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COMPREHENSIVE ENGINEERED CLEANING PROGRAMS

COMPREHENSIVE ENGINEERED CLEANING PROGRAMS. LEVEL OF SERVICE ORDERLY SPOTLESSNESS ORDINARY TIDINESS CASUAL INATTENTION MODERATE DINGINESS UNKEMPT NEGLECT STAFF DEVELOPMENT STANDARD OPERATING PROCEDURES EQUIPMENT: PURCHASING, USE AND MAINTENANCE CLEANING AGENTS

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COMPREHENSIVE ENGINEERED CLEANING PROGRAMS

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  1. COMPREHENSIVE ENGINEERED CLEANING PROGRAMS

  2. LEVEL OF SERVICE • ORDERLY SPOTLESSNESS • ORDINARY TIDINESS • CASUAL INATTENTION • MODERATE DINGINESS • UNKEMPT NEGLECT • STAFF DEVELOPMENT • STANDARD OPERATING PROCEDURES • EQUIPMENT: PURCHASING, USE AND MAINTENANCE • CLEANING AGENTS • QA REVIEWS, MEASURING RESULTS • COMPREHENSIVE ENGINEERED CLEANING PROGRAMS

  3. EVERY SCHOOL IS UNIQUE: NO TWO ARE THE SAME IN CONSTRUCTION OR ENVIRONMENT. MAINTENANCE STANDARDS AND STAFFING LEVELS CAN BE SIGNIFICANTLY AFFECTED BY SUCH FACTORS AS TRAFFIC DENSITY, FREQUENCY OF USE OF THE FACILITIES, AGE OF THE FACILITY, MATERIALS USED IN CONSTRUCTION, LEVEL OF VANDALISM, CLIMATIC CONDITIONS, LOCATION OF CUSTODIAN SPACE, AND THE ORGANIZATION AND TRAINING OF STAFF AND THE MATERIAL AND EQUIPMENT AVAILABLE TO THEM.

  4. EXPERIENCE, HOWEVER, HAS REPEATEDLY SHOWN THAT DIFFERENCES IN APPEARANCE OF SCHOOLS CAN LARGELY BE ATTRIBUTED TO STAFFING LEVELS. THERE IS A DIRECT CORRELATION BETWEEN THE AVAILABLE RESOURCES AND THE APPEARANCE OF FACILITIES.

  5. THE GOAL OF A COMPREHENSIVE ENGINEERED CLEANING PROGRAM IS TO PROVIDE A THOROUGH OPERATIONAL EVALUATION OF YOUR CUSTODIAL DEPARTMENT WITH THE INTENT TO INCREASE OPERATIONAL EFFICIENCY AND EFFECTIVENESS.

  6. THE TOOL VSBIT WILL BE USING TO HELP YOU ACCOMPLISH THIS TASK IS THE ASSOCIATION OF HIGHER EDUCATION FACILITIES OFFICERS, (APPA) CUSTODIAL STAFFING GUIDELINES FOR EDUCATIONAL FACILITIES.

  7. GROUND RULES: • APPEARANCE LEVELS – IF CLEANING ACTIVITIES ARE ACCOMPLISHED WITH DECREASING FREQUENCY, APPEARANCE WILL SUFFER. FIVE APPEARANCE LEVELS HAVE BEEN DEFINED. • STANDARD SPACES_ NOT ALL SPACES ARE CREATED EQUAL. DIFFERENT TYPES OF SPACE REQUIRE DIFFERENT TYPES AND AMOUNT OF CLEANING EFFORTS. THIRTY-THREE DISTINCT STANDARD SPACE TYPES HAVE BEEN IDENTIFIED FOR WHICH CLEANING DATA HAVE BEEN ACCUMULATED. • ALL DATA IS PRESENTED IN ASSIGNABLE SQUARE FEET (cleanable square feet, CSF) PER WORKER_ THIS IS AN INDUSTRY STANDARD OF MEASURE BY WHICH COMPARISONS CAN BE MADE.

