Cleaning Qualiy Assurance - 2008

The Cleaning Module in ARCHIBUS, was custom developed by FMO (1) in June 2000 as direct result of Strategic FM review of 1999. This module allowed Facilities Services managers to prepare accurate reports for cleaning contract tenders as well as track existing cleaning contract and reports on building areas by floor finish in sqm meters. The space data was used to capture which buildings were part of the cleaning contract, which rooms were cleaned and the floor finish by room.

The new University wide cleaning contract, which started in January 2008 stipulated a particular methodology of measuring the contractor’s performance. In order to carry out those performance audits, the new contract stipulated the use of regular random cleaning audits carried out by University staff.
This project provided the mobile tools, as well as the reporting capability in ARCHIBUS and eService Desk, for the new ‘Cleaning Assessment Group’ carrying out the random daily inspections routines in the field after the cleaning contractor has gone overnight and then synchronise the data with ARCHIBUS.
The mobile tools consist of a new .Microsoft .NET framework application that runs on a Portable Digital Assistant (PDA). This new tool will also use the ‘web services’ technology to ‘talk’ directly to the ARCHIBUS sever while the PDA user is in the field in order to import room inspection data and then export inspection results at the end of the audit, therefore making the information available in near-real time to the manager of the Cleaning Assessment Group as well as University staff.
A number of reports, both operational as well as client based, were produced to run in ARCHIBUS as well as the eService Desk.

The key business objective of this project is to facilitate the monitoring of cleaning activities across all campuses of the University by:

• Providing a tool for the efficient collection of room cleanliness data and for measuring of cleaning contractors.
• Providing a means of ensuring that cleaning contractors are meeting their contract terms and KPIs.
• Providing a tool for measuring the performance of the auditing staff.
• Generating summary reports highlighting the performance of contractors against certain buildings and time frames.
• Allowing university staff to monitor the cleanliness ratings of their buildings online or through a scheduled publication.

(1) FMO: Facilities Management Office from 1998 until 2005, currently as Campus Infrastructure Services (CIS)

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