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User Manual - GroundsOpsStaff

1. N N ba fi fia fid f N a pa pa After completing the Configuration form you will now want to get your grounds area inventory data into GroundsOpsStaff 2ed f you have a small number of records or do not already have your data in electronic form you will enter the grounds area inventory data into GroundsOpsStaff 2ed Inventory amp Macro Staffing worksheet in much the same way you would into a regular Excel spreadsheet From Main Menu click the Inventory amp Macro Staffing button To get help about the worksheet move the mouse pointer to the headings row until the pointer turns into a hand with a pointing index finger Click the left mouse button and read the help text in the popup box Page 14 of 37 When in doubt click for the nearest Help Button Click inside the first blank row under the Grounds Area ID column and type a Grounds Area ID you must pick a unique area ID it is important that there not any duplicate Ground Area IDs in the inventory worksheet Press the Tab key to move to the next field and enter data elements Description optional Press the Tab key to move to the next field and select the Ground Type from dropdown list Enter the size ensure you are using the same units that was automatically populated for the Ground Type Enter Flex Field 1 optional and Flex Field 2 optional Tab to the Level of Attention column and select a Level of Attention from the dropdown list
2. There is no need to change the Configuration Variable File location from the C drive as it is not share enabled If your work group want to use identical Configuration Variable Files then someone should create these files using the instruction in the Help file and save them to the shared drive However users SHOULD NOT change the location for these file to the network shared folder Instead each user should make a copy of the files to their own GroundsOpsStaff 2ed Data folder and follow the below instructions o For this example we will assume that someone created the three files gave then the below names and copied them to the shared drive Network GroundsOpsStaff Data folder Master Local Variables HECS Vars ini Master Local Categories HECS Loc xls Master Custom Standard Space Categories HECS Cust xls o You will use the Windows File Explorer to copy these three files from the shared drive to you own GroundsOpsStaff 2ed Data Page 27 of 37 When in doubt click for the nearest Help Button Sharing Inventory Files in Network Shared Folder Caled with ShareAware o The screenshot to the right show the main components of the NetEnabled ShareAware feature File In Memory Share Status box let you know if you opened the file with full read write control of if you opened in read only mode Show Files In Use By Other button ShareAware button click to see who is using files in the shared folder o ShareAware Infor
3. cccseccccssscccceesececeesececeeecceseusececauecessegeceeeeusecesseeceesuneceeeeges 8 Run GroundsOpsStaff 2ed in Specialized Training Mode ccccccsecccssecccsececeecsceecsceuecseeseeeeueeseueceseueseneuesenensss 9 Run GroundsOpsStaff 2ed in UpGrade SubScription Mode sseesssssssssssssrsserrrsrreesrersrresrnssrrrssrensrrrsrerserresrresreeseees 9 Purchasing DO AACS seser eE EEE EEEE 10 A vaine VOU OUDE ICE ceren tas ucueentacoussaracutcaanracueunaitanntioananseesansaeeabaecastanasncneeaaaseueisorant 10 Main Program Components essessessessessersrrsrrsrrsersressrsressrerrsressessessessrosesseoseoseosessreseeseeseeseeseeseesersresersrrseesreseo 11 KE MENU WOK NEE een nee ee on eee E E 11 Main Men Navigation and Information seeren AEEA EE E Aira 11 Main Menu File and Data Management Buttons sessussssessreesssrrrssrreresrrressreresrreessreressrerssreresereresreresererssrereserereseerene 12 Contiguration to Match Your Local Conditions cessisse rE Aa 13 Enternine OUT Inventor ATA perrera OE A E E AE 14 Main Toolboxand SUG Menus seririssercicieresssnireecsinieni aineen e aE s 15 Page 1 of 37 When in doubt click for the nearest Help Button Grona TYDE 14 2 0 gl 8 2s manera nnn ena ro ne nee are eee eee ere 18 CrON MIPE MIKO rra sare tee ov 1a cerca vcs se enero carta ence E vm nen T E ea es carve noms eu A ET E 18 Matrix Maker Buttons and BOXES ccssssseccccccceeeesseeccccceeaeeeeeeeceeeesaeesseeeeeeeessaeess
4. eeeee88eeeeR5 AF Clean Hen sirr omme area 0 riae Pe ACTE AF Clean field Surrouning Areas 120 Minutes Per 1 Acre AF Drag Feld 45 Minutes Per 1 Acre AF Fertiize 60 Minutes Per 1 Acre AF Goal Post Repair Replace Install or Remove 960 Minutes Per 1 Acre Units Size Seasons Task Name Base Time Fql Faz Fq3 Fat Fq5 4 p Accept Write To Matrix Close Pin Unpin Help Q O O O O O O O O O O O O Enhanced Flexibility for Base Units added 3 2 2015 Prior to a March 2015 Main Program release date once you selected Base Units and entered at least one task name you were restricted from changing the Base Units unless you cleared the task names from the Editor form and started over With the March release you can now change units within the current unit type unit types are Area and Length The base times will be automatically recalculated for the existing tasks in already in the Editor form based on the new Base Units you change to This is useful when you have estimating data from different sources that may be using different units For example your local custom matrix might be using square feet SF for area but you have an estimating source might be using square yards SY or Acres You can temporarily change the base units to match the units being used by the Page 23 of 37 When in doubt click for the nearest Help Button estimating source to enter the base time from