  8. APPEARANCE LEVELS LEVEL 1 ORDERLY SPOTLESSNESS: CLEANING AT THE HIGHEST LEVEL. DONATED BUILDING, CORPORATE SUITE OR HISTORICAL FOCAL POINT, THE WHITE HOUSE. • FLOORS AND BASE MOLDINGS SHINE AND/OR BRIGHT AND CLEAN; COLORS ARE FRESH. THERE IS NO BUILDUP IN CORNERS OR ALONG WALLS. • ALL VERTICAL AND HORIZONTAL SURFACES HAVE A FRESHLY CLEANED OR POLISHED APPEARANCE AND HAVE NO ACCUMULATION OF DUST, DIRT MARKS, STREAKS SMUDGES, OR FINGERPRINTS. LIGHTS ALL WORK AND FIXTURES ARE CLEAN

  9. APPEARANCE LEVELS LEVEL 2 ORDINARY TIDINESS: THIS IS THE LEVEL AT WHICH CLEANING SHOULD BE MAINTAINED. • ALL OF THE ABOVE IN ORDERLY SPOTLESSNESS BUT VERTICAL SURFACES ARE SHOWING MARKS, DUST SMUDGES AND FINGER PRINTS ARE NOTICEABLE UPON OBSERVATION

  10. APPEARANCE LEVELS LEVEL 3 CASUAL INATTENTION: FIRST BUDGET CUT LEVEL.. WHILE NOT TOTALLY ACCEPTABLE IT HAS YET TO REACH AN UNACCCEPTABLE LEVEL OF CLEANLINESS. • FLOORS ARE SWEPT OR VACUUMED CLEAN, BUT UPON OBERVATION THERE CAN BE STAINS. A BUILDUP OF DIRT AND/OR FLOOR FINISH IN CORNERS AND ALONG WALLS CAN BE SEEN. • THERE ARE DULL SPOTS AND/OR MATTED CARPET IN WALKING LANES. THERE ARE STREAKS OR SPLASHES ON BASE MOLDING. • ALL VERTICAL AND HORIZONTAL SURFACES HAVE OBVIOUS DUST, DIRT, MARKS, SMUDGES, AND FINGERPRINTS. LAMPS ALL WORK AND FIXTURES ARE CLEAN. • TRASH CONTAINERS AND PENCIL SHARPENERS HOLD ONLY DAILY WASTE, ARE CLEAN AND ODOR FREE.

  11. APPEARANCE LEVELS LEVEL 4 MODERATE DINGINESS: SECOND BUDGET CUT OR OTHER SIGNIFICANT STAFFING RELATED PROBLEMS. AREAS ARE UNACCEPTABLE. PEOPLE ARE BEGINNING TO ACCEPT AN ENVIRONMENT LACKING NORMAL CLEANLINESS. IT ALWAYS LOOKS LIKE IT NEEDS A GOOD SPRING CLEANING. • FLOORS ARE SWEPT OR VACUUMED CLEAN, BUT ARE DULL, DINGY, AND STAINED. THERE IS A NOTICEABLE BUILDUP OF DIRT AND/OR FLOOR FINISH IN CORNERS AND ALONG WALLS. • THERE IS A DULL PATH AND/OR OBVIOUSLY MATTED CARPET IN THE WALK LANES. BASE MOLDING ARE DULL AND DINGY WITH STREAKS OR SPLASHES. • ALL VERTICAL AND HORIZONTAL SURFACES HAVE CONSPICUOUS DUST, SIRT, SMUDGES, FINGERPRINTS AND SOME LAMPS (UP TO FIVE PERCENT) ARE BURNT OUT. • TRASH CONTAINERS AND PENCIL SHARPENERS HAVE OLD TRASH AND SHAVINGS. THEY ARE STAINED AND MARKED. TRASH CONTAINERS SMELL.

