MainOpsStaff-2ed Training Manual Updated 6/26/2018

Transcription

1 MainOpsStaff-2ed Training Manual Updated 6/26/2018 (Recommend you print this file) (Open latest version of this document from website) Table of Contents MainOpsStaff-2ed Training Manual Updated 6/26/ 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 Coping Single Cells...3 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...6 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) Exercise B4 Example 4: New Academic Building (Guidelines Page 46) Exercise B5 Example 5: Secondary Education Residential Campus (Guidelines Page 48) Exercise B6 Example 6: Large Campus Zone Staffing (Guidelines Page 50) Exercise B7 Example 7: Student Enrollment-Based Staffing (Guidelines Page 53) Exercise B8 Example 8: Reverse Data Determination Through Staffing (Guidelines Page 54) Generating a Reports Working With Entire Campus Space Inventory for Hunter Community College Exercise C1 Open the HCC Data File Into MainOPsStaff-2ed Exercise C2 Save Space Inventory Data Under Different Name (Save As) Exercise C3 Applying Local Variables In The Configuration Form Exercise C4 Setting the Flex Fields Name and Type Exercise C5 Setting the Space Inventory Three Primary Field Names Exercise C6 Setting The Size Input Mode (Unit of Measure) For Space Size (GSF or ) Exercise C7 Setting Your Institution and Department Name for Standard Report Titles Generating Reports Exercise D1 and Staffing Report by Service Level (What-If Report) Exercise D2 and Staffing Report for Specified Service Level Grouped by Specified Field Exercise D3 Sorting and Filtering Reports Page 1 of 28 When in doubt, click for the nearest Help Button!

2 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 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 Single User License Agreement: Contains the End User License Agreement (EULA) for MainOpsStaff-2ed. 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. MainOpsStaff-2ed Quick Help: Contains step-by-step instructions for command buttons and other aspect of the basic program without screenshots. MainOpsStaff-2ed Training Manual: Contains training exercises including the Worked Examples from the APPA Operational Guidelines for Educational Facilities, Maintenance second edition publication. 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. Recently Added Features: Contains information on recently added features so users can stay abreast of improvements. How to Access Click the large End User License Agreement (EULA) button in the Main Program Main Menu worksheet or click Docs/MainOpsStaff Single User License Restrictions.pdf Click Help Getting Started button in Program Manager or Click User Manual Button in the Main Program Main Menu worksheet or click Docs/MainOpsStaff User Manual.pdf Click Quick Help File button on main menu in Main Program or click Docs/Quick Help.pdf Click Help buttons throughout the MainOpsStaff- 2ed application to see portions of this file as contextual help Click Training button on main menu in Main Program or click Docs/MainOpsStaff%20Training%20Manual.pdf Click Help Button on JustDoNext Data Import Wizard Toolbox or click Docs/MainOpsSfaff JustDoNext Wizard Help.pdf Click Recently Features Help** button on main menu in Main Program or click 2ed-Docs/MainOpsStaff- 2ed%20Recently%20Added%20Features%20Help.pdf Page 2 of 28 When in doubt, click for the nearest Help Button!

3 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. Click in first row under the second column (Building column). 4. Type Admin Bldg 100 and hit your keyboard Tab key. 5. Type 1 for first floor and hit the Tab key. 6. Type 100 for room 100 and hit the Tab key. 7. Type 300 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. 8. Type 350 for the space GSF and hit the Tab key. Observe that the APPA Estimated is populated based on Figure 3.3: Net Assignable to Gross Square Feet Factor on page 36 of the Guidelines. Also observe that the Maintenance Worker Adjusted FTEs column is automatically populated. 9. Type Zone-1 for the zone location of the building in the Flex Field 1 column and hit the Tab key. 10. 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 Coping 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 and select Paste Cell. 5. Click Yes when prompted to do so. Observe that rows 1 through 5 now contain Admin Bldg Repeat Step-1 through Step-5 to populate the Floor column with the number 1. Page 3 of 28 When in doubt, click for the nearest Help Button!

4 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 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. 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. Seq Building Floor Room/Space Number FICM Code Size (GSF) Flex Field 1 Flex Field 2 FICM Description APPA Maintenance Type APPA Estimated Maint. Worker Orig. Seq Adjusted FTEs 1 Admin Bldg ,500 Zone-1 Administration Conference Room Classroom 1, Admin Bldg Zone-1 Administration Classroom Service Classroom Admin Bldg Zone-1 Administration Office Service Office Admin Bldg ,500 Zone-1 Administration Classroom Classroom 2, Admin Bldg ,600 Zone-1 Administration Classroom Classroom 1, Exercise A4 Using the Data Entry Tool We will use the Data Entry Tool to populate the Flex Field 1 and Flex Field 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 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. C:\MainOpsStaff Data\Excercises 1-5-HEMS-Data.xls Current Time-> 6/25/2018 9:14 PM CONTROLLED BY YOU - READ/WRITE Maintained Space Inventory Worksheet Full Record Capacity-> 5000 Ernest 6/25/2018 8:36:00 PM Displayed FTE Mode-> Adjusted APPA Service Level-> 3 Total-> Total-> 9,875 Total-> 6, Count-> 5 of 5 5 of 5 5 of 5 5 of 5 5 of 5 5 of 5 5 of 5 Seq Building Floor Room/Space Number FICM Code Size (GSF) Flex Field 1 Flex Field 2 FICM Description APPA Maintenance Type APPA Estimated Maint. Worker Orig. Seq Adjusted FTEs 1 Admin Bldg ,500 Zone-1 Administration Conference Room Classroom 1, Admin Bldg Zone-1 Administration Classroom Service Classroom Admin Bldg Zone-1 Administration Office Service Office Admin Bldg ,500 Zone-1 Administration Classroom Classroom 2, Admin Bldg ,600 Zone-1 Administration Classroom Classroom 1, Page 4 of 28 When in doubt, click for the nearest Help Button!

