A maze of technical clean control systems
In a well-functioning facility chain, all parties must mean exactly the same thing. This is made possible by a number of control systems accepted by everyone. This includes technical control systems for building management or contract management systems that are used to monitor the implementation of the contract, compliance with and checking what has been agreed. And then there are Facility Management Information systems to automate processes, for example. Today we discuss 3 control systems in cleaning.
As a facility manager you know how important users find a clean building. It is perhaps the subject that users of a building complain about the easiest. Sometimes the criticism is justified, but very often not. In the latter case, it is a feeling that is not substantiated. You want to be able to reply. And when ‘your’ object is really dirty, you naturally want to be able to address the cleaning company.
Finger along the baseboards
As a building manager, how do you determine what is ‘clean’ or ‘dirty’? The easiest answer seems to be: take your finger along the skirting boards, and possibly check if waste bins are empty and if the toilet looks a bit fresh. It used to be that way. But for managers with several, sometimes dozens of properties, this is not an option.
Regardless of feasibility, there is no objective picture, which makes it difficult to submit any complaints to chain partners. Nor can you defend yourself after such a check if your internal customers complain incorrectly. You have no data or data. Then it soon becomes a well-being discussion.
Instead, as a facility manager, you want clear guidelines on which you can pay your cleaning company. Ultimately, that makes collaboration and communication clearer and more pleasant for everyone.
3 control systems for cleaning
In short, in the facility chain it is crucial to be able to objectively assess the cleaning performance so that everyone can agree with it; no annoying and time-wasting discussions arise. A number of systems have been created for this, which I describe below.
What is the Daily Control System (DKS)?
The Cleaning Research Association (VSR) has developed the Daily Control System (DKS). With this sample check you can quickly and easily have a cleaning check run.
The aim is to monitor the quality of the cleaning process. The advantage of DKS is that action can be taken immediately in the event of problems. It was even conceived as a coaching system. You can follow how an employee or department develops over time.
When running the cleaning check you can objectify things with this system. Consider, for example, the recording of locations and spaces. These can be classified into categories and you can talk about how clean an object is. Think of a desk with chair for example. Nevertheless, perception remains subjective.
What is the VSR Quality Measurement System (VSR-KMS)?
The purpose of the VSR Quality Measurement System (VSR-KMS) is to be able to use objective criteria for ‘clean’ and ‘dirty’. It was developed jointly by VSR and TNO and must be acceptable to both cleaning companies and clients. This is only about a visual assessment.
By means of VSR-KMS it is possible to lay down a minimum acceptable cleaning level in contracts and to make an objective distinction between good and poor cleaning maintenance. You cannot just use this system.
VSR-KMS is laid down in a national standard for the assessment of cleaning maintenance, NEN 2075. VSR-KMS also fits perfectly within the European standard, EN 13549. A VSR certificate is therefore required to be allowed to carry out checks.
The system is applicable to most building types and room categories. The system objectifies your perception but records little data from users, for example.
What is the European Result-oriented Quality Measurement System (ER-KMS)?
With the European Result-oriented Quality Measurement System (ER-KMS) you measure the quality of cleaning work per room. This level ranges from 1 to 6. The higher the agreed quality level, the fewer errors (in jargon ‘disruptions’) you may find after cleaning.
This system, which meets the European standard EN 13549, is increasingly used in result-oriented cleaning contracts.
In the ER-KMS, a great deal of attention is paid in reporting to the situation as it is found by an inspector. In this system the emphasis is often placed on analyzing the findings.