5. Hunter Consulting amp Tr ain ne l www HunterConsultTrain com in partnership with APPA 7 Dalanca Nata 19 6 eTa 1 Setting Up Dual Monitors for Your Computer MultiMonitor Enabled o The process of setting up dual monitors will vary depending on your computer and operating system But generally it means right clicking on a blank area on your desktop and then selecting one of the below series of menus and commands e Window xXP Properties gt Setting Tab This opens up thee Display Properties Dialog Box e Windows 7 Screen Resolution or e Windows Vista gt Personalize gt Display Setting This opens up thee Display Setting Dialog Box Below are screenshot of the various interfaces you are likely to see on your computer for setting up dual monitor operations You can also reach these display management tools through your computer control panel GroundsOpsStaff 2ed requires that the monitors be in display extended mode It does not matter if they as configured side by side or top to bottom and it does not matter which position your primary monitor occupies Move to Primary Monitor button on the Main Menu screen will quickly move GroundsOpsStaff 2ed to your primary monitor with one mouse click gt Cortrot Pane gt Appearance and Personalization Display Screen Resolutio 7 Ww ka amp Control Panel Appearance and n 4 we Pore ra File Edit View Tools Help File Edit View Toots Heip Change the a
6. News and Updates Activation Key Request Progam Activation Progam Deactivation GroundsOpsSialt ProMobie Park Page GroundsOpsSiai Pro TechCalBack Tech Suppor Get Latest Releave Beta POA Activation Deactivation GroundsOpsStaffPro Upgrades Fa n i GroundsOpsStaff Upgrade and Add In Status Upgrade to GroundsOpsStaff Pro Status Record Capacity Status Available Purchased Activated Available Purchased Pro Full Pro 500 50 JustDoNext Data Import Wizard ProScheduler Available Purchased Activated Available Purchased Available Now Yes No Available Now NO Activate All GroundsOpsStaff Pro Upgrade ProMobile Available Purchased Anabi Now Our records indicate you have purchased the JustDoNext Data Import Wizard but have not activated it ProLocal Available Available Now Type of Temporary License Main Menu Worksheet Main Menu Navigation and Information The Main Menu is the starting point for putting GroundsOpsStaff 2ed to work for you The screenshot to the right shows what the Main Menu looks like on start up GroundsOpsStaff 2ed always starts up in Demo Mode and switches to Full or Pro after clicking the Inventory and Macro Staffing button if the program has been activated Throughout the application you will find a Main Menu button so that you can quickly return to the Main Menu any time you wish The Main Menu buttons and other elements are discussed below Main
7. Frequency into the Base Unit Button Click to TM Mow 36 poper self propelled 4 Minuteg Per 1000 SF p q y he Select Base Unit i TM Mow 48 pwer rider 45 Minutes Per gre Editor form for the selected task activate the Selec bead TM Mow 72 power rider 36 Minutes PerfAcre list box to paste Base Unit into TM Mow 5 r 7 gang reel 36 Minutes P r Acre i TM Ferilizer cyclone 3 Minutes Per 000 SF N the Editor form TM PTO Broadcast 0 25 Minutes Perf1000 SF TM Crabgrass Control 36 spreaderAnnual 15 Minutes Per 10003 Next Previous Task Buttons Click to TM Weed Control 2 4 D 3 gal hnd pump 15 Minutes Per 800 SF activate the next or previous task in Auto Accept check box If TM Weed Control Power Rig 30 oom 4 Minutes Per 109 5F the Editor f dokaa a6 TM Weed Control Power Rig 15 boom 8 Minutes Pey4000 SF e caitor torm TM Rake Hand cavex 60 Miflites Per 1000 SF automatically pasted into Editor M Rake Power 20 24 JO Minutes Per 10966F when click ee Next Previous Input Item Click to activate the next or previous input item in the Editor form Fqi Fq2 Fas Fat Fq5 Close Pin Unpin Help Write To Matrix Accept Button Click to pasted selected task into the Editor form Write to Matrix Button Click to paste the information from the Editor form into the Matrix in the worksheet Base Size Button Click
8. Pin Toolbox so you can be aware of rl acon ome shared files use status while in the inventory worksheet 1 Small College HEGS Data xls po a ONT ffing FILES IN USE BY OTHERS i ty gt 500 C GroundsOpsStaff Data Sample 1 Small In use by Mary Wilson since 12 12 2011 Level of Weeks Units Per Worker 12 35 11 AM Attention in Worker Wee Season ftevei2 30 __9 782 61 ftevei2 30 2 88 You can open these files in READ ONLY mode only lower Beb M1 Flower Bed Seals Last updated at 12 12 2011 12 52 52 AM M4 Soccer Football Field Turf M5 Turf Open Area Iv Auto Activate Sel Al To Cipboard To Notepad Vain Grounds M6 Turf Main Grounds To Word To PowerPoint To Printer Pin o Since you can share schedule files the ProScheduler has two Files in Ss say Ofer aps Centon aie Pap Use by Others buttons i afe etm Re Next Grnd Area Chose Pin Current Column Week gt wk 1Jano3 Man 1 Man 2 Balancit d Actons 1 Workload Balance Avail Workers In Week You can use these button before Least Loaded Moet Loaded o Tenet Tas HH et nos Fw an 03 y Mode Displa Go To Go To To Next C Mins C Hrs Workers ou attempt to load or save a m ap E i ea schedule file on disk e er ll a ae fo A aan 03 oo way If someone else is using a schedule file you will not be able to load it The user has loaded Week 1 schedule file RIES IN USE EY OTE F Hm
9. See above for PDA Capabilities GroundsOpsStaff 2ed Files pile Purpose Extension _ Default Folder Main Program File GroundsOpsStaff 2ed xls Excel Contain GroundsOpsStaff 2ed Main C GroundsOpsStaff 2ed 2003 Program Program Files GroundsOpsStaff 2ed Program Default Configuration Variable File EO ER E GroundsOpsStaff 2ed HEGS l i 7 C GroundsOpsStaff 2ed hye information that is loaded at start up HEGS Var INI Vars ini Data and when you close a inventory file GroundsOpsStaff 2ed System Default Standard Space Category File GroundsOpsStaff 2ed HEGS Contains the 14 custom grounds type EE C GroundsOpsStaff 2ed Cust xls matrices Data GroundsOpsStaff 2ed System Template xls System using JustDoNext Import wizard C GroundsOpsStaff 2ed Program Files on PC Windows Start Menu Programs on PDA Use to reset your Excel environment back to its default values in the event Excel Environment Reset File Reset that GroundsOpsStaff 2ed is shut C GroundsOpsStaff 2ed Environment xls System down abnormally Run Excel and use x Program Files the Open command to open this file Enable Macros Contains the 33 standard matrices Custom Grounds Type Matrices Files including any change you made to C GroundsOpsStaff 2ed Sass HEGS Cust xls User activities and frequencies of the 33 Data Data Field description and data i To help you know how best to collection template ace raueaatao
