MainOpsStaff-2ed Training Manual Updated 1/23/2019...Page 4 of 29 When in doubt, click for the nearest Help Button! Exercise A2 – Copying Single Cells 1. Click in Row-1, Building

Page 1 of 29 When in doubt, click for the nearest Help Button!

MainOpsStaff-2ed Training Manual Updated 1/23/2019

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Table of Contents

MainOpsStaff-2ed Training Manual Updated 1/23/2019.......................................................................... 1 More Help: When in doubt look for the nearest Help Button! ..............................................................................2 Single User License Agreement ..............................................................................................................................2 MainOpsStaff-2ed User Manual .............................................................................................................................2 MainOpsStaff-2ed Quick Help ................................................................................................................................2 MainOpsStaff-2ed Training Manual .......................................................................................................................2 JustDoNext Import Wizard .....................................................................................................................................2 Recently Added Features ........................................................................................................................................2

Introduction ................................................................................................................................................ 3

Data Entry Exercises .................................................................................................................................... 3 Exercise A1 – Manually Entering a Row of Data .....................................................................................................3 Exercise A2 – Copying Single Cells ..........................................................................................................................4 Exercise A3 – Manually Entering FICM Codes ........................................................................................................4 Exercise A4 – Using the Data Entry Tool .................................................................................................................4 Exercise A5 – Using the Data Entry Tool To Automatically Increment Room Numbers ........................................5 Exercise A6 – Using the Data Entry Tool To Copy and Paste a Range of Cells........................................................5 Exercise A7 – Using the Data Entry Tool and Manual Techniques to Add More Records ......................................6 Exercise A8 – Saving, Closing and Opening MainOpsStaff-2ed Data File ...............................................................7

APPA Guidelines Worked Example Exercises .............................................................................................. 7 Exercise B1 – Example 1: Traditional Four-Year Residential College (Guidelines Page 38) ....................................7 Exercise B2 – Example 2: Community College (Guidelines Page 40) ......................................................................9 Exercise B3 – Example 3: Major Public Research University (Guidelines Page 43) ............................................. 10 Exercise B4 – Example 4: New Academic Building (Guidelines Page 46)............................................................. 12 Exercise B5 – Example 5: Secondary Education Residential Campus (Guidelines Page 48) ................................ 14 Exercise B6 – Example 6: Large Campus — Zone Staffing (Guidelines Page 50) ................................................. 15 Exercise B7 – Example 7: Student Enrollment-Based Staffing (Guidelines Page 53) ........................................... 17 Exercise B8 – Example 8: Reverse Data Determination Through Staffing (Guidelines Page 54) ......................... 19

Generating a Reports ................................................................................................................................... 20

Working With Entire Campus Space Inventory for Hunter Community College ...................................... 21 Exercise C1 – Open the HCC Data File Into MainOPsStaff-2ed ........................................................................... 21 Exercise C2 – Save Space Inventory Data Under Different Name (Save As) ....................................................... 21 Exercise C3 – Applying Local Variables In The Configuration Form .................................................................... 22 Exercise C4 – Setting the Flex Fields Name and Type.......................................................................................... 23 Exercise C5 – Setting the Space Inventory Three Primary Field Names .............................................................. 23 Exercise C6 – Setting The Size Input Mode (Unit of Measure) For Space Size (GSF or NASF) ............................ 23 Exercise C7 – Setting Your Institution and Department Name for Standard Report Titles ................................ 24

Generating Reports ................................................................................................................................... 24 Exercise D1 – Cost and Staffing Report by Service Level (What-If Report) ...................................................... 24 Exercise D2 – Cost and Staffing Report for Specified Service Level Grouped by Specified Field ...................... 25 Exercise D3 – Sorting and Filtering Reports ....................................................................................................... 26

Working Subsets of the Campus Space Inventory for Hunter Community College ................................. 28 Exercise E1 – Running Report for Single Campus, Single Buildings, .................................................................... 28

http://www.hunterconsultingtraining.com/MainOpsStaff-2ed-Docs/MainOpsStaff%20Training%20Manual.pdf


More Help: When in doubt look for the nearest Help Button!

The below documents are on your hard drive in the C:\MainOpsStaff Program Files folder – they end with a ‘.pdf’ extension. The most recent version of the documents is on the MainOpsStaff-2ed web site at https://www.hunterct.com/MainOpsStaff-2ed at the bottom of the web page. If you are setting out to become a MainOpsStaff-2ed power user to learn all the many powerful features of MainOpsStaff-2ed in detail or if you just want a ready reference, then it is recommended that you print these documents and place them in a binder for ready reference.

Document and Content How to Access

Single User License Agreement: Contains the End User License Agreement (EULA) for MainOpsStaff-2ed.

Click the large End User License Agreement (EULA) button in the Main Program Main Menu worksheet or click www.hunterconsultingtraining.com/MainOpsStaff-2ed-Docs/MainOpsStaff Single User License Restrictions.pdf

MainOpsStaff-2ed User Manual: this is the best document to read in its entirety since it covers all the main aspects of MainOpsStaff-2ed in a summary manner and includes screenshots.

Click Help Getting Started button in Program Manager or

Click User Manual Button in the Main Program Main Menu worksheet or click www.hunterconsultingtraining.com/MainOpsStaff-2ed-Docs/MainOpsStaff User Manual.pdf

MainOpsStaff-2ed Quick Help: Contains step-by-step instructions for command buttons and other aspect of the basic program without screenshots.

Click Quick Help File button on main menu in Main Program or click www.hunterconsultingtraining.com/MainOpsStaff-2ed-Docs/Quick Help.pdf

Click Help buttons throughout the MainOpsStaff-2ed application to see portions of this file as contextual help

MainOpsStaff-2ed Training Manual: Contains training exercises including the ‘Worked Examples’ from the APPA Operational Guidelines for Educational Facilities, Maintenance second edition publication.

Click Training button on main menu in Main Program or click www.hunterconsultingtraining.com/MainOpsStaff-2ed-Docs/MainOpsStaff%20Training%20Manual.pdf

JustDoNext Import Wizard: Instructions for use of the JustDoNext Data Import Wizard. This allows you to import grounds asset inventory data from external Excel spreadsheets. If you wish to import data, you must purchase this upgrade separately from Hunter Consulting and Training.

Click Help Button on JustDoNext Data Import Wizard Toolbox or click www.hunterconsultingtraining.com/MainOpsStaff-2ed-Docs/MainOpsSfaff JustDoNext Wizard Help.pdf

Recently Added Features: Contains information on recently added features so users can stay abreast of improvements.

Click Recently Features Help** button on main menu in Main Program or click www.hunterconsultingtraining.com/MainOpsStaff-2ed-Docs/MainOpsStaff-2ed%20Recently%20Added%20Features%20Help.pdf

../CleanOpsStaff%20Program%20Files

https://www.hunterct.com/mainopsstaff-2ed

http://www.hunterconsultingtraining.com/MainOpsStaff-2ed-Docs/MainOpsStaff%20Single%20User%20License%20Restrictions.pdf

http://www.hunterconsultingtraining.com/MainOpsStaff-2ed-Docs/MainOpsStaff%20Single%20User%20License%20Restrictions.pdf

http://www.hunterconsultingtraining.com/MainOpsStaff-2ed-Docs/MainOpsStaff%20User%20Manual.pdf

http://www.hunterconsultingtraining.com/MainOpsStaff-2ed-Docs/MainOpsStaff%20User%20Manual.pdf

http://www.hunterconsultingtraining.com/MainOpsStaff-2ed-Docs/Quick%20Help.pdf

http://www.hunterconsultingtraining.com/MainOpsStaff-2ed-Docs/Quick%20Help.pdf



http://www.hunterconsultingtraining.com/MainOpsStaff-2ed-Docs/MainOpsSfaff%20JustDoNext%20Wizard%20Help.pdf

http://www.hunterconsultingtraining.com/MainOpsStaff-2ed-Docs/MainOpsSfaff%20JustDoNext%20Wizard%20Help.pdf

http://www.hunterconsultingtraining.com/MainOpsStaff-2ed-Docs/MainOpsStaff-2ed%20Recently%20Added%20Features%20Help.pdf




Introduction It is assumed that you have already reviewed the MainOpsStaff-2ed User Manual and are familiar with the screens, toolboxes and interfaces. It is also assumed that you know how to start MainOpsStaff-2ed and how to run in Full Feature Mode. In this training manual we will learn to enter and import your space inventory data into MainOpsStaff-2ed. You will perform exercises in this manual and then experiment on your own to get a good understanding of the features you will be using. We will use Chapter 3 of the APPA Operational Guidelines for Educational Facilities, Maintenance Second Edition (Guidelines) publication for some of our exercises. This training manual will be expanded as we receive feedback from users.

Data Entry Exercises Even if you purchased the justDoNext Data Import Wizard to import your space inventory data it is still a good idea to get familiar with MainOpsStaff-2ed data entry process. Understanding the MainOpsStaff-2ed data entry process will help you maintain your data going forward and assist you in manipulating your data for producing reports and data subsets. MainOpsStaff-2ed is an Excel workbook (running under the VBA programming language). Therefore, entering data is much the same as it would be in any other Excel workbook. However, because strict worksheet structure and formatting must be maintained some normal Excel actions are performed through MainOpsStaff-2ed command button in the toolboxes or through Right-Click shortcut menus.