5 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 Click anywhere in Row Click the Copy Row button. 6. In any column select Rows Click the Paste Row button. 8. Observe that you work should resemble the below screen shot. C:\MainOpsStaff Data\Excercises 1-5-HEMS-Data.xls Current Time-> 6/25/2018 9:29 PM CONTROLLED BY YOU - READ/WRITE Maintained Space Inventory Worksheet Full Record Capacity-> 5000 Ernest 6/25/2018 8:36:00 PM Displayed FTE Mode-> Adjusted APPA Service Level-> 3 Total-> Total-> 9,875 Total-> 6, Count-> 10 of of of 10 5 of 5 5 of 5 10 of of 10 Seq Building Floor Room/Space Number FICM Code Size (GSF) Flex Field 1 Flex Field 2 FICM Description APPA Maintenance Type APPA Estimated Maint. Worker Orig. Seq Adjusted FTEs 1 Admin Bldg ,500 Zone-1 Administration Conference Room Classroom 1, Admin Bldg Zone-1 Administration Classroom Service Classroom Admin Bldg Zone-1 Administration Office Service Office Admin Bldg ,500 Zone-1 Administration Classroom Classroom 2, Admin Bldg ,600 Zone-1 Administration Classroom Classroom 1, Admin Bldg Zone-1 Administration 6 7 Admin Bldg Zone-1 Administration 7 8 Admin Bldg Zone-1 Administration 8 9 Admin Bldg Zone-1 Administration 9 10 Admin Bldg Zone-1 Administration 10 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 identical to rooms respectively. 1. Close the Data Entry Tool. 2. In the Main Toolbox click the More Function and Print/Export button. 3. Select the populate cells for Rows 1-5 in the FICM Code column. 4. Click the Copy Range of Cells button. 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. Page 5 of 28 When in doubt, click for the nearest Help Button!

6 8. Observe that you work should resemble the below screen shot. C:\MainOpsStaff Data\Excercises 1-5-HEMS-Data.xls Current Time-> 6/25/2018 9:40 PM CONTROLLED BY YOU - READ/WRITE Maintained Space Inventory Worksheet Full Record Capacity-> 5000 Ernest 6/25/2018 9:33:24 PM Displayed FTE Mode-> Adjusted APPA Service Level-> 3 Total-> Total-> 19,750 Total-> 13, Count-> 10 of of of of of of of 10 Seq Building Floor Room/Space Number FICM Code Size (GSF) Flex Field 1 Flex Field 2 FICM Description APPA Maintenance Type APPA Estimated Maint. Worker Orig. Seq Adjusted FTEs 1 Admin Bldg ,500 Zone-1 Administration Conference Room Classroom 1, Admin Bldg Zone-1 Administration Classroom Service Classroom Admin Bldg Zone-1 Administration Office Service Office Admin Bldg ,500 Zone-1 Administration Classroom Classroom 2, Admin Bldg ,600 Zone-1 Administration Classroom Classroom 1, Admin Bldg ,500 Zone-1 Administration Conference Room Classroom Admin Bldg Zone-1 Administration Classroom Service Classroom Admin Bldg Zone-1 Administration Office Service Office Admin Bldg ,500 Zone-1 Administration Classroom Classroom Admin Bldg ,600 Zone-1 Administration Classroom Classroom 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 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. C:\MainOpsStaff Data\Excercises 1-5-HEMS-Data.xls Current Time-> 6/26/2018 4:48 PM CONTROLLED BY YOU - READ/WRITE Maintained Space Inventory Worksheet Pro Record Capacity-> Ernest 6/26/2018 4:46:29 PM Displayed FTE Mode-> Adjusted APPA Service Level-> 3 Total-> Total-> 72,225 Total-> 45, Count-> 20 of of of of of of of 20 Seq Building Floor Room/Space Number FICM Code Size (GSF) Flex Field 1 Flex Field 2 FICM Description APPA Maintenance Type APPA Estimated Maint. Worker Adjusted FTEs Orig. Seq 1 Admin Bldg ,500 Zone-1 Administration Conference Room Classroom 1, Admin Bldg Zone-1 Administration Classroom Service Classroom Admin Bldg Zone-1 Administration Office Service Office Admin Bldg ,500 Zone-1 Administration Classroom Classroom Admin Bldg ,600 Zone-1 Administration Classroom Classroom Admin Bldg ,500 Zone-1 Administration Conference Room Classroom Admin Bldg Zone-1 Administration Classroom Service Classroom Admin Bldg Zone-1 Administration Office Service Office Admin Bldg ,500 Zone-1 Administration Classroom Classroom Admin Bldg ,600 Zone-1 Administration Classroom Classroom Science Bldg ,000 Zone-2 Science Dept Research/Nonclass Laboratory Laboratory Science Bldg ,700 Zone-2 Science Dept Class Laboratory Laboratory Science Bldg ,500 Zone-2 Science Dept Assembly Laboratory Science Bldg W01 6,700 Zone-2 Science Dept Circulation Areas Office Science Bldg ,500 Zone-2 Science Dept Classroom Classroom Science Bldg ,000 Zone-2 Science Dept Class Laboratory Laboratory Science Bldg ,000 Zone-2 Science Dept Laboratory Laboratory Science Bldg ,500 Zone-2 Science Dept Classroom Classroom Science Bldg Zone-2 Science Dept Office Office Science Bldg Zone-2 Science Dept Office Office 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. Page 6 of 28 When in doubt, click for the nearest Help Button!

7 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 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 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. 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 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 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 Page 7 of 28 When in doubt, click for the nearest Help Button!

