 records Room Space capability All capabilities of CleanOpsStaff 3ed Full except Printing Exporting No Output capability e CleanOpsStaff 3ed Full Product Code from APPA and Activation Key 5000 records Room Space capability gt J Contain
59. ck Show All button to show all rows Click the Work Mode button to put the work sheet in Both in Minutes mode Click row 20 for room 103A to select and highlight it Click Reports button Click Micro Staffing by Room or Bidg button Click By Room button Observe from the report that Routine FTE 0 012 FTEs and Project FTE is 0 003 FTEs Observe that the Routine Minutes to Clean MTC 5 17 minutes and Project MTC 1 26 minutes saso oor sav 0s 1 26 o oos 6 44 0 015 Routine Routine Routine MTC Project Std Space Project Project Total MTC Total CSF Cust T ad Adj Area MTC FTE Al z Minute a S 30 450 0 012 ea 5 172 4 04 1 200 a 1 26 0 003 i September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 98 Exercise APPA Minutes to Clean for Barton Hall First and Second Floor Page 53 Need Full Feature Mode and Guidelines Starting from the Main Menu click Open Select the file APPA Barton Hall Base Data P 54 Fig 5 2 Floor 1 and 2 HECS Data xis and click OK Click Yes to confirm Click Ok to acknowledge a successful open and data validation Click Macro Staffing and Inventory button Observe Inventory and macro staffing data Click in any row under the third column Floor Name Number to select the cell containing a 1 for first floor Click Filter Column then click Select on Cell button Observe the in the Summary Row at the top of
60. cket PC 3 Collect inventory data with PDA Smartphone Pocket PC Export all data and report to any other application including Excel Word PowerPoint etc Has Dynamic Drop Down Lists that are updated with each new data entry for faster data input Performs all the calculations in the APPA Guidelines Generates all the Reports in the APPA Guidelines 1 Require purchase of additional record capacity in 2500 record increment 2 Require purchase of CleanOpsStaff 3ed J ustDoNext Data Import Wizard Add in 3 Require purchase of CleanOpsStaff 3edMobile Skip to User Training Manual September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 13 CleanOpsStaff 3ed Capability cont e CleanOpsStaff 3ed Features Drag To Select to analyze data subset or run reports Main Panel with low light high light mode for maximum data view Time Mode Button to switch between displaying times in Minutes and Hours Work Mode Button to switch among Routine Activities Projects Activities and Both Routine amp Projects Activities Has extensive Instant Help in Screen Tips Help Button and Quick Help File Desk Guide Contextual Help click on item and a help message box appears Skip to User Training Manual September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 14 CleanOpsStaff 3ed Capability cont e CleanOpsStaff 3ed Features High Density Toolboxes with Active Edges and Dua
61. dard Service CSF FTE Levels Worksheet List of Standard TRA T aA O ER a aS n Space Categories ean Space for You can select the 1 RE r a Category eG sone ani hen use the anda I td LaS tol inal ect tc tent Toe e e a PaT aaa SERT ae Activities MiniToolbox to go el samf wmo maf aza 1 Dara Bala me peer to the Space P E E Clay acer Newly Added by ategory Matrix fovea chcericwtmae zaf aeol mul ne ay ne CleanOpsStaff a sean utsa an ae 3ed a je en et ye Aceon iti ie ka is ia zoi ts Cleaning Level leanable eee pee Ue te uare Feet Per seers Pee ee ae et an es Pe E T E data for ale an ft el sass test standard space each Space ee CE to match local Category for all aie db five standard ae fe 3 fr y cleaning levels SE psstatf Note 40 Local Space Categories are at the bottom of this worksheet following the 33 standard APPA Space Categories September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master Exploring the CleanOpsStaff 3ed Environment Typical Standard Space Category Matrix Stationary MiniToolbox contains command buttons specific to active worksheet Routine Activities Area Base Cleanable Square Feet Brief Instruction Box rojects Activities rea ee onion rae ate ose ina pence epee Standard Space Category Navigator Used to move t
62. der Cleaning Level column Select Level 2from the dropdown Press Enter key 6 Uncheck the D checkbox Check the c checkbox Click in row 1 under Cleaning Level column Uncheck c checkbox Select rows 1 through 9 under Cleaning Level column Click the Paste button September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 74 Exercise P18 1d Using KeyPad to Enter Data Exercise P18 1c Using KeyPad to Enter Data Continued from previous Exercise Open File Exercise P18 Results HECS Data xIs s 3 4and 5 an Sspaces Flex Total Base SWAtevel Awg MintesTO gre Macro Staffing and Inventory Data 12 162 Field Time Minutes MACRO STAFFING Beth in Minutes 2 00 TWA CSF FTE Clean von 258 Total CSF count 3 969 38 evel 2 00 12445 410 44 Foor Space Fex BaseTime standard space CategoryOrtocal APPA cstper mins per Default fow Bullingameyumber aber namefnumber CI pg paires FRR easing e sayin FT sy seq FSF level Admin Building T 100 1080 317 74 Classroom With Carpet Floor Level 25636 1531 0 036 1 3 Admin Building t 102 1925 566 34 Classroom With Carpet Floor Level2 0 065 3 4 Admin Building 2 w m 99 08 Office with Hard Floor Level2 om3 4 5 Admin Building 2 201 320 141 54 office with Hard Floor Level 16 838 0 019 5 6 Admin Building 2 22 288 127 38 Office with Hard Floor Level2 36838 7 1
63. e Last Space CA Save Audt Package V Load Audit Package September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 109 Exercise APPA Determining APPA Levels of Cleanliness in Buildings Chapter 7 Pages 65 76 cont d Need Full Feature Mode and Guidelines 1 The Audit Assessment Population Report as shown on the right is a listing of all the spaces involved in the audit The randomly ui Assessment Popcatn Report selected spaces are highlighted and denoted eee ut Assessment Fle Name on jn by Yes in the In Audit Sample Yes or aN Blank column Pape waji P 5 saree Senle Tol Cening 2 The Raw Score and Ated Cleaning Level 135 pues i popuinion AATF Popon W50 Qaan RawSicrel Level column will be automatically populated es i when you enter your inspection results into Ser Dig Hor Space Popio SpaceCategory Sample Yes CSfin udt RowSeore Cearing the Audit Instrument Report A 5 o 8 E a o o oo o Jara h hm 505i crn dor 3 Scroll through the Audit Assessment Parental 1 him 53 ice wih Capet Foor akon andiobserve the shana hh 05 Cri dor Pope Report 1a h hw 2a Reich Lat vito Hardas Wase randomly selected space and note that the afsorentl h fus Wifecorhlabwowtannis tes 10 CSF for them is also indicated 3patantal h hos asec ito Hazes Wate shina h hw alassar baths ae 4 Click the auat le miton iO
64. e 0 220 FTE and d Level 4 require 0 170 FTE Click Cost of Cleaning by Levels button Observe the same information in the FTE column of this report September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 91 Exercise APPA Figure 4 4 Page 40 Barton Hall Space Inventory Need Full Feature Mode and Guidelines 1 Starting from the Main Menu click Open 2 Select the file APPA Barton Hall Base Data P 40 and P 45 Fig 4 4 and Fig 4 5 HECS Data xis and click OK 3 Click Yesto confirm Click Ok to acknowledge the successful open and data validation message 4 Click Macro Staffing and Inventory Button Observe Inventory and macro staffing data 5 Observe the information in the summary row of this worksheet and compare with the APPA book Figure 4 4 and note that the total space is 36 523 total CSF see APPA book page 40 6 Click in the first cell under the third column Floor Name Number to select the cell containing a 1 for first floor Click Filter Column then click Select on Cell Content button 7 Observe the total for floor 1 to be 18 719 CSF in the top Summary Row matching the total for the first floor in the APPA Guidelines see APPA book page 4 4 8 Click in the Floor Name Number column Click Filter Column then click Un Filter Column button to display all the records 9 Scroll down until you see second floor data and click on any 2 under the Floor Name Number column Click Filter
