APPA's Operational Guidelines For Educational Facilities .
Briefing forThe National Academies of Sciences,Engineering, and Medicine Committee onFacilities Staffing Requirements for VeteransHealth AdministrationAPPA's Operational Guidelines for EducationalFacilities: A Focus on StaffingByErnest Hunter, Sr.President/Sr. ConsultantHunter Consulting & Trainingwww.HunterCT.comMarch 2019
Table of ContentsBackgroundGeneral Staffing ConceptDetailed APPA Staffing GuidelinesConcept: CustodialDetailed APPA Staffing GuidelinesConcept: MaintenanceReference Slides2
Background
About APPA APPA (formerly Association of Physical Plant Administrators) mission1 With one eye on providing excellence in today’s educational environment,and one always trained on adapting, enhancing, and transforming thefacilities of the future, APPA seeks to create positive impact in educationalfacilities on three important levels: APPA transforms individual facilities professionals into higher performingmanagers and leaders, which Helps transform member institutions into more inviting and supportive learningenvironments, which Elevates the recognition and value of educational facilities and their direct impacton the recruitment and retention of students, faculty and staff. APPA is the de facto official keeper of the facilities management body ofknowledge for K-12, Colleges and Universities facilities managementprofessionals.1Source : APPA web site at www.appa.org4
Operational Guidelines Staffing General Concept Staffing Concept Contained in APPA Operational Guidelines Trilogy: Operational Guidelines for Educational Facilities: Custodial; Operational Guidelines for Educational Facilities: Grounds; Operational Guidelines for Educational Facilities: Maintenance; Media for Trilogy Content (3 books and support software): Print Book; eBook; Operations and Staffing software package available for each book;5
General Staffing Concept6
Operational Guidelines Staffing General ConceptCustodial APPA Operational Guidelines Staffing General Concepts for Custodial: Task-Time-Frequency (TT&F) method, based on Common Tasks, Timeto Perform, Frequency of performance and size of space being cleaned; Common list of tasks to be performed for each type of building space(e.g.: Office, Classroom, Washroom, etc.); Average “time to clean” for each task; Frequency at which the tasks are performed is driven by desired level ofcleanliness (APPA has defined five levels of cleanliness); Total time to clean is directly related to frequency at which the tasks areperformed and the size of the space in Cleanable Square Feet (CSF); Total time to clean is directly proportional to the size of the space; FTEs are driven by total time to clean adjusted by the workforce productivity.7
Operational Guidelines Staffing General ConceptGrounds APPA Operational Guidelines Staffing General Concepts for Grounds: Task-Time-Frequency (TT&F) method, based on Common Tasks, Timeto Perform, Frequency of performance and size of area; Common list of tasks to be performed for each type of grounds area(e.g.: Flowerbed, Softball field, Turf Area, etc.); Average “time to perform” for each task; Frequency at which the tasks are performed is driven by desired level ofappearance (APPA has defined six levels of cleanliness); Total time to perform is directly related to frequency at which the tasks areperformed and the size of the grounds area; Total time to perform is directly proportional to the size of the grounds area; FTE requirements driven by total time to perform adjusted by the expectedproductivity of the workforce, and green space growing season.8
Operational Guidelines Staffing General Concept ForMaintenance APPA Operational Guidelines Staffing General Concepts for MaintenanceAggregate FTE Method: Statistical-parametric method – unlike Custodial and Grounds, basedon statistical information and facilities portfolio parameters ; Based on the following parameters: Net assignable square feet (NASF) of space in maintained buildings; Space type profile (e.g.: offices, classrooms, laboratories and residence halls); Adjustment Factors: Overall campus size; Age of facilities; Variety in types of buildings; Condition of facilities; Variety in mission of organization;9
Detailed APPA Staffing GuidelinesConcept: Custodial10