10. Selected Levels Time to Perform by Area and By Task for Selected Levels Show Cell Value gt Hide Page 15 of 37 When in doubt click for the nearest Help Button rc GroundsOpsStaff 2ed Main Toolbox o Top Print Export Print Jede jeee e Export to Excel Copy to Clipboard Panel pa ae Main Menu Inventory amp Staffing Staffing Service Levels Matrix Navigator E Configuration J Matrix Maker gt The Main Toolbox provide you access to the all the functions of the GroundsOpsStaff 2ed application You should move the Main Toolbox around on the screen as often as you wish in order to have the best view of the current worksheet e Navigation Group O O O O O 0 0 Hm move the cursor to the home cell in the current worksheet Top move the cursor to the top row in the current worksheet Fit move the cursor to the far left in the current worksheet Btm move the cursor to the bottom populated row in the current worksheet FRt move the cursor to the far right in the current worksheet Up Down Arrow button move the cursor to the next or previous row Right Left Arrow button move the cursor to the next or previous column e Worksheet Appearance Group O O O Panel button reset the panel to its default height The Panel is the blue area at the top of the screen that allows you to place the toolboxes to the top of the scre
11. Set Change Password Click OK Ee This will place the data in memory in locked and protected mode This means that you can not change any of the data in the Macro Staffing anf Inventory aa worksheet and you cannot unlock any of the four locked features unless you click the Unprotect button and enter the password Note all the Lock checkboxes are disabled grayed out which means the data cect ceca ASR in memory is in Protect mode To regain access to the Lock Checkboxes while keeping the data under ee password click the Unprotect button F Enter Password Enter the password and click OK po Cancel The File Locking and Protection section will now look like the screen shot on File Locking and Protection ae the right The lock boxes are now available to be changed to allow you to work p c von Eny Set Change on the data until you click the Protect button M Lock Space Matrices password MV Lock Configuration Remove File Locking and Protection Saving a Locked and Password Protected data file regardless of the status of the Protect Unprotect button when you save a data file the lock box status will be saved with the data file If you have set a password you will have to enter the password before you can save the file Users you share your password protected file with will not need the password to open the file however they will not be able to change the lock box status w
12. Variables from Disk to Form Set Form Variable Location 50 Step 2 Browse to the folder Step 4 Click this button to i i ite th fi tion fi Network GroundsOpsStaff 3 ee ae A a Data Configuration 2 Variables from Memory to Form To Default start up default location so that you do not have to set it each time you start up GroundsOpsStaff 2ed File Locking and Protection Step 3 Select the folder from the Folder Dialog and click OK Lock Keyboard Entry Write Lock Paste function a es Set Change Variables from Lock Space Matrices canna soy l Lock Configuration Check All UnCheck All d Help C GroundsOpsStaff CL Pin Close Write the configuration to memory Capital Budget Fast Data Files Location NetWork GroundsOpsStaff Data Select Configuratio l Check to Ignore Check this box te OPTIONAL Set the configuration as the Start up and Default Configuration if you want the shared drive folder as the default for future sessions session Step 5 OPTIONAL Click this button to set the configuration form as your start up and default configuration only if you intend to use the network drive folder as your Main Inventory anc i d primarily location for your inventory and schedule files aff HEGS Vars Future ustom Grounds Type Matrices File C GroundsOpsStaff Data Grounc C GroundsOpsStaff_ D oundsOpsStaff HEGS Cust xls Set as Start Up and Default Configuration
13. all the Lock eden boxes at once by using the Check All and UnCheck All buttons If you T Lock Keyboard Entry want to share a data file but do not want the user to be able to change ae eee any of the data you would 1 click the Check All button and then 2 Lock Configuration click the Set Change Password button and then 3 save the file Check All Uncheck A Set Change Password Steps for Locking and Protecting a Data File Future Capability The Locking and Protection section will look like the screen shot to the left if File Locking and Protection the file in memory is not password protected and no functions locked out os ieee Note that the Remove Password button is disabled grayed out indicating that I Lock space matrices S Change Password there is not password set for the data in memory Bo Check All Uncheck All Click the Check All button to lock all four functions and the File Locking and File Locking and Protection Protection section will look like the screen shot to the right eect eee V Lock Paste function MV Lock Space Matrices MV Lock Configuration UnCheck All Click the Set Change Password button launch the Set New Password box Set New Password _ 8 J File Owner s Name a Enter your Name oprional I Momo Enter New Password Enter a password 4 to 8 characters letters numbers and special characters of your choice Reenter the password and click the Set Password button
14. if you intend to share use of GroundsOpsStaff 2ed with other users with access to the computer The Shared user feature will be invoked in a future release NOTE TOIT STAFF AND MAIN USER Before GroundsOpsStaff 2ed can be used in full feature mode it must be activated using the Product Code and Activation Key Itis important to be logged into the computer under the Main User s login ID when you activate GroundsOpsStaff 2ed GroundsOpsStaff 2ed designates the user who activates the program as the Main User The Main User can then designate other users as shared users See Granting Permission for Shared Users to Run GroundsOpsStaff 2ed on the Same Computer Only one user can activate GroundsOpssStaff 2ed Please note that under the single user license agreement if you allow shared users ona computer then you should not activate the product code on a second computer GroundsOpsStaff 2ed New Features Compared to the Old GroundsOpsStaff this is what s new in GroundsOpsStaff 2ed Updated for APPA Operational Guidelines for Educational Facilities Grounds Second Edition This is a major enhancement giving user instant access to the new APPA grounds area matrices GroundsOpsStaff 2ed will read all Old GroundsOpsStaff files however the Old GroundsOpsStaff cannot read GroundsOpsStaff 2ed files NetEnabled with ShareAware GroundsOpsStaff 2ed is Network File Sharing Enabled NetEnabled with ShareAware which means that multiple users can share t