65. e a Floor Name or Number and press TAB Type a Space Name or Number and press TAB Type a number for the Cleanable Square Feet CSF and press TAB Use the Drop Down Arrow to select a Standard or Local Space Category and press TAB Use the Drop Down Arrow to select a Cleaning Level and press TAB Type number or text for Number of Fixtures Items and press TAB This is optional and can be skipped by just pressing TAB again Se Se gt o 12 Repeat steps 4 through 10 to enter more records Note The calculated cells are write protected and you do not need to be concerned about accidentally disturbing them X September 1 A Ernest R Hunter Sr P E CEM ACP MOS Master 28 Exercise P1 1 Enter data for six 6 spaces Exercise P1 1 Enter data for six 6 spaces Answer in file Exercise P1 1 Results HECS Data xIs Enter the below data in the Macro Staffing amp Inventory Worksheet following the steps in the Procedure 1 on the previous page Building Standard Space Category Or Local Name Number Custom Space Category 2 Main Buildi Office with Hard Floor Domitory Lounge Classroom With Carpet Floor Level 3 Research Lab without Hazardous WeLevel 2 Standard Space Category Or Local i Default Cleani Custom Space Category a Row Seq Level Office with Carpet Floor Level 2 24 471 0 006 1 103
66. e to train your staff Z at your site or via Live On Line Session You can also order training and assistance directly from the web site NOTE 2 Some of the screenshots in this document might be too small for you to read the text in them In these instance the screenshot is intended to give you a visual idea of what to expect in the application and you should read the text on the actual screen in the application instead of in the screenshot September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 20 Exploring the CleanOpsStaff 3ed Environment Main Menu File Information Area Contains info on active Data file and the Active Configuration Files Monitor Switching Buttons Network File 3 Sharing button and ShareAware information Main Panel contains MiniToolboxes and allows room for floating toolboxes Disclaimer and Splash Screen Button Toolbox Pin Reset Use to pin toolboxes too default location Main Menu File Buttons Used to open save and close Data and Inventory Files and to CleanOpsstaff 3ed v1 0 Main Menu Pro Copyright Info and link to APPA web site Reset Zoom and Help Tool Get Help on Main Menu rl Hunter Consulting k Training nue oni cm rr Zz Zoom the size of the Main Menu and save zoom setting Title Button and Hunter Consulting amp Trainin
67. enu Find Apply Filter Remove Filter Show All Close QEntry Show MiniToolbox click Hide Show Button Click Main Menu 2 Click Macro Staffing amp Inventory Button on the Main menu 3 Activate QEntry as you learned in previous procedures and exercises by clicking QEntry on the MiniToolbox 4 Click in random columns in all the rows containing data and observe the Current Record Box and Selected Rows Box 5 Use the Shift Key and Left Mouse Button to select ranges of cells with and without data and observe the Current Record Box and Selected Rows Box Note when selecting a range of rows it does not matter which column or how many columns you include in the i selected range CleanOpsStaff 3ed only uses the row information of the selected range and ignores the column information in the select range 6 Use the CTRL Key and the Left Mouse Button to select random non adjacent cells and observe that the Selected Rows Box does not indicate this type non adjacent selection September 1 N Ernest R Hunter Sr P E CEM ACP MOS Master 40 Data File Management Open Save Save As Close Procedure 4 Data File Management Open Save Save As Close Functions a aa ESS ee P Import Ma affing To Main Menu Screen R 1 Function Toolbox in Macro Staffing and Inventory Worksheet 1 Once data has been entered into the Staffing and Inventory workshee
68. esponding QEntry checkbox checked un check this box to prevent being prompted to confirm pasting data from QEntry to the Data and Inventory Area It is recommended that you only un check this box when you are absolutely sure you want to paste CleanOpsStaff 3ed does not have an undo feature September 1 A Ernest R Hunter Sr P E CEM ACP MOS Master 35 Exercise P3 1 Using QEntry to input one 1 record Exercise P3 1 Using QEntry to input one 1 record Building Floor Space CSF Space Category Level Main building 2 201 625 Classroom With Carpet Floor Level 2 Starting in Macro Staffing and Inventory Worksheet click QEntry in the MiniToolbox Drag QEntry to very top of screen and roll the mouse over QEntry gray edge to put in Tall Mode Note when QEntry is not in the Main Panel you can toggle between Tall Mode and Short Mode by clicking in a gray edge of QEntry Click Check All button Type information from above table for Building Floor Space and CSF into QEntry Select Space Category and Level from the dropdown list Click anywhere in row 7 Observe Current Record Box on the Records Navigation Tool Click Paste Button and observe the Paste Confirmation Toolbox and below See next Exercise for more on the this toolbox 7 Click Yes Observe data now appears in row 7 Note if you do not wish to be prompted before each paste operation y
69. g Web link Main Menu Command Buttons Used to Navigate to worksheets Data Import Button Quit CleanOpsstaff 3ed PDA Mobile Device Feature September 1 2011 LEED Existing Building Features Ernest R Hunter Sr P E CEM ACP MOS Master 21 Exploring the CleanOpsStaff 3ed Environment Macro Staffing and Inventory Worksheet Stationary MiniToolbox contains command buttons Records Navigator and Selection specific to active Used for moving from record to worksheet Can be hidden record and for selecting sorting but cannot be moved Macro Staffing and and filtering records Click for Help Zone When pointer turns to ei click for Data and Inventory Show Hide Button Used to show and hide the MiniToolbox and Records navigator to make room for other floating toolboxes in the Main Panel September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master Exploring the CleanOpsStaff 3ed Environment Standard rvice Levels Worksheet Stationary MiniToolbox contains command buttons Base assignable Cleanable specific to active Square Feet per FTE worksheet Stan
70. h in Minutes Click Work Mode and Time Mode Buttons to cycle through the six modes reflected in the chart to the Minutes Minutes Minutes right Click to get back to MACRO STAFFING Both in Minutes mode Hours Hours Hours September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 32 Procedure 2 Using QEntry for data input Procedure 2 Using QEntry for data input 1 While in the Macro Staffing and Inventory Worksheet click QEntry on WiniTaolBox Macro Staffing and Inventory the MiniToolbox in the upper left corner Main Menu Work Mode Keypad Reports of the screen Staff Calcula Note This will activate the QEntry Toolbox 2 Click any blank gray area on QEntry to toggle between Tall Mode and Short Mode This feature works for most tool in ClenaOpsStaff 3ed to help you get maximum visibility of your data worksheets and the tools as desired at the moment Tall Mode Quick Entry Toolbox QEnt Check all Un Check Al Buldng N Floor I Space CSF Fex Feld Help Close Space Category Level 5 Office with Carpet Floor x z a a sae Se T cee cn e Se Go seian Column riter ms Deirow showat sorta _Sort d FndFrst_ _ Find next Apply Fiter Removeriter_ Main menu Short Mode Quick Entry Toolbox check an un check Al T Bl
71. h in Minutes mode Look for row 20 for room 103A and click inside the row to select and highlight it Click Reports button Click Time to Clean button Find the Strip refinish Floors task in the report headings Observe that the that it take 125 68 minutes 2 08 hours to complete this task for room 100K 1 16 0 88 42 60 0 02 0 01 0 71 0 57 116 oe a260 24 29 September 1 201 ON Ernest R Hunter Sr P E CEM ACP MOS Master 101 Exercise APPA Example 3 Page 57 Project Work For Public Area Need Full Feature Mode and Guidelines In the second part of this exercise you will determine how much time it take to perform the project work for the public circulation areas with hard floor 1 Open file APPA Barton Hall Base Data faces me P 40 and P 45 Fig 4 4 and Fig 4 5 Public Circulation with Hard Floor for Project work HECS Data xis if not already open Enter Additional Description Here r All work 1 37 While in the Macro Staffing and 5 a Inventory worksheet click Show All fi G P gt button to show all rows iif R ff S 2E hil fe j 2 Find the first occurrence of Public f R P F F a ge E Circulation with Hard Floor space F f f JE Ea EE 2 E 5 4 Total Minutes To Clean ATSB Beata D SALAN 1242 20 2 008 72 and click on it Total Hours To Clean ot Kao s ap 33 80 i A 13 Barton