  12. APPEARANCE LEVELS LEVEL 5 UNKEMPT NEGLECT: THE FACILITY IS ALWAYS DIRTY, WITH CLEANING ACCOMPLISHED IN AN UNACCEPTABLE LEVEL. THE TRUCKING INDUSTRY WOULD CALL THIS “JUST IN TIME CLEANING.” • FLOORS AND CARPETS ARE DULL, DIRTY, DINGY, SCUFFED, AND/OR MATTED. THERE IS A CONSPICUOUS BUILDUP OF OLD DIRT AND/OR FLOOR FINISH IN CORNERS AND ALONG WALLS BASE MOLDING IS DIRTY, STAINED, AND STREAKED. GUM, STAINS, DIRT, DUST BALLS AND TRASH ARE BROADCAST. • ALL VERTICAL SURFACES HAVE MAJOR ACCUMULATIONS OF DUST, DIRT, SMUDGES, AND FINGERPRINTS, ALL OF WHICH WILL BE DIFFICULT TO REMOVE. LACK OF ATTENTION IS OBVIOUS. • LIGHT FIXTURES ARE DIRTY WITH DUST BALLS AND FLIES. MANY LAMPS (MORE THAN FIVE PERCENT) ARE BURNT OUT. • TRASH CONTAINERS AND PENCIL SHARPENERS OVERFLOW. THEY ARE STAINED AND MARKED. TRASH CONTAINERS SMELL SOUR.

  13. STANDARD SPACES THE THIRTY THREE AREA TYPES OF SPACES HAVE IDENTIFIABLE CLEANING ACTIVITIES THAT MUST BE DONE TO ATTAIN EACH RESPECTIVE LEVEL OF CLEANLINESS. THE SIZE OF EACH STANDARD SPACE IS DEFINED BY “CLEANABLE SQUARE FEET” (CSF) AND THE FIXED AND MOVEABLE CONTENTS OF THE AREA. CLEANABLE SQUARE FEET IS WALL TO WALL.

  14. LEVELS OF CLEANING • Category Matrices • Matrix 1: Classroom with Hard Floor • Matrix 2: Entranceway • Matrix 3: Locker/Changing Room Not Including Shower • Matrix 4: Office with Carpeted Floor • Matrix 5: Public Circulation) Area with Hard Floors • Matrix 6: Research Laboratory with Hazardous Waste • Matrix 7: Research Laboratory without Hazardous Waste • Matrix 8: Stairwell • Matrix 9: Storeroom • Matrix 10: Washroom • Matrix 11: Shower Room • Matrix 12: Public (Circulation) Area with Carpeted Floors • Matrix 13: Office with Hard Floors • Matrix 14: Classroom with Carpeted Floor • Matrix 15: Classroom with Carpeted Floor -Heavy Use • Matrix 16: Classroom with Hard Floor -Heavy Use • Matrix 17: Washroom -Heavy Use • Matrix 18: Utility • Matrix 19: Vending • Matrix 20: Dormitory Lounge • Matrix 21: Cafeteria with Carpet • Matrix 22: Cafeteria with Hard Floor • Matrix 23: Library with Carpet • Matrix 24: Library with Hard Floor • Matrix 25: Auditorium Seating and Foyer • Matrix 26: Auditorium Stage and Wings • Matrix 27: Gymnasium (Wood Floor) • Matrix 28: Dormitory Washroom • Matrix 29: Dormitory Sleep/Study • Matrix 30: Patient Conference Room • Matrix 31: Patient Treatment Room with Carpeted Floor • Matrix 32: Patient Treatment Room with Hard Floor • Matrix 33: Nursing Station

  15. LEVELS OF CLEANING

  16. LEVELS OF CLEANING

  17. STAFFING LEVEL SUMMARY THE THIRD GROUND RULE IS THE REQUIREMENT THAT THE FORMAT OF THE RESULTS MUST BE CLEANABLE SQUARE FEET ASSIGNED TO EACH CUSTODIAN.

  18. LEVELS OF CLEANING • THE FOLLOWING CHART SUMMARIZES THE BASIC DATA USED IN THE GUIDELINES FOR STAFF PREDICTIONS IN UNITS OF ASSIGNABLE SQUARE FEET PER CUSTODIAN ROUNDED TO THE NEAREST HUNDRED SQUARE FEET. THIS CHART ALSO DRAMATICALLY DEMONSTRATES THE VARIABLE CLEANING REQUIREMENTS FOR DIFFERENT SPACE TYPES AND CLEANING LEVELS. THE RESULTS PRESENTED ASSUME 420 PRODUCTIVE MINUTES OF WORK PER SHIFT PER CUSTODIAN