Exercise A1 – Manually Entering a Row of Data 1. Start MainOpsStaff-2ed and run in Full Feature Mode.

2. Click Maintained Space Inventory button.

3. In the ‘Main Toolbox’ click the ‘Data Entry Tool→’ button. In the ‘Data Entry Tool’ click the ‘Switch Size Mode->’ button to switch Size mode to ‘GSF’ instead of NASF as seen in the below screenshot..

4. Close the ‘Data Entry Tool’

5. Click in first row under the second column (Building column) in the inventory worksheet..

6. Type Admin Bldg – 100 and hit your keyboard Tab key.

7. Type 1 for first floor and hit the Tab key.

8. Type 100 for room 100 and hit the Tab key.

9. Type 350 or select it from the in-cell dropdown list for the space FICM code and hit the Tab key. Observe that the FICM Description and APPA Maintenance Type is automatically populated.

10. Type 2,500 for the space GSF and hit the Tab key. Observe that the APPA Estimated NASF is populated based on Figure 3.3: Net Assignable to Gross Square Feet Factor on page 36 of the Guidelines. Also observe that the Maint Worker Adjusted FTEs column is automatically populated. Use the ‘Dec Places’ button in the ‘Main Toolbox’ to show more decimal places in Maint Worker Adjusted FTEs column.

11. Type Zone-1 for the zone location of the building in the Flex Field 1 column and hit the Tab key.

12. Type Administration for the building owning department in the Flex Field 2 column and hit the Tab twice to start the next row.


Exercise A2 – Copying Single Cells 1. Click in Row-1, Building column.

2. Right-Click and select Records and then select Copy Cell.

3. Drag through Row-2 through Row-5 in Building column to select 4 rows.

4. Right-Click inside the selected rows, select Records and then and select Paste Cell.

5. Click Yes when prompted to do so. Observe that rows 1 through 5 now contain Admin Bldg –100.

6. Repeat Step-1 through Step-5 to populate the Floor column with the number 1.

7. Enter Room Numbers 101, 102, 103, and 104 for Rows 2-5.

Exercise A3 – Manually Entering FICM Codes 1. Click in Row-2, FICM Code column.

2. Click the dropdown arrow in the left side of the cell and select 115 or enter it directly.

3. Repeat Steps-1 and Step-2 to populate Row-3 through Row-5 with 315, 110, and 111 respectively. Observe that you work should resemble the below screen shot.

4. Use the Column button and the ‘+’ and ‘–‘button in the Main Toolbox to adjust the column width in the worksheet as needed.

5. Select all five populated rows in the Maint. Worker Adjusted FTEs column and use the ‘Dec. Places 3’ button in the Main Toolbox to set FTEs to 3 decimal places.

6. Populate the Size (GSF) column as in the below screenshot Row-1 through Row-5 with 2,500, 550, 725, 3,500 and 2,600.

7. In the Main Toolbox click the ‘Current Service Level’ button to set to Level 3.

8. Your inventory worksheet should match the below screenshot.

Exercise A4 – Using the Data Entry Tool We will use the Data Entry Tool to populate the Flex Field 1 and Flex Field 2.

1. Click the Data Entry Tool in the Main Toolbox.

2. In the Data Entry Tool click the Un-Check All button in the Data Entry Tool to uncheck all the Column Action Checkboxes in the Data Entry Tool.

3. Click Flex Field 1 and Flex Field 2 Column Action Checkboxes.

4. Click anywhere in row-1 of the worksheet.

5. Click Copy Row button. Observe that the two flex field input boxes in the Data Entry Tool have been populated.

6. Select four cells in any column for Row-2 through Row-5.


7. Click Paste Row button and click Yes if prompted. Observe that the two flex in Rows 2-5 are now populated. Observe that you work should resemble the below screen shot.

Current Time-> CONTROLLED BY YOU - READ/WRITE

Full - 5000 Record Capacity-> 5000 Ernest 6/25/2018 8:36:00 PM

Adjusted 3

Total-> Total-> 9,875 Total-> 6,704 0.09

Count-> 5 of 5 5 of 5 5 of 5 5 of 5 5 of 5 5 of 5 5 of 5

Seq Building FloorRoom/Space

NumberFICM Code Size (GSF) Flex Field 1 Flex Field 2 FICM Description

APPA Maintenance

Type

APPA Estimated

NASF

Maint.

Worker

Adjusted FTEs

Orig. Seq

1 Admin Bldg – 100 1 100 350 2,500 Zone-1 Administration Conference Room Classroom 1,667 0.023 1

2 Admin Bldg – 100 1 101 115 550 Zone-1 Administration Classroom Service Classroom 367 0.005 2

3 Admin Bldg – 100 1 102 315 725 Zone-1 Administration Office Service Office 604 0.008 3

4 Admin Bldg – 100 1 103 110 3,500 Zone-1 Administration Classroom Classroom 2,333 0.032 4


APPA Service Level->Displayed FTE Mode->

6/25/2018 9:14 PM

Maintained Space Inventory Worksheet

C:\MainOpsStaff Data\Excercises 1-5-HEMS-Data.xls

Exercise A5 – Using the Data Entry Tool To Automatically Increment Room Numbers We will use the Data Entry Tool to populate five more rooms.

1. In the Data Entry Tool click the Check All button to check all the Column Action Checkboxes.

2. Un-Check FICM Code and Size (GSF) Column Action Checkboxes.

3. Click the Increment Right Arrow to populate the Increment Input box with ‘1’.

4. Click anywhere in Row-5.

5. Click the Copy Row button.

6. In any column select Rows 5 – 10.

7. Click the Paste Row button.

8. Observe that you work should resemble the below screen shot.

Exercise A6 – Using the Data Entry Tool To Copy and Paste a Range of Cells We will use the Data Entry Tool to make rooms 105 -109 identical to rooms 100 – 104 respectively.

1. Close the Data Entry Tool.

2. In the Main Toolbox click the More Function and Print/Export button.

3. Select the populated11 cells for Rows 1-5 in the FICM Code column.

4. Click the Copy Range of Cells button.



Adjusted 3Total-> Total-> 9,875 Total-> 6,704 0.09




APPA Maintenance

Type

APPA Estimated

NASF

Maint.

Worker

Adjusted FTEs

Orig. Seq






6 Admin Bldg – 100 1 105 Zone-1 Administration 6






6/25/2018 9:29 PM




5. Click the Preview Cells Paste button to review what was copied.

6. Click inside the cell in Row-6 under the FICM column.

7. Click the Paste Range of Cells button paste the copied cells.

8. Observe that you work should resemble the below screen shot.

Exercise A7 – Using the Data Entry Tool and Manual Techniques to Add More Records Using the Data Entry Tool and regular Excel Spreadsheet data entry techniques, add the ‘Science Bldg - 202’ to the worksheet using the data in the below screenshot. You can use the Zoom in your Acrobat reader to enlarge the screenshot to more easily read the data. Since you will save this data and use it again later it is important that you get your worksheet to look identical to the screenshot.







APPA Maintenance

Type

APPA Estimated

NASF

Maint.

Worker

Adjusted FTEs

Orig. Seq






6 Admin Bldg – 100 1 105 350 2,500 Zone-1 Administration Conference Room Classroom 1667 0.02 6



9 Admin Bldg – 100 1 108 110 3,500 Zone-1 Administration Classroom Classroom 2333 0.03 9

10 Admin Bldg – 100 1 109 111 2,600 Zone-1 Administration Classroom Classroom 1733 0.02 10


6/25/2018 9:40 PM




Pro - 10000 Record Capacity-> 10000 Ernest 6/26/2018 4:46:29 PM




NumberFICM Code Size (GSF) Flex Field 1 Flex Field 2 FICM Description APPA Maintenance Type

APPA Estimated

NASF

Maint.

Worker

Adjusted FTEs

Orig. Seq

1 Admin Bldg - 100 1 100 350 2,500 Zone-1 Administration Conference Room Classroom 1,667 0.02 1

2 Admin Bldg - 100 1 101 115 550 Zone-1 Administration Classroom Service Classroom 367 0.00 2

3 Admin Bldg - 100 1 102 315 725 Zone-1 Administration Office Service Office 604 0.01 3

4 Admin Bldg - 100 1 103 110 3,500 Zone-1 Administration Classroom Classroom 2333 0.03 4


6 Admin Bldg - 100 1 105 350 2,500 Zone-1 Administration Conference Room Classroom 1667 0.02 6

7 Admin Bldg - 100 1 106 115 550 Zone-1 Administration Classroom Service Classroom 367 0.00 7

8 Admin Bldg - 100 1 107 315 725 Zone-1 Administration Office Service Office 604 0.01 8



11 Science Bldg - 202 1 100 250 5,000 Zone-2 Science Dept Research/Nonclass Laboratory Laboratory 2994 0.08 11

12 Science Bldg - 202 1 101 210 3,700 Zone-2 Science Dept Class Laboratory Laboratory 2256 0.06 12

13 Science Bldg - 202 1 102 615 2,500 Zone-2 Science Dept Assembly Laboratory 1524 0.04 13

14 Science Bldg - 202 1 103 W01 6,700 Zone-2 Science Dept Circulation Areas Office 3941 0.07 14

15 Science Bldg - 202 1 104 111 5,500 Zone-2 Science Dept Classroom Classroom 3667 0.05 15

16 Science Bldg - 202 1 105 211 12,000 Zone-2 Science Dept Class Laboratory Laboratory 7186 0.18 16

17 Science Bldg - 202 1 106 200 15,000 Zone-2 Science Dept Laboratory Laboratory 8982 0.23 17

18 Science Bldg - 202 1 107 112 1,500 Zone-2 Science Dept Classroom Classroom 1000 0.01 18

19 Science Bldg - 202 1 108 310 250 Zone-2 Science Dept Office Office 147 0.00 19

20 Science Bldg - 202 1 109 310 325 Zone-2 Science Dept Office Office 191 0.00 20


6/26/2018 4:48 PM




Exercise A8 – Saving, Closing and Opening MainOpsStaff-2ed Data File Save the current data in memory to a file name ‘My Exercise A8’

1. Click Main Tool button in the upper left corner of the screen once or twice to launch the Main Toolbox.

2. Click the File button.

3. Click Save As File button. Observe that the Save Dialog box defaults to the C:\MainOpsStaff Data folder.

4. Type ‘My Exercise 8’ over the text in the File Name input box of the Save Dialog box or delete the existing text before you begin typing.