72. he Reports button on the MiniToolBox Click the Audit button Ensure Load Audit Package checkbox is checked Click the Load Audit Package button Select My Audit Package HECS Audit xis and click OK and Yes when prompted to do so If Mini Navigator is not visible right click and select it from the shortcut menu You can move and pin the Mini Navigator to any position on the screen you wish Audit Instrument Report ea hudtAsesmertie ane hint 10 Click 1 button on the Mini Navigator to get to the first inspection form Note there are 5 Appearance Items to record the inspection results for room 105 Click inside the cells as shown in the screen shot to the right and observe the x placed in the cell When you have score all the appearance items a room score is computed and displayed at the bottom of the form When you are finished experimenting with the scoring and editing feature complete scoring all 38 space and go to next slide Spice 105 pearance La E pica d Slaten bere d Oss dre d T Sen adders d B Tal undoped i 4 E Fi d d i Tahara fine DH tlre ols kel a I isha September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 113 Exercise APPA Determining APPA Levels of Cleanliness in Buildings Chapter 7 Pages 65 76
73. ick Data and Inventory button Observe the 14 records 2 Click inside any row in any column 3 Click the Sel All button Observed that the column you clicked inside of above is highlighted and all 14 records are selected Also observe the record indicator boxes on the Record postal fa ie cf mf gt ff i stot 1 end lf 14 SelRows f raaa September 1 A Ernest R Hunter Sr P E CEM ACP MOS Master 57 Procedure 12b Using the Select on Cell Content button Procedure 12b Using the Select on Cell Content button Open File Exercise P7 all Results HECS Data xIs Sel All_ Column Fiter Un Fiter Col Show All sorta sortd_ ue on ea Help 1 Column Filter This button will filter the records in the worksheet based on the content of the selected cell SelAl_ Column iter un Fiter Col sho When you click on this button a drop down tool appears Select oncelicontent f with five sub commands as seen to the right You may a select records containing the content of the selected cell b exclude records containing the content of the selected cell c Un filter the column d show all records or e cancel Exercise P12 2 Using the Select on Cell Content button Open File Exercise P7 all Results HECS Data xIs 1 2 VES 4 Open File Exercise P7 all Results HECS Data xls if not already open Click on Cafeteria with Hard Floor in row 8 C
74. ing the same level of service Note This exercise continues on the next page Ernest R Hunter Sr P E CEM ACP MOS Master 87 Exercise APPA Example 3 Page 19 15 Minute Extra Break Cont d From APPA Book To make up for the lost adjusted minutes 21 95 21 16 0 79 instead of hiring an additional 0 74 FTE you could offer to cut service from daily to alternate days on waste containers 0 5 x 0 46 0 23 pencil sharpeners 0 5 x 0 4 0 2 and erasers 0 5 x 0 60 0 30 This gives a reduction of 0 23 0 2 0 3 0 73 adjusted minutes slightly less than what is theoretically needed but probably reasonably adequate You will create a custom cleaning level C2 to implement these reduction in service 1 Observe that the worksheet still shows a requirement for 20 74 FTEs 2 Click Main Menu 5 1 Classroom With Hard Floor Matix d A ea e rai Fi IES SHAN Routine Activities leveli Level2 level3 Level Level Level C2 sr tes D W MO A W j 5 Under the Level C2 column from the dropdown Spot dean walsand doors aa 062 os aod 0 os i i n il va oA owa oa OA on list select aD for waste containers pencil a Cc eT sharpeners and erasers as shown in the T D 7 oa A F screenshot to the right Gean Chalkboards and Trays aas aas aas asel ase aas 6 Click Main Menu ia eel a Dust at aces 116 o oz 0s oo 023 7
75. ion Cell C CleanOpssi All Spaces have been Scored Totals Un Weighted Average 36 523 179 Spaces in Random Sample 10 or min Audit CSF Weighted average for space Category T GE Total pomes No of Spaces by 1 Classroom With Hard Floor 5 800 E 3 2 950 1 53 2 Entranceway 312 2 2 312 1 50 3 Office with Carpet Floor 17 309 77 8 1 212 2 34 4 Public Circulation with Hard Floor 7 851 17 5 1 628 178 5 Research Lab without Hazardous 1 643 10 s 642 2 45 6 Stairwell 468 3 pl 468 1 24 7 Storeroom 2 048 14 s 682 1 44 8 Washroom 1 092 6 s 1 042 2 00 September 1 201 N Ernest R Hunter Sr P E CEM ACP MOS Master 115 September 1 2011 The End Very Best Regards Hunter Consulting and Training Ernest R Hunter Sr P E CEM ACP MOS Master
76. irers ordoni sheen 2 E ae Stave ak September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 114 Exercise APPA Determining APPA Levels of Cleanliness in Buildings Chapter 7 Pages 65 76 cont d Need Full Feature Mode and Guidelines 1 The Audit Assessment Report should look similar to the screenshot below Note that the Raw Un Weighted Average Cleaning Level in the below screen shot is 1 79 This means that Barton Hall is being cleaned at Cleaning Level 1 79 which is a bit better than cleaning level 2 This calculation conforms to the APPA protocol and is the score submitted for LEED Existing Building credits 2 The Space Weighted Average Cleaning Level of 2 01 is an extra calculation performed by CleanOpsStaff 3ed to adjust for large differences in CSF in each categories For example the score Entranceways at only 312 CSF is weighted differently than the score for Office with Carpet Floor at 17 309 CSF 3 You can save the package send it to another application and or print it out for your future record 4 NOTE Hunter Consulting and Training has released CleanOpsStaff 3ed ProMobile which will allows you to save the inspection sheet to the Smartphone PDA conduct the inspection using the PDA and then download the result from your PDA to CleanOpsStaff 3ed Audit Assessment Worksheet report This Score qualifies for LEED Existing Buildings EQ Credit Additional Descript
77. ise P7 all Results HECS Data xis 1 Autofit and Column Adjustment MiniToolBox Macro Staffing and Inventory features You and adjust the width of the columns in the worksheet by using the commands outlined in the Tools screenshot to the right o Autofit af 4 Go To Cell Fr Update Lists Help Set Defauit Order Arrange Functions 1 Exercise P14 1 Adjusting Column width 1 Open File Exercise P7 all Results HECS Data xis if not already open 2 Click inside the Building Name Number Column and then click the Autofit button Observe that the column width adjusted to match the widest text in the column 3 Repeat step 2 for random columns and observe the effect 4 Click the inside of random columns and click the left and right arrows and observe the column width change 5 Select a range of columns and experiment with the Autofit and Right and Left buttons and observe that you can change the width of a range of columns as once 6 Use the CTRL key to select non adjacent columns and experiment with the Autofit and Right and Left buttons and observe that you can change the width of multiple non adjacent column as once September 1 A Ernest R Hunter Sr P E CEM ACP MOS Master 61 Procedure 15 Set Default Order feature Procedure 15 Set Default Order feature Open File Exercise P7 all Results HECS Data xIs 1 Set Default Order feature
78. it take to clean that space at Level 2 Assume the space can be treated like a Research Lab without Hazardous Waste with a 11 700 CSF per custodian assignment at Level 2 2 640 CSF divided by 11 700 CSF per custodian 0 226 FTE Since the summary is based on 420 minutes per shift it will take 0 226 x 420 94 92 minutes to clean that space 1 While in the Inventory and Staffing worksheet click Staff Calculator button in the MiniToolBox QStaff MACRO STAFFING Both in Minutes i a to activate the Staff Calculator _ Zz 2 In Staff Calculator select R RLD Cell Filter Un Filter Show All Add Help Main Menu j without Hazardous Waste Observe information Sort a Sort d Up Dn QTicket QEntry computed for Level and 324 CSF at 027 FTE 11 670 CSF FTE 104 32 Base Time and 11 66 Type Research Lab without Hazardous Was 7 p B M A Minutes per day Level 2 cse_ 2 640 FTEs 22622 3 In Staff Calculator Click Clear button j Bi zaj 4 Enter 2 640 in the CSF input box ESAS 11570 Compute Clear Paste 5 Click Compute button Observe 22622 FTE and 7 95 01 Minutes per Day The 95 01 is computed indi Eig Next niger ex pandeo as 22622 x 420 productive minutes per day The gt Next difference between 95 01 and the 94 92 in the SSS book is due to rounding 226 x 420 94 92