8 C:\MainOpsStaff Data\Exercise B1a Solution-HEMS-Data.xls Current Time-> 6/29/2018 7:29 PM CONTROLLED BY YOU - READ/WRITE Maintained Space Inventory Worksheet Pro Record Capacity-> Ernest 6/29/2018 7:27:19 PM Displayed FTE Mode-> Adjusted APPA Service Level-> 1 Total-> Total-> 1,150,000 Total-> 681, Count-> 4 of 4 4 of 4 4 of 4 4 of 4 4 of 4 Seq Building Floor Room/Space Number FICM Code Size (GSF) Flex Field 1 Flex Field 2 FICM Description APPA Maintenance Type APPA Estimated Maint. Worker Orig. Seq Adjusted FTEs 1 Building B1 All All ,350 Classroom Classroom 42, Building B1 All All ,650 Laboratory Laboratory 15, Building B1 All All ,000 Office Office 137, Building B1 All All ,000 Residence Residence 485, Observe in the Total row of the worksheet that you have computed the Baseline Staffing of 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 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 matching the Adjusted FTE number computed in the Guidelines Step 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 matching the Adjusted FTE number computed in the Guidelines Step 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 B You can open the file named Exercise B1 Solution in the C:\MainOpsStaff Data folder if you wish to review the textbook solution. Page 8 of 28 When in doubt, click for the nearest Help Button!

9 Exercise B2 Example 2: Community College (Guidelines Page 40) 1. Read Pages 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 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. 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. 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 In the Data Entry Tool enter Building B2 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 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. 10. Click Paste Row button Click Yes button. Observe that Row-1 of the Maint. Worker Adjusted FTEs column contains 0.48 matching APPA Guidelines Figure Repeat Steps 8 and 9 for Rows 2-4 entering Laboratory/50,000; Office/900,000 and Residence/100,000 respectively. 12. Your work should be identical to the below screenshot matching the APPA Guidelines Figure C:\MainOpsStaff Data\Exercise B1a Solution-HEMS-Data.xls Current Time-> 6/29/2018 8:19 PM CONTROLLED BY YOU - READ/WRITE Maintained Space Inventory Worksheet Pro Record Capacity-> Ernest 6/29/2018 8:01:45 PM Displayed FTE Mode-> Adjusted APPA Service Level-> 4 Total-> Total-> 1,110,000 Total-> 658, Count-> 4 of 4 4 of 4 4 of 4 4 of 4 4 of 4 Seq Building Floor Room/Space Number FICM Code Size (GSF) Flex Field 1 Flex Field 2 FICM Description APPA Maintenance Type APPA Estimated Maint. Worker Orig. Seq Adjusted FTEs 1 Building B1 All All ,000 Classroom Classroom 40, Building B1 All All ,000 Laboratory Laboratory 29, Building B1 All All ,000 Office Office 529, Building B1 All All ,000 Residence Residence 58, 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 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 from the dropdown list. c. Figure 3.7: Varied Facilities: Select 1 from the dropdown list. Page 9 of 28 When in doubt, click for the nearest Help Button!

10 d. Figure 3.8: Deferred Maintenance Levels (FCI) in Percent (%): Enter 25. 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 in the Campus Inputs worksheet matching the Guidelines book due to different rounding. 18. Observe the Total Adjustment Factor of matches the number computed in the Guidelines Step 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 matching the Adjusted FTE number computed in the Guidelines Step 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 matching the Adjusted FTE number computed in the Guidelines Step 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. 25. This completes Exercise B2. Save the file as My Exercise B You can open the file named Exercise B2 Solution in the C:\MainOpsStaff Data folder if you wish to review the textbook solution. Exercise B3 Example 3: Major Public Research University (Guidelines Page 43) 1. Read Pages in APPA Guidelines book. You will enter the data from Figure 3.12: Aggregate FTE Method Worked Example: Major Public Research University page 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 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. 7. 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. 8. 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. 9. In the Data Entry Tool click More Functions and Print/Export button in the FTE Display and Service Level Selection frame click the [2] button to select Service Level 2 as specified in Step 1 of the Guidelines Figure In the Data Entry Tool enter Building B3 in the Building input box Enter All in the Floor input box Page 10 of 28 When in doubt, click for the nearest Help Button!

11 Enter All in the Room/Space Number input box. 11. In worksheet under Building Column select rows 1-4 click Paste Row button click Yes button. 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. 13. Click Paste Row button Click Yes button. Observe that Row-1 of the Maint. Worker Adjusted FTEs column contains 30.0 matching APPA Guidelines Figure Repeat Steps 8 and 9 for Rows 2-4 entering Laboratory/8,000,000; Office/10,000,000 and Residence/4,800,000 respectively. 15. Your work should be identical to the below screenshot matching the APPA Guidelines Figure C:\MainOpsStaff Data\Exercise B3 Solution-HEMS-Data.xls Current Time-> 6/30/2018 6:14 AM CONTROLLED BY YOU - READ/WRITE Maintained Space Inventory Worksheet Pro Record Capacity-> Ernest 6/30/2018 6:10:39 AM Displayed FTE Mode-> Baseline APPA Service Level-> 2 Total-> Total-> 25,300,000 Total-> 15,162, Count-> 4 of 4 4 of 4 4 of 4 4 of 4 4 of 4 Seq Building Floor Room/Space Number FICM Code Size (GSF) Flex Field 1 Flex Field 2 FICM Description APPA Maintenance Type APPA Estimated Maint. Worker Orig. Seq Baseline FTEs 1 Building B3 All All 100 2,500,000 Classroom Classroom 1,666, Building B3 All All 200 8,000,000 Laboratory Laboratory 4,790, Building B3 All All ,000,000 Office Office 5,882, Building B3 All All 900 4,800,000 Residence Residence 2,823, Observe in the Total row at the top of worksheet that you have computed the baseline FTEs of 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 In Main Toolbox click Campus Inputs button to go to the Campus Inputs worksheet. 18. 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. 19. 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 10+ from the dropdown list. d. Figure 3.8: Deferred Maintenance Levels (FCI) in Percent (%): Enter 25. e. Figure 3.9: Adjustment Factors for Campuses of Varying Missions: Select Customized 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. 22. Observe the Total Adjustment Factor of matches the number computed in the Guidelines Step 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 2 is matching the Adjusted FTE number computed in the Guidelines Step In the Main Toolbox click the Space Inventory button to return to the Maintained Space Inventory worksheet. 25. Observe that the Main. Worker Adjusted FTEs cell has now changed to matching the Adjusted FTE number computed in the Guidelines Step 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 Page 11 of 28 When in doubt, click for the nearest Help Button!

