Frequently asked questions
Calculation and quotes
Frequently asked questions about FA Calc: from the first room schedule to a checked work programme and a cleaning quotation.
Build a cleaning calculation with FA Calc for the correct building. Work from the site and the basic settings, through rooms, activities and rates, to a checked work programme and a cleaning quotation.
Starting with the site and the cleaning calculation
Purpose
Before you start
Have the assignment description, the work address, agreements on use and opening hours, and a responsible estimator ready. This is preparation for data entry, not a list of mandatory software fields.
Steps
Open the site/work-address overview and find the building you are going to calculate. Keep the client (the contracting party) and the site (the building or work address) separate.
When the site is new, first check whether the client already exists. When choosing the client, use the existing client if that client belongs to this assignment. Follow the new-client route only if a new contracting party is required.
Check the site name and the work address in the site form. Within your organisation, use recognisable naming so that colleagues can find the correct building.
Open the intended calculation version. A version contains the starting points and the work package of one scenario. On Status en contract, check whether this is the version you want to edit.
Check the version and the status before you continue.
Record which work does and does not belong in the assignment. Then check the basic settings, import the room schedule and assess the activities per room.
Then work out the frequencies, factors, extra rounds and rates. Check the totals and any alternative versions before you create a work programme or a quotation.
Check the result
The client, the site and the calculation version belong to the same assignment. If you cannot establish that, stop before importing or making changes.
Note
Have your administrator explain the access rights and the save/restore procedure for your organisation's setup before you change any data. A status name does not replace those agreements.
See also:
Check the basic settings
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Import an Excel room schedule
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Copy a version and compare a scenario
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Frequently asked questions:
What is the difference between the client, the site and the version?
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Set the calendar starting points and the basis for daily, weekly and periodic work correctly before you calculate any further.
Open the correct calculation version and make sure the calendar agreements for the site have been established.
In CALCULATIES, select the intended version in the list on the left. Check the version number and Status en contract.
Open Basis. Check Weken per jaar, Dagen per week and Max dagen/jr against the agreements for this site.
Check Basis dag- en weekwerk and Basis periodieke werkzaamheden. Use only starting points that have been established for this assignment.
Basis contains the calendar and frequency starting points.
Agree with the person responsible how closing days and public holidays are processed in the work package and the costs. Do not adopt figures from a sample screen as the standard.
Check the values again before you start an import or changes. Change Basis automatisch aanpassen only if the administrator has explained the consequences for your organisation's setup.
The selected version shows the agreed calendar basis. Use that same basis when checking annual hours, daily hours and the work programme.
A number of days per year is not universal product advice: use the agreements for the building. If the calendar differs, also check the results in the rooms and the totals.
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Adjust time with a factor
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Assess the task allocation
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Which basic values do I check before calculating?
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Map the columns of your Excel room schedule and check that departments, rooms, floors and areas have been transferred correctly.
Use a checked calculation version and an Excel file containing Afdeling, Ruimteomschr., Vloersoort and Oppervlakte. Have a first import assessed in a safe test environment first. Before importing into existing data, agree how that data will be protected.
Open Import Excel from the correct calculation version. You arrive at Importeren Excel bestand.
At Bestand, select the source file, choose the correct Tabblad and set Kop regel to the row that contains the column names.
Under Vereiste invoer, map the source columns to Afdeling, Ruimteomschr., Vloersoort and Oppervlakte. Map available extra fields under Optionele invoer; Ruimtenr can, for example, be mapped to your organisation's room-number column.
Map the required and optional input to the correct Excel columns.
Compare every mapping with the source. Pay particular attention to the m² column for Oppervlakte. Only then choose Import gegevens.
In IMPORT ruimtestaat, map unknown room descriptions to the appropriate Calculatiecode ruimte. Use the code table confirmed by your organisation's administrator.
In IMPORT vloersoort, map unknown floor types to the appropriate local category. The letter codes on the screen have the meaning of your organisation's setup.
Map unknown floor types to the local category.
After the import, open AFDELINGEN and RUIMTEGEGEVENS. Compare several rooms from different departments and the totals with the source file. Check the department, the room number or description, the floor and the area.
Are values missing, or has the import stalled? Stop, keep the source file and note the message and the mappings used. Have the cause and the recovery route assessed before you import again.
The checked sample and the totals match the source. A completed progress bar on its own is not sufficient.
Do not blindly import again over existing data. First have it established whether a re-import replaces, merges or adds rows.
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Check rooms and activities
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Final check before sharing
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Which Excel columns do I need to map?
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Why are the square metres missing after the import?
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How do I check whether the import went correctly?
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May I adopt room and floor codes from an example?
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What do I do if the import stalls?
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Can I import the same file again?
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Assess whether the characteristics and activities of every room fit the assignment. A technically successful import is not yet a substantively checked cleaning calculation.