79. k Ok 3 Click Macro Staffing and Inventory button Observe six records 4 SAVE AS gt In the Main Menu screen Click the Save As button 5 To see existing list of data files on your disk click the Save button in the Save Inventory and Data dialog box Note that HECS Data xIs is appended to Inventory files by CleanOpsStaff 3ed You should not type this extension when naming your inventory files 6 Click Once on Exercise P1 1 Results HECS Data xls and change name to My Exercise P1 1 Results HECS Data xIs Click Save again Click Yes Click Ok CLOSE gt In the Main Menu screen Click the Close button Click Yes 8 Click Macro Staffing and Inventory button Observe there are no records 9 Using Procedure in Step 2 above open My Exercise P1 1 Results HECS Data xIs Go to the Macro Staffing and Inventory screen and change 150 CSF to 325 CSF for room 100 10 SAVE gt In the Main Menu screen Click the Save button Click Yes Click Ok 11 CLOSE gt In the Main Menu screen Click the Close button Click Yes September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 42 Data File Management Open Save Save As Close Exercise P4 2 Open Data File Save Data File Close and Save Data and Inventory File Ga Sl ps a Functions T Functions Function Toolbox in Macro ee Ee ee nea Import Wiz Worksheet You will open the data file My Exercise
80. l Shapes September 1 2011 Active Edges click on Active Edges to read system information in Main Panel or change shape of Toolbox Dual Shapes most toolboxes can be switched between Long Width Short Height and Narrow Width Tall Height for maximum visibility of your data Toolbox dragging and pinning allows all tools to be dragged and pined to the desired position on the screen for maximum visibility of the worksheets and the toolboxes Has built in MiniKeypad and MiniCalculator to perform math operations and paste results into worksheets and forms useful when converting space dimensions to square feet Skip to User Training Manual Ernest R Hunter Sr P E CEM ACP MOS Master 15 CleanOpsStaff 3ed Technical Overview e Written in Visual Basic for Applications VBA e Uses Microsoft Excel 2003 2007 amp 2010 as platform P e Run on Microsoft Windows XP Windows Vista amp Windows 2010 e No other software required e Uses High Density Floating Toolboxes with Active Edges packs lot of commands in small screen space Skip to User Training Manual September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 16 CleanOpssStaff 3ed Technical Overview cont e CleanOpsStaff 3ed is a specialized user interface for Excel e CleanOpssStaff 3ed takes advantage of the power and easeof Excel e Learning curve for people who always use Excel would be very short e No experience needed with Excel or any
81. l2 7 Admin Building 3 300 40 50 Research Lab with Hazardous Waste Level2 Admin Building 3 301 75 30 Research Lab with Hazardous Waste Level2 9 Admin Building 3 302 35 65__ Research Lab with Hazardous Waste Level2 1 Click D and cC checkboxes to checked status Click in row 1 of Room Number column 2 Click 100 on the Keypad Click Paste button Repeat for 101 102 200 201 202 300 301 302 to finish populating the room number column Note the insertion point advances to the next row because the Down Cycle checkbox is checked 3 Click in row 1 under the Cleanable SF CSF column 4 Click a5 Click Click 34 Click Paste button Repeat for the remaining space dimensions Observe that the Paste button performs the equal function and paste the results into the selected cell 5 Click in row 1 under Standard Space Category column Select Classroom With Carpet Floor from the dropdown list you might have to scroll up in the dropdown list Press Enter key 6 Uncheck the D checkbox Check the c checkbox Click in row 1 under Standard Space Category column Uncheck c checkbox Select rows 2 through 3 under Standard Space Category column Click the Paste button September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master Exercise P18 1c Using KeyPad to Enter Data Exercise P18 1c Using KeyPad to Enter Data Continued from previous Exercise
82. lick Column Filter button Then click Select on Cell Content button Observe that the six records that contain Cafeteria with Hard Floor are visible 6 9 and 10 12 Click Column Filter button Then Click Un Filter Column button Observe that all records are now visible Note that the Un Filter and Show All button are directly on the Record Navigator as well as the dropdown tool for easy access September 1 Ernest R Hunter Sr P E CEM ACP MOS Master 58 Exercise P12 2 Using the Exclude on Cell Content button Exercise P12 2 Using the Exclude on Cell Content button Open File Exercise P7 all Results HECS Data xIs Sel All_ Column Fiter Un Fiter Col show Alll _sorta_ sorta ue on renal Help Z 1 Open File Exercise P7 all Results HECS Data xIs if not E already open 2 Click on Cafeteria with Hard Floor in row 8 3 Click Column Filter button Then click Exclude on Cell Content button Observe that six records that contain Cafeteria with Hard Floor are visible 1 5 7 and 13 14 4 Click Column Filter button Then Click Show All button Observe that all records are now visible Note that the Un Filter and Show All button is directly on the Record Navigator as well as the dropdown tool for easy access Note that the different between the Show All button and the Un Filter Column button is that the Show All button removes the filter from all columns and the Un Filter button
83. low instruction to run the Micro Staffing by Roomreport Click Show All button Click in any row under the third column Floor Name Number to select the cell containing a 1 for first floor Click Filter Column then click Select on Cell button In the MiniToolbox in upper right corner of screen click Reports Button On the Reports Generator Toolbox click Micro Staffing by Room of By Bidg button Click By Room button Compare the staffing number with those in APPA book Figure 5 2 floor 1 Figure 5 3 floor 2 Minor differences are due to different rounding methods On the Report Generator Toolbox click the Close Reports button to return the Macro Staffing and Inventory worksheet Click Main Menu either on MiniToolbox or on the Hide Show Toolbox in the upper right of the screen in the Main Panel Repeat the above steps for the second floor September 1 aN Ernest R Hunter Sr P E CEM ACP MOS Master 100 Exercise APPA Example 3 Page 57 Strip and refinish the 788 CSF hallway 100K Need Full Feature Mode and Guidelines From APPA Book How much time should it take to strip and refinish the 788 CSF hallway 100K in Barton Hall Ww Douna wN 1 Open file APPA Barton Hall Base Data P 40 and P 45 Fig 4 4 and Fig 4 5 HECS Data xIs if not already open While in the Macro Staffing and Inventory worksheet click Show All button to show all rows Click the Work Mode button to put the work sheet in Bot
84. m left to right 1 Find First and Find Next Buttons Find records that match the data contained in input boxes where the input box corresponding checkbox is checked a Check checkboxes of corresponding input boxes you want included in the search criteria b Type select or copy in the values you want to search for c If you want to find the first occurrence click the Find First Button start at the top of the worksheet d Click Find Next Button to find the next occurrence of a record that match the values in the QEntry input boxes that have their checkboxes checked September 1 A Ernest R Hunter Sr P E CEM ACP MOS Master 47 Exercise P6 1 Using the QEntry records Find Function Exercise P6 1 Using the QEntry records Find Function Open File Exercise P6 2 Results HECS Data xlIs Quick Entry Toolbox T Space M csr 7 lex Field Hep Cose space Category F Level z I oFfce with Carpet Foor gt Level sa ealf scene QO cen conr Pasa om crx P Co saa Coumnriter myoeirow_ showAl sota Sorta Fndrrst Find Next Apply Fiter Remove Fiter_ Man Nenu 1 You will find all second floor records Click the Un Check All Button Click the Floor Checkbox Type 2 in the Floor Box Click the Find First Button Observe the Active Row Indicator goes to row 6 first record for the second floor 2 Click Find Next Button seven 7 mo