5. Make sure ‘HEMS-Data.xls’ is not part of the file name you have in the File Name input box. MainOpsStaff-2ed will add this extension during the save process.

6. Click the Save button in the Save Dialog box.

7. Click Yes to confirm the save.

8. Click OK when prompted to do so.

9. Observe the file name in the Current File Name Cell in the top left corner above the Seq column.

Close the current data in memory

1. Click the File button is necessary and click the Close File button.

2. Click Yes to confirm.

3. Observer that Maintained Space Inventory worksheet no longer contains data.

Open your ‘My Exercise A8’ file.

1. Click the File button is necessary and click the Open File button.

2. Click your My Exercise A8-HEMS-Data.xls file name in the File Dialog box and Click the Open button.

3. Click OK when prompted to do so.

4. Close the file in memory.

5. This completes this exercise.

6. You can open the file named Exercise A8 Solution in the C:\MainOpsStaff Data folder if you wish to review the textbook solution.

APPA Guidelines Worked Example Exercises Turn to page 38 of the APPA Guidelines book and use MainOpsStaff-2ed to complete the Worked Examples.

Exercise B1 – Example 1: Traditional Four-Year Residential College (Guidelines Page 38) Close any file in memory.

1. Read Pages 38-40 in APPA Guidelines book. You will enter the data from Figure 3.10: Aggregate FTE Method – Worked Example: Traditional Four-Your Residential College on APPA Guidelines page 39.

2. To clear MainOpsStaff-2ed memory, go to Maintained Space Inventory worksheet. Click Main Tool button if necessary to launch the Main Toolbox → Click File button → Click Close File button → Click Yes button.

3. Click File to collapse the File Submenu. Click Data Entry Tool button to launch the Data Entry Tool.

4. In the Data Entry Tool click Switch Base Input button multiple times if necessary until the frame title containing the button reads ‘APPA Maint. Type’. This means you will be entering spaces by their APPA Maintenance Type instead of FICM Code or FICM Description.

5. In the Data Entry Tool click the Switch Size Mode button multiple times if necessary until the green button to the right reads ‘GSF’ instead of ‘NASF’.

6. In the Data Entry Tool click More Functions and Print/Export button → in the FTE Display and Service


Level Selection frame click the [1] button to select Service Level 1 as specified in Step 1g of the Guidelines Figure 3.10.

7. In the Data Entry Tool enter ‘Building B1’ in the Building input box → Enter ‘All’ in the Floor input box → Enter ‘All’ in the Room/Space Number input box.

8. In worksheet under Building Column select rows 1-4 → Click Paste Row button →Click Yes button.

9. In worksheet click anywhere in Row 1 → In Tool click Un-Check All → Click to check Action Checkbox for APPA. Maint Type and Size (GSF) input boxes → from APPA. Maint Type input box dropdown list select ‘Classroom’ → Enter ‘64,350’ in the Size (GSF) input boxes.

10. Click Paste Row button → Click Yes button. Observe that Row-1 of the Maint. Worker Adjusted FTEs column contains 0.97 matching APPA Guidelines Figure 3.10.

11. Repeat Steps 8 and 9 for Rows 2-4 entering Laboratory/26,650; Office/234,000 and Residence/825,000 respectively.

12. Your work should be identical to the below screenshot matching the APPA Guidelines Figure 3.10. Current Time-> CONTROLLED BY YOU - READ/WRITE


Adjusted 1

Total-> Total-> 1,150,000 Total-> 681,799 22.15

Count-> 4 of 4 4 of 4 4 of 4 4 of 4 4 of 4



APPA Maintenance

Type

APPA Estimated

NASF

Maint.

Worker

Adjusted FTEs

Orig. Seq

1 Building B1 All All 100 64,350 Classroom Classroom 42,900 0.97 1

2 Building B1 All All 200 26,650 Laboratory Laboratory 15,958 0.72 2

3 Building B1 All All 300 234,000 Office Office 137,647 5.62 3

4 Building B1 All All 900 825,000 Residence Residence 485,294 14.85 4


6/29/2018 7:29 PM


C:\MainOpsStaff Data\Exercise B1a Solution-HEMS-Data.xls

13. Observe in the Total row of the worksheet that you have computed the Baseline Staffing of 22.15 FTES

matching the number computed in the Guidelines Step 2. The Campus Profile adjustment factors of the Guidelines Step 3 have not been computed and applied yet. You will now use the Campus Inputs worksheet to apply the adjustment factors driven by the given campus profile information in the Guidelines Step 1a through 1j.

14. In Main Toolbox click Campus Inputs button to go to the Campus Inputs worksheet.

15. In the Campus Inputs worksheet in the top row click the green cell containing ‘<-Get frm Inventory’ to capture the Total Actual GSF Maintained from the inventory worksheet.

16. Enter the below data in the Campus Profile for Adjustment Factor section:

a. Figure 3.5: Campus Size (from above input): →Automatically populated.

b. Figure 3.6: Campus Age (SF-Weighted Average Building Age): →Select ‘0-24’ from the dropdown list.

c. Figure 3.7: Varied Facilities: →Select ‘4-5’ from the dropdown list.

d. Figure 3.8: Deferred Maintenance Levels (FCI) in Percent (%): → Enter ‘17’.

e. Figure 3.9: Adjustment Factors for Campuses of Varying Missions: → Select ‘Residential/Instructional’.

17. For compatibility with the Guidelines Example → if necessary click the Round FCI Factor button in the cell below the Total Adjustment Factor to round the FCI Adjustment Factor to two decimal places. Observe that the FCI Adjustment Factor is 0.06 in the Campus Inputs worksheet matching the Guidelines book due to different rounding.

18. Observe the Total Adjustment Factor of 0.11 matches the number computed in the Guidelines Step 3.

19. Observe in the In-House FTE Gap table and In-House FTE Requirement graph on the right of the screen that the In-House FTE Requirement for APPA Service Level 1 is 24.59 matching the Adjusted FTE number computed in the Guidelines Step 3.

20. In the Main Toolbox click the Space Inventory button to return to the Maintained Space Inventory worksheet.

21. Observe that the Main. Worker Adjusted FTEs cell has now changed to 24.59 matching the Adjusted FTE number computed in the Guidelines Step 3.


22. To see the Baseline FTE number in the worksheet select ‘Baseline’ instead of ‘Adjusted’ in the ‘Displayed FTE Mode’ cell above the Flex Field 2 heading. You can achieve the same results by → click More Functions and Print/Export button → click the green Display Baseline FTEs button.

23. Switch back to Adjusted FTEs mode by → click the Display Adjusted FTEs button.

24. To see the FTEs requirement for all five levels click inside the APPA Service Level cell above the Maint. Worker Baseline FTEs column → select buttons [1] through [5] from the dropdown list and observe the changes in the worksheet. You can achieve the same results by → click More Functions and Print/Export button → click the 1 through 5 buttons in the FTE Display and Service Level Selection frame.

25. This completes Exercise B1. Save the file as My Exercise B1.

26. You can open the file named Exercise B1 Solution in the C:\MainOpsStaff Data folder if you wish to review the textbook solution.

Exercise B2 – Example 2: Community College (Guidelines Page 40) 1. Read Pages 40-42 in APPA Guidelines book. You will enter the data from Figure 3.11: Aggregate FTE

Method – Worked Example: Community/Commuter College on APPA Guidelines page 41.

2. To clear MainOpsStaff-2ed memory, go to the Maintained Space Inventory worksheet. Click Main Tool button if necessary to launch the Main Toolbox → Click File button → Click Close File button → Click Yes button.

3. Click File to collapse Submenu. Click Data Entry Tool button to launch the Data Entry Tool.

4. In the Data Entry Tool click Switch Base Input button multiple times if necessary until the frame title containing the button reads ‘APPA Maint. Type’. This mean you will be entering spaces by their APPA Maintenance Type instead of FICM Code or FICM Description.