  19. STAFFING LEVEL SUMARY

  20. STAFFING LEVEL SUMMARY WHEN DETERMINING THE NEEDED NUMBER OF FTE’S YOU MUST ADJUST FOR CONTRACTUAL OR JOB RESPONSIBILITY EXCEPTIONS THAT WOULD TAKE AN EMPLOYEE AWAY FROM THEIR ACTUAL CLEANING DUTIES. • VACATION • SICK TIME • UNLOCKING OF DOORS • GROUNDS WORK • TRAINING • MEETINGS

  21. STAFFING LEVEL SUMMARY

  22. SPACE INVENTORY A COMPLETE INVENTORY OF EACH SPACE IN A SCHOOL MUST BE MADE. EACH SPACE IN THE INVENTORY MUST BE MEASURED IN CSF OR WALL TO WALL IN SQUARE FEET AND BE ASSIGNED ONE OF THE THIRTY THREE SPACE CATEGORIES.

  23. SPACE INVENTORY

  24. SPACE INVENTORY

  25. STAFFING LEVEL SUMARY • ONCE THE CSF HAS BEEN DETERMINED BY SPECIFIC CATEGORY A ACCURATE NUMBER OF NEEDED FTE CUSTODIANS CAN BE DETERMINED. THE WORK LOAD CAN ALSO BE PROPORTIONED EQUALLY BETWEEN THE STAFF.

  26. HOW CLEAN ARE YOU? DETERMINING YOUR SCHOOL LEVEL OF CLEANLINESS. • IN ORDER TO ESTABLISH THE BASELINE YOUR SCHOOL IS PRESENTLY BEING CLEANED AT YOU’LL WANT TO HAVE AN AUDIT PERFORMED.

  27. CONDUCTING AN AUDIT AUDITS PROVIDE FOR: • BASELINE CLEANLINESS LEVEL • EVALUATE THE RESULTS OF MODIFIED PROCEDURES • PERFORMANCE EVALUATIONS • QUALITY CONTROL

  28. CONDUCTING AN AUDIT WHEN CONDUCTING AN ASSESSMENT OF YOUR SCHOOL WE NEED TO CONSIDER THE NUMBER OF SQUARE FEET EACH CUSTODIAN CLEANS COMPARED TO OUR APPA GUIDELINES, AND THE LEVEL OF QUALITY OF THE CLEANING SERVICE PROVIDED. ALL QUALITY STANDARDS SHOULD BE: • OBSERVABLE: IF YOU CANNOT OBSERVE IT, YOU WILL NOT BE ABLE TO MEASURE IT. • MEASUREABLE: A CLEARLY DEFINED MEASURE NEEDS TO EXIST. YOU OBSERVED A PERFORMED TASK. NOW A MEASURE NEEDS TO BE DEVELOPED. • CONSISTENT: ONCE A CLEANING STANDARD IS DEVELOPED THAT YOU CAN OBSERVE AND MEASURE, IT IS IMPORTANT THAT THE AUDITED RESULTS REMAIN CONSISTENT FROM OBSERVATION TO OBSERVATION, EVEN IF OBSERVED BY DIFFERENT PEOPLE.. • REALISTIC: NOW THAT YOU HAVE OBSERVED AND MEASURED RESULTS, AND DETERMINED THE CONSISTENCY AMONG MEASURES, IT IS IMPORTANT TO BE REALISTIC. NO ONE CAN PERFORM AT UNREALISTIC LEVELS ON A CONSISTENT

  29. CONDUCTING AN AUDIT

  30. CONDUCTING AN AUDIT

  31. JOB DESCRIPTIONS • DO YOUR JOB DESCRIPTIONS PROVIDE AN ACCURATE DESCRIPTION OF ALL TASKS CURRENTLY REQUIRED OF THE POSITION? • WHAT ARE THE KNOWLEDGE,SKILLS AND ABILITIES NEEDED TO EFFECTIVELY CARRY OUT THOSE TASKS?

  32. STAFF DEVELOPMENT

  33. STAFF DEVELOPMENT TRAINING: THE DEVELOPMENT OF APPROPRIATE HABITS OF THOUGHT, ACTION SKILLS, KNOWLEDGE AND ATTITUDE. AN EFFECTIVE TRAINING PROGRAM IS AN INVESTMENT IN YOUR MOST IMPORTANT AND EXPENSIVE RESOURCE OF THE CUSTODIAL OPERATION, YOUR EMPLOYEES. THE RETURN ON INVESTMENT IN GOOD TRAINING CAN BE INCREASED PRODUCTIVITY, FEWER WORK ACCIDENTS, AND A MORE MOTIVATED STAFF. TRAINING MUST BE PROVIDED ON A CONTINUOUS BASIS IN ORDER TO HELP AN EMPOLYEE BECOME MORE PROFESSSIONAL, IMPROVE SKILLS, INCORPORATE NEW METHODS AND MATERIALS, AND DEVELOP CUSTOMER SERVICE SKILLS.