85. nventory contains 1 136 CSF The base time to perform that task in the standard 1 200 CSF carpeted office is 16 13 minutes Therefore 1 136 x 16 13 1 200 15 27 minutes Open file APPA Barton Hall Base Data P 40 and P 45 Fig 4 4 and Fig 4 5 HECS Data xis if not already iG open While in the Macro Staffing and Inventory worksheet click Show All button to show all rows Click QEntry Click Un Check All to uncheck all QEntry checkboxes Enter 201 in the Space input box Check the Space checkbox Click Apply Filter Observe that only rooms 201A 201B and 201 C are visible and the summary row show 3 3 spaces at 1 136 CSF Close QEntry 4 Click Sel All Click Reports Click Time To Clean Observe the 15 57 minutes requires the for vacuuming floors and straightening furniture in these three rooms 7 Category 1 of 1 Time To Clean Report Office with Carpet Floor Total Cleanable Square Feet C5F 1 136 Number of Custodian days for Routine work 10 Number of Custodian days for Project work 74 Total Number of Custodian days 84 77 Barton Hall a J fe fe JE le fEls 2 E IE Jg FF FF F E E E S lieli 5 8 f ale hele E REESE IE REESE s j E JE YE 28 8 F E F R JA E E E E Total Minutes To Clean 395 267 047 413 328 802 450 Gjen 1040 71 012 109 os 212 78 Barton Hall 22018 300 Level 79 Barton Hall 2201C 136 Level2 0 47 0 32 0 06 0 49 029 ose os 1
86. o and from the 33 Standard Space Categories Matrices There are 33 Standard Space Category Matrices as defined in the APPA Custodial Operational Guideline September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 24 Exploring the CleanOpsStaff 3ed Environment Local Space Categories Worksheet Stationary MiniToolbox contains command buttons specific to active worksheet ext turns blue r the selected Local Space Cater and the screen scroll so that the selected Category is in the Local Space Categories Worksheet Local Space Category Navigator Used to select one of the 40 Local Space Categories Local Space Category Maker like a Wizard Used to build a Local Space Category The Space Category Maker allows you to copy a standard category and modify it to meet your local needs far left columns There are 40 Local Space Categories on this worksheet that you can build to meet your local needs 15 are available without the ProLocal Upgrade September 1 A Ernest R Hunter Sr P E CEM ACP MOS Master Getting Help Method 1 Use the Help Buttons in the upper right corner of the Main Menu the Hide Show Toolbox Toolboxes and throughout the application Note most toolboxes have a Help Button for contextual help Click the Help button to activate the Help cente
87. ocal Category Maker button to open It it work similar to a Microsoft wizard 5 Click 1 button on the Local Space Category Navigator to make sure you are working with the first matrix 6 In the lower left corner of the Local Category Maker click Select Base Standard Category This will be the standard category you will base your local category on Refer to the Guidelines narrative on page 17 7 Inthe Standard Type Name Box of the Standard Space Category Selection Dialog Box select Classroom Room with Hard Floors from the drop down list 8 Observe the that the Standard Space Category Selection Dialog Box looks like the screenshot to the right Observe Standard Space Category Selection Standard Office with Carpet Floor that CleanOpsStaff 3ed named your local category by putting the word Local in front of the standard name You will be able to rename the local category with the Rename Local Category button later if need be If you do rename the local matrix we recommend you keep the word Local or LM as the first part of the name For now accept the defaults and click the Import Activities button 9 Note This Example continues on next page Type Name Custom Type Local Office with Carpet Floor Name TA Import Routine Activities V Import Project Activities level C1 203 C4 C5 CO a Race Standard nalts Pornat Eine Septem
88. or on the Mini Main Menu button in the upper right of the screen in the Main Panel or on the Report Generator Additional Description Cell Level 1 Level levela evel 4 Levels Level C2 36 523 10 109 613 19 753 es 29 289 1 25 38 731 0 94 47 126 0 78 19 753 185 oral sq ft per Noof sq ft per Noof sg ft per Noof sqftper Noof sqft per Noof sq ft per Noof a Te Geant cusofan cast custodian cwt cutofan cost custodian cust cosetion cust custodion cast 1l Classroom With Hard Floor i sano 10233 osel 19432 oao a2 owl sao oas ssor osx 19132 oanl September 1 aN Ernest R Hunter Sr P E CEM ACP MOS Master 93 Exercise APPA Example 2 Page 46 Develop work schedules for the two resource leveled workers in Barton Hall Need Full Feature Mode and Guidelines From APPA Book You have calculated your staffing requirements for cleaning at 43 FTE Your human resources people advise you that your average employee is eligible for and uses 15 days of annual leave 8 days of sick leave 2 days of personal leave and 1 6 days of some type of other leave including Workers Compensation or unpaid leave per year How many additional FTE do you need to cover these circumstances 1 Di ile Starting in the Main Menu worksheet click the Close button close any open inventory file You will use the Staff Calculator and the Configuration Form for to solve this
89. ory from row 4 to row 13 a Click Check All Button Click Clear Button Click Un Check All Button Click individual checkboxes for Building Space Name and Space Category b Click anywhere in row 4 Click Copy Button Observe that data was copied into only those boxes whose checkbox was checked c Click anywhere in row 13 Ensure the Paste Checkbox is checked Click Paste Button Observe the elements that are grayed out and those that are not Observe the Paste to below Rows box it should read 13 13 1 d Click the No Button to cancel paste Observe that no data were pasted e Click Paste Button again This time click yes Observe data pasted f Enter data directly to make the space on the 3 floor 435 CSF and Level 3 You should now get 41 FTEs for Both 35 FTEs for Routine and 06 for Projects September 1 Bai Ernest R Hunter Sr P E CEM ACP MOS Master 38 Procedure 3b Exploring QEntry records Navigation functions Procedure 3b Exploring QEntry records Navigation functions 1 wa Kes E a SO FZ Foor Space Rc Hep Close FF Space Category 7 Level gj II I a Start Endl Select Rows Cear copy I paste close Pin Arrange Tools Hide Show Tools Functions Report Generator Staff Calculator Main Menu Find Apply Filter Remove Filter Show All Note The yellow highlighted area above is the Records
90. ost Total Cost a 3 61 103 232 10 333 5 167 118 832 a as 52 910 5 291 2 646 60 847 a 125 35 664 3 566 1 783 341 014 aj osa 26 970 2 697 1 242 31 015 s ozs 22 165 2 217 1 108 25 400 G 188 53 739 5 374 2 087 61 800 Average Wages 11 00 Direct Labor FTE x Ave Wages x Fringe x Hrs per Year Fringe Factor 125 Supply Costs Direct Labor x Supply Cost Factor Hours per Year 2 080 supply Costs 0 10 Total Costs Direct Labor Supply Cost Capital Cost Capital Budget 0 05 FTE 400 4 12345 a Requirement Cleaning Level 4 8 Total Cost 120 000 100 000 saoo y 860 000 540 000 s2000 0 123452 Cleaning Level September 1 201 Ernest R Hunter Sr P E CEM ACP MOS Master 107 Exercise APPA Determining APPA Levels of Cleanliness in Buildings Chapter 7 Pages 65 76 Need Full Feature Mode and Guidelines In this exercise you will generate an audit package for Barton hall following the APPA book Chapter 7 audit and inspection protocol 2 Open file APPA Barton Hall Base Data P 40 and P 45 Fig 4 4 and Fig 4 5 HECS Data xis While in the Macro Staffing and Inventory worksheet click Show All button to show all rows 3 Click the Sel All button Click the Reports Click Audit Ensure all three Make Audit Package Button Checkboxes are checked 4 Check the Make Audit Package button Read the message and
91. ou may uncheck the Paste Checkbox paste cose by clicking on it However since there is no Undo function it is recommended that you leave the box checked when pasting to many rows and that you use the Prompt Confirmation Toolbox to help avoid unintentional pasting September 1 201 N Ernest R Hunter Sr P E CEM ACP MOS Master 36 Exercise P3 2 Using QEntry to input five 5 records at once Exercise P3 2 Using QEntry to input five 5 records at once Building Floor Space CSF Space Category Level Main building 2 202 735 Classroom With Hard Floor Level 2 Main building 2 203 534 Classroom With Hard Floor Level 2 Main building 2 204 252 Classroom With Hard Floor Level 2 Main building 2 205 245 Classroom With Hard Floor Level 2 f Main building 2 206 325 Classroom With Hard Floor Level 2 p 1 Click Check All Button Click the CSF Checkbox to uncheck it since this data is different for each record Enter select data in QEntry as shown below Note the 1 in the Space Box will cause the Space Number to be increment by 1 from the previous Space Number You may increment by any number Since CSF is unchecked it does not matter what it contains Un Check All I Building F Floor IM Space r csr Help Close Space Category I Level Main Buding xf 2 x es classroom with Hard Fioor x teva 2 4 Highlight rows 8 through 12 in any column by first clicking in any row e
