Setting Up Quality Checks

Setting Up Quality Checks

Quality Checks allow your company to manage quality assurance within locations and areas.  The Quality Check feature allows for flexibility and high attention to detail.

Rating Scales	Scoring Scales
Number Type	Fail Actions
Option Type	Creating and Managing Areas
Pass vs. Fail Options

Rating Scales

Inspectors use Rating Scales to grade Quality Checks.  Rating Scales can be set up in various ways to best suit your company's needs. 

1. To begin, navigate to Inspections > Manage Rating Scales.
2. Select the + Add Rating button.
   
3. Add the required information and select Save.
   • Title - The name of the scale.
   • Type - Either Number or Option.
     • Number - Use this type if inspectors grade using numerical values.  Some examples are 1 to 5, 1 to 100, etc.
     • Option - Use this type if inspectors grade using labels.  Some examples are: Poor to Excellent, Needs Improvement to Satisfactory, etc.
       
       

Number Type

If Number is selected, the Min and Max will need to be specified.  The Min and Max are the lowest and highest values that an inspector can grade an area.

As an example, if the Rating Scale is 1 to 10, 1 will be the Min and 10 will be the Max.

Option Type

If Option is selected, Option Type will need to be selected as well.  Option Types define the value that the Option has.

# of Options are the number of options that can be defined.  After adding a value, select the Add Options button.

The two Option Types are:

• Number - Use this type if the option has a flat numerical value.  As an example, a three-point scale may use 0, 5, and 10 as values.
• Percentage - Use this type if the option has a percentage value.  As an example, a Pass/Fail scale will most like use 0 and 100 as values.

Pass vs. Fail Options 

When setting up Option type scales, individual Options can be marked as Pass or Fail.

If a Follow-up Fail Action is triggered, failed steps will be added to the follow-up Work Order checklist.

The Pass/Fail settings also determine how graded steps appear on the Quality Check Summary.  Passing ratings are green, and failing ratings are red.

Scoring Scales

Scoring Scales are used to calculate the overall score for a Quality Check.  If Quality Check reporting is shared with clients, this is how they will see their areas graded.

When adding Scoring Scales, begin with the lowest value/score.  If the scores are not sequential, the system will automatically adjust the values.  To see examples of Scoring Scales, click here.

1. Navigate to Inspections > Manage Scoring Scales.
2. Select the + Add Scoring button.
   
3. Add the required information and select Save.
   • Title - The name of the scale.
   • Type - The Type decides how the grade will be calculated based on the Rating Scale.
     • Percentage - Uses the percentage/ratio of the ratings.
     • Sum - Uses the Sum of the ratings.
     • Average - Uses the average of the ratings.
   • # of Scales - The number of scale options.
   • Threshold Score - If the results of the Quality Check fall below this score, the Fail Action will be triggered.
   • Fail Action - If the threshold score has been reached, the Fail Action will be prompted.
   • Scoring Curve - This determines if borderline scores will round up or down.  The curve can either be positive or negative.
     
     
     • Using the Scoring Scale below as an example:
       If the overall score was 51 and the Scoring Curve was negative, the Quality Check would be considered Failed.  If the Scoring Curve was positive, the Quality Check would be considered Pass.
       

Fail Actions

Fail Actions trigger when a QC score falls below the Threshold. If it equals the Threshold, the scoring curve determines whether it triggers.

Editing a Fail Action only affects QCs created after the change.

Follow-Up

The Follow-Up fail action will automatically create a work order if a QC reaches the threshold score.  Follow-Ups can be selected per Inspection or Area.

When scheduling QCs that have a Follow-Up fail action, the following information can be specified:

• Job Class - If specified, the work order will be open for any user with the selected Job Class.
• Employee - If specified, the work order will be assigned to the selected employee.

If neither job class nor employee is specified, the work order will be created as open for all users.

Per Inspection

If Per Inspection is selected, one work order will be created for the failed QC. The Work Description of the work order will include the creation date, location, and inspector of the QC.
A checklist will automatically be generated for each area that has one or more failed steps.  The attached checklist can be viewed, edited, or deleted from the work order's Checklist tab.

Per Area

If Per Area is selected, individual work orders will be created for each area of the QC that reached the threshold score. The Work Description of the work order will include the area, creation date, location, and inspector of the QC.
A checklist will automatically be generated and includes any failed steps.  The attached checklist can be viewed, edited, or deleted from the work order's Checklist tab.

Alert

The Alert fail action sends a push notification to Managers on JM Connect once a QC reaches the threshold score.

The alert is available to any Manager trained on the inspected location.  The alert is visible from the Bell icon on JM Connect.

The alert includes the inspector's name, the quality check's reference ID, and the quality check's final score.

 

Follow-up & Alert

Performs both the Follow-up and Alert fail actions.

None

If None is selected, no Fail Action will occur for the Quality Check.

Creating and Managing Areas

Areas define the different sections of buildings/locations.  Some examples of areas may be lobbies, restrooms, conference rooms, etc.  Tasks are the action items associated with the area.

1. Navigate to Customers > Manage Area Types.
2. Add the Title and Description (optional) of an area, then select Save.
3. Find the Area in the list and select Tasks.
4. Select + Add New.
5. Add the title(s) and description for the task(s).
6. Select the appropriate Activity Type:
   
   
   • Cleaning - Tasks are visible when scanned as a QR Code.
   • Inspection - Tasks are visible when conducting a Quality Check.
   • Both - Tasks can be used for both QR Codes and Quality Checks.
7. Select Save to add the task.

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.