15. of 37 When in doubt click for the nearest Help Button Grounds Type Matrix Navigator Click this button go to the 20 grounds type matrices The first six 6 matrices are the standard grounds type found in the APPA guidelines book that you cannot change except for the number of weeks in the growing season The last 14 matrices are available for you to customize to define your own local grounds types based on the tasks you perform and the time you know it takes to perform them Grounds Type Matrix Maker Click this button to launch the Grounds Type Maker The Grounds Type Maker is a tool that allows you to edit the last 14 grounds type matrices to suit your local situation more information later in this manual Quick Help File Button Click this button to open the PDF version of this Quick Help File and then click OK in the warning box if one appears this is not an error message The Quick Help PDF file contains all the Quick Help text you get when you click one of the Help button on the toolboxes found throughout GroundsOpsStaff 2ed This file is located in your C GroundsOpsStaff 2ed Program Files folder and on the Hunter Consulting and Training web site You can leave this file open while you work in GroundsOpsStaff 2ed if you wish User Manual Button Click this button to open the PDF User Manual that you are currently reading then click OK in the warning box if one appears this is not an error message This file is located in your C Grou
16. same Product Code ona single shared computer then you must not install it on a second computer unless you purchase an additional Product Code Large Top Right Main Menu Button Hunter Consulting and Training Web Site View this button to see the release date of the Main Program you are currently running Click this button to go to Hunter Consulting and Training web site If your release date is earlier than the release date listed in the web page you should use the Get Latest Release button to get the latest release of GroundsOpsStaff 2ed or you should go to http GroundsOpsStaff 2ed com DownloadGroundsOpsStaff 2ed aspx to download the software directly from you internet browser Inventory amp Macro Staffing Button Click this button to go to the Inventory amp Macro Staffing worksheet The Inventory amp Macro Staffing worksheet is where you will enter your grounds areas inventory data and it computes the macro staffing required for the level of attention you choose for each grounds area Staffing Services Levels Button Click this button to go to the Staffing Service Levels worksheet The Staffing Service Levels worksheet displays the quantity per worker and tasks associated with the ground type matrices for the levels of attention It also shows the number of weeks in the growing season You can use this worksheet to get a quick idea of how many people and how much time it will take to perform grounds maintenance tasks Page 11
17. same time as other users GroundsOpsStaff 2ed is NetEnabled with ShareAware which allows GroundsOpsStaff 2ed users to share inventory and schedule files on a shared drive while always being aware of which files in the shared folder are being used by others The following example is used to assist you in operating GroundsOpsStaff 2ed in a shared network mode Assume that you Mary Wilson and Jack Jones are GroundsOpsStaff 2ed users and you want to share the same inventory and schedule files Follow the below steps Create a folder on a shared network drive and give each user read write permissions to the folder in this example we will name the folder Network GroundsOpsStaff Data Page 26 of 37 When in doubt click for the nearest Help Button Using the steps described in the screen shot to the right change the Data Files Location to the shared network folder You can make shared network folder you default Data File Location just for the current session or you can make it your VeoO oo GroundsOpsStaff 2ed C onfiguratior rir Define Local Variables GroundsOpsStaff 2ed Conf guration Your Department Name From Configuration Session System Settings 6 Your Institution Name From Configuration Local Variables ocal Davs Per Week V Logging Alerting J Event 3 Flex Field 1 Name and type Step 1 Click Data Files Flex Field 1 Save Configuration Variables from Form to Disk Load Configuration
18. the click of a button With improved Drag And Pin behavior for all the tools you can now have full view of your data on the monitor while dragging and pinning the tool onto your second monitor See the Multiple Monitor Enabled section later in this manual for instructions on how to operate GroundsOpsStaff 2ed with multiple or dual monitors Tool Movement and Pinning Improvements To help you get maximum visibility of your worksheets and the many tools at the same time a Pin Button has been added to most of the tools This allows you to move the tool around on the screen and pin the tool to the position that provide you maximum visibility of your worksheet and tools This is especially useful with the new monitor switching feature In some instances you get a much improved view of your worksheet by pinning the tool to the screen of a different monitor Import Wizard justDoNext Improvement s The justDoNext Import Wizard automatic flow has been improved with updated interactive instructions The basic flow for the justDoNext Import Wizard upgrade is the same However the interactive instructions that you see when importing data have been updated and improve The justDoNext Import Wizard can now also automatically detect the full range of the data if an entire worksheet is to be imported Help file has been updated GroundsOpsStaff 2ed Two Major Components GroundsOpsStaff 2ed has two major components 1 Program Manager and 2 Main Program The
