Work Loading Calculator 2.0 – Janitorial Manager

The Work Loading Calculator can be used in a variety of ways to assist you with different facets of your daily operations. Inputting data that is accurate to your company will yield reliable results.

Getting Started	Building Report
Steps	Reports
Activity	Saved Calculator
Area Template	Routine Hours
Location	Troubleshooting & FAQ
Calculator

Getting Started

Select Metric or Imperial measurements.

If you do not see this option, exit the calculator tab and re-enter Work Loading 2.0 from the Tools menu.
If you are missing any information from the Calculator, or are missing the Work Loading 2.0 option completely, adjust your Security Settings or review your Janitorial Manager subscription.

Steps

All steps in the Work Loading Calculator come directly from ISSA’s Cleaning Times & Tasks.

Step Name – The name of the step, directly from ISSA.
Category and Subcategory – The suggested categories for the step.
Minutes and Square Feet – The amount of time it takes to complete the step in relation to the Square Footage attached. If a step is measured by the instance or the fixture, Square Feet will be 0.
Version – The version of ISSA that the step was pulled from.
Actions – Only added steps can be edited within the Work Loading tool, steps from ISSA cannot be altered.

Adding a New Step

On the Steps tab, click + Add New Step.
Fill in the Required Fields and click Save.

Activity

Prior to building a location, you will need to build a list of your Activities. Activities narrow down Steps and put them into your own terms. Commonly, an Activity may only have one Step associated with it.

Adding a New Activity

On the Activity tab, select + New Activity.
Click the Edit Pencil for the new Activity. Rename it, then click the arrow to the left.
- Descriptions are optional. Adding a Description can better identify the Activity. This can include more details about the task, fixtures being cleaned, tools being used, etc.
- Last Modified On and Last Modified By indicate when and by whom the record was last updated.
Select the arrow for Associated Steps, then click the Associated Steps button.
Select the Steps needed to complete this Activity by clicking the checkbox to the left. Use the search filter at the top of the window to narrow the search.
After selecting all the desired Steps, click the Save button. Selected steps will appear under the Associated Steps field.
Steps can be organized by clicking the up or down arrows in the Actions column or deleted by selecting the X.

Area Templates

Area Templates can be the rooms you clean, a specific area in a building, or a special project. Area Templates are built from Activities.

Tip: Building a few Area Templates that you can edit at a later time with specific customer types or project data will make the process more efficient.

On the Area Templates tab, select + New Area Template.
Click the Edit Pencil for the new Area Template. Rename it, then click the arrow to the left.
1. Descriptions are optional. The more specific you are in the description of the area, the easier it will be to build out a location. As an example: If you are building out rooms, signify the type of flooring in the description and a quick description of the cleaning method (Hallway-Carpeted, Hallway-Hard Floor-Damp Mop, Hallway-Hard Floor-Auto Scrub).
2. Room Type is optional. Selecting a Room Type can help keep track of the types of Areas you have in the system.
Select the + Associate Activity button and select the checkbox for all related Activities. Afterward, select Save.
Selected Activities will be listed below, with new fields for Priority, Cleaning Frequency, Quantity, Frequency Type, and Frequency Day.
- Priority - Activities with this option selected will be marked as a Priority on the Building Report.
- Cleaning Frequency - How many times an Activity is done per Frequency Type.
- Quantity - The number of fixtures/units in this Area.
- Frequency Day (Optional) - The days of the week that this Activity occurs. Frequency Day is relevant to the Building Report and Routine Hours. Selecting frequency days do not have an impact on bid calculations.

Tip: Enter your Cleaning Frequency and Frequency Type BEFORE selecting the Frequency Day. Selecting a Frequency Type after the Frequency Day resets all Frequency Day checkboxes.

Location

The Work Loading and Bidding Tool was designed with the flexibility to meet the needs of your cleaning organization. Locations can be an area in a building, a single building, a group of buildings, or a project. This tab is where labor, expenses, and the bid price (if applicable) will be calculated.

Each level is made from the next (Location > Building > Floor > Room). Information is always added to the Room level.

As you get more comfortable with the system, you may find other ways to build various workloads that do not require naming a Locations, Building, Floor, or Room.