12 Functions and Print/Export button click Display Baseline FTEs (Display Adjusted FTEs) button. 27. Switch back to Adjusted FTEs mode. 28. 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. 29. This completes Exercise B3. Save the file as My Exercise B You can open the file named Exercise B3 Solution in the C:\MainOpsStaff Data folder if you wish to review the textbook solution. Exercise B4 Example 4: New Academic Building (Guidelines Page 46) In this example we only know the Net Assignable Square Feet () 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 to GSF. MainOpsStaff-2ed makes this conversion for you when you switch the Size Mode to. 1. Read Pages in APPA Guidelines book. You will enter the data from Figure 3.13: Aggregate FTE Method Worked Example: New Academic Building page 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 button to collapse Submenu if necessary. 4. To switch to Size Mode click Data Entry Tool click Switch Size Mode button multiple times if necessary until the green button to the right reads instead of GSF 5. 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. 6. Click More Functions and Print/Export button to collapse Submenu. 7. Click Data Entry Tool button to launch the Data Entry Tool. 8. 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. 9. 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. 10. In the Data Entry Tool click More Functions and Print/Export button in the FTE Display and Service Level Selection frame click the [3] button to select Service Level 3 as specified in Step 1 of the Guidelines Figure 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. 12. In worksheet under Building Column select rows 1-4 click Paste Row button click Yes button. 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 () from APPA. Maint Type input box dropdown list select Classroom Enter 15,000 in the Size () input boxes. 14. Click Paste Row button Click Yes button. Observe that Row-1 of the Maint. Worker Adjusted FTEs column contains 0.20 matching APPA Guidelines Figure 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 Page 12 of 28 When in doubt, click for the nearest Help Button!

13 respectively. 17. Your work should be identical to the below screenshot matching the APPA Guidelines Figure C:\MainOpsStaff Data\Exercise B4 Solution-HEMS-Data.xls Current Time-> 6/30/2018 7:05 AM CONTROLLED BY YOU - READ/WRITE Maintained Space Inventory Worksheet Pro Record Capacity-> Ernest 6/30/2018 7:05:33 AM Displayed FTE Mode-> Adjusted APPA Service Level-> 3 Total-> Total-> 150,000 Total-> 248, Count-> 4 of 4 4 of 4 4 of 4 4 of 4 10,000 of 10,000 Seq Building Floor Room/Space Number FICM Code Size () Flex Field 1 Flex Field 2 FICM Description APPA Maintenance Type APPA Estimated GSF Maint. Worker Orig. Seq Adjusted FTEs 1 Building B4 All All ,000 Classroom Classroom 22, Building B4 All All ,000 Laboratory Laboratory 183, Building B4 All All ,000 Office Office 42, Building B4 All All Residence Residence Observe in the Total row at the top of worksheet that you have computed the baseline FTEs of 3.43 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 In Main Toolbox click Campus Inputs button to go to the Campus Inputs worksheet. 20. 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. 21. 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 0. 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 in the Campus Inputs worksheet matching the Guidelines book due to different rounding. 23. Observe the Total Adjustment Factor of 0.0 matches the number computed in the Guidelines Step 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 3 is 3.43 matching the Adjusted FTE number computed in the Guidelines Step 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 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. 28. Switch back to Adjusted FTEs mode. 29. 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. 30. This completes Exercise B4. Save the file as My Exercise B You can open the file named Exercise B4 Solution in the C:\MainOpsStaff Data folder if you wish to review the textbook solution. Page 13 of 28 When in doubt, click for the nearest Help Button!

14 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 in APPA Guidelines book. You will enter the data from Figure 3.14: Aggregate FTE Method Worked Example: Secondary Education Residential Campus page 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 button to collapse Submenu if necessary. 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 5. 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. 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 Click More Functions and Print/Export button to collapse Submenu. 8. Click Data Entry Tool button if necessary to launch the Data Entry Tool. 9. 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. 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 hit Enter key seven times. 16. Type l hit Enter key type hit Enter key seven times. 17. Type o hit Enter key type hit Enter key seven times. 18. Type r hit Enter key type hit Enter key seven times. 19. Your work should be identical to the below screenshot matching the APPA Guidelines Figure Current Time-> 7/1/2018 5:56 AM NOT IN USE BY OTHERS Maintained Space Inventory Worksheet Pro Record Capacity-> Displayed FTE Mode-> Adjusted APPA Service Level-> 1 Total-> Total-> 1,000,000 Total-> 599, Count-> 4 of 4 4 of 4 4 of 4 4 of 4 10,000 of 10,000 Seq Building Floor Room/Space Number FICM Code Size (GSF) Flex Field 1 Flex Field 2 FICM Description APPA Maintenance Type APPA Estimated Maint. Worker Orig. Seq Adjusted FTEs 1 Building B5 All All ,000 Classroom Classroom 86, Building B5 All All ,000 Laboratory Laboratory 41, Building B5 All All ,000 Office Office 117, Building B5 All All ,000 Residence Residence 352, Observe in the Total row at the top of worksheet that you have computed the baseline FTEs of 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 In Main Toolbox click Campus Inputs button to go to the Campus Inputs worksheet. 22. 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. Page 14 of 28 When in doubt, click for the nearest Help Button!

