Custodial Template - WebTMA 5

Path: Transactions > Custodial > Custodial Template

Approximately 80% of custodial setup is made using the Custodial Template. The default view of the Custodial Template window shows a list of Routine cleaning tasks performed 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.

The grid consists of a set of rows and columns. You have the option of adding any task to the Template, either individually or in batches.

The Routine Subtab is part of the Custodial Template window default view and displays daily or weekly tasks. Click the Project Subtab to see tasks performed infrequently, such as once or twice a year, which are related to the selected area type.

The Project task grid is similar to the Routine task grid. The tasks are added and edited in the same way. The only difference is that project tasks are usually performed once or twice a year.

The next topic describes the difference between Routine activities and Project activities.

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.

If a task does not apply to most areas in your organization, you can delete it from the list on the Custodial Template window and add it to the individual Area records for the few that apply.

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 makes 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 down times, 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 Project Tasks Subtab Fields

The Project Subtab lists all of the Custodial Project Tasks that are associated with this record. A project task is a task that is done at least once a year. If a task is not done at least once a year, it is not a project task.

Code. This column displays the Code of the Custodial Task. Custodial Tasks are created from Transactions > Custodial > Custodial Task.

Task Description. The description assigned to the Custodial Task.

Task Type. The Type classification of the Custodial Task. Types are set up in Organization > Lookups > Custodial Task Type.

# 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 Individual Task Entry

Path: Transactions > Custodial > Custodial Template–Custodial Template Task Entry Popup

This window opens when you click the Add Task link on the Custodial Template window.

When you select a Task, many of the fields in the upper section are read-only and derive from the Custodial Task record.

The optional Weekly Frequency L1 – L5 fields on the Recommended Frequency Subtab apply only to APPA and provide a way for you to get an idea of the minutes required for the different APPA cleanliness levels described on page 5. When you enter the number of times the task would be performed at the given level and tab out of the field, the amount of time required for that level displays in the corresponding Weekly Minutes field at the right.

The optional day of the week (SUN-SAT) fields are used to establish a daily default quantity per task line and pre-schedule a route. The values are used when adding areas to a Custodial Route. These days of the week do not relate to the Weekly Frequency value.

The Comments Subtab gives you room to easily add and view any notes or other information about the Task.

The Base Subtab shows the time values as they exist on the underlying Custodial Task record since they can be changed on this Template Task Entry popup window.

Base Subtab

Path: Transactions > Custodial > Custodial Template–Custodial Template Task Entry Popup

The Base Subtab shows the default values that are associated with the Custodial Task record as well as the values for the Associated Task if one exists.

When in Add or Edit mode on the Base Subtab, two green check  icons display next to the Item fields. Click one of the icons to update the template values for the Item shown. For example, if you want to use data based on the actual number of Tablet Arm Chairs in a room, click the icon next to the Item field.

How to Add Custodial Tasks

These instructions apply to either the Routine Subtab or the Project Subtab on the Custodial Template / Identity Tab.

In Add or Edit mode:

  1. Click Add Task link at the top of the grid.
  2. Select the Task.
  3. Accept or change the values in the Item Quantity %, Base Minutes, and Base Quantity (Per)
  4. Type the Weekly Frequency, i.e., how often the task is performed each week, for example, 1, 3, or 5.
  5. Enter the number of times per day the task is performed in the SUN-SAT fields. This is used in Route planning.
  6. (Optional) Enter values in the Weekly Frequency L1-L5 fields to calculate the Weekly Minutes.
  7. (Optional) Add notes to the Comments free-form text field.
  8. Click the Save button on the window.
  9. Click Save on the WebTMA toolbar.

How to Add Batch Custodial Tasks

You have the option to add several custodial tasks at one time. When added in batch, the Custodial Template Task Entry window does not open for editing; however, you can edit any item once it displays on the grid.

Tasks added in batch use the current APPA Level 2 value as the default value for times per week (or times per year for a Project task). You have the option of editing the individual lines added in batch if you need to make changes.

To add tasks in batch from the Custodial Template window to either the Routine or Project Subtab in Add or Edit mode:

  1. Click the Add Tasks link at the top of the grid.
  2. Select the Task Type on the Component Entry
  3. Check to mark all desired tasks.
  4. Click the Add Selected button on the popup window. All the marked tasks now display on the Custodial Template grid.
  5. (Optional) Click the pencil icon to edit any added lines.
  6. Click Save on the WebTMA toolbar.

Custodial Template Item Tab

Path: Transactions > Custodial > Custodial Template / Item Template

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

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

  • Click the 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 the Auto-distribute link to distribute an equal percentage of importance to all lines marked as Inspection items.

Columns on the grid are defined as:

Item Description. The description of the Custodial Item

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 explicitly set in each area.

Inspection. When checked, the field in this column indicates that the associated Custodial Item will be used for Custodial Inspection purposes.

Distribution. The value used to weigh the individual Custodial Item during an inspection. A Custodial Item that is not marked as an Inspection Item should not have any distribution.

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