Custodial Template - WebTMA 7

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Approximately 80% of Custodial setup is made using the Custodial Template. The Routine Tasks Section of the window shows a list of cleaning Tasks performed regularly in a selected Custodial space.

This window lists the Tasks that are performed for a specific room type and lists, as well as establishes, how many times a week each of those Tasks should be performed. It then lists the amount of time (minutes) that it will take to accomplish those Tasks. In both View and Edit mode, you have the option to Show Projected Minutes or Hide Projected Minutes.

The grid consists of a set of rows and columns. You have the option of adding any Task to the Template, either individually using the Add Task link or in batch using the Add Tasks link.

The Routine Tasks Section displays daily or weekly Tasks. The Project Tasks Section displays Tasks performed infrequently, such as once or twice a year, which are related to the selected Area type. Tasks are added to either grid in the same way.

About Custodial Task Activities

Two basic types of activities are supported in TMA Custodial Management. These are Routine activities and Project activities. Many organizations, such as educational facilities, have extended periods of time when spaces are not in use or occupied. Schedule Project Tasks to occur during these periods.

Base times are expressed in minutes or hundredths of minutes. If desired, use the averages compiled by APPA from hundreds of facilities. The APPA base times are very close to the times reported by ISSA for the same Tasks. Portions of the Custodial Management module are based on the ISSA 612 Cleaning Times © ISSA. You can use all APPA Tasks, all ISSA Tasks, all custom Tasks, or any combination of Tasks that make sense for your organization.

Reminder: The base time to perform an activity can be different when applied to a different type of space. The adjusted time to carry out an activity reflects the fact that the frequency of doing a Task will change at different levels of cleanliness, which results in an adjustment to the base time. The adjustment factor is directly related to the frequency with which a Task is performed. Each cleaning level has its own adjusted minutes for each Task. The total adjusted minutes for any given space category is the time reserved daily to perform all activities for a given cleaning level.

Routine Tasks are performed at least once a week. If a Task is scheduled less frequently than once a week, such as semi-annually, it is considered a Project Task.

If you stop Routine Tasks during periods when the facility has downtime periods, your existing staff can perform the Project-related Tasks. This mode is referred to as resource level. If your facility does not have downtime periods and the Routine Tasks must be done throughout the year, extra staff will be required to perform the Project Tasks.

Custodial Template Fields

Many of the fields are self-evident; however, you may find the following definitions useful.

General Information Section

Inspect. Rating A read-only field that is calculated using the average of all the Custodial Inspections that are performed on Areas that are linked to this record.

Tot. Weekly Min. A read-only field that is a calculated estimate of the amount of time it will take to perform the generic version of the linked Custodial Tasks multiplied by the number of Areas that are linked to this record.

Routine Tasks Section

# Times / Week This column indicates the number of times per week a Custodial Task should be performed for each associated Area.

Applied Weekly Minutes This column indicates the number of minutes spent each week performing the Task for one Area.

Projected Minutes Level 1 – 5 These columns indicate the number of minutes spent each week for a single area to meet the various Level Standards set by APPA.

Project Tasks Section

# Times / Year This column indicates the number of times a year a Custodial Task should be performed for each associated Area.

Annual Minutes Column indicating the number of minutes that will be spent each year for a single Area.

Annual Minutes Level 1 – 5 These columns indicate the number of minutes spent each year for an Area to meet the various Level Standards set by APPA.

Custodial Template Item Tab

Use the Item Tab to associate a set of Custodial Items with a Custodial Template.

In Edit mode, you have four links at the top of the grid:

  • Click Add Items to add Custodial Items to the Tab.
  • Click the Add Set link to automatically add any missing Custodial Items based on all the items associated with linked Custodial Tasks.
  • Click Auto-Distribute to distribute an equal percentage of importance to all lines marked as Inspection items.
  • Click Deleted Selected to delete multiple items from the grid at one time

These column definitions may be helpful:

Default QTY:  The default quantity of Custodial Items per Area. Values can be entered in the column.

Average QTY:  This calculated column displays the actual average of Items that have been added to individual Area records.

Inspection:  A check in this box indicates that the associated Custodial Item will be used for Custodial Inspection purposes.

Distribution:  The value used to indicate the importance of the individual Custodial Item during an inspection. A Custodial Item that is not marked as an Inspection Item should not have any distribution. The value can be made manually or automatically calculated using the Auto-Distribute link; however, the percentages must add up to 100.


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