15 23. 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 5%. e. Figure 3.9: Adjustment Factors for Campuses of Varying Missions: Select Residential/Instructional 24. Observe the Total Adjustment Factor of matches the number computed in the Guidelines Step 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 matching the Adjusted FTE number computed in the Guidelines Step In the Main Toolbox click the Space Inventory button to return to the Maintained Space Inventory worksheet. 27. Observe that the Main. Worker Adjusted FTEs cell remains matching the Adjusted FTE number computed in the Guidelines Step 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. 29. Switch back to Adjusted FTEs mode. 30. 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. 31. This completes Exercise B5. Save the file as My Exercise B You can open the file named Exercise B5 Solution in the C:\MainOpsStaff Data folder if you wish to review the textbook solution. 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 in APPA Guidelines book. You will enter the data from Figure 3.15: Aggregate FTE Method Large Campus Zone Determination page 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 button to collapse Submenu if necessary. 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 5. 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. 6. In the FTE Display and Service Level Selection frame click the [2] button to select Service Level 2 as specified in Step 1 of the Guidelines Figure Click More Functions and Print/Export button to collapse Submenu. 8. Click Data Entry Tool button if necessary to launch the Data Entry Tool. 9. 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 Page 15 of 28 When in doubt, click for the nearest Help Button!

16 Maintenance Type instead of FICM Code or FICM Description. 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 hit Enter key seven times. 16. Type l hit Enter key type hit Enter key seven times. 17. Type o hit Enter key type hit Enter key seven times. 18. Type r hit Enter key type hit Enter key seven times. 19. Your work should be identical to the below screenshot matching the APPA Guidelines Figure C:\MainOpsStaff Data\Exercise B7 Solution-HEMS-Data.xls Current Time-> 7/3/2018 4:27 AM CONTROLLED BY YOU - READ/WRITE Maintained Space Inventory Worksheet Pro Record Capacity-> Ernest 7/3/2018 4:18:33 AM Displayed FTE Mode-> Baseline APPA Service Level-> 2 Total-> Total-> 2,500,000 Total-> 1,481, Count-> 4 of 4 4 of 4 4 of 4 4 of 4 4 of 4 Seq Building Floor Room/Space Number FICM Code Size (GSF) Flex Field 1 Flex Field 2 FICM Description APPA Maintenance Type APPA Estimated Maint. Worker Orig. Seq Baseline FTEs 1 Building 6 All All ,000 Classroom Classroom 50, Building 6 All All ,000 Laboratory Laboratory 299, Building 6 All All 300 1,000,000 Office Office 588, Building 6 All All ,000 Residence Residence 544, Observe in the Total row at the top of worksheet that you have computed the baseline FTEs of 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 In Main Toolbox click Campus Inputs button to go to the Campus Inputs worksheet. 22. 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. 23. 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 15%. e. Figure 3.9: Adjustment Factors for Campuses of Varying Missions: Select Medical/Technical 24. Observe the Total Adjustment Factor of 0.1 matches the number computed in the Guidelines Step 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 2 is matching the Adjusted FTE number computed in the Guidelines Step In the Main Toolbox click the Space Inventory button to return to the Maintained Space Inventory worksheet. 27. Observe that the Main. Worker Adjusted FTEs cell remains matching the Adjusted FTE number computed in the Guidelines Step 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. Page 16 of 28 When in doubt, click for the nearest Help Button!

17 29. Switch back to Adjusted FTEs mode. 30. 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. 31. This completes Exercise B6. Save the file as My Exercise B You can open the file named Exercise B6 Solution in the C:\MainOpsStaff Data folder if you wish to review the textbook solution. 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 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 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 button to collapse Submenu if necessary. 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 5. 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. 6. In the FTE Display and Service Level Selection frame click the [4] button to select Service Level 2 as specified in Step 1 of the Guidelines Figure Click More Functions and Print/Export button to collapse Submenu. 8. Click Data Entry Tool button if necessary to launch the Data Entry Tool. 9. 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. 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 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 hit Enter key type hit Enter key type hit Enter key type hit Enter key 17. Your work should be identical to the below screenshot matching the APPA Guidelines Figure Page 17 of 28 When in doubt, click for the nearest Help Button!

18 Current Time-> 7/3/2018 4:13 AM NOT IN USE BY OTHERS Maintained Space Inventory Worksheet Pro Record Capacity-> Displayed FTE Mode-> Baseline APPA Service Level-> 4 Total-> Total-> 750,000 Total-> 444, Count-> 4 of 4 4 of 4 4 of 4 4 of 4 4 of 4 Seq Building Floor Room/Space Number FICM Code Size (GSF) Flex Field 1 Flex Field 2 FICM Description APPA Maintenance Type APPA Estimated Maint. Worker Orig. Seq Baseline FTEs 1 Building 7 All All ,500 Classroom Classroom 25, Building 7 All All ,500 Laboratory Laboratory 22, Building 7 All All ,000 Office Office 220, Building 7 All All ,000 Residence Residence 176, 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 In Main Toolbox click Campus Inputs button to go to the Campus Inputs worksheet. 20. 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. 21. 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 from the dropdown list. c. Figure 3.7: Varied Facilities: Select 1 from the dropdown list. d. Figure 3.8: Deferred Maintenance Levels (FCI) in Percent (%): Enter 30%. e. Figure 3.9: Adjustment Factors for Campuses of Varying Missions: Select Medical/Technical 22. Observe the Total Adjustment Factor of 0.08 matches the number computed in the Guidelines Step 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 4 is 6.52 matching the Adjusted FTE number computed in the Guidelines Step In the Main Toolbox click the Space Inventory button to return to the Maintained Space Inventory worksheet. 25. Observe that the Main. Worker Adjusted FTEs cell remains 6.52 matching the Adjusted FTE number computed in the Guidelines Step 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. 27. Switch back to Adjusted FTEs mode. 28. 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. 29. This completes Exercise B7. Save the file as My Exercise B You can open the file named Exercise B7 Solution in the C:\MainOpsStaff Data folder if you wish to review the textbook solution. 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 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. Page 18 of 28 When in doubt, click for the nearest Help Button!