6. In the Data Entry Tool click More Functions and Print/Export button → in the FTE Display and Service Level Selection frame click the [4] button to select Service Level 4 as specified in Step 1 of the Guidelines Figure 3.11.


8. In worksheet under Building Column select rows 1-4 → click Paste Row button → click Yes button.

9. In the worksheet click anywhere in Row 1 → in the Main Toolbox click Un-Check All → click to check Action Checkbox for APPA. Maint Type and Size (GSF) → from APPA. Maint Type input box dropdown list select ‘Classroom’ → Enter ‘60,000’ in the Size (GSF) input boxes.


11. Repeat Steps 8 and 9 for Rows 2-4 entering Laboratory/50,000; Office/900,000 and Residence/100,000 respectively.



Adjusted 4





APPA Maintenance

Type

APPA Estimated

NASF

Maint.

Worker

Adjusted FTEs

Orig. Seq






6/29/2018 8:19 PM


C:\MainOpsStaff Data\Exercise B1a Solution-HEMS-Data.xls

13. Observe in the Total row at the top of worksheet that you have computed the baseline FTEs of 8.93


matching number computed in the Guidelines Step 2. The Campus Profile adjustment factors of the Guidelines Step 3 have not been computed and applied yet. You will now use the Campus Inputs worksheet to apply the adjustment factors driven by the given campus profile information in the Guidelines Step 1.

14. In Main Toolbox → click Campus Inputs button to go to the Campus Inputs worksheet.




b. Figure 3.6: Campus Age (SF-Weighted Average Building Age): →Select ‘40-49’ from the dropdown list.

c. Figure 3.7: Varied Facilities: →Select ‘1’ from the dropdown list.


e. Figure 3.9: Adjustment Factors for Campuses of Varying Missions: → Select ‘Commuter/Community’.

17. For compatibility with the Guidelines Example → if necessary click the Round FCI Factor button in the cell below the Total Adjustment Factor to round the FCI Adjustment Factor to three decimal places. Observe that the FCI Adjustment Factor is 0.175 in the Campus Inputs worksheet matching the Guidelines book due to different rounding.





22. To see the Baseline FTE number in the worksheet select ‘Baseline’ instead of ‘Adjusted’ in the ‘Displayed FTE Mode’ cell above the Flex Field 2 heading. You can achieve the same results by → Click More Functions and Print/Export button → click Display Baseline FTEs (Display Adjusted FTEs) button.

23. Switch back to Adjusted FTEs mode.

24. To see the FTEs requirement for all five levels click inside the APPA Service Level cell above the Maint. Worker Baseline FTEs column → select buttons [1] through [5] from the dropdown list and observe the changes in the worksheet. You can achieve the same results by Click More Functions and Print/Export button → click the 1 through 5 buttons in the FTE Display and Service Level Selection frame.



Exercise B3 – Example 3: Major Public Research University (Guidelines Page 43) 1. Read Pages 43-46 in APPA Guidelines book. You will enter the data from Figure 3.12: Aggregate FTE

Method – Worked Example: Major Public Research University page 44.


3. Click File button to collapse Submenu if necessary.

4. In the Main Toolbox click More Functions and Print/Export button → click Display Baseline FTEs to switch to Baseline FTE mode. Observe the button and the column heading turn red.


5. Click More Functions and Print/Export button to collapse Submenu.

6. Click Data Entry Tool button to launch the Data Entry Tool.






12. In the worksheet click anywhere in Row 1 → in the Main Toolbox click Un-Check All → click to check Action Checkbox for APPA. Maint Type and Size (GSF) → from APPA. Maint Type input box dropdown list select ‘Classroom’ → Enter ‘2,500,000’ in the Size (GSF) input boxes.


14. Repeat Steps 8 and 9 for Rows 2-4 entering Laboratory/8,000,000; Office/10,000,000 and Residence/4,800,000 respectively.


Pro - 10000 Record Capacity-> 10000 Ernest 6/30/2018 6:10:39 AM

Baseline 2

Total-> Total-> 25,300,000 Total-> 15,162,968 425.20




APPA Maintenance

Type

APPA Estimated

NASF

Maint.

Worker

Baseline FTEs

Orig. Seq

1 Building B3 All All 100 2,500,000 Classroom Classroom 1,666,667 30.00 1

2 Building B3 All All 200 8,000,000 Laboratory Laboratory 4,790,419 168.00 2

3 Building B3 All All 300 10,000,000 Office Office 5,882,353 160.00 3

4 Building B3 All All 900 4,800,000 Residence Residence 2,823,529 67.20 4


6/30/2018 6:14 AM


C:\MainOpsStaff Data\Exercise B3 Solution-HEMS-Data.xls







b. Figure 3.6: Campus Age (SF-Weighted Average Building Age): →Select ‘0-24 from the dropdown list.

c. Figure 3.7: Varied Facilities: →Select ‘10+’ from the dropdown list.


e. Figure 3.9: Adjustment Factors for Campuses of Varying Missions: → Select ‘Customized-02’

20. Note that Customized-02 was selected to generate an Adjustment factors of 0.02 to “reflect the unique characteristics of the campus” as explained in paragraph 4 on page 45 of the Guidelines.

21. For compatibility with the Guidelines Example → if necessary click the Round FCI Factor button in the cell below the Total Adjustment Factor to round the FCI Adjustment Factor to two decimal places. Observe that the FCI Adjustment Factor is 0.02 in the Campus Inputs worksheet matching the Guidelines


book due to different rounding.










Exercise B4 – Example 4: New Academic Building (Guidelines Page 46) In this example we only know the Net Assignable Square Feet (NASF) instead of the Gross Square Feet (GSF). The first size column heading in the Guidelines Step 2 is actually intended to be ‘Area (nasf)’ instead of Area (gsf). ‘Figure 3.3: Net Assignable to Gross Square Foot Factors’ on page 36 of the Guidelines is used to convert NASF to GSF. MainOpsStaff-2ed makes this conversion for you when you switch the Size Mode to NASF.

1. Read Pages 46-48 in APPA Guidelines book. You will enter the NASF data from Figure 3.13: Aggregate FTE Method – Worked Example: New Academic Building page 47.



4. To switch to NASF Size Mode → click Data Entry Tool → click Switch Size Mode button multiple times if necessary until the green button to the right reads ‘NASF’ instead of ‘GSF’



7. Click Data Entry Tool button to launch the Data Entry Tool.




11. In the Data Entry Tool enter ‘Building B4’ in the Building input box → Enter ‘All’ in the Floor input box →


Enter ‘All’ in the Room/Space Number input box.


13. In the worksheet click anywhere in Row 1 → in the Main Toolbox click Un-Check All → click to check Action Checkbox for APPA. Maint Type and Size (NASF) → from APPA. Maint Type input box dropdown list select ‘Classroom’ → Enter ’15,000’ in the Size (NASF) input boxes.


15. Observe that the APPA Estimated GSF column in the Campus Inputs worksheet contains 22,500 matching the Area (gsf) number in Step 2 of the Guidelines. MainOpsStaff-2ed made the nasf-to-gsf conversion using ‘Figure 3.3: Net Assignable to Gross Square Foot Factors’ on page 36 of the Guidelines.

16. Repeat Steps 8 and 15 for Rows 2-4 entering Laboratory/110,000; Office/25,000 and Residence/0 respectively.



Adjusted 3


Count-> 4 of 4 4 of 4 4 of 4 4 of 4 10,000 of 10,000


NumberFICM Code Size (NASF) Flex Field 1 Flex Field 2 FICM Description

APPA Maintenance

Type

APPA Estimated

GSF

Maint.

Worker

Adjusted FTEs

Orig. Seq




4 Building B4 All All 900 0 Residence Residence 0 0.00 4


6/30/2018 7:05 AM












e. Figure 3.9: Adjustment Factors for Campuses of Varying Missions: → Select ‘Residential/Instructional’

22. For compatibility with the Guidelines Example → if necessary click the Round FCI Factor button in the cell below the Total Adjustment Factor to round the FCI Adjustment Factor to two decimal places. Observe that the FCI Adjustment Factor is -0.05 in the Campus Inputs worksheet matching the Guidelines book due to different rounding.



25. In Main Toolbox click Space Inventory button to return to the Maintained Space Inventory worksheet.

26. Observe that the Main. Worker Adjusted FTEs cell remains 3.43 matching the Adjusted FTE number computed in the Guidelines Step 3.

27. To see the Baseline FTE number in the worksheet select ‘Baseline’ instead of ‘Adjusted’ in the ‘Displayed


FTE Mode’ cell above the Flex Field 2 heading. You can achieve the same results by → Click More Functions and Print/Export button → click Display Baseline FTEs (Display Adjusted FTEs) button. In this case the Adjusted FTEs and Baseline FTEs are the same because the Total Adjustment Factor is zero.





Exercise B5 – Example 5: Secondary Education Residential Campus (Guidelines Page 48) We will use this example to learn to use the Rapid Input feature of the Data Entry Tool. By entering data into the Data Entry Tool and hitting the Enter key on your keyboard you can enter data more rapidly.

1. Read Pages 48-50 in APPA Guidelines book. You will enter the NASF data from Figure 3.14: Aggregate FTE Method – Worked Example: Secondary Education Residential Campus page 48.