Detailed APPA Staffing Guidelines Concept: Custodial Cleaning industry and higher education facilities managementcommunity accepted guidelines and protocols: APPA1, the association for higher education facilities professionals, publishedCustodial Operational Guidelines for Educational Facilities (APPA Guidelines); APPA Guidelines provide custodial services organizations with standardconcepts and protocols, for staffing and managing the cleaning function; APPA Guidelines book, in its third edition, has been in the public domain formany years; APPA Guidelines book was updated to third edition in 2011; APPA Guidelines is accepted by the higher education and commercial cleaningindustry as a “de facto” standard for custodial operations and staffing; Estimating Process informed by ISSA2 cleaning estimating times book; The concepts and protocols are contained in the APPA Guidelines – clickon the below icons to learn more.1Custodial Operational Guidelines for Educational Facilities (APPA Guidelines) – this is a publication of custodial staffing andmanagement concepts and protocol that have been in the public domain for many years and has been accepted by the highereducation and commercial cleaning community as a “de facto” standard for managing cleaning operations (see www.APPA.org).2Professional association for the worldwide cleaning industry.11
APPA Custodial FTE Estimating ProtocolInputs, Process, and Outputs APPA Guidelines Key Components: Define cleanliness APPA Level-1 through APPA Level-5 (Level-1 is best, and Level-5is worst); Provide lists of cleaning tasks and the performance frequency for differentcategories of spaces to achieve the five cleanliness levels; Provide normalized “time to perform” guidelines for tasks from ISSA 540 CleaningTimes1 adopted to higher education cleaning environments, normalized to theaverage custodial organization found in educational institutions; Provide a protocol for determining the FTEs and budget needed to achieve thedesired cleanliness level by average organizations; Provide an audit and inspection protocol for quality assurance, and fordetermining what cleanliness level is actually being achieved.1ISSA 540 Cleaning Times – published by ISSA, The Worldwide Cleaning Industry Association, and is anindustry accepted reference for estimating how much time it takes to perform cleaning tasks (www.ISSA.com).12
APPA Custodial Service Levels13
APPA Custodial FTE Estimating ProtocolCustodial Staffing – Example APPA Standard Space Matrix The APPA FTE and budgetestimating protocol makes adirect connection betweencleaning tasks to beperformed, base time toperform them, frequency atwhich they are to beperformed, and the level ofcleanliness to expect: Higher levels of cleanliness requirehigher frequencies of performance; Higher frequencies of performancerequire more FTEs and budget; Tasks and frequencies to achieveeach cleanliness level based ontime studies and empirical datacollected by APPA from a largepopulation of colleges anduniversities when the protocol wasdeveloped.Classroom with Hard Floor Standard Space MatrixRoutine ActivitiesSpot clean walls and doorsRelampClean chalkboards and traysDust flat surfacesEmpty waste containersEmpty pencil sharpenersSweep, dust-mop floorsClean erasersLevel 1 Level 2 Level 3 Level 4 Level /DA/DD/AA/DA/DA/DA/DTotal Base TimeProject ActivitiesDust blindsProject-clean furniture and seatingClean trash containersDust ventsPerform interim floor careStrip/refinish floorsClean windowsProject-clean light fixturesSpray-buff/burnish floorsDamp-mop floorsLevel 1 Level 2 Level 3 Level 4 Level Total Base TimeBase Square Feet: 1,200 16.61482.63Base Time in Minutes(D Daily, , A/D Alternate Days, W Weekly, M Monthly, Q Quarterly, A Annual, etc., D/A Special notation for relamping based expected lamp life cycle. )14
Custodial FTE Estimating Process SummaryCustodial Cleanable Square Feet (CSF)Inventory2 by Space Type (classrooms,washrooms, entranceways, offices,etc.): Building;Floor;Space ID (e.g.: room number);Cleanable Square Feet (CSF);Desired Cleanliness Level;Local Variables: 1.2.3.4.Average days worked per year;Average productive minutes per day;Average wage rate;Average benefits rate.ProcessFTE andBudgetEstimating: Standard tasksandfrequencies; Standard“times toperform” fortasks;Outputs1AdjustResults: FTEs andBudgetrequirementfor cleaningworkers onlyexcludingadditionalduties2 andsupervision. Standardparameters formaterials andequipmentcost.Cost of Cleaning andIn-house FTEsInputsFTEs and budget for supervision and additional duties assigned to the personnel responsible for the core function must beadded to the estimating protocol output to derive the total requirement.Estimates are based on SDSU cleanable square feet data developed by the SDSU and review by the Consultants.Further refinement and upkeep of the Cleanable Square Feet Inventory data set is necessary in order to derive full benefitsfrom the information.Examples of additional duties are custodians (i) performing special event support; (ii) performing snow removal; (iii)hanging pictures or moving furniture; and (iv) preparing dorm room after change of occupant and between semesters.15