19. to activate the Select Base Size list box to paste Base Size into the Editor form Base Size Button Click to activate the Select Base Size list box to paste Base Size into the Editor form Matrix Maker Value Selector Follow the below steps to make your own grounds type matrices using primarily the Matrix Maker Value Selector 1 Click Matrix Maker button in the Main Tool far right in the tool 2 Use the Right Left Arrow button or the Navigator button to select the desired customizable matrix M7 through M20 3 Click the yellow Editor button to open the matrix editor Think of the Editor as a scratch pad ora blank form that does not have any effect until you click Write to Matrix Enter the Grounds Type Name Choose a unique name that is not already assigned to a matrix 5 Click the green button to the left of the Base Units input box to launch the Matrix Maker Value Selector In the Matrix Maker Value Selector click on one of the units in the list and click the Accept button In the Matrix Maker Value Selector click either the Size button or click the Right Arrow to make the Base Size the active input box Click a selection from the list and click the Accept the button 8 Inthe Matrix Maker Value Selector click either the Seasons button or click the Right Arrow to make the Weeks in Growing Season boxes active Click a selection from t
20. to evaluate it to decide whether you want to purchase it In order to keep GroundsOpsStaff 2ed a low cost high quality product Hunter Consulting and Training has adopted a No Return Policy for all products and services purchased from Hunter Consulting and Training t is therefore very important that you do a complete evaluation of the products and services before making a purchase to ensure it is what you need The Demo mode provides all the functionality needed for you to make Page 6 of 37 When in doubt click for the nearest Help Button an informed purchase decision Additionally Hunter Consulting and Training will provide on line demonstrations of GroundsOpsStaff 2ed upon request In the Program Manager check the agree with the above terms checkbox Click the Run GroundsOpsStaff 2ed as Demo button The Main Program will be launched Allow a few moments for GroundsOpsStaff 2ed to gather information about your computer to properly configure itself GroundsOpsStaff 2ed will always start up in Demo mode regardless of whether it has been activated or not Immediately click the Inventory and Macro Staffing button and then return to the Main Menu to ensure GroundsOpsStaff 2ed has gathered all necessary information about your computer W agree with the above terms __ Run GroundsOpsStaff as Demo Purchasing Product Codes Before you can use the full features of GroundsOpsStaff 2ed you must purchase a Product Code license from APPA an
21. 2 28 2015 Prior to a March 2015 Main Program release date you would have to type your custom tasks each time you wanted to add them to one of your custom matrices You now only have to type your custom task once and it get added to the Matrix Maker Value Selector selection list when you click the Write to Matrix button Additionally when you open a file containing custom tasks the custom tasks are added to the Matrix Maker Value Selector selection list This greatly improves your efficiency in creating custom matrices and reduce the likelihood of typographical errors The custom tasks are added to the bottom of the Matrix Maker Value Selector selection list in alphabetical order after the 63 tasks that comes with the software You will know where the custom tasks start in the list because they follow the entry CUSTOM GROUNDS TASKS BELOW FRREKA KKK KEKE EE Which is inserted between the out of box task and custom tasks See the below screenshot Select Task 2 FB Pre Emergent Control 5 Minutes Per 1000 SF PA Walks Sweep by Hand 30 Minutes Per 1000 SF PA Walks Sweep by Vacuum 4 Minutes Per 1000 SF PA Walks Power Pac Blower 2 Minutes Per 1000 SF PA Walks Snow Removal by Hand 80 Minutes Per 1000 SF PA Walks Snow Removal by 24 Power Blower 12 Minutes Per 1000 SF PA Drives amp Parking Vacuum 3 Minutes Per 1000 SF gt A Driver 6 Baleares Sertrat te MirritesPer toes CUSTOM GROUNDS TASKS BELOW
22. A A ee Ee ee ee g gH E es ee ee A eS O A A A A a se er f O a es m 7 oe Backing up Your grounds area inventory Files As with all your important files you should make you have a file backup procedure that ensures you have backup copies of all your important data GroundsOpsStaff 2ed files contained in the GroundsOpsStaff 2ed Data folder and any other place you store data files If is not necessary for you to back up the program files in the GroundsOpsStaff 2ed Program Files folder since you can always use the Get Latest Release button in the Program manager to get them again You should NOT use GroundsOpsStaff 2ed files management buttons to manage your backup procedure You should use the Windows File Explorer to copy the important data file to a different physical drive These are the files that you should ensure you have backup copies a Files that you create ending in HEGS Data xls your data files There is no need to back up the exercise practice HEGS Data xls data files since you can use the Get Latest Release button to get them again if you need to Files that you create ending in HEGS Loc xls your custom grounds type matrices files Files that you create ending in HEGS Var ini your configuration Variable files GroundsOpsStaff 2ed HEGS Vars ini the default start up configuration file that determines the default configuration that is load upon startup and after a file Close operation
23. A guidelines book These six matrices cannot be changed except for the number of weeks in the growing season default weeks in growing season for these six matrices can be changed using the Configuration form FA GroundsOpsStaff 2ed GroundsOpsStaff V1 xls Compatibility Mode M1i Flower Bed TET sslsat 1ntMlatintaest tilatel Laval Laua lave Leausa leaves 7 Minutes per weess per sooo SF 2367 agao 1092 712 462 Main Tool Help Days 6 hour per week per 1 000 5 066 os oso ozo 0o13 ours per day 6 Worker per day for 5 0 Day Week per 1 000 SF__ 013 o10 0 06 ooa 0 03 SF per person o 76o 9783 16 489 25 293 38 989 2 rs a E as cg gg evels of Attention a ea E E 200 Minutes Task Frequency Per Season Ta a at o a o a gpz gpz a Factor 0 03 0 03 003 0 03 600 Minutes Minutes Task Frequency Per Season 2 20 0 95 oo _008 __3_ FB Weed No Mulch Adjustment Factor 5of 1ooj 000 _0 00 _0 00 Task Frequency Per Season The Grounds Matrices is made up of the Summary Area and the Task Area The Summary Area is the same as the Total area at the bottom of the matrices in the Guidelines book The Task Area represents the same information as the task areas in the Guidelines book however it has been reformatted slightly so that you can focus on Task Frequency per Season instead of Adjustment Factor The Adjustment Factor is included in th