4. To switch to GSF Size Mode → click Data Entry Tool → click Switch Size Mode button multiple times if necessary until the green button to the right reads ‘GSF’ instead of ‘NASF


6. In the FTE Display and Service Level Selection frame click the [1] button to select Service Level 1 as specified in Step 1 of the Guidelines Figure 3.14.


8. Click Data Entry Tool button if necessary to launch the Data Entry Tool.


10. Un-check the Prompt checkbox.

11. Check the Auto Advance checkbox.

12. Click Check All button.

13. Click the cell in Row 1 of the Building column in the worksheet.

14. Click inside the Building Input Box in the Data Entry Tool.

15. Type ‘Building B5’ → hit Enter key → type ‘All’ → hit Enter key → type ‘All’ → hit Enter key → type ‘c’ → hit Enter key → type ’130000’→ hit Enter key seven times.

16. Type ‘l’ → hit Enter key → type ’70000’→ hit Enter key seven times.

17. Type ‘o’ → hit Enter key → type ’200000’→ hit Enter key seven times.

18. Type ‘r’ → hit Enter key → type ’600000’→ hit Enter key seven times.

19. Your work should be identical to the below screenshot matching the APPA Guidelines Figure 3.14.


Current Time-> NOT IN USE BY OTHERSPro - 10000 Record Capacity-> 10000

Adjusted 1


Count-> 4 of 4 4 of 4 4 of 4 4 of 4 10,000 of 10,000



APPA Maintenance

Type

APPA Estimated

NASF

Maint.

Worker

Adjusted FTEs

Orig. Seq






7/1/2018 5:56 AM










d. Figure 3.8: Deferred Maintenance Levels (FCI) in Percent (%): → Enter ‘5%’.

e. Figure 3.9: Adjustment Factors for Campuses of Varying Missions: → Select ‘Residential/Instructional’





28. To see the Baseline FTE number in the worksheet select ‘Baseline’ instead of ‘Adjusted’ in the ‘Displayed FTE Mode’ cell above the Flex Field 2 heading. You can achieve the same results by → Click More Functions and Print/Export button → click Display Baseline FTEs (Display Adjusted FTEs) button. In this case the Adjusted FTEs and Baseline FTEs are the same because the Total Adjustment Factor is zero.





Exercise B6 – Example 6: Large Campus — Zone Staffing (Guidelines Page 50) We will use this example to learn to use the Rapid Input feature of the Data Entry Tool. By entering data into the Data Entry Tool and hitting the Enter key on your keyboard you can enter data more rapidly.

1. Read Pages 50-52 in APPA Guidelines book. You will enter the NASF data from Figure 3.15: Aggregate


FTE Method – Large Campus – Zone Determination page 51.









10. Un-check the Prompt checkbox.

11. Check the Auto Advance checkbox.

12. Click Check All button.

13. Click the cell in Row 1 of the Building column in the worksheet.

14. Click inside the Building Input Box in the Data Entry Tool.

15. Type ‘Building B5’ → hit Enter key → type ‘All’ → hit Enter key → type ‘All’ → hit Enter key → type ‘c’ → hit Enter key → type ’75000’→ hit Enter key seven times.

16. Type ‘l’ → hit Enter key → type ’500000’→ hit Enter key seven times.

17. Type ‘o’ → hit Enter key → type ’1000000’→ hit Enter key seven times.

18. Type ‘r’ → hit Enter key → type 925000→ hit Enter key seven times.



Baseline 2





APPA Maintenance

Type

APPA Estimated

NASF

Maint.

Worker

Baseline FTEs

Orig. Seq

1 Building 6 All All 100 75,000 Classroom Classroom 50,000 0.90 1

2 Building 6 All All 200 500,000 Laboratory Laboratory 299,401 10.50 2

3 Building 6 All All 300 1,000,000 Office Office 588,235 16.00 3

4 Building 6 All All 900 925,000 Residence Residence 544,118 12.95 4


7/3/2018 4:27 AM













e. Figure 3.9: Adjustment Factors for Campuses of Varying Missions: → Select ‘Medical/Technical’





28. To see the Baseline FTE number in the worksheet select ‘Baseline’ instead of ‘Adjusted’ in the ‘Displayed FTE Mode’ cell above the Flex Field 2 heading. You can achieve the same results by → Click More Functions and Print/Export button → click Display Baseline FTEs (Display Adjusted FTEs) button. In this case the Adjusted FTEs and Baseline FTEs are the same because the Total Adjustment Factor is zero.





Exercise B7 – Example 7: Student Enrollment-Based Staffing (Guidelines Page 53) We will use this example we will use combination of the Data Entry Tool and entering some data directly into the worksheet. And we will enter data by the FICM Code.

1. Read Pages 53-54 in APPA Guidelines book. You will enter the GSF data from Figure 3.16: Aggregate FTE Method – Worked Example: Student Enrollment-Based Staffing on page 54.









10. Un-check the Prompt checkbox → check the Auto Advance checkbox →Click Un-Check All button.

11. Check the Building Action checkbox → Check the Floor Action checkbox → Check the Room/Space Number Action checkbox.


12. In the Data Entry Tool →click inside the Building Input box → type ‘Building B7’ → hit Enter key → type ‘All’ in Floor Input box → hit Enter key → type ‘All’ in inside the Room/Space Number Input box.

13. Click inside the cell in Row 1 of the Building column in the worksheet and select Row 1 through Row 4.

14. Click Paste Row button.

15. In the workbook click in the first Row under the FICM Code column → type ‘100’ → hit Enter key → type ‘200’ → hit Enter key → type ‘300’ → hit Enter key → type ‘900’ → hit Enter key →

16. In the workbook click in the first Row under the Size (GSF) column → type ‘37500’ → hit Enter key → type ‘37500’ → hit Enter key → type ‘375000’ → hit Enter key → type ‘300000’ → hit Enter key →

17. Your work should be identical to the below screenshot matching the APPA Guidelines Figure 3.16. Current Time-> NOT IN USE BY OTHERS

Pro - 10000 Record Capacity-> 10000

Baseline 4





APPA Maintenance

Type

APPA Estimated

NASF

Maint.

Worker

Baseline FTEs

Orig. Seq

1 Building 7 All All 100 37,500 Classroom Classroom 25,000 0.30 1


3 Building 7 All All 300 375,000 Office Office 220,588 3.00 3



7/3/2018 4:13 AM


18. Observe in the Total row at the top of worksheet that you have computed the baseline FTEs of 6.04 matching number computed in the Guidelines Step 2. The Campus Profile adjustment factors of the Guidelines Step 3 have not been computed and applied yet. You will now use the Campus Inputs worksheet to apply the adjustment factors driven by the given campus profile information in the Guidelines Step 1.





b. Figure 3.6: Campus Age (SF-Weighted Average Building Age): →Select ’75-100’ from the dropdown list.

c. Figure 3.7: Varied Facilities: →Select ‘1’ from the dropdown list.


e. Figure 3.9: Adjustment Factors for Campuses of Varying Missions: → Select ‘Medical/Technical’











Exercise B8 – Example 8: Reverse Data Determination Through Staffing (Guidelines Page 54) We will use this example we will use combination of the Data Entry Tool and entering some data directly into the worksheet. And we will enter data by the FICM Code.

1. Read Pages 54-56 in APPA Guidelines book. You will enter the GSF data from Figure 3.17: Aggregate FTE Method – Worked Example: Reverse Data Determination through Staffing on page 54.





6. In the FTE Display and Service Level Selection frame click the [1] button to select Service Level 1 as a placeholder.




10. Un-check the Prompt checkbox → check the Auto Advance checkbox →Click Un-Check All button.

11. Check the Building Action checkbox → Check the Floor Action checkbox → Check the Room/Space Number Action checkbox.

12. In the Data Entry Tool →click inside the Building Input box → type ‘Building B7’ → hit Enter key → type ‘All’ in Floor Input box → hit Enter key → type ‘All’ in inside the Room/Space Number Input box.

13. Click inside the cell in Row 1 of the Building column in the worksheet and select Row 1 through Row 4.

14. Click Paste Row button.

15. In the workbook click in the first Row under the FICM Code column → type ‘100’ → hit Enter key → type ‘200’ → hit Enter key → type ‘300’ → hit Enter key → type ‘900’ → hit Enter key →

16. In the workbook click in the first Row under the Size (GSF) column → type ‘1000000’ → hit Enter key → type ‘500000’ → hit Enter key → type ‘2400000’ → hit Enter key → type ‘500000’ → hit Enter key →

17. Your work should be identical to the below screenshot matching the APPA Guidelines Figure 3.17 for Service Level 1.



Baseline 1





APPA Maintenance

Type

APPA Estimated

NASF

Maint.

Worker

Baseline FTEs

Orig. Seq

1 Building 6 All All 100 1,000,000 Classroom Classroom 666,667 15.00 1


3 Building 6 All All 300 2,400,000 Office Office 1,411,765 57.60 3



7/3/2018 5:08 AM





matching number computed in the Guidelines Step 2 for Service Level 1. The Campus Profile adjustment factors of the Guidelines Step 3 have not been computed and applied yet. You will now use the Campus Inputs worksheet to apply the adjustment factors driven by the given campus profile information in the Guidelines Step 1.





b. Figure 3.6: Campus Age (SF-Weighted Average Building Age): →Select ’30-29’ from the dropdown list.



e. Figure 3.9: Adjustment Factors for Campuses of Varying Missions: → Select ‘Research’


Note that the objective of this exercise in the APPA Guideline is to determine what service level can be achieved with 50 nonsupervisory employees.

