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GroundsOpsStaff-2ed Introduction(Last Updated 5/11/2019)A Grounds Operations and Staffing Computer Application for EstimatingFTEs and Assisting with Schedule ForecastingBased on APPA Operational Guidelines for EducationalFacilities: GroundsDeveloped byErnest R. Hunter, Sr.Hunter Consulting and Training(All rights /www.hunterct.com/groundsopsstaff-2edErnest R. Hunter, Sr., P.E., CEM, ACP, MOS (Master)1
Essential Questions About Your grounds Operation You Must BeAble to Answer – GroundsOpsStaff-2ed can help! How many grounds workers and how much money do I need to maintainnew grounds areas being added to my inventory? How many acres, feet, or square feet of grounds areas am I responsible formaintaining? How many grounds workers and how much money do I need to maintaingrounds areas I am responsible for? What level of attention can I expect with my current staffing level andbudget? What level of attention am I actually getting with my current groundsstaff? Are my grounds workers equally work loaded? Are the weekly schedules equally worked loaded? What is my average unit per grounds worker? Can I reduce the cost of my grounds maintenance operation?Ernest R. Hunter, Sr., P.E., CEM, ACP, MOS (Master)2
Why GroundsOpsStaff-2ed?It takes the pencil work out of FTE calculations in the guidelines XX Ernest R. Hunter, Sr., P.E., CEM, ACP, MOS (Master)3
Why GroundsOpsStaff?GroundsOpsStaff-2ed will do the grunt work and help you get thefull value of the APPA concepts and guidelines in managing yourgrounds operation. FutureFeatureErnest R. Hunter, Sr., P.E., CEM, ACP, MOS (Master)4
What is GroundsOpsStaff-2ed?GroundsOpsStaff-2ed is a software applicationdesigned to implement the APPA1 GroundsMaintenance Staffing and Operations protocolcontained in the APPA Operational Guidelinesfor Educational Facilities: Grounds book. Thesoftware assists Grounds Managementprofessionals in determining proper staffingand budget levels, and forecasting weeklyschedules based on five different levels ofservice.1APPA is the professional association for educational facilities professionals.Ernest R. Hunter, Sr., P.E., CEM, ACP, MOS (Master)5
GroundsOpsStaff-2ed Strategy Make grounds Staffing and Operation software affordable forinstitutions who otherwise would not purchase expensivesoftware; Make the package scalable so customer only pay for features theyneed; Frequent free updates and enhancements based on user feedback; Easily accessible through web downloadable Program Manager andMain Program and add-in upgrades; Distributed by APPA – a non-profit professional association; Inexpensive live on-line Training and assistance via GoToMeeting –GroundsOpsStaffAssist Program; On-site training upon special request; Implementation Support and Data Import Support;Ernest R. Hunter, Sr., P.E., CEM, ACP, MOS (Master)6
Purpose of GroundsOpsStaff-2ed Computer application to help you use the APPA OperationalGuidelines for Grounds Management to improve your groundsoperations. Help you determine the required staffing level (FTEs) for thedesired level of attention (Levels 1 through 5) for new assetscoming on line and for existing grounds areas; Help you justify the budget resources (FTEs and cost) you need fornew assets coming on line and for existing assets; Help you balance FTE assignment to individual areas or zones; Help you reduce the cost of your operation through reports thatshow resources by area; Help you forecast weekly schedules through the Time to Performreport and the ProScheduler upgrade.Ernest R. Hunter, Sr., P.E., CEM, ACP, MOS (Master)7
GroundsOpsStaff-2ed Concept Implements the APPA grounds Ground Rules (page 1) Levels of Attention Standard Grounds Area Types Data in Square Feet, Acres, Feet or other appropriate unit ofmeasurement Implements the APPA Levels of Attention Level 1 – State-of-the-art level of attention Level 2 – High-level of attention Level 3 – Moderate level of attention Level 4 – Moderately low level of attention Level 5 – Minimum–level of attention8Ernest R. Hunter, Sr., P.E., CEM, ACP, MOS (Master)
GroundsOpsStaff-2ed Concept (cont.) Implements other Guidelines methods Standard Grounds Area Type Matrices Base Time To Perform Minutes To Perform Weeks in Growing Season Worker Per Week FTEs To Perform Unit of area per FTE Productive Minutes Per Day Time Weighted Average Level of Attention9Ernest R. Hunter, Sr., P.E., CEM, ACP, MOS (Master)
