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HomeMy WebLinkAboutEcoBrite_Schedule_CityofDiamondBarOperations Work Plan Start-Up Roadmap and Training Operations Work Plan │ Start Up Transition Plan EcoBrite Services uses proprietary formulas and worksheets to efficiently determine staffing needs. This is our secret sauce from 34 years of experience and input from world class strategic alliance partners such as APPA, BSCAI, and ISSA. We stay on top of the industry for technology, production rates, and key indicators to help our technicians succeed. Our Operations Management System is essential to implementing our Start-up Program into your operation while maintaining high-quality service levels in current locations. As soon as awarded, EcoBrite’s Regional and Area Managers will schedule to meet with each location’s Facility Manager to plan the delivery of equipment and supplies, orientation meetings, and discuss which employees should continue. This pertinent information will ensure a smooth transition in all areas. Then, with your permission, we’ll contact existing employees to discuss joining the EcoBrite team, as they are already trained in day-to-day operations. EcoBrite will also bring in personnel as needed and provide the necessary training to fill any still open or new positions before the official start date. Before the start date, all workers receive training in EcoBrite standards and procedures and refresh company policies, procedures, and technical training, such as security, safety, and other required areas. EcoBrite’s Team will uphold your Values and Business Philosophy while building a long-lasting partnership. Our proposed lead time for implementation is typically 30 days from the award. KPI-Driven Excellence Timely and effective communication is critical to building our long-term relationship, so we have simplified the process using proprietary software. This guarantees a closed-loop system for quality control and efficient communication. All program information is captured in this central repository, and targeted metrics are appropriately benchmarked and available upon demand. Each location shall have a Service Level Agreement (SLA) based on the Scope of Work (SOW). The deliverables in the SLA are extracted and uploaded to become the Key Performance Indicators (KPIs) and tracked . Monitored tasks within the KPI are printed as checklists to post in each location’s janitor closet and used by Leads/Supervisors during their daily tours. Our self- sufficient, fast-acting, on-site personnel are authorized to initiate and manage ongoing services and deliverables. Most issues are resolved immediately, making it unnecessary to contact your staff or open a Corrective Action Report (CAR). 30 Days 1.EcoBrite Receives Notice of Award 2.EcoBrite Director of Operations meets with your transition team 3.Signed Contract a.Communication Protocols b.Key assignment plan c.Transition area managers assigned to each site d.Assess preliminary needs including staff per site and vehicles 25 Days 1.Equipment & Supply Preliminary Order Assessment a.Order factory direct items b.Arrange for temporary space as needed to stage equipment and supplies c.Training Preparations d.Arrange airfare & lodging e.Order devices, IT support, rentals needed 2.Staffing Leader begins recruiting a.Order uniforms, vests & credential badges 3.Arrange for site visits 4.Admin Leader rollout packets a.List of site locations b.Cleaning Specs identified from Scope of Work converted to KPIs c.Cleaning specs d.Closet set up for each location. 15 Days 1.Continue hiring process to fill vacancies 2.Continue training modules with new hires 3.Supply leader receives equipment & supplies, begins assembly 4.Managers continue e site audits & key pickup Operations Work Plan │ Start Up Transition Plan Start Up 1.Training Launch Part 1 a.Set Up 2.Training Launch Part 2 a.Technician Walk Thru and Training 3.Training Launch Part 3 a.Walk with Facility Leadership Team 4.Training Launch Part 4 a.Fine tuning, hand off to local supervisors and leadership b.Monitor quality control and KPIs based on Scope of Work Implementation Meeting Orientation Hiring & Training Ongoing Training Start Project Delivery of Equipment & Supplies Operations Work Plan │ Start-Up Roadmap and Training •History of EcoBrite Services •Overview of Client organizations •Services provided by the EcoBrite Services team to the customer •EcoBrite Services’ policies and procedures •EcoBrite Services’ expectations of associates •Employee expectations from EcoBrite Services •Ethics and Conduct – Disciplinary Procedures Stage 1 - New Associate(s) Orientation •Employee Benefits •Performance Review Schedules •Payroll Procedures •Safety and Security •Work Schedules – Breaks •Uniforms/ Lockers •Question and Answer Period •Tour of Areas of Responsibility •Janitorial safety (MSDS), Review of cleaning chemicals •Basic procedures in janitorial cleaning •Basics of restroom cleaning •Hard floor care •Carpet care •Infection control •Blood borne pathogens •Special training Stage 2 Extensive use of videos, PowerPoints, and one-on-one hands-on training •Janitorial safety (MSDS), Review of cleaning chemicals •Basic procedures in janitorial cleaning •Basics of restroom cleaning •Hard floor care •Carpet care •Infection control •Blood borne pathogens •Special training Stage 3 Monthly review training Training Program Leadership Training •Disciplinary Matters •Change Management •Difficult Conversations Employee Development •Excel •PowerPoint •Financial literacy Compliance Training •Harassment, Bullying •Ethics & Theft Prevention •Preventing retaliation Technical Training •Advanced disinfection •Pandemic disinfection •Waste and Recycling •Spartan CleanCheck Cert Hands-on Training •Real-world situations •Prevent mistakes •Better way to learn Specialty Training for Emergency