24. E The first user on the computer to activate rt Menon Shorea Ure Ste Shared Users Permission List Add To Grant Permission List GroundsOpsStaff 2ed will be recorded by the Program Manager as x the Main User The Main User will be the only user who can grant Add Shared User To Permission List permission to others to run GroundsOpsStaff 2ed in Full Feature Fond Curent Pomniesion List mode Only one user should be logged on when granting permision Save Caroni Commionon Lit and running GroundsOpsStaff 2ed setup eeit E Click the Manage Shared User button to launch the Manage Shared User tool Action buttons click to take action Enter a user name into the Add User Input Box a Click the Add Shared User To Permission List Repeat for all the shared users you want to give permission to Click Save Permission List button to activate the permission list and confirm and save it to disk PDA Manager Click the Close button Note you may click on the Read Current Permission List button to retrieve the current permissions When you log off the computer and a Shared User log on the Shared user will run Setup to install GroundsOpsStaff 2ed under their Log in account After installing GroundsOpsStaff 2ed shared users will run GroundsOpsStaff 2ed as they do all other Windows programs Always ensure that there are no others user logged on to the computer when uninstalling and installing programs or ru
25. Enter the Base Units or click the green button to the right of the input box to select from a dropdown list Enter the Base Size or click the green button to the right of the input box to select from a dropdown list Enter Weeks in Growing Season for each Level of attention or click the green button to the left of the input box to select from a dropdown list You can click the long green button above the input boxes to select the same number of weeks for all level MOST OF THE TIME YOU WILL SELECT THE SAME NUMBER Page 19 of 37 When in doubt click for the nearest Help Button 10 11 12 13 NOTE OF WEEKS PER SEASON FOR ALL LEVELS Enter a maintenance task for each task number you wish to define up to 15 tasks Use the keywords Winter Spring Summer or Fall in the maintenance task name if you want the GroundsOpsStaff 2ed ProScheduler to automatically schedule the task in the appropriate season You can also click the green button to the right of the task number to select a task from the built in task list Enter the Base Time for the task or click the green button to the right of the input box to select from a dropdown list The Base Time will be automatically filled in when you select the task from the built in task list Enter the Frequency per Season for the task for each level or click the green button to the right of the input box to select from a dropdown list You are NOT required to enter a number for
26. GroundsOpsStaff 2ed is designed to always run in a maximized window and cannot be dragged to different positions on the screen or to different monitor connected to your computer Users of the Old GroundsOpsStaff have commented that many of them use dual monitors connected to their computer To provide the ability to move GroundsOpsStaff 2ed from monitor to monitor the Move to Another Monitor button the Move to Primary Monitor button and the Select Monitor tool are provided o Follow the below steps e Click the Move to Another Monitor button to launch the Select Monitor tool e Click on one of the four directional buttons to select the monitor to move GroundsOpsStaff 2ed to e Click OK button when you have the moved GroundsOpsStaff 2ed to the desired monitor NOTE You must have at least two monitor connected to your computer in Display Extended mode NOTE You must be in the Main Menu worksheet to move to another monitor Page 30 of 37 When in doubt click for the nearest Help Button 2ed NetEnabled FileShareA ware Your Institution Name From Configuration Your Department Name From Configuratig C GroundsOpsStaff Data Main Menu Help Move to Another Monitor AN Small College HEGS Data xls 2e Copyright 2009 Ernest R GroundsOpsStaff 2ed v1 0 All rights reserved NetWork Endabled coming soon Ernest R Hunter Sr P E ACP CEM M OSyiwrasteryrn Hunter Consulting amp Training
27. GroundsOpsStaff Zed User Manual Help Getting Started Updated 3 2 2014 Recommend you print this file Open latest version of this document from website Table of Contents GroundsOpsStaff 2ed User Manual Help Getting Started Updated 2 28 2014 cc0ssseccssssesscesceees 1 More Help When in doubt look for the nearest Help Button 20 eecccccessccccesececeesececeeeeceeeeesecesauseceeeueeceeeenes 2 Bro tev ag aye ee cO Mk 0 g 10 tenet ee mens rete nner A eet tte ee nn ee ree oe eee ee eens 2 Gr oundsOpsStaf 2ed User Manual densseccnasisnescavecsvanodeavesicsseusseldauarsestegersontansssesseacenasbeadsovesunasondoensdacusessanedinnkdessessetowsss 2 GroundsOpsStaff 2ed PowerPoint presentation in PDF and PPT format cccccccseccccsecsceececeeseseeeseseusseseneseeeneeeeees 2 GroundsOpsStan 2ed Quick HEID eee aR ane ee ee ee 2 GroundsOpsStaff 2ed ProScheduler Fel Dicisesctessaciscosesceveosacassciitire testa EE 3 JustDoNext Import Wiza eee ee oer EEEE eee ae eee 3 Downloading and Ml aiches a ceteneeten Senne ore nr meee ene aon a Sree ne ore ne ene ne ees eee eee ee 3 GroundsOpsStaff 2ed NEW Features a cisccctiite cts stensresiecieedeatcdecoiie ncentuahpderatiacsectaukddecutawouect yet EAST 3 Updated for APPA Operational Guidelines for Educational Facilities Grounds Second Edition nees 3 NETEDE O WE SIOTCAW OFC aisasctaisnncsasacivassunnesstacelonsssutenesisocsaousnune auntaedas EE E EEA 3 Improved Configuration Form and Co