GroundsOpsStaff-2ed Concept (cont.)GroundsOpsStaff-2ed Basic Approach to Estimating FTEs – estimate staffing forone asset type and apply results to all similar assets!Asset Type Task MatricesM40-Parking LotM123-Tennis Court Base Size/Qty. Tasks Time toPerform Frequency for5 levels ofservice AmenitySize/Qty. Level ofServiceInventory of AssetSALA-4A West Parking LotSALA-4B East Parking LotBONE-24A Parking Lot-ABONE-24B Parking Lot-B FTEsFTEsFTEsFTEsFTEsFTEsSALA-17A Tennis Court-ASALA-17B Tennis Court-BVICT-22A Tennis Court-AVICT-22B Tennis Court-B FTEsFTEsFTEsFTEsFTEsFTEs10Ernest R. Hunter, Sr., P.E., CEM, ACP, MOS (Master)
GroundsOpsStaff-2ed Capability GroundsOpsStaff-Demo – As downloaded from web site: 6 records (Grounds Areas) capability All capabilities of GroundsOpsStaff-Full except Printing and Exporting No Output capability GroundsOpsStaff-Full –Requires Product Code from APPA 500 records (Grounds Areas) capability Fully implements the APPA Guidelines book Contain all capabilities except features listed below underGroundsOpsStaff-Pro Data Export capabilities GroundsOpsStaff-Pro – after Upgrade: Upgradable to 10,000 records (500records increments) capability ; Import and Convert data with JustDoNext Data Wizard ** Automatic Scheduler with GroundsOpsStaff-ProScheduler**** Require Separate Upgrades from Hunter Consulting and Training (Future Features)11
GroundsOpsStaff-2ed Capability (cont.) GroundsOpsStaff-2ed Features: Can be configured for Local Variables (Hourly Wages, ProductiveMinutes in Day, Work Days In Year etc.) Can save many different Local Variables Files to disk Uses Right Click Shortcut Menus with Flex-Copy-Paste to improvedata input and integrity. Uses Drag-To-Select Report Generation to quickly generate reports forsubset of inventory Can save many different Grounds Area Inventory files to disk12Ernest R. Hunter, Sr., P.E., CEM, ACP, MOS (Master)
GroundsOpsStaff-2ed Capability (cont.) GroundsOpsStaff-2ed Features: Export all data and reports to any other application including Excel,Word, PowerPoint, etc.; Drag To Select to analyze data subset or run reports; Has extensive Instant Help in Screen Tips, Help Button and QuickHelp File Desk Guide; Contextual Help System (click on item and a help message boxappears).13Ernest R. Hunter, Sr., P.E., CEM, ACP, MOS (Master)
GroundsOpsStaff-2ed Modes GroundsOpsStaff-2ed has three modes. The DEMO mode, FullFeature Mode and Pro Mode. The Demo Mode is intended for demonstration and evaluationand can only handle 6 records or spaces and has certain featurerestrictions. You may use the Demo mode only for these twopurposes. The Full Feature Mode can handle 500 records or spaces with nofeature restriction. You must obtain an Activation Key fromHunter Consulting and Training and activate the program beforeyou can run GroundsOpsStaff-2ed in Full Feature Mode. The Pro Feature Mode allow you to upgrade to up 10,000records and/or install upgrades. Any upgrade or record capacityupgrade require GroundsOpsStaff-Pro.14Ernest R. Hunter, Sr., P.E., CEM, ACP, MOS (Master)
GroundsOpsStaff-2ed Technical Overview Written in Visual Basic for Applications (VBA); Uses Microsoft Excel as platform – no other software required; Uses High Density Floating Toolboxes – packs lot of commands in smallscreen space; Also uses right-click shortcut menus; GroundsOpsStaff-2ed is a specialized user interface for running underExcel VBA; GroundsOpsStaff-2ed takes advantage of the power and ease of Excel; Learning curve for people who always use Excel would be very short; No experience needed with Excel or any other program to learn to useGroundsOpsStaff-2ed.Ernest R. Hunter, Sr., P.E., CEM, ACP, MOS (Master)15
Very Best Regards,Hunter Consulting and www.hunterct.com/groundsopsstaff-2ed16Ernest R. Hunter, Sr., P.E., CEM, ACP, MOS (Master)
GroundsOpsStaff-2ed is a software application designed to implement the APPA1 Grounds Maintenance Staffing and Operations protocol contained in the APPA Operational Guidelines for Educational Facilities: Grounds book. The software assists Grounds Management professionals in determining proper staffing and budget levels, and forecasting weekly