Have the source room schedule, the local room and floor codes, and the agreed activities ready.
Open RUIMTEGEGEVENS from the correct version. The room list is on the left, the selected room is in the middle and the cleaning-activity table is on the right.
Select a recognisable room. Compare the description, the floor type and Oppervlakte with the source.
For the cleaning activities, read the frequency, the factor, Uren per jaar and Prestatie. Check whether the activities belong to the use and the floor of this room.
View the activities of the selected room.
Is the room or floor classification incorrect? Have it assessed first. Do not compensate for an incorrect classification with a different factor without further consideration.
Open Totalen for the same room and assess the calendar basis, the rate and the amount together. Keep the client rate, the base wage and the cost price separate.
Check the totals for the same room.
Repeat the check for another room type, for example sanitary facilities alongside office space. Also assess whether the estimated deployment is practicable.
The room characteristics, the activities and the totals describe the same selected room and fit the assignment.
A desired minimum deployment is a company agreement, not a general product minimum. Discuss deviations with the responsible estimator and record the chosen starting points.
Change frequencies for several rooms
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Check the wage and rate build-up
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Where do I check the cleaning activities of a room?
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May I estimate a different deployment from the basis?
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Is the client rate the same as the cost price?
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Change the number of times the work is carried out for a checked selection and assess the effect on hours and totals.
Use a checked room schedule and an established change instruction. Make sure it is clear which rooms and cleaning activities must change.
Open MUTEREN for the correct calculation version. Check whether the table shows the intended rooms.
Select only the rows to which the change applies. Check the selection again before you open an operation.
Check the selection in MUTEREN before a group change.
Under Wijzigen, open the Frequentie operation. Compare Huidige freq with the agreed Nieuwe freq and check the selected Handeling.
Carry out the change using the change controls on the screen. Then check the changed values in the selected rows.
Under Totaal, choose the relevant level, for example Ruimtestaat, Handeling, Afdeling or Totaal versie. Compare the hours, the performance and, where visible for your role, the amounts before and after the change.
Switch total level to check the effect.
Also check several rows outside the selection. If you see an unexpected change, stop and follow the recovery procedure agreed with the administrator.
The intended frequency has been adjusted within the correct selection. The result at room level and at total level matches the change.
Use colour markings as a prompt to check values, not as a substitute for the values themselves. The meaning of a colour must be known for your organisation's setup.
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Check extra codes and totals
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When do I change the frequency and when the factor?
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How do I avoid changing too many rooms at once?
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Estimate more or less time relative to the base standard, without confusing frequency and time with each other.
Select the correct room and cleaning activity. Have a substantiated time agreement and permission to deviate from the basis.
Open the intended room in RUIMTESTAAT or RUIMTEGEGEVENS.
For the cleaning activity, read Norm, Factor, Uren per jaar and Prestatie. Note the starting values before you make an adjustment.
Read the standard, the factor, the hours and the performance together.
Treat the standard as the base reference. Choose a factor or target hours that match the agreed cleaning calculation, not the figures in an example.
After the adjustment, check the effect on Uren per jaar and Prestatie. Separately, check whether the frequency still shows the agreed number of times the work is carried out.
Check the effect of the adjusted factor.
Check the room total and then the relevant department total or version total.
Record the reason for the deviation according to your organisation's own procedure. Have unexpected results assessed before you use the cleaning calculation any further.
The allocated time matches the substantiated agreement. The number of times the work is carried out has not changed unintentionally.
Frequency is about how often the work takes place; a factor is about the time allocated relative to the basis. Result agreements with the customer remain a substantive responsibility.
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Why does the standard stay the same while my hours change?
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Estimate an extra round or a weekend round
Keep additional cleaning work separate from the regular work and check its own frequency, hours and rates.
Have an established selection of rooms and agreements on the additional work and any differing rates.
Open MUTEREN and select only the rooms that receive the extra round.
Open Wijzigen and then Dupliceren.
Choose Maak extra ronde for an additional cleaning round, or Maak weekendronde for the intended weekend work.
Choose the round that belongs to the additional work.
Under Totaal, choose the Afdeling level. Check whether Extra schoonmaakronde or Werkzaamheden weekend is visible separately.
Check weekend work as a separate row.
Check Max freq, m², hours and the rate applied. Adjust values only on the basis of the assignment.
Check that the work does not appear both in the regular work and in the additional round. Later, check the same division in the work programme.
The additional round is shown separately in the cleaning calculation and has been aligned with the regular work.
Do not use several round variants for the same work without an explicit agreement. Have differing Saturday, Sunday or public-holiday agreements and allowances assessed before you apply them.
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Create the work programme as a PDF
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How do I keep extra cleaning work or weekend work separate?
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Substantiate the rate with the correct wage and cost components and check the link to the calculation deployment.
Open TARIEFOPBOUW and check the site and company context.
Start the wage build-up in the correct context.
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