28. Menu Help Button Click this button to open a help box containing quick help about the Main Menu NOTE Most elements of GroundsOpsStaff 2ed will have a Quick Help button and most worksheets will contain a headings row linked to Quick Help Click the Help Button wherever you see it and you will get Quick Help on the item containing the help button To get Quick Help on worksheets move the mouse pointer over the headings row until the pointer turns into a hand with a pointing index finger Then click the left mouse button and you will get Quick Help on the worksheet Much of the information in the Quick Help box is the same as contained in this user manual but without the screenshots The help text in the Quick Help box will only pertain to the area you are viewing when you click the help button Large Top Left Main Menu Button APPA Web Site Copyright information and link to APPA web site Click this button to go to APPA web site Large Bottom Left Main Menu Button Single User License details use to open a document containing the single user license details Please note that the Product Code you received with your purchase serves as your single user license You are authorized to activate the Product Code on your desktop and your laptop with the agreement that GroundsOpsStaff 2ed should only be running on one computer at a time under the same Product Code If you intend to have multiple users share the use of GroundsOpsStaff 2ed under the
29. Once you export to an Excel file you can then open it in Excel and perform all the normal Excel functions on the data Once you send data to the Windows clipboard you may navigate to any other open application and paste the data into that application It is important to note that any file name beginning with GroundsOpsExportTemp will be deleted when you start or exit GroundsOpsStaff 2ed unless the file is open You should not rely on these temporary files to store information that you want to keep o Close button close the Main Toolbox Page 17 of 37 When in doubt click for the nearest Help Button Text Left Align button Left aligns selected text in the worksheet Text Center Align button Center aligns selected text in the worksheet Text Right Align button Center aligns selected text in the worksheet Pin button pin the Main Toolbox to the current position on the screen so that it returns to this position each time it is launched Ground Type Matrices There are 20 grounds or landscape matrices in GroundsOpsStaff 2ed You should review pages 87 An Explanation of the Matrices in the APPA Operational Guidelines for Grounds Management book for an explanation of the matrices GroundsOpsStaff 2ed enhanced the matrices somewhat so that you do not need to understand the details of the matrices in order to make use of them or to make your own There are six 6 standard APPA grounds type matrices from the APP
30. PROTECTING YOUR WORK IN PROGRESS Page 25 of 37 When in doubt click for the nearest Help Button GroundsOpsStaff 2ed does not have an undo function and it does not have an auto save function Before you begin extensive data input or data modification work on a GroundsOpssStaff 2ed data file or any file for that matter it is recommended that use the Windows File Explorer to make a copy of the file to another physical drive After about 30 minute of work or how ever amount of time you are comfortable with in the event of an unusual event such as a power failure that might cause you to lose data save the file using the GroundsOpsStaff 2ed file management button and then using the Windows File Explorer copy it to a another physical drive under a name not already on the backup drive and append a date and maybe time to the file name Repeat this process at whatever interval you become comfortable with GroundsOpsStaff 2ed is a single user application designed to run on the C drive of a desktop or laptop computer and some Windows based tablets However it can load and save files using any drive your computer has access to including local area network drives While the Old GroundsOpsStaff can open and save files on any drive including shared drives it is not network enabled and therefore users cannot share files without the risk of file conflicts such as overwriting each other s work or file open failure when attempting to open files at the
31. Panel of the ca Request Activation Key Program Manager screen and they are used to take action Started Re Actvate GroundsOpsStaft 2ed You will click one of these buttons when you are ready to ee Epgredes take the action indicated by the button s caption You can _ first use the GroundsOpsStaff 2ed Program Manager Web Navigation Buttons to read the instructions on how to perform the action if you do not already know how to perform the action indicated by the action button caption More information is provided for these buttons later in this manual Request Tech Support Run GroundsOpsStaff 2ed as Demo Run in Specialized Training Mode Run Full Feature Mode Run in UpGrade SubScription Mode Get Latest Release Quit Program Manager Terms Agreement Status Message GroundsOpsStaff 2ed Program Manager Congratuations on Upgrading to Terms Agreement Status Message Box you should read this box to make sure you understand the terms of the single user license and to get information on the activation status of your program Do not check the 1 agree with the above terms checkbox until you have read the text in this box GroundsOpsStat Pro You have access to all the features and the full power of the program Refer to the GroundsOpsStaff Web Browser on the right for the latest News and Update information and information on getting started With GroundsOp
32. Program Manager is the first components you will see after you download and install GroundsOpsStaff 2ed and the first component you will see each time you run GroundsOpsStaff 2ed The functions of the Program Manager which are administrative are described in later paragraphs of this help document You will launch the Main Program by clicking the Run GroundsOpsStaff 2ed as Demo button or the Run in Full Feature Mode button or the Run in Specialized Training Mode button or the Run in UpGrade SubScription Mode button in the Program Manager Page 4 of 37 When in doubt click for the nearest Help Button Program Manager Main Program gt GrouschOpeS uall ded Program Manager ee m GroundsOpsStaff 2ed v1 0 Program Manager Release Date 12 6 2011 Wor Mavigu ton Eaaoes Gard gee torte Mowe ond Uncites GroundsOps Salt Zed Vrod Browser Ds oe anu Annies Upana edi GroundsOpsStaff 2ed from Hunter Consulting GroundsOpsStaff 2ed v1 0 NetWork fndabied commeg coon Hamer Consulting amp Training meee erConesRT rain com n 512 Release Date 12 6 2011 Higher Educational Facilities Ma lt Q g y inventory and Macro Staffing Assisting you wih your facihes management challenges 7 Gisk Pere to ban moro shout Higher Ecucehonal Fecstes Manasgenart rerama enini Conwtng Grounds Type Matrix Navigator rs e Proce appin an asin braja phate e Operations ard Nationa H iss or Gick nem for Grounds Opersiions