92. problem In the first row enter All Bldgs for building name All Floors for floor name All Rooms for room name You are creating a dummy inventory requiring 43 FTEs Click Staff Calculator and select Classroom With Hard Floor from the Type dropdown list It does not matter which category you pick since you are just creating a dummy 43 FTE inventory Click the CSF button to blank out the 1 200 in the CSF input box Replace 06272 with 43 0 in the FTEs input box Click Compute Click inside the first row of the worksheet and click Paste button on the Staff Calculator and click Yes Close the Staff Calculator Right click in the worksheet and select Configuration from the shortcut menu In the Local Number of Work Days per year box enter 223 4 250 26 6 Click the Write Configuration Variables from Form to Memory button and click Yes Note that you now need 48 12 FTEs or 5 1 48 12 43 additional FTEs This calculation differ from the 4 5 additional FTEs computed in the APPA book because CleanOpsStaff 3ed uses the proportional relation between 223 4 day per year and 250 days per year 48 12 43 x 250 223 4 Both method are acceptable and mathematically justified September 1 Ernest R Hunter Sr P E CEM ACP MOS Master 94 Exercise APPA Example 1 P 49 Room 101A in Barton Hall as APPA Standard Office Need Full Feature Mode and Guidelines From APPA Book Room 101A in Barton Hall is Treated like an APPA Stand
93. r You can send the help text to other applications and print it for easy reference Fro Staffing and inventory CS Geta Geel Method 2 1 Click on any Toolbox on the outer edges or in the title area to give the Toolbox the Focus 2 Move the mouse pointer over a Toolbox element Command Button Input Box etc 3 Pause the pointer over the element and read the Screen Tip in the yellow box 1A Copyright 2007 Ernest R Hunter Sr M wcro Staffi t r nd Inventor Sarj Ej Select Rows oo Feer by Cot_ Remove Colfer Dow Atl o September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 26 September 1 D Getting Help cont Method 3 1 Start in Macro Staffing amp Inventory Worksheet 2 Move the mouse pointer to the top of the first or second row af headings 3 When the mouse pointer turns into a hand click the mouse 4 The Help Center Box will appea with contextual help 5 Click again or click the Close Button on the Help Center Box to close the Help Center Box 6 Whenever you move the mouse over an item in a worksheet and it turns into a hand with a pointing finger you can left click and get Help t ETE phre a manoda orai arne Auto Dropdown On or name for the bulding name for foer or name for room or space toom ar spece The number is not u
94. re time and observe that each second floor record is found Observe the message you get at the last record and click OK 3 You will find space 203 on the second floor Click the Space Checkbox Type the 203 in the Space Box Click First Record Button Click the Find Button Observe the Active Row Indicator goes to row 9 record for Space 203 on the second floor 4 You will find Cafeteria with Hard Floor Click Un Check All Button Click the Space Category Checkbox Select Cafeteria with Hard Floor from dropdown list in Space Category Box Click First Record Button Click the Find Button Observe the Active Row Indicator goes to row 6 September 1 201 A Ernest R Hunter Sr P E CEM ACP MOS Master Exercise P6 2 Using the QEntry records Find Clear and Copy Function Exercise P6 2 Using the QEntry records Find Clear and Copy Function Open File Exercise P6 2 Results HECS Data xIs Check Al Un check Al puking I Foor __ Space Wain suing Jo cc 2 g JE r 22 Pier Fin chose E i e Inpa Row snowar sota d nd Fst nd Next _ Remove Fiter _ main meru 1 You will find space cleaned at Level 1 Click Un Check All Button Click the Level Checkbox Select Level 1 from dropdown list in Level Box Click Find First Button Click the Find Next Button twice while observing the Active Row Indicator goes to row 3 then to row 6 Click Find Button and click
95. rksheet and QEntry have dropdown lists that can be updated to capture all previous entries Main Menu Work Mode Keypad Reports QTicket Staff Calculator Functions Autofit 4 gt a E Tepes nep seawater made This allows you to select previously entered data from the dropdown list instead of re typing it In order to update the dropdown list click the Update Dropdown Lists button To have the dropdown list update automatically check the checkbox Go To Cell Exercise P16 1 Using the Update Dropdown Lists feature 1 Open File Exercise P7 all Results HECS Data xls if not already open 2 Click in Row 15 in the Building Column and type Admin Building and press the Enter 3 Click in Row 16 in the Building column Click the dropdown arrow and observe that only Main Building is in the dropdown list 4 Click the Update Dropdown Lists button and repeat Step 3 above and observe that the drop list now contains Main Building and Admin Building in alpha order Click the Update Dropdown Lists checkbox to make the update automatic Click in Row 16 in the Building Column and type Science Building and press the Enter 7 Now click the dropdown arrow and observe that Science Building has been added to the dropdown list ma September 1 A Ernest R Hunter Sr P E CEM ACP MOS Master 63 Exploring QTicket Procedure 17 Exploring QTicket Open File Exercise P7 all Results HECS Data xIs
96. rve that all records are now visible September 1 PA Ernest R Hunter Sr P E CEM ACP MOS Master 52 Exercise P7 2 Exploring QEntry records Filter Function Exercise P7 2 Exploring QEntry records Filter Function Open File Exercise P7 all Results HECS Data xIs Quik Entry Toolbox Qt i Check Al Un Check Al Bulding I Foor 7 Space cst Fiex Feld Help Cose space Category F Level Man Bung an Sh ses FIle wah nara Foor ee 2 n flo mn 6 E End Select Rows 220 ose Go seai Coumnrter msyoeiRow showal sorta sotd Fndrrst _Fndnext apply Fiter Remove riter _ Man menu Open Exercise P7 all Results HECS Data xls if necessary You will filter on Classroom With Carpet Floor space category cleaned at Level 3 a Select Classroom With Carpet Floor from Space Category dropdown list b Select Level 3 in the Level Box and Check the Level Checkbox c Click Apply Filter Button Observe that only the 2 records with Cafeteria with Hard Floor space category and Level 3 cleaning level are shown Records 4 and 13 You will remove only the Level Filter a Uncheck the Space Category Checkbox b Click the Remove Filter button Observe that 3 records with Cafeteria with Hard Floor space category are shown because the Level filter was removed Records 4 7 and 13 c Click the Show All button September 1 ny Ernest R Hunter Sr P E CEM ACP MOS Master 5
97. s Click to Uncheck the Checkboxes of the data you do not want to paste such as the Space Name Number and CSF since these elements are usually unique for each record 10 Click the Paste Button and click Yes Note the data you entered in QEntry is pasted into the range of rows you selected September 1 TN Ernest R Hunter Sr P E CEM ACP MOS Master 34 Procedure 3a Exploring QEntry data Input functions Procedure 3a Exploring QEntry data Input functions Quick Entry Toolbox Qnty wg b f Check Al uncheck Al F Buling coy reser om ce Apply Fiter Remove Fiter_ Main Menu 1 Check All places a check mark in all the data element checkboxes A check mark ina data element box means the corresponding Input Box will be acted upon when you use the Find Apply Filter Remove Filter Clear Copy or Paste buttons 2 Un Check All remove check mark in all the data element checkboxes 3 Clicking Individual Checkboxes toggle between checked and un checked for the individual checkbox 4 Clear clear the input boxes when the corresponding check box is checked 5 Copy copy the data from the current active Data and Inventory Row into QEntry input boxes when the corresponding checkbox is checked 6 Paste paste data from input boxes into the selected row s of the Data and Inventory Area for all input boxes that have their corr