23. In the Actual Work FTEs cell under the Actual FTEs and Budget group in the Campus Inputs worksheet → type ‘50’ → hit Enter key.

24. In the In-House FTE Gap table on the right of the worksheet under the FTE Gap column observe that 50 FTEs is only 1.25 FTE short of Service Level 3.

Let’s use the approach on page 55 in the APPA Guideline where 50 FTEs is converted to 46.73 baseline FTEs based on the calculated Adjusted Factor of 0.07.


26. To see the Baseline FTEs You can achieve the same results by → Click More Functions and Print/Export button → click Display Baseline FTEs (Display Adjusted FTEs) button.

27. To see FTEs requirement for all five levels → click the blue Current Service Level button → Compare the Baseline FTEs for all five level with the numbers in Step 4, (Figure 3.1) in the APPA Guideline on page 55.

Generating a Reports

Another approach to perform this same ‘what-if’ or scenario drill is to use MainOpsStaff-2ed reporting generating feature.

28. In the Main Toolbox → click the green FTE Mode button to set current FTE mode to Baseline FTEs.

29. In the Main Toolbox → click Records button → click Select All button → click Reports button → click Cost & Staffing Reports button → click By APPA Service Level button. Observe the Baseline FTEs report as in the below left screenshot and compare FTEs to APPA Guideline Step 4 on page 55.

30. Click Space Inventory button → → click FTE Mode button to set current FTE mode to Adjusted FTEs.

31. In the Main Toolbox → click Records button → click Select All button → click Reports button → click Cost & Staffing Reports button → click By APPA Service Level button. Observe the Adjusted FTEs report as in the below right screenshot.


Attention

LevelFTE Total Labor Cost Supply Cost

Equipment

Cost

Spare Parts and

Material Materials

Cost

Total Non-Labor

CostTotal Cost

1 95.10 $7,760,160 $776,016 $388,008 $1,940,040 $3,104,064 $10,864,224

2 67.90 $5,540,640 $554,064 $277,032 $1,385,160 $2,216,256 $7,756,896

3 47.90 $3,908,640 $390,864 $195,432 $977,160 $1,563,456 $5,472,096

4 35.70 $2,913,120 $291,312 $145,656 $728,280 $1,165,248 $4,078,368

5 21.60 $1,762,560 $176,256 $88,128 $440,640 $705,024 $2,467,584

Worker Avg. Productive Minutes Per Day 420.0 NOTES:

Worker Avg. Days at Work Per Year 250.0 Supervisory and management not included.

Worker Avg. Hourly Wage $25.50 No. of Spaces Selected = 4 of 4

Worker Fringe Benefit Rate 35.00% No.of Bldgs. Selected= 1 of 1

Supplies Cost Factor 10.00% No. of GSF selected = 4,400,000 of 4,400,000

Equipment Cost Factor 5.00% No. of APPA Estimated NASF selected = 2,671,950 of 2,671,950

Spare Parts and Repair Material Cost Factor 25.00%

July 3, 2018 06:09 AM

Additional Description Cell

Cost and Staffing by All Levels (Maint. Worker Baseline FTEs)

Attention


Equipment

Cost

Spare Parts and

Material Materials

Cost

Total Non-Labor

CostTotal Cost

1 101.76 $8,303,371 $830,337 $415,169 $2,075,843 $3,321,348 $11,624,720

2 72.65 $5,928,485 $592,848 $296,424 $1,482,121 $2,371,394 $8,299,879

3 51.25 $4,182,245 $418,224 $209,112 $1,045,561 $1,672,898 $5,855,143

4 38.20 $3,117,038 $311,704 $155,852 $779,260 $1,246,815 $4,363,854

5 23.11 $1,885,939 $188,594 $94,297 $471,485 $754,376 $2,640,315



Worker Avg. Hourly Wage $25.50 No. of Spaces Selected = 4 of 4


Supplies Cost Factor 10.00% No. of GSF selected = 4,400,000 of 4,400,000

Equipment Cost Factor 5.00% No. of APPA Estimated NASF selected = 2,671,950 of 2,671,950


July 3, 2018 06:15 AM


Cost and Staffing by All Levels (Maint. Worker Adjusted FTEs)



Working With Entire Campus Space Inventory for Hunter Community College

For this training section the fictitious Hunter Community College (HCC). While the data is similar to that of an actual client for which Hunter Consulting and Training performed a facilities management consulting project, it is not intended to represent any particular institution and is strictly for training purposes. Here as a few pieces of information about HCC:

HCC has an official space inventory data set including FICM codes.

HCC either manually entered their 3,890 spaces into the Maintained Space Inventory worksheet or they purchased the justDoNext Data Import Wizard upgrade from the Hunter Consulting and Training web site and imported their data from a spreadsheet. They might have done a combination of manual input and importing.

HCC has 15 campuses located in the same metropolitan area.

HCC is interested in properly staffing and funding the entire HCC system and ensuring that resources are properly allocated among the campuses.

Exercise C1 – Open the HCC Data File Into MainOPsStaff-2ed

The objective of this exercise is to open an existing MainOpsStaff-2ed data file using the HCC training file HCC Space Inventory-HEMS-Data.xls located in the C:\MainOpsStaff Data folder. There are two option or opening files.

1. You have two options:

Option 1: From the Main Menu → click Open button → click the file HCC Space Inventory-HEMS-Data.xls → click OK → Yes → click OK

Option 2: From Maintained Space Inventory worksheet → click File button → click Open File button → click the file HCC Space Inventory-HEMS-Data.xls → click OK → Yes → click OK

Exercise C2 – Save Space Inventory Data Under Different Name (Save As)

The objective of this exercise is to save the space inventory data in memory to a file under a different name. If the file already exists you will be prompted to confirm that you want to over write it.

1. Ensure you have opened the HCC Space Inventory-HEMS-Data.xls file (see Exercise C1)

2. You have two options:

a. Option 1: From the Main Menu → click Save As button → clear the File name input box → type ‘MyHCC Space Inventory’ (do NOT include the extension ‘-HEMS-Data.xls) → click Save button → Yes → read message → click OK button.


b. Option 2: From Maintained Space Inventory worksheet → click File button → click Save as File button → clear the File name input box → type ‘MyHCC Space Inventory’ (do NOT include the extension ‘-HEMS-Data.xls) → click Save button → Yes → read message → click OK button.

Note: You will use your HCC Space Inventory-HEMS-Data.xls file for the remaining exercises.

Exercise C3 – Applying Local Variables In The Configuration Form

The objective of this exercise is to save the space inventory data in memory to a file under a different name. If the file already exists you will be prompted to confirm that you want to over write it.

1. Open the MyHCC Space Inventory-HEMS-Data.xls file you saved in the previous exercise.

2. While in the Maintained Space Inventory worksheet → click Main Tool button if necessary to launch the Main Toolbox.

3. In the Main Toolbox → click the Current Service Level button multiple times to set Service Level 3 → observe in the top Total row of the worksheet that the Maint. Worker Adjusted FTEs number is 21.69.

4. In the Main Toolbox → click Configuration button.

5. In the MainOpsStaff-2e Configuration Form observe the HCC Current Values for the local variables as in the screenshot to the right.

6. Observe the placeholder values in gray background to the right of the HCC values.

7. Note that HCC accepted the all placeholder values except Productive Minutes per day (421.2) and Days worked per year (187.44).

8. To set Productive Minutes per day to the placeholder value → double-click on the placeholder value → do the same for Days worked per year → observe the value now match.

HCC Original Values

9. Observe the Adjusted FTEs are still 21.69.

10. To make your changes take effect →click the Write Configuration Variable from Form button → click Yes.

11. Observe that the Adjusted FTEs changes to 18.53. Which mean is each worker came to work 220 day per year and perform 7 hours(420 minutes) of productive work HCC would only need 18.53 workers.

12. To show the effect of these two variables:

Change Productive Minutes per day to 210 (half of 420) → click Write Configuration Variable from Form button → click Yes → observe Adjusted FTEs is now 37.06 or twice as many → change it back to 420 → click Write Configuration Variable from Form button → click Yes.

Change Days worked per year to 110 (half of 220) → click Write Configuration Variable from Form button → click Yes → observe Adjusted FTEs is now 37.06 or twice as many → change it back to 220 → click Write Configuration Variable from Form button→ click Yes.

13. Save the file as My Exercise C3.

Note: The Remaining Local Variables do not affect the FTE calculations, however they do impact the estimate budget calculations and are adjusted in the same manner. You will see their impact in later exercises.


Exercise C4 – Setting the Flex Fields Name and Type

The objective of this exercise is to demonstrate the capability of customizing the two Flex Fields. Observation in the Form and in the worksheet headings that in the HCC data Flex Field 1 is named Local Space Description and set to be a Text field and Flex Field 2 is named Campus and also set to be a Text field. We will change them.