19 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 button to collapse Submenu if necessary. 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 5. 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. 6. In the FTE Display and Service Level Selection frame click the [1] button to select Service Level 1 as a placeholder. 7. Click More Functions and Print/Export button to collapse Submenu. 8. Click Data Entry Tool button if necessary to launch the Data Entry Tool. 9. 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. 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 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 hit Enter key type hit Enter key type hit Enter key type hit Enter key 17. Your work should be identical to the below screenshot matching the APPA Guidelines Figure 3.17 for Service Level 1. C:\MainOpsStaff Data\Exercise B8 Solution-HEMS-Data.xls Current Time-> 7/3/2018 5:08 AM CONTROLLED BY YOU - READ/WRITE Maintained Space Inventory Worksheet Pro Record Capacity-> Ernest 7/3/2018 4:40:50 AM Displayed FTE Mode-> Baseline APPA Service Level-> 1 Total-> Total-> 4,400,000 Total-> 2,671, Count-> 4 of 4 4 of 4 4 of 4 4 of 4 4 of 4 Seq Building Floor Room/Space Number FICM Code Size (GSF) Flex Field 1 Flex Field 2 FICM Description APPA Maintenance Type APPA Estimated Maint. Worker Orig. Seq Baseline FTEs 1 Building 6 All All 100 1,000,000 Classroom Classroom 666, Building 6 All All ,000 Laboratory Laboratory 299, Building 6 All All 300 2,400,000 Office Office 1,411, Building 6 All All ,000 Residence Residence 294, Observe in the Total row at the top of worksheet that you have computed the baseline FTEs of 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 In Main Toolbox click Campus Inputs button to go to the Campus Inputs worksheet. 20. 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. 21. 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 from the dropdown list. Page 19 of 28 When in doubt, click for the nearest Help Button!

20 c. Figure 3.7: Varied Facilities: Select 4-5 from the dropdown list. d. Figure 3.8: Deferred Maintenance Levels (FCI) in Percent (%): Enter 15%. e. Figure 3.9: Adjustment Factors for Campuses of Varying Missions: Select Research 22. Observe the Total Adjustment Factor of 0.07 matches the number computed in the Guidelines Step 3. 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 baseline FTEs based on the calculated Adjusted Factor of In the Main Toolbox click the Space Inventory button to return to the Maintained Space Inventory worksheet. 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 & 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 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 & Staffing Reports button click By APPA Service Level button. Observe the Adjusted FTEs report as in the below right screenshot. and Staffing by All Levels (Maint. Worker Baseline FTEs) Additional Description Cell Attention Level FTE Total Labor Supply Equipment Spare Parts and Total Non-Labor Material Materials Total $7,760,160 $776,016 $388,008 $1,940,040 $3,104,064 $10,864, $5,540,640 $554,064 $277,032 $1,385,160 $2,216,256 $7,756, $3,908,640 $390,864 $195,432 $977,160 $1,563,456 $5,472, $2,913,120 $291,312 $145,656 $728,280 $1,165,248 $4,078, $1,762,560 $176,256 $88,128 $440,640 $705,024 $2,467,584 and Staffing by All Levels (Maint. Worker Adjusted FTEs) Additional Description Cell Attention Level FTE Total Labor Supply Equipment Spare Parts and Total Non-Labor Material Materials Total $8,303,371 $830,337 $415,169 $2,075,843 $3,321,348 $11,624, $5,928,485 $592,848 $296,424 $1,482,121 $2,371,394 $8,299, $4,182,245 $418,224 $209,112 $1,045,561 $1,672,898 $5,855, $3,117,038 $311,704 $155,852 $779,260 $1,246,815 $4,363, $1,885,939 $188,594 $94,297 $471,485 $754,376 $2,640,315 Worker Avg. Productive Minutes Per Day NOTES: Worker Avg. Days at Work Per Year 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 Factor 10.00% No. of GSF selected = 4,400,000 of 4,400,000 Equipment Factor 5.00% No. of APPA Estimated selected = 2,671,950 of 2,671,950 Spare Parts and Repair Material Factor 25.00% July 3, :09 AM 32. This completes Exercise B8. Save the file as My Exercise B8. Worker Avg. Productive Minutes Per Day NOTES: Worker Avg. Days at Work Per Year 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 Factor 10.00% No. of GSF selected = 4,400,000 of 4,400,000 Equipment Factor 5.00% No. of APPA Estimated selected = 2,671,950 of 2,671,950 Spare Parts and Repair Material Factor 25.00% July 3, :15 AM 33. You can open the file named Exercise B8 Solution in the C:\MainOpsStaff Data folder if you wish to review the textbook solution. Page 20 of 28 When in doubt, click for the nearest Help Button!

21 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. Page 21 of 28 When in doubt, click for the nearest Help Button!

22 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 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 (213). 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. 9. Observe the Adjusted FTEs are still HCC Original Values 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 Which mean is each worker came to work 250 day per year and perform 7 hours(420 minutes) of productive work HCC would only need 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 or twice as many change it back to 420 click Write Configuration Variable from Form button click Yes. Change Days worked per year to 125 (half of 250) click Write Configuration Variable from Form button click Yes observe Adjusted FTEs is now or twice as many change it back to 250 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. 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 Configuration button. Page 22 of 28 When in doubt, click for the nearest Help Button!