Situations Inclusive Training for Success Our comprehensive training and reinforcement tools ensure employee success while building a company culture that is far advanced in diversity, equity, and inclusion. EcoBrite Services Technician Apprenticeship Program is a two-year path designed to train entry-level people and prepare them for advancement throughout the company. The start-up training certification covers work and safety practices, equipment maintenance, and operation for all new employees and is presented in the employee’s first language. EcoBrite Services’ proprietary Professional Training Manual and Video Series also educate employees about customer asset protection, emphasizing the risks and consequences of disregarding proper security measures. We consistently update policies, procedures, equipment, and chemicals and provide additional training for each new implementation. In addition, as visual training, we place multi-language posters with essential points and reminders about the services, safety, and equipment usage in Janitorial Closets and other appropriate areas. All EcoBrite Services Lead Technicians, Lead Day-Porters, and Supervisory Personnel assigned to each location can speak, read and write in English. EcoBrite employees have high standards and must pass all badging and security tests without the help of interpretation. Adhering to OSHA Standards and CDC Guidelines, our specialized emergency cleaning services cover a broad spectrum of critical situations, including hazardous materials, bloodborne illness, and thorough sanitation procedures. Our trained professionals are well-versed in managing hazardous materials and preventing the transmission of bloodborne illnesses. Moreover, we excel in executing comprehensive deep cleaning procedures, meticulously ensuring sanitation and hygiene in alignment with industry regulations and health guidelines. Tailored Specifications │ KPIs Janitorial Services [example] Tasks — Daily Duties General Cleaning: -Emptying and replacing trash bags in all office and common area bins. -Wiping down and disinfecting high-touch surfaces like doorknobs, light switches, and elevator buttons. -Dusting furniture, desks, and other surfaces. -Spot cleaning glass surfaces and mirrors. Restroom Maintenance: -Cleaning and disinfecting sinks, faucets, and countertops. -Cleaning and disinfecting toilet bowls, seats, and handles. -Refilling soap dispensers, hand towels, and toilet paper. -Mopping and sanitizing restroom floors. Periodic— Scheduled Maintenance Weekly -Spot clean carpets Quarterly -Strip and wax hard surfaces Semi-Annually -Pressure washing exterior garbage areas and entryways Annually -High Window Cleaning -Deep Cleaning Standard Procedures -Cleaning up to 12 ft. above floor -Extra services billed separately -As needed, safety cones or barriers may be used to limit access to serviced areas. -Access codes will need to be provided with all necessary security codes, fobs, or access keys before the start of work. -Upon completion, building(s) will be secured per instruction. -All equipment, signs and used supplies will be removed from the building upon completion. Floor Care: -Vacuuming all carpeted areas, including offices and common spaces. -Sweeping and mopping hard floors in offices, hallways, and common areas. -Spot cleaning spills and stains as needed. -Polishing and maintaining hard floors periodically. Kitchen and Breakroom: -Cleaning and sanitizing countertops, sinks, and appliances. -Emptying and sanitizing refrigerator shelves -Disposing of expired items. -Mopping floors and taking out trash. Tailored Specifications │ KPIs Post Construction Clean [example] Main Detail Clean -Ceiling fans, floor and ceiling vents and return covers will be cleaned -Sawdust and drywall dust will be removed from walls and ceilings -Fixtures including sconce-type will be cleaned inside and out -Interior of cabinets and drawers will be vacuumed to remove dust in corners -Woodwork including doors, frames, trim, cabinets, drawers, closet shelves, bookshelves, handrails and moldings will be wiped down -Horizontal surfaces including counter tops will be wiped clean -Mirrors, porcelain surfaces and chrome fixtures will be cleaned and polished -Appliance labels and manuals will be gathered and placed in designated location -Window tracks will be vacuumed to remove construction dust -Baseboards, ledges, electrical outlet covers, and light switches will be cleaned -Restroom fixtures including sinks, toilets, urinals, showers and tubs will be cleaned -Kitchen sink, counter tops, and exterior of appliances will be cleaned -Hard floors will be vacuumed, dust mopped or swept -Hard floors will be wet mopped -Carpeted areas including edges will be vacuumed using detail attachment Ready to Show -All areas will be "move in" or "ready to show" appearance -Restrooms will be touched up to create "move in" or "ready to show" appearance -Kitchen will be touched up to create "move in" or "ready to show" appearance -Floors will be vacuumed as needed to create "move in" or "ready to show" appearance Initial Rough Clean -Construction debris and trash will be placed in designated waste receptacle -Labels and stickers, not required to remain, will be removed from new fixtures and appliances -Appliance labels and manuals will be gathered and placed in designated location -Floor will be broom swept or vacuumed Standard Procedures -Cleaning up to 12 ft. above floor -Extra services billed separately -As needed, safety cones or barriers may be used to limit access to serviced areas. -Access codes will need to be provided with all necessary security codes, fobs, or access keys before the start of work. -Upon completion, building(s) will be secured per instruction. -All equipment, signs and used supplies will be removed from the building upon completion.