Detailed APPA Staffing GuidelinesConcept: Maintenance16
APPA Staffing Guidelines Concept: Maintenance Higher education facilities management community accepted guidelinesand protocols: APPA, the association for higher education facilities professionals, publishedMaintenance Operational Guidelines for Educational Facilities (APPA Guidelines); APPA Guidelines provide facilities maintenance organizations with standardconcepts and protocols for staffing and managing the maintenance function; APPA Guidelines book is in its second edition and has been in the public domainfor many years; APPA Guidelines book was updated to second edition in 2011; APPA Guidelines accepted by the higher education facilities maintenanceorganizations as a de facto standard for maintenance operations and staffing; Further detail can be found in the Reference Slides section beginning with theslide sub-titled APPA Guidelines Maintenance Profile Concept.1Maintenance Operational Guidelines for Educational Facilities (APPA Guidelines) – this is a publication of facilities maintenancestaffing and management concepts and protocol that have been in the public domain for many years and has been accepted by thehigher education facilities maintenance community as a de facto standard for managing facilities maintenance operations (seewww.APPA.org).17
APPA Staffing Guidelines Concept: Maintenance Interpreting APPA Staffing and Cost Estimating Results: APPA has developed staffing guidelines for facilities maintenance based on the type ofspace to be maintained and the level of services to be provided; More staffing is needed for more complex spaces and for higher service levels; Older facilities and heavy use facilities will also require greater staffing; Services can be provided by either in house staff or contractors, or a combination; Contracted Equivalent FTEs must be accounted for when estimating the facilitiesmaintenance total in-house FTE needs. Contracted cost can be converted to estimatedContracted Equivalent FTEs based on wage rates and other known labor costs; The staffing guidelines are based on “an average organization performing an averagerate of employee productivity;” Best practice organizations can surpass the defined APPA guidelines; Best practice organizations employ technology, fine tuned processes, strongmanagement practices and training to support their employees in achieving a higherlevel of productivity.18
Maintenance FTE Estimating Process Summary1.2. Gross Square Feet (GSF) by spaceuse category (classrooms,residence halls, labs offices, etc.); Adjustment factors for: Campus Size Campus Age Varying Building Types Deferred Maintenance Levels Campuses of Varying Missions Average days worked per year. Average productive minutes perday. Average wage rate. Average benefits rate.Process Space profileand empiricalparameterbasedestimation; Standardparameters formaterials,spare parts andequipmentcost; FTE per GSFbased on spacetype.Outputs1 Total FTEsand BudgetRequirementfor corefunctionregardless ofmethod ofservicedelivery (inhouse es.Adjust To estimatetotal in-houseFTEs, addsupervisionand additionalduties FTEsand subtractcontractedservices FTEequivalent.Cost of Service and Inhouse FTEsInputs To estimatetotal budget,add cost ofsupervisionand cost ofadditionaldutiesactivities.FTEs and budget for supervision and additional duties assigned to the personnel responsible for the core function must be added tothe estimating protocol output to derive the total requirement.Examples of additional duties are Maintenance workers (i) performing special event support; (ii) performing snow removal; (iii)hanging pictures or moving furniture; and (iv) performing renovation projects.19
Reference Slides20
FTE And Budget Estimating Guidelines and ProtocolAPPA Guidelines Maintenance Profile Concept1Overlaps and Interrelationships in Types ofMaintenanceMaintenance is also a continuum of activities thatrange from predicting or preventing (PM) to capitalimprovements or renovations, with repairs and“support maintenance” involving operationalactivities in the middle1.1Maintenance Activities as a P
Cleaning industry and higher education facilities management community accepted guidelines and protocols: APPA1, the association for higher education facilities professionals, published Custodial Operational Guidelines for Educational Facilities (APPA Guidelines); APPA Guidelines provide custodial services organizations with standard
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