23 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. 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 Configuration button. 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. 4. Click Write Configuration Variable from Form button click Yes. 5. Observe that the Local Description changes in the worksheet heading row. 6. In the Main Toolbox to save your work click File button click Save button click Yes click OK. Exercise C6 Setting The Size Input Mode (Unit of Measure) For Space Size (GSF or ) 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 (). HCC chose to enter space GSF as its primary size unit. In some instances only Net Assignable Square Feet () 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 column headings and observe the numbers in both columns. Size (GSF) is currently in Column 6 and APPA Estimated 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 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 () and Column 11 heading is now APPA Estimated. 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 23 of 28 When in doubt, click for the nearest Help Button!

24 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. 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. 2. In the Main Toolbox click Configuration button. 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. 4. Click Write Configuration Variable from Form button click Yes. 5. You will see later when you generate report that the title and subtitle will reflect these new names. 6. In the Main Toolbox to save your work click File button click Save button click Yes click OK. 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 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 & Staffing Reports button click By APPA Service Level button. Page 24 of 28 When in doubt, click for the nearest Help Button!

25 and Staffing by All Levels (Maint. Worker Adjusted FTEs) Additional Description Cell Attention Level FTE Total Labor Supply Equipment Spare Parts and Material Materials Total Non-Labor Total $3,911,011 $344,169 $215,106 $962,109 $1,521,383 $5,432, $2,755,538 $242,487 $151,555 $677,862 $1,071,904 $3,827, $1,935,874 $170,357 $106,473 $476,225 $753,055 $2,688, $1,421,290 $125,074 $78,171 $349,637 $552,882 $1,974, $825,348 $72,631 $45,394 $203,036 $321,061 $1,146,409 Worker Avg. Productive Minutes Per Day NOTES: Worker Avg. Days at Work Per Year Supervisory and management not included. Worker Avg. Hourly Wage $27.30 No. of Spaces Selected = 3,890 of 3,890 Worker Fringe Benefit Rate 36.50% No.of Bldgs. Selected= 72 of 72 Supplies Factor 8.80% No. of GSF selected = 1,640,924 of 1,640,924 Equipment Factor 5.50% No. of APPA Estimated selected = 1,037,164 of 1,037,164 Spare Parts and Repair Material Factor 24.60% July 3, :15 PM 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 (say 31) FTEs and $3,827,443 budget among the campuses. 7. In the Main Toolbox click Space Inventory button to return to the Maintained Space Inventory worksheet. Exercise D2 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 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 & Staffing Reports button click By Campus Name button. and Staffing by Campus Name (Maint. Worker Adjusted FTEs for Level 2) Additional Description Cell GRANDS TOTAL-> 1,640,924 1,037, $2,755,538 $242,487 $151,555 $677,862 $1,071,904 $3,827,443 Campus Name Size (GSF) APPA Estimated FTE Total Labor Supply Equipment Spare Parts and Material Materials Total Non- Labor Total Twenty Fifth St Campus 157, , $260,532 $22,927 $14,329 $64,091 $101,347 $361,880 Worker Avg. Productive Minutes Per Day Central Office Campus 93,730 58, $155,431 $13,678 $8,549 $38,236 $60,463 $215,894 Worker Avg. Days at Work Per Year Big Lake Campus 77,386 47, $128,166 $11,279 $7,049 $31,529 $49,856 $178,022 Worker Avg. Hourly Wage $27.30 South Campus 49,004 31, $73,649 $6,481 $4,051 $18,118 $28,649 $102,298 Worker Fringe Benefit Rate 36.50% Rolling Hills Campus 190, , $322,062 $28,341 $17,713 $79,227 $125,282 $447,344 Supplies Factor 8.80% Running Creek Campus 557, , $941,335 $82,837 $51,773 $231,568 $366,179 $1,307,514 Equipment Factor 5.50% Little River campus 4,044 3, $6,895 $607 $379 $1,696 $2,682 $9,578 Spare Parts and Repair Material Factor 24.60% West Campus 148,006 93, $241,930 $21,290 $13,306 $59,515 $94,111 $336,041 July 3, :30 PM Metropolitan Ave Campus 221, , $372,475 $32,778 $20,486 $91,629 $144,893 $517,368 NOTES: City Center Campus 2,980 1, $4,503 $396 $248 $1,108 $1,752 $6,254 No. of Spaces Selected = 3,890 of 3,890 East Campus 67,898 40, $114,941 $10,115 $6,322 $28,276 $44,712 $159,653 No.of Bldgs. Selected= 72 of 72 Miller Campus 17,664 11, $30,271 $2,664 $1,665 $7,447 $11,776 $42,047 No. of GSF selected = 1,640,924 of 1,640,924 Williams Center Campus 2,835 1, $4,834 $425 $266 $1,189 $1,880 $6,714 No. of APPA Estimated selected = 1,037,164 of 1,037,164 North Campus 47,928 33, $93,602 $8,237 $5,148 $23,026 $36,411 $130,014 Rock Creek Campus 2,880 2, $4,911 $432 $270 $1,208 $1,910 $6,821 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 (say 31) FTEs and $3,827,443 budget among the campuses. Page 25 of 28 When in doubt, click for the nearest Help Button!