1. Open the My Exercise C3-HEMS-Data.xls file you saved in the previous exercise.



4. In the MainOpsStaff-2e Configuration Form → type ‘HCC Space Name’ in the Flex Flied 1 input box.

5. In the MainOpsStaff-2e Configuration Form → type ‘HCC Campus Name’ in the Flex Flied 2 input box.

6. Click Write Configuration Variable from Form button→ click Yes.

7. Observe that the Names changes in the worksheet heading row.

8. In the Main Toolbox to save your work → click File button → click Save button → click Yes → click OK.

Exercise C5 – Setting the Space Inventory Three Primary Field Names

The objective of this exercise is to demonstrate the capability of customizing the name of the first three space inventory field (Local Description-1, Local Description-2, and Local Description-3). Observe in the Configuration Form and in the worksheet headings that in the HCC first three field headings are named Building, Floor, Room/Space Number respectively. We will change them.

1. Open the MyHCC Space Inventory-HEMS-Data.xls file you saved in the previous exercise.



1. In the MainOpsStaff-2e Configuration Form → type ‘Asset Name’ in the Local Description-1 input box.

2. In the MainOpsStaff-2e Configuration Form → type ‘Floor Number’ in the Local Description-2 input box.

3. In the MainOpsStaff-2e Configuration Form → type ‘Location Name’ in the Local Description-3 input box.


5. Observe that the Local Description changes in the worksheet heading row.


Exercise C6 – Setting The Size Input Mode (Unit of Measure) For Space Size (GSF or NASF)

The objective of this exercise is to demonstrate the capability of setting whether your data is primarily in Gross Square Feet (GSF) or primarily in Net Assignable Square Feet (NASF). HCC chose to enter space GSF as its primary size unit. In some instances only Net Assignable Square Feet (NASF) might be available. We will switch to and from these two modes.


1. While in the Maintained Space Inventory worksheet → Find the Size (GSF) and APPA Estimated NASF column headings and observe the numbers in both columns. Size (GSF) is currently in Column 6 and APPA Estimated NASF is in Column 11. Column 6 will always be the Size input column.

2. In the Main Toolbox → click Configuration button → click to check the NASF checkbox → click Write Configuration Variable from Form button→ observe the worksheet while you click Yes.

3. Observe that the numbers in Column 6 and Column 11 have now switched positions and Column 6 heading is now Size (NASF) and Column 11 heading is now APPA Estimated NASF. Column 6 and Column 11 are related to each other in accordance to Figure 3.3: Net Assignable to Gross Foot Factors table on page 36 of the APPA Guidelines book.

4. The purpose of this feature is to allow you to enter your space size data either in GSF or NASF.

5. Switch Size Input Mode back to GSF.

Note: The Data Entry Tool has a Switch Size Mode button that allow you to perform the same function.

Exercise C7 – Setting Your Institution and Department Name for Standard Report Titles

The objective of this exercise is to demonstrate the capability of setting your institution and department name so that they become the default Title and Subtitle in the standard reports generated by MainOpsStaff-2ed.

1. Open the My Exercise C3-HEMS-Data.xls file you saved in the previous exercise.


3. In the Configuration Form → type ‘Hunter Community College’ in the Institution Name input box → type ‘Custodial Services Department’ in the Department Name input box.


5. You will see later when you generate report that the title and subtitle will reflect these new names.


7. This completes this exercise.

8. You can open the file named Exercise C3 Solution in the C:\MainOpsStaff Data folder if you wish to review the textbook solution.

Generating Reports

While each HCC campus is running its own copy of MainOpsStaff-2ed with a space inventory file containing only the building for that campus, this copy belongs to the District Office with an interest in all of the buildings. The District Office is responsible for allocating FTEs and budget resources to each campus and is often required to answer questions

Exercise D1 – Cost and Staffing Report by Service Level (What-If Report)

The objective of this exercise is to demonstrate the capability of generating a standard report to see what the estimated FTEs and budget requirement are for the five service levels for the entire district.


1. Open the Exercises D Starting Point-HEMS-Data.xls → immediately Save As My Exercises D.

2. In the Main Toolbox → click Configuration button → observed that the Local Variables have been customized → click Configuration button to close Configuration Form.

3. In the Maintained Space Inventory worksheet → click any cell within the data.

4. In the Main Toolbox → click Records button → click Select All.

5. In the Main Toolbox → click Reports button → click Cost & Staffing Reports button → click By APPA Service Level button.

6. From the above report HCC District Office decides that it can afford to allocate to target APPA Service Level 2 and will need to allocate 30.81 (say 31) FTEs and $3,826,951 budget among the campuses.

7. In the Main Toolbox → click Space Inventory button to return to the Maintained Space Inventory worksheet.

Exercise D2 – Cost and Staffing Report for Specified Service Level Grouped by Specified Field

The objective of this exercise is to demonstrate the capability of generating a standard cost and staffing report for a specified service level grouped by a specified data field (we will group by Campus Name in this exercise)

1. Open the My Exercises D-HEMS-Data.xls you saved in the previous exercise if not already open.

2. In the Main Toolbox → click Current Service Level multiple times to set Current Service Level to Level 2 → confirm adjusted FTEs are 30.81.



5. In the Main Toolbox → click Reports button → click Cost & Staffing Reports button → click By Campus Name button.


GRANDS TOTAL-> 1,640,924 1,037,164 30.81 $2,755,184 $242,456 $151,535 $677,775 $1,071,767 $3,826,951

Campus Name Size (GSF)

APPA

Estimated

NASF

FTETotal Labor

CostSupply Cost

Equipment

Cost

Spare Parts and

Material

Materials Cost

Total Non-

Labor CostTotal Cost

Twenty Fifth St Campus 157,490 100,667 2.91 $260,499 $22,924 $14,327 $64,083 $101,334 $361,833 Worker Avg. Productive Minutes Per Day 418.0

Central Office Campus 93,730 58,395 1.74 $155,411 $13,676 $8,548 $38,231 $60,455 $215,866 Worker Avg. Days at Work Per Year 189.2

Big Lake Campus 77,386 47,537 1.43 $128,149 $11,277 $7,048 $31,525 $49,850 $177,999 Worker Avg. Hourly Wage $27.30

South Campus 49,004 31,757 0.82 $73,639 $6,480 $4,050 $18,115 $28,646 $102,285 Worker Fringe Benefit Rate 36.50%

Rolling Hills Campus 190,022 119,879 3.60 $322,021 $28,338 $17,711 $79,217 $125,266 $447,287 Supplies Cost Factor 8.80%

Running Creek Campus 557,162 350,979 10.53 $941,214 $82,827 $51,767 $231,539 $366,132 $1,307,346 Equipment Cost Factor 5.50%

Little River campus 4,044 3,370 0.08 $6,894 $607 $379 $1,696 $2,682 $9,576 Spare Parts and Repair Material Cost Factor 24.60%

West Campus 148,006 93,481 2.71 $241,899 $21,287 $13,304 $59,507 $94,099 $335,998

Metropolitan Ave Campus 221,895 139,745 4.16 $372,427 $32,774 $20,483 $91,617 $144,874 $517,301 NOTES:

City Center Campus 2,980 1,881 0.05 $4,502 $396 $248 $1,108 $1,751 $6,253 No. of Spaces Selected = 3,890 of 3,890

East Campus 67,898 40,972 1.29 $114,927 $10,114 $6,321 $28,272 $44,706 $159,633 No.of Bldgs. Selected= 72 of 72

Miller Campus 17,664 11,092 0.34 $30,267 $2,664 $1,665 $7,446 $11,774 $42,041 No. of GSF selected = 1,640,924 of 1,640,924

Williams Center Campus 2,835 1,668 0.05 $4,833 $425 $266 $1,189 $1,880 $6,713 No. of APPA Estimated NASF selected = 1,037,164 of 1,037,164

North Campus 47,928 33,341 1.05 $93,590 $8,236 $5,147 $23,023 $36,407 $129,997

Rock Creek Campus 2,880 2,400 0.05 $4,910 $432 $270 $1,208 $1,910 $6,820

Cost and Staffing by Campus Name (Maint. Worker Adjusted FTEs for Level 2)Additional Description Cell

January 23, 2019 10:43 PM

From the above report HCC District Office decides that it can afford to allocate to target APPA Service Level 2 and will need to allocate 30.81 (say 31) FTEs and $3,826,951 budget among the campuses.

Exercise D3 – Sorting and Filtering Reports

The objective of this exercise is to demonstrate the capability of sorting report by the report heading to answer certain questions such:

Which campus require the most worker?

Which campus has the most GSF?

Which campus require the most budget?

1. Open the My Exercises D-HEMS-Data.xls you saved in the previous exercise if not already open.

2. In the Main Toolbox → click Current Service Level multiple times to set Current Service Level to Level 2 → confirm adjusted FTEs are 30.81.