  34. EQUIPMENT:PURCHASING USE ANDMAINTENACE A COMPREHENSIVE ENGINEERED CLEANING PROGRAM WILL HELP DETERMINE WHAT EQUIPMENT IS NEEDED FOR YOUR STAFF TO MAINTAIN YOUR SCHOOL AT THE LEVEL OF CLEANING YOU’VE CHOSEN TO COMMIT TO ACHIEVE. EVEN THE BEST CUSTODIANS CAN’T DO A GOOD JOB WITHOUT THE RIGHT TOOLS.

  35. EQUIPMENT:PURCHASING USE ANDMAINTENACE • THINK OF THE LAST TIME YOU WERE AT A HOTEL OR MOTEL. EVERY CUSTODIAN HAD A CART PLACED AT ENTRANCE TO THE ROOM THEY WERE CLEANING. THE CARTS WERE ONE OF THE ESTABLISHMENTS ADVERTISEMENTS TO YOU, THE CUSTOMER, THAT YOU WERE RECEIVING SPECIAL SERVICE. • WHEN A CUSTODIAN IS RESPONSIBLE FOR 25,000 TO 35,OOO SQUARE FEET OF SPACE A DAY, IT IS A LONG WALK TO THE CUSTODIAL CLOSET TO GET EQUIPMENT OR SUPPLIES. • YOU CAN’T AFFORD TO HAVE A STAFF OF WALKERS.

  36. CLEANING AGENTS WHAT CHEMICALS ARE BEING USED AND IN WHAT QUANTITIES? AVOID WASTE AND UNNECESSARY HAZARDS TO YOUR STUDENTS, FACULTY AND STAFF. ARE YOU RECEIVING THE MOST CLEANING POWER FOR YOUR DOLLAR. RECEIVE ASSISTANCE IN PERFORMING JOB HAZARDOUS ANALYSIS FOR YOUR CUSTODIAL STAFF. ANNUAL VOSHA REQUIRED TRAINING ON USE OF CHEMICALS.

  37. QUALITY ASSURANCE REVIEWS • YOU’VE COMPLETED THE PROGRAM NOW YOU MUST CONTINUE TO CHECK AND CONSTANTLY WORK TO IMPROVE THE END PRODUCT; A CLEAN SAFE SCHOOL TO TEACH ,LEARN, AND WORK IN FOR THE STUDENTS, FACULTY AND STAFF.

  38. LET’S CLEAN THIS UP! A COMPREHENSIVE ENGINEERED CLEANING PROGRAM WILL: • ALLOW MANAGEMENT TO TAKE A DETAILED LOOK AT THE SCHOOL AS IT RELATES TO SPACE INVENTORY (SPACE AUDIT). • MEASURE THE CURRENT CLEANING LEVEL. • PROVIDE THE FRAMEWORK FOR A QUALITY ASSURANCE PROGRAM. • SET CLEANING STANDARDS AND PRIORITIES. • HELP TO DEVELOP CLEANING STRATEGIES. • PROVIDE METHODS OF USING TASK TO COMPILE SOME ASSIGNMENTS RATHER THAN STRICTLY USING SQUARE FOOTAGE. • HELP IN DEFINING REASONABLE CLEANING EXPECTATIONS BY LEVEL OF CLEANING AND CATEGORY OF TASK. • GIVE ADMINISTRATION A MORE ACCURATE PICTURE OF THE EFFECTS OF FUNDING AND CLEANING LEVELS. • PROVIDE A LABOR AUDIT. • WILL FURTHER ENHANCE THE SKILL AND PROFESSIONALISM OF YOUR CUSTODIAL STAFF. • PROVIDE TANGIBLE EVIDENCE OF A WELL MANAGED SCHOOL DISTRICT.

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