On the Locations tab. select + New Location.
Select the Edit Pencil, rename the Location, then select the checkmark to save the name.
Select the Edit Pencil again, then click the arrow to the left. Click the arrow again for Building, Floor, and Room.
Click the Edit Pencil to rename any of these levels, then select the checkmark to save the change.
Edit the information at the Room level, then press Save to confirm changes.
1. Select Template - Choose the appropriate Area Template for the selected Room.
2. Floor Type - Choose the floor type for the selected Room.
3. Square Feet - Specify the Square Footage for the entire Room.
4. Square Feet (Activity Level) - Specify the Square Footage for that Activity. As an example, if a room has 20 sq. ft. of windows, an Activity called Window Cleaning would be marked as 20 sq. ft.
5. Assign Employee - Allows employees to be assigned at the Room and/or Activity level. Employees must be added to Janitorial Manager before appearing in this list. This information is relevant in the Building Report.
Select the + Add New Building/Floor/Room button to add a new Building/Floor/Room. Select the Copy icon to duplicate the level.
Repeat these steps until the Location has been fully built.
1. The total area and minutes will appear on each level. These totals are per month.

Tip: You can use the copy feature for similar rooms and even floors or buildings, changing area sq. ft., Area Templates, and cleaning frequencies as required.

Tip: If you have multiple Rooms/Areas in a location, rather than adding each one individually you can add them as a group with the overall square footage. (25 Classrooms for a total of 6,000 sq ft, or 3 Men's Restrooms with a combined total of 600 sq ft, 6 total toilets, 9 total urinals, etc.)

Tip: Once you have built a location, you can change the Area Templates to see how a new process or procedure can affect your operation. For instance, changing from Damp Mopping to Auto Scrubbing and its impact on your labor. (This will also have a calculated financial impact with the calculator Tool). See examples in the screenshots below:

Damp Mopping

Auto Scrubbing

Calculator

Using the Calculator on the Work Loading tool allows you to generate the costs and employees required to perform your work, along with a suggested bid amount if you are charging for your services. Adjusting the inputs to reflect your company's costs will result in more accurate bid amounts.

Select the Calculator icon on the Location level to open the popup.
Adjust the inputs as needed.
Select the Save button to confirm changes.

Calculator Inputs:

Hourly Labor Rate - The average hourly rate that employees are paid to work at this Location.
Weekly Employee Hours- The average number of hours each employee works at this Location.
Supply Rate - The average percentage spent on supplies for this Location.
Overhead Rate - The average overhead expenses attributed to this Location.
Gross Margin % - If you will be charging for your service, enter the gross margin you expect to make for the job.

Calculator Outputs:

Total Weekly Labor (Hours)
Monthly Labor Cost ($)
Monthly Supply Cost ($)
Monthly Overhead Cost ($)
Monthly Total Cost ($)
Monthly Gross Margin ($)
FTE (Full Time Employee, Full Time Equivalent)
Suggested Bid Amount ($)

Building Report

The Building Report, sometimes called a 'Job Card', allows you to view, export, and print the workload to communicate expectations and plans with employees and clients.

On the Building level, click the Building Report icon.

The information on the report is broken down by Floor and Room.
Click the Export to Excel button the save the report as a spreadsheet.

Reports

The Reports tab can be used to view information about multiples Locations, Buildings, Templates, etc., all at the same time.

Select the Reports tab.
Use the dropdowns to choose what information will be included in the report. Multiple options can be selected.
After the desired options have been selected, select the Search button to apply the filters. The bottom of the list will show the total number of Locations, Buildings, Floors, etc., that are applicable.
Select the Export button to generate the report as a spreadsheet.

Saved Calculator

Calculators can be saved for later comparison and analysis.

Saving a Calculator

Navigate to the Location tab.
Locate the Location you'd like to save a calculation for and select the checkbox on the right.
Select the Calculator icon.
In the Name field, add a name for the Calculator.
Select the Save button to save the Calculator.

Comparing Calculators

Navigate to the Saved Calculator tab. Any calculations that have been saved in the Work Loading tool will appear here.
Select the checkboxes on the right for the Calculators you'd like to compare.
Select the Compare button.
The popup will show values for each calculator. To see only the values that are different, select the Show Different Only checkbox.

Routine Hours

The Routine Hours report shows daily time spent at a location, along with five and seven-day averages.

Frequency Days must be selected for Activities at the Room level to generate data on this report.

Open the Routine Hours tab.
Adjust filters as needed, then click Search.

Troubleshooting

If you are unable to attach Steps to Activities, please clear your browser cache and try again.

For more information, or to send in a request to the Janitorial Manager support department, use the red 'Help' button in the bottom right corner of any Help Desk article.