26 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 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 & 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 and Staffing by Campus Name (Maint. Worker Adjusted FTEs for Level 2) Additional Description Cell GRANDS TOTAL-> 1,640,924 1,037, $2,755,538 $242,487 $151,555 $677,862 $1,071,904 $3,827,443 Campus Name Size (GSF) APPA Estimated FTE Total Labor Supply Equipment Spare Parts and Material Materials Total Non- Labor Total Running Creek Campus 557, , $941,335 $82,837 $51,773 $231,568 $366,179 $1,307,514 Worker Avg. Productive Minutes Per Day Metropolitan Ave Campus 221, , $372,475 $32,778 $20,486 $91,629 $144,893 $517,368 Worker Avg. Days at Work Per Year Rolling Hills Campus 190, , $322,062 $28,341 $17,713 $79,227 $125,282 $447,344 Worker Avg. Hourly Wage $27.30 Twenty Fifth St Campus 157, , $260,532 $22,927 $14,329 $64,091 $101,347 $361,880 Worker Fringe Benefit Rate 36.50% West Campus 148,006 93, $241,930 $21,290 $13,306 $59,515 $94,111 $336,041 Supplies Factor 8.80% Central Office Campus 93,730 58, $155,431 $13,678 $8,549 $38,236 $60,463 $215,894 Equipment Factor 5.50% Big Lake Campus 77,386 47, $128,166 $11,279 $7,049 $31,529 $49,856 $178,022 Spare Parts and Repair Material Factor 24.60% East Campus 67,898 40, $114,941 $10,115 $6,322 $28,276 $44,712 $159,653 July 3, :36 PM North Campus 47,928 33, $93,602 $8,237 $5,148 $23,026 $36,411 $130,014 NOTES: South Campus 49,004 31, $73,649 $6,481 $4,051 $18,118 $28,649 $102,298 No. of Spaces Selected = 3,890 of 3,890 Miller Campus 17,664 11, $30,271 $2,664 $1,665 $7,447 $11,776 $42,047 No.of Bldgs. Selected= 72 of 72 Little River campus 4,044 3, $6,895 $607 $379 $1,696 $2,682 $9,578 No. of GSF selected = 1,640,924 of 1,640,924 Rock Creek Campus 2,880 2, $4,911 $432 $270 $1,208 $1,910 $6,821 No. of APPA Estimated selected = 1,037,164 of 1,037,164 Williams Center Campus 2,835 1, $4,834 $425 $266 $1,189 $1,880 $6,714 City Center Campus 2,980 1, $4,503 $396 $248 $1,108 $1,752 $6,254 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. Zone 2 8. Use the Excel Auto Filter button in the FTE heading cell to filter on 4.17, 3.60, and 2.71 to arrive at FTEs observe that Zone-2 will be made up as reflected in the below screenshot. and Staffing by Campus Name (Maint. Worker Adjusted FTEs for Level 2) GRANDS TOTAL-> 559, , $936,467 $82,409 $51,506 $230,371 $364,286 $1,300,753 Campus Name Size (GSF) APPA Estimated FTE Total Labor Supply Equipment Spare Parts and Material Materials Total Non- Labor Total Metropolitan Ave Campus 221, , $372,475 $32,778 $20,486 $91,629 $144,893 $517,368 Rolling Hills Campus 190, , $322,062 $28,341 $17,713 $79,227 $125,282 $447,344 West Campus 148,006 93, $241,930 $21,290 $13,306 $59,515 $94,111 $336, 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 9.82 FTEs and will be made up as reflected in the below screenshot. Page 26 of 28 When in doubt, click for the nearest Help Button!

27 Zone 3 and Staffing by Campus Name (Maint. Worker Adjusted FTEs for Level 2) GRANDS TOTAL-> 523, , $877,736 $77,241 $48,275 $215,923 $341,439 $1,219,175 Campus Name Size (GSF) APPA Estimated FTE Total Labor Supply Equipment Spare Parts and Material Materials Total Non- Labor Total Twenty Fifth St Campus 157, , $260,532 $22,927 $14,329 $64,091 $101,347 $361,880 Central Office Campus 93,730 58, $155,431 $13,678 $8,549 $38,236 $60,463 $215,894 Big Lake Campus 77,386 47, $128,166 $11,279 $7,049 $31,529 $49,856 $178,022 East Campus 67,898 40, $114,941 $10,115 $6,322 $28,276 $44,712 $159,653 North Campus 47,928 33, $93,602 $8,237 $5,148 $23,026 $36,411 $130,014 South Campus 49,004 31, $73,649 $6,481 $4,051 $18,118 $28,649 $102,298 Miller Campus 17,664 11, $30,271 $2,664 $1,665 $7,447 $11,776 $42,047 Little River campus 4,044 3, $6,895 $607 $379 $1,696 $2,682 $9,578 Rock Creek Campus 2,880 2, $4,911 $432 $270 $1,208 $1,910 $6,821 Williams Center Campus 2,835 1, $4,834 $425 $266 $1,189 $1,880 $6,714 City Center Campus 2,980 1, $4,503 $396 $248 $1,108 $1,752 $6, 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. Page 27 of 28 When in doubt, click for the nearest Help Button!

28 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 & Staffing Reports button click By APPA Service Level button in the report change the Additional Description Cell text to For Running Creek Campus Only and Staffing by All Levels (Maint. Worker Adjusted FTEs) For Running Creek Campus Only Attention Level FTE Total Labor Supply Equipment Spare Parts and Material Materials Total Non-Labor Total $1,328,515 $116,909 $73,068 $326,815 $516,792 $1,845, $941,335 $82,837 $51,773 $231,568 $366,179 $1,307, $662,415 $58,292 $36,433 $162,954 $257,679 $920, $484,085 $42,600 $26,625 $119,085 $188,309 $672, $284,081 $24,999 $15,624 $69,884 $110,508 $394,588 Worker Avg. Productive Minutes Per Day NOTES: Worker Avg. Days at Work Per Year Supervisory and management not included. Worker Avg. Hourly Wage $27.30 No. of Spaces Selected = 1,376 of 3,890 Worker Fringe Benefit Rate 36.50% No.of Bldgs. Selected= 19 of 73 Supplies Factor 8.80% No. of GSF selected = 557,162 of 1,640,924 Equipment Factor 5.50% No. of APPA Estimated selected = 350,979 of 1,037,164 Spare Parts and Repair Material Factor 24.60% July 3, :26 PM 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 Docs/MainOpsStaff%20Training%20Manual.pdf or copy into your internet browser. Page 28 of 28 When in doubt, click for the nearest Help Button!