98. s Observe that the first local category information has been read into the Local Space Maker Click Next button to make second local category matrix active In row 8 P click the dropdown arrow and scroll down dropdown list to 6 Research Lab with Hazardous Waste and select Clean Sink and click From the Frequency dropdown list select Ww for weekly Under Select column for Clean Sink check the Checkbox Click the Make Check Row s Routine button Click Un check All Rows button Click Rename Local Category and change Category name to Local Classroom With Hard Floor w sink Click Write to Worksheet button and click Yes Compare CleanOpsStaff 3ed results with Figure 2 3 APPA book page 19 Open file APPA Barton Hall Base Data P 17 and P 18 Examples 1 and 2 Solution HECS Data xis to see text book solution to the previous Examples 1 and 3 APPA book page 17 18 E Fli af r Ja r Jv a x r Js F J af r st ai f g J ry e a Z pam e e U NEEE See M o eM an TE sce E Q G ome a LM win secs ae September 1 NY Ernest R Hunter Sr P E CEM ACP MOS Master 86 September 1 2011 Exercise APPA Example 3 Page 19 15 Minute Extra Break From APPA Book The budget officer in the institution above while negotiating with the union asks you the effect of offering an additional 15 minute
99. s and the heading for the two columns involving time changes to white or un shaded and the Mode Heading changes from MACRO STAFFING Both in Minutes to MACRO STAFFING Both in Hours Click Time Mode Button again and note that things change back to the default colors and values Repeat this until you are comfortable with the Time Mode button Click to return to MACRO STAFFING Both in Minutes mode September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 31 Exercise P1 2 cont Changing Work Mode and Time Mode Exercise P1 2 cont Changing Work Mode and Time Mode Pal a 2 Work Mode Button With the data from Exercise P1 1 review the Macro Staffing and Inventory worksheet and note the calculation for both Routine and Projects activities Close QEntry if necessary If necessary click Hide Show Button on the Hide Show Toolbox in the upper right of the screen to show the MiniToolbox if necessary Click Work Mode button Mode Heading changes from MACRO STAFFING Both in Minutes to MACRO STAFFING Routine in Minutes Note the color change for the first and sixth headings Note the summary and detail calculations change to reflect results for Routine activities only Click Work Mode button again Mode Heading changes from MACRO STAFFING Routine in Minutes to MACRO STAFFING Projects in Minutes Observe calculation and color changes again then click Work Mode button to return to Bot
100. se on renseet September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master Procedure 17 Exploring Staff Calculator QStaff Procedure 17 Staff Calculator QStaff Open File Exercise P7 all Results HECS Data xIs 1 QStaff Use this button to activate the Staff Calculator QStaff feature This feature allows you to make quick calculations for single Standard Space Categories to determine selecting Space Type Cleaning Level and Cleanable Square Feet One example of use is when you want to know how much it will take to clean a hypothetical standard or local space category when you know the CSF space category and desired cleaning level On the other hand you might know the FTEs and CSF and want to compute the cleaning level If at least one of the variables is blank you can use the Compute button the compute the other variables You can also use the Add button to add the results of QStaff to QTicket MiniToolBox Macro Staffing and Inventory Main Menu Work Mode Te ode Tools Arrange 7 Update Lists Help Set Default Order Go To Cell QStaff MACRO STAFFING Both in Minutes Cell Filter Un Filter Show All Add Help Main Menu Sort a Sort d up Dn QTicket M QEntry Type Classroom With Hard Floor SPa eTA cse_ Fes 0783 Level 2 cS 4 200 FTEs 07183 CSF FTE 16 707 r coor eose r
101. sed by calculates The ime reaure to perform actvities in the space The Time Mode key between mnutes and hours standard space categories or lacal custom from the drop doan ist APPA Clearing Level User selects This the Rou HEdCeanstaff provided Sequence record umber Bul ng Nametiumber user enters Enter a number Floor NameNumber User enters Enter a number or Space Name Number Use enters Enter a number Cleanable S CFS User enters Enter a number of dearable square fest for he room or space No of Fisturestens User enters optonal Enter a number of totues or ters This San optenal Enty that you can use t tack such shng a number of fixtures Ni restrommns or nuvber ofight ficresin a HEddleansisffin any atustion ard canbe left lank Minutes to Clean or Hours to Clean HEdOleanstaf he specfied sy switches Standard Space Category Or Local Custom Space Category User selects You wil selectone of he categories Ernest R Hunter Sr P E CEM ACP MOS Master 27 Procedure 1 Entering data directly in the worksheet Procedure 1 Entering data directly in the worksheet Start in Main Menu Click Macro Staffing amp Inventory Button Click on next empty Row Cell in Row Column hwWnN Press TAB Key on keyboard to move insertion point to second column Building Name Number Type a Building Name or Number and press TAB Typ
102. ses Quick Entry QEntry Toolbox to speed up data entry Uses Quick Staff Calculator to quickly compute CSF FTE Cleaning Levels FTE requirement and Time To Clean Uses Quick Ticket QTicket with Drag To Select to quickly determine staffing needs for subset of inventory Uses Right Click Shortcut Menus with Flex Copy Paste to improve data input and integrity Skip to User Training Manual Ernest R Hunter Sr P E CEM ACP MOS Master 11 CleanOpsStaff 3ed Capability cont e CleanOpsStaff 3ed Features Uses Drag To Select Report Generation to quickly generate reports for subset of inventory Zz Has 40 Local Space Categories that can be built to meet local E conditions Has Local Space Maker Toolbox Like Wizard Can save many different Local Space Categories files to disk Can Customize a Sixth Cleaning Level Level C2 for all 33 APPA standard Space Can save many different Custom Standard Space Categories files Can accommodate additional frequencies such as Twice Daily TD Three Times Per Month 3 M Twice Weekly TW Skip to User Training Manual September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master CleanOpsStaff 3ed Capability cont e CleanOpsStaff 3ed Features LEED EB EQ Credit 3 2 and 3 3 Audit Support Upgrade to 20 000 record capacity Import inventory data from normal Excel spreadsheet 2 Conduct Audit inspection with PDA Smartphone Po
103. standard APPA space category contained therein for the frequency you intend to perform each and every task For this example assume that all activity frequencies in the space categories are okay at Level 2 except that you want to damp mop all hard floor classrooms once a week rather than once a month You would then have to change the standard space matrix to that shown in Figure 5 1 with the methods used in Chapter 2 ie Open file APPA Barton Hall Base Data P 40 and P 45 Fig 4 4 and Fig 4 5 HECS Data xIs if not already open While in the Macro Staffing and Inventory worksheet click Show All button Click the Work Mode button to put the work sheet in Both in Minutes mode Observe that it takes 1 85 FTEs to perform at Level 2 when 420 productive minute per day are available You will change damp mop from a project monthly task to a routine weekly task for Classrooms with Hard Floors Create a local category for Local Classroom with Hard Floor to accomplish this Ensure the BASE CSF Checkbox is unchecked After creating the Local Classroom With Hard Floor matrix it should look like the screenshot to the right Compare your local matrix with APPA book Figure 5 1 on page 51 Click here to select and activate Local Space Category Navigator Ist 34 Perform interim floor care Strip refinish floors Clean windows Project clean light fixtures Spray buff burnish floors
104. t you can save the information to a data file The default location file is C leanOpsStaff 3ed Data This location can be changed in the Configuration screen if you wish This location contains exercises files shipped by Hunter Consulting and Training that you will use in exercises in this user manual 2 The Open Save Save As and Close commands can be accessed from the command bar at the bottom of the Main Menu screen 3 The Open Data File and Save Data File command can be accessed from the Functions Toolbox in the Macro Staffing and Inventory screen These commands work the same as Open and Save with only a slight variation 4 These command can also be accessed by using the Right Click Short Cut interface Simple right click in any cell of a worksheet and select the desired command from the pop up short cut menu September 1 201 A Ernest R Hunter Sr P E CEM ACP MOS Master 4 Data File Management Open Save Save As Close Exercise P4 1 Open Save As Close and Save Data and Inventory File Gg JestOolert import Waard e Main Menu Screen 1 You will open the data file Exercise P1 1 Results HECS Data xlis NOTE Read all the message boxes as you do this exercise 2 OPEN gt In the Main Menu screen click the Open button Navigate to C leanOpsStaff 3ed Data if necessary Double click on Exercise P1 1 Results HECS Data xis Click gt Yes After the file is loaded and validated clic