5. In the Main Toolbox → click Reports button → click Cost & Staffing Reports button → click By Campus Name button.

6. To sort by FTE → click anywhere in the FTE data → click Records button → click Sort-d → click Sort-a while observing the report

7. Repeat Step-6 for the other columns in the report

GRANDS TOTAL-> 1,640,924 1,037,164 30.81 $2,755,184 $242,456 $151,535 $677,775 $1,071,767 $3,826,951


APPA

Estimated

NASF

FTETotal Labor

CostSupply Cost

Equipment

Cost

Spare Parts and

Material

Materials Cost

Total Non-


Running Creek Campus 557,162 350,979 10.53 $941,214 $82,827 $51,767 $231,539 $366,132 $1,307,346 Worker Avg. Productive Minutes Per Day 418.0

Metropolitan Ave Campus 221,895 139,745 4.16 $372,427 $32,774 $20,483 $91,617 $144,874 $517,301 Worker Avg. Days at Work Per Year 189.2

Rolling Hills Campus 190,022 119,879 3.60 $322,021 $28,338 $17,711 $79,217 $125,266 $447,287 Worker Avg. Hourly Wage $27.30

Twenty Fifth St Campus 157,490 100,667 2.91 $260,499 $22,924 $14,327 $64,083 $101,334 $361,833 Worker Fringe Benefit Rate 36.50%

West Campus 148,006 93,481 2.71 $241,899 $21,287 $13,304 $59,507 $94,099 $335,998 Supplies Cost Factor 8.80%

Central Office Campus 93,730 58,395 1.74 $155,411 $13,676 $8,548 $38,231 $60,455 $215,866 Equipment Cost Factor 5.50%

Big Lake Campus 77,386 47,537 1.43 $128,149 $11,277 $7,048 $31,525 $49,850 $177,999 Spare Parts and Repair Material Cost Factor 24.60%

East Campus 67,898 40,972 1.29 $114,927 $10,114 $6,321 $28,272 $44,706 $159,633

North Campus 47,928 33,341 1.05 $93,590 $8,236 $5,147 $23,023 $36,407 $129,997 NOTES:

South Campus 49,004 31,757 0.82 $73,639 $6,480 $4,050 $18,115 $28,646 $102,285 No. of Spaces Selected = 3,890 of 3,890

Miller Campus 17,664 11,092 0.34 $30,267 $2,664 $1,665 $7,446 $11,774 $42,041 No.of Bldgs. Selected= 72 of 72

Little River campus 4,044 3,370 0.08 $6,894 $607 $379 $1,696 $2,682 $9,576 No. of GSF selected = 1,640,924 of 1,640,924

Rock Creek Campus 2,880 2,400 0.05 $4,910 $432 $270 $1,208 $1,910 $6,820 No. of APPA Estimated NASF selected = 1,037,164 of 1,037,164

Williams Center Campus 2,835 1,668 0.05 $4,833 $425 $266 $1,189 $1,880 $6,713

City Center Campus 2,980 1,881 0.05 $4,502 $396 $248 $1,108 $1,751 $6,253


January 23, 2019 10:44 PM

It can be seen from the above report that Running Creek Campus is the main campus requiring the greatest number of FTEs (10.53 FTEs). HCC decides to create three zones of roughly equal resource requirement with Running Creek Campus designated as Zone-1.


8. Use the Excel Auto Filter button in the FTE heading cell to filter on 4.16, 3.60, and 2.71 to arrive at 10.47 FTEs → observe that Zone-2 will be made up as reflected in the below screenshot.

GRANDS TOTAL-> 559,923 353,106 10.47 $936,347 $82,399 $51,499 $230,341 $364,239 $1,300,586


APPA

Estimated

NASF

FTETotal Labor

CostSupply Cost

Equipment

Cost

Spare Parts and

Material

Materials Cost

Total Non-


Metropolitan Ave Campus 221,895 139,745 4.16 $372,427 $32,774 $20,483 $91,617 $144,874 $517,301 Worker Avg. Days at Work Per Year 189.2

Rolling Hills Campus 190,022 119,879 3.60 $322,021 $28,338 $17,711 $79,217 $125,266 $447,287 Worker Avg. Hourly Wage $27.30

West Campus 148,006 93,481 2.71 $241,899 $21,287 $13,304 $59,507 $94,099 $335,998 Supplies Cost Factor 8.80%


9. Use the Excel Auto Filter button in the FTE heading cell to filter on the remaining campuses for Zone 3 → observe that Zone-3 requires 9.81 FTEs and will be made up as reflected in the below screenshot.

GRANDS TOTAL-> 523,839 333,080 9.81 $877,623 $77,231 $48,269 $215,895 $341,395 $1,219,019


APPA

Estimated

NASF

FTETotal Labor

CostSupply Cost

Equipment

Cost

Spare Parts and

Material

Materials Cost

Total Non-


Twenty Fifth St Campus 157,490 100,667 2.91 $260,499 $22,924 $14,327 $64,083 $101,334 $361,833 Worker Fringe Benefit Rate 36.50%

Central Office Campus 93,730 58,395 1.74 $155,411 $13,676 $8,548 $38,231 $60,455 $215,866 Equipment Cost Factor 5.50%

Big Lake Campus 77,386 47,537 1.43 $128,149 $11,277 $7,048 $31,525 $49,850 $177,999 Spare Parts and Repair Material Cost Factor 24.60%

East Campus 67,898 40,972 1.29 $114,927 $10,114 $6,321 $28,272 $44,706 $159,633

North Campus 47,928 33,341 1.05 $93,590 $8,236 $5,147 $23,023 $36,407 $129,997 NOTES:

South Campus 49,004 31,757 0.82 $73,639 $6,480 $4,050 $18,115 $28,646 $102,285 No. of Spaces Selected = 3,890 of 3,890

Miller Campus 17,664 11,092 0.34 $30,267 $2,664 $1,665 $7,446 $11,774 $42,041 No.of Bldgs. Selected= 72 of 72

Little River campus 4,044 3,370 0.08 $6,894 $607 $379 $1,696 $2,682 $9,576 No. of GSF selected = 1,640,924 of 1,640,924

Rock Creek Campus 2,880 2,400 0.05 $4,910 $432 $270 $1,208 $1,910 $6,820 No. of APPA Estimated NASF selected = 1,037,164 of 1,037,164

Williams Center Campus 2,835 1,668 0.05 $4,833 $425 $266 $1,189 $1,880 $6,713

City Center Campus 2,980 1,881 0.05 $4,502 $396 $248 $1,108 $1,751 $6,253


January 23, 2019 10:47 PM

10. Click Space Inventory button to return to the Maintained Space Inventory worksheet.

11. Experiment by running the remaining reports as shown in the below screenshot.

12. After you are finished experimenting close the file without saving.


Working Subsets of the Campus Space Inventory for Hunter Community College

In the previous training exercises we worked with the entire inventory by keeping the Maintained Space Inventory worksheet unfiltered and using the Select All button. We will now focus on the Records submenu to filter, sort and select subsets of the inventory to inspect and run reports on. The following concepts apply.

When the Maintained Space Inventory worksheet is filtered it is as if the hidden records temporarily do not exist.

Only rows that have been selected (highlighted) and are not hidden (unfiltered) will show up in report.

Only rows that have been are not hidden (unfiltered) be included in the values displayed in the Total row.

Exercise E1 – Running Report for Single Campus, Single Buildings,

The objective of this exercise is to demonstrate the capability filtering the Maintained Space Inventory worksheet to run reports on subsets of the data.

1. Open the My Exercises D-HEMS-Data.xls you saved in the previous exercise if not already open → immediately Save As My Exercises E.

2. Let run reports for just Zone-1 which includes only the Running Creek Campus → Set Current Service Level to Level 2 → Using Excel Auto Filter button in the Campus Name Heading cell → Select only Running Creek Campus from the Auto Filter dropdown list → confirm from the Count row at the top of the worksheet that 1,376 of 1,890 rows are unhidden.

3. Click anywhere in the worksheet → click Records button → click Select All button → click Reports button → click Cost & Staffing Reports button → click By APPA Service Level button → in the report change the ‘Additional Description Cell’ text to ‘For Running Creek Campus Only’

Attention


Equipment

Cost

Spare Parts and

Material Materials

Cost

Total Non-Labor

CostTotal Cost

1 14.85 $1,328,344 $116,894 $73,059 $326,773 $516,726 $1,845,070

2 10.53 $941,214 $82,827 $51,767 $231,539 $366,132 $1,307,346

3 7.41 $662,330 $58,285 $36,428 $162,933 $257,646 $919,976

4 5.41 $484,023 $42,594 $26,621 $119,070 $188,285 $672,308

5 3.18 $284,045 $24,996 $15,622 $69,875 $110,493 $394,538



Worker Avg. Hourly Wage $27.30 No. of Spaces Selected = 1,376 of 3,890


Supplies Cost Factor 8.80% No. of GSF selected = 557,162 of 1,640,924

Equipment Cost Factor 5.50% No. of APPA Estimated NASF selected = 350,979 of 1,037,164


January 23, 2019 10:50 PM


Cost and Staffing by All Levels (Maint. Worker Adjusted FTEs)


4. Click Space Inventory button → experiment by generating the other six reports for different campuses, for different buildings, and combinations of various elements.

More training exercises are under development. There may be a newer version on the web site. To download the latest version of this document click this link http://www.hunterconsultingtraining.com/MainOpsStaff-2ed-Docs/MainOpsStaff%20Training%20Manual.pdf or copy into your internet browser.



Documents

MainOpsStaff-2ed Training Manual Updated 1/23/2019...Page 4 of 29 When in doubt, click for the nearest Help Button! Exercise A2 – Copying Single Cells 1. Click in Row-1, Building