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Field Definitions and Needs for Data Migration



1. Field Definitions and Notes: The following can be included as columns in the spreadsheet. All ID fields are long integer except as noted:

a. Sites (optional): We have an auto-numbered field for SiteID, a field for Site Name, text) and a comments field.

b. Building Name: (text – up to 50 characters)

c. User Building Code: (text – up to 50 characters): this is optional but could be useful to you if you have any other databases you wish to synchronize with.

d. Floor Number: (text – up to 50 characters, can also be used for wings)

e. Room Number: (text up to 255 characters – should be kept as short as possible for viewing in reports)

f. Department Name: (optional text up to 50 characters) – could also be for cost centers we carry this in a separate table and can use your ID if you wish.

g. Area Type: (as discussed, we can generate, but need room use – other descriptions and comment fields are useful)

h. Floor Type: (text – up to 50 characters) Very useful, if you have it. We carry this in a separate table.

i. HEGIS Code: (optional two text fields and one ID (integer field) Note this can be used for any other coding system.

j. Square Feet (number): This is for cleanable square feet or just net square feet.

k. Gross Square Feet: (optional – number)

l. Comments: (optional, text up to 255 characters)

2. Other Tables: The above is included in the basic migration fee quoted. At additional cost, we can also migrate other things into the database. In some cases, the additional fee is nominal, in other cases we’d have to see the data to quote. These include:

a. Employee Data including titles and many additional employee record fields such as contact information.

b. Assets and Inventory Items: Our software has a simple, yet very flexible asset tracking capability that can handle many standard items and many things normally not thought of as ‘assets’. The key advantage is that building, floor and room can locate all these things. While these are not directly tied to cleaning analysis within the software, they can be handy for reference and tracking. Additionally, history records can be maintained for any items. These can include:

i. Any physical items such as computers, desks, projectors, etc.

ii. Non-tangible items associated with a room such as occupant name (history could be “complaints”), telephone number/extension, etc.

iii. Cleaning Equipment

iv. Photos: Or, more precisely, a path and name to a graphic file of a photo for employees, rooms, buildings and equipment.

General Notes:

1. We usually start with an Excel spreadsheet created by the Client’s IT, Facilities or Drawing Management Group. Occasionally we get a delimited text file that we convert to Excel format. The reason we do this is for updating and verification of certain fields (discussed below) and for ease of handling prior to migration.

2. Client databases of space inventory are frequently created for or derived from CAD Data and/or Higher Educational General Information Survey (HEGIS) databases. Typically, these databases were not originally created with the needs of cleaning organizations in mind and often lack two essential fields:

a. Floor Type Information: Flooring material is a key determinant in cleaning type classifications and thus the associated tasks. If it is lacking, it is generally much more efficient to add these to a flat file spreadsheet prior to migration. Collecting this data is not included in quotation for data migration. Should we need to do it for the client; we charge $0.005 per square foot plus travel and expenses. Usually the custodial department arranges to do this internally to cut costs since they know the facility and can fill in the column in a spreadsheet much more efficiently than an outsider. Internal costs to do this are probably more on the order of $0.001 per square foot. Some customers prefer a pure “APPA” approach, where rooms are classified as either “hard-floor” or “carpet” and we can accommodate that, as well.

b. Building Floor Level: Floor number is used in our software to help locate rooms. The final product is much more easily understood if floors are included. Unfortunately, many client-generated databases do not include this information. If the room numbering is logical, we will usually generate the floor numbers by interpretation of the room numbers in consultation with the customer.

c. Area Type Classification of Rooms: We rarely receive a client database with area types for cleaning purposes defined. Usually we get some type of room use designation (office, hallway, etc.) and then we establish an initial area type classification by combining this designation with the floor type. Thus, we will create an area type for each unique combination of room use and floor type (office with carpet, office with wood floor, etc.). From there, we work with the customer to reduce this down to manageable number by combining them where the cleaning tasks are the same. This is done by training the customer and in the use of the Mass-Replace Area Type Functions within the software.

General Process for Migration:

Client sends us their basic data file in Excel format or delimited text file format populated with as much information as possible according to the available fields defined above.

1. We reformat as needed and generate a spreadsheet for the client to review. This review should cover any fields we populate, such as floor numbers. At this point, the customer can choose to create his or her own area types or wait until after the next step and do the area type refinement from within our software.

2. We then migrate the data, generating the basic area types as discussed above. This is shipped to the customer for inspection via built-in reports.

3. We then make any needed changes based on the customer’s inspection.