105. ted Average TWA cleaning level is 1 59 Twa is the APPA approach SWA is added by CleanOpssStaff 3ed to weight the cleaning level by the relative size of the spaces SWA is just another data point The average cleanable square feet per FTE is 15 317 CSF FTE hwWN You must set aside 109 16 minutes each day to for Routine and Projects activities You would need 26 FTE To clean at the selected levels in the worksheet eS ee CleanOpsStaff 3ed counted 6 total spaces N September 1 201 Ernest R Hunter Sr P E CEM ACP MOS Master 30 Exercise P1 2 Changing Work Mode and Time Mode Exercise P1 2 Changing Work Mode and Time Mode Explanation of Work Mode and Time Mode CleanOpsStaff 3ed default is to calculate time in Minutes and for both Routine and Projects activities However many institution break the custodial work up into Routine activities which are activities that are perform at least weekly and Projects activities which are performed at a lesser frequency Additionally sometimes it is more convenient to see time in hours Z 1 Time Mode Button a With the data from Exercise P1 1 review the Macro Staffing and Inventory worksheet and note that time is in minutes Close QEntry if necessary If necessary click Hide Show Button on the Hide Show Toolbox in the upper right of the screen to show the MiniToolbox if necessary Click Time Mode button Observe that time is now in hour
106. the worksheet 66 Spaces and 18 719 CSF And 1 01 FTEs In the MiniToolbox click Work Mode button to switch to Routine in Minutes mode Compare the CleanOpsStaff 3ed last three data columns with the APPA book Figure 5 2 floor 1 Figure 5 3 floor 2 first three data columns for Routine CSF Cust Routine FTE and Routine MTC Please note that the columns are not in the same order In the MiniToolbox click Work Mode button to switch to Projects in Minutes mode Compare the CleanOpsStaff 3ed last two data columns with the APPA book Figure 5 2 floor 1 Figure 5 3 floor 2 Project MTC and Project FTE columns Note that floor 1 has 0 139 FTEs of project work and floor 2 has 0 136 FTEs of project work 10 Repeat the above steps for the second floor Note MTC means minutes to clean and refers to the number of minutes you must set aside per day to clean at the selected cleaning level The sum of the minutes based on the frequency of performing tasks the number of minutes in a work day and the number of work days in a year is converted to FTEs September 1 D Ernest R Hunter Sr P E CEM ACP MOS Master 99 Exercise APPA Minutes to Clean for Barton Hall First and Second Floor Page 53 Using the Micro Staffing by Room Need Full Feature Mode and Guidelines Open APPA Barton Hall Base Data P 54 Fig 5 2 Floor 1 and 2 HECS Data xIs if not already open To see a report that more closely resembles Figure 5 2 follow the be
107. then no change will occur September 1 y Ernest R Hunter Sr P E CEM ACP MOS Master 51 Exercise P7 1 Exploring QEntry records Filter Function Exercise P7 1 Exploring QEntry records Filter Function Open File Exercise P7 all Results HECS Data xIs nine a E Main Building T EES CENE Sf otfce wath Herc Foor f a2 TE E in ml gt i HE end Sekt Rows Zz pacts Cose Go seal Cotumneiter inyoeiRow_ showal_ Sorta Sort d Find Fist FindNext Apply Fiter Remove Fiter_ Man Menu Check AI Un Check Al Bulking M Foor M Space M oos Flex Field Hep cose space Category F leva 1 Open Exercise P7 all Results HECS Data xls 2 You will filter on Cafeteria with Hard Floor space category a Click anywhere in the row 8 Then click Copy in QEntry b Click Un Check All button Click The Space Category checkbox c Click Apply Filter Button Observe that only the 6 records with Cafeteria with Hard Floor space category are shown Records 6 9 and 10 12 d Click the Remove Filter button Observe that all records are now visible 3 You will filter on Classroom With Carpet Floor space category a Select Classroom With Carpet Floor from Space Category dropdown list b Click Apply Filter Button Observe that only the 3 records with Cafeteria with Hard Floor space category are shown Records 4 7 and 13 c Click Show All button Obse
108. ton to clear the input box Check the Down Cycle Checkbox D checkbox to have the insertion point advance to the next row after each paste Check the Right Cycle Checkbox R checkbox to have the insertion point advance to the next column after each paste Check the Capture Input Box Checkbox C to automatically capture the selected cell into the input box when you click inside a cell in the worksheet Use the D button to delete the last character of digit in the input box Note the Keypad title bar indicates the selected row and the column heading The screenshot indicate Row 1 and the Cleanable SF heading Main Building September 1 N Ernest R Hunter Sr P E CEM ACP MOS Master vi Exercise P18 1a Using KeyPad to Enter Data Exercise P18 1a Using KeyPad to Enter Data 1 You will use the keypad to 1jAdmin Building 1 45 Classroom With Carpet Floor Level2 2 Admin Building 1 60 30 Classroom With Carpet Floor Level2 3 Admin Building 102 Classroom With Carpet Floor 4 Admin Building 2 200 14 16 Office with Hard Floor Level2 5 Admin Building 2 201 20 16 Office with Hard Floor Level2 6 Admin Building 2 202 24 12 Office with Hard Floor Level2 7 Admin Building 3 300 40 50__ Research Lab with Hazardous Waste Level 2 8 Admin Building 3 301 75 30 Research Lab with Hazardous Waste Level2 9 Admin Building
109. xcept 8 to ensure row 8 is not selected Then click in row 8 and drag through the row 12 Observe the information in the Selected Rows Box It should indicate 8 12 5 to confirm which rows are selected Click Paste Button and click Yes Observe data now appears in rows 8 through 12 6 Type the CSF data directly in the data cell in the Data and Inventory Area You should now get 39 FTEs for Both 32 FTEs for Routine and 07 for Projects September 1 2011 Ernest R Hunter Sr P E CEM ACP MOS Master 37 na Exercise P3 3 Using the Paste Confirmation Toolbox and the Copy Button Exercise P3 3 Using the Paste Confirmation Toolbox and the Copy Button ea l Tu x uidino F Space jeanable Standard Space Category or Local PA Clea Name Number Name Number F Paste to below Rows Custom Space Category Main Building J Research Lab without Hazardous Waste Explanation Because of the importance of data integrity and accuracy CleanOpsStaff 3ed provides the Paste Confirmation Toolbox to help you avoid unintentionally pasting data The toolbox has the same column headings as the data area and indicates which data elements will be pasted green background and which will not gray background The Paste To Box will indicate which rows the paste will go to 1 You will copy only Building Space Name and Space Categ
110. ype select or copy in the values you want to match c Click Apply Filter Button Note The corresponding column filter in the Data and Inventory Area will be set to match the checked input boxes in QEntry Therefore only records matching the value corresponding checked input boxes will be displayed September 1 N Ernest R Hunter Sr P E CEM ACP MOS Master 50 Procedure 7b Exploring QEntry records Remove Filter Function Procedure 7b Exploring QEntry records Remove Filter Function Quick Entry Toolbox QEnt Check al un Check al Buking f Foor Space csr Fex Fed Bem cise space category 2 ic fmiodn g E End Sect Rows 720 Go seai coumneiter imsoeRow shwa sota sotd Findrrst FindNext apply Fiter Remove Fiter_ man menu p ain autina af fam Aes Z ofice with Hare Floor ee II F eva Cose j 1 Remove Filter Button Remove filter criteria from the corresponding Data and Inventory Area column from checked c Click Remove Filter Button a Check checkboxes of corresponding input boxes you want to remove the filter b It does not matter what value is in the input box in order for the filter to be removed from the corresponding column as long as the corresponding checkbox is Note If the corresponding column filter in the Data and Inventory Area was set to filter on the filter will be removed If the column was not filtered

CleanOpsStaff-3ed - Hunter Consulting and Training

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