33. Top Fit Preve Jack Jones has opened Week 2 ie flem re nes C GroundsOpsStaff Data Sample 1 Small College Man 1 Man 2 Balancing Actic schedule file HEGS Data xls In use by Mary Wilson since 12 12 2011 12 35 11 Clear Entire Schedule Mary Wilson has opened Week 3 Chart Data Labes _ chart Mino schedule file and the Sample 1 C GroundsOpsStaff Data Week 2 Schedule HEGS Invento ry fi le Master Scheduler File Name shy Jack Jones since 12 12 2011 1 04 11 GroundsOpsStaff 2ed Information Center roundsOpsStaff 2ed Proscheduler You can open these files in READ ONLY mode only 9 10 11 12 13 14 15 16 Jv Auto Activate Sel All To Clipboard To Notepad Show Hide ProScheduler Tool to wora To PowerPoint To printer cose Pin Page 29 of 37 When in doubt click for the nearest Help Button Last updated at 12 12 2011 1 09 35 AM o The user attempted to load Week 3 File In Use By Another User schedule file and is prevented from doing so because it is in use by Mary Wilson You can not load this schedule file because it is in use by another user Click OK and choose and different file to load The user attempted to save a schedule file with the name Week 3 and is prevented from doing so because it is in use by Mary Wilson Using GroundsOpsStaff 2ed with Multiple Monitors MultiMonitor Enabled o To protect the integrity of the user interface and worksheet layout
34. When you enter the last require data element GroundsOpsStaff 2ed computes the vital macro staffing information and summarized it in the summary row white background row above the data headings 10 Repeat this process until you are ready to quit entering data NOTE If you have a large amount of grounds area inventory data and it is in electronic form you can purchase the JustDoNext Data Import and Conversion Wizard upgrade and import and convert your data without typing it into GroundsOpsStaff 2ed NOTE See instructions later in this manual for using the Records command button of the Main Toolbox and the right click shortcut menu to copy and paste cells and rows insert and delete rows and perform other record editing and selection functions that you would expect to be able to perform in an Excel spreadsheet Main Toolbox and Sub Menus The Main Toolbox contains command buttons that execute functions and command buttons that opens Sub Menus The File Records Reports and Print Export buttons open sub menus to provide access to other features You should get accustomed to freely moving the Main Toolbox and other tools around on the screen to the best position that allows you a good view of worksheets and rapid access to commands Always remember that if you do not see the Main Toolbox then Right Click in the worksheet and select Main Toolbox from the dropdown menu See the screenshots below of the Main Tool as it appears collapsed
35. all levels Repeat steps 7 9 for any many tasks as you wish up to 15 Click the Write To Matrix button to write the newly made matrix to memory You may save the 14 custom matrices in a Custom Matrices File by clicking the Save Custom Matrices File button to be loaded later Each time you save a Grounds Inventory data File the Grounds Inventory data File will not only contain the ground areas inventory data it will also contain a copy of the 14 custom grounds type matrices and it will contain a copy of the local variables from the configuration form that is currently in memory Matrix Maker Buttons and Boxes Type ID textbox indicates the current grounds type matrix worksheet Right Left Arrow button move to next and previous grounds type matrix Grounds Type Name textbox input box for you to assign a name to your custom grounds type Base Size textbox input box for you to enter the base size for the grounds type For example you may know how much time it takes to perform certain tasks for 1 000 SF of a special flowerbed Then you would enter 1 000 for the base size and enter the base times it takes to perform tasks for a 1 000 SF special flowerbed Week in Growing Season for Each Level input boxes input box for you to enter the number of week in the growing season for each level of attention MOST OF THE TIME YOU WILL SELECT THE SAME NUMBER OF WEEKS PER SEASON FOR ALL LEVELS Srv Lvls button click this button to go to the ser
36. and Statina Arnt Oost otau Oik hom tor Custocay Opershons md Stating OmanOosstwn Sofmarn Cisk hore tor Cumtoces Oparshions and Statina GnanQoestyl Tanna GroundsOpsStaff 2ed Program Manager Web Browser Window This built in web browser let 2 you browse the GroundsOpsStaff 2ed web site aud bs a without leaving the Program Manager Use this browser to stay up to date on GroundsOpsStaff 2ed news and to read instructions on how to use the Program Manager and other parts of GroundsOpssStaff 2ed GroundsOpsStaff 2ed Program Manager Web Navigation Buttons The below buttons located at the top of the Program Manager screen above the Program Manager Browser are used to move around the GroundsOpsStaff 2ed web site to get Information and instructions Use these buttons to read the instruction web page on how to perform certain actions within the Program Manager The buttons are also called Information Buttons Web Navigation Buttons Click to go to instruction page only Use buttons in left panel to take action Home News and Updates Activation Key Request GroundsOpsStaff 2ed ProMobile Activating Upgrades TechCallBack Tech Support How to Get Latest Release PDA Activation Deactivation Page 5 of 37 When in doubt click for the nearest Help Button Program Manager Components Cont GroundsOpsStaff 2ed Program Manager Action Buttons Action buttons click to take action These buttons are located in in the Left
37. and expanded with the four sub menus selected GroundsOpsStaff 2ed Main Toolbox Hm Top Panel i Main Menu Inventory amp Staffing Staffing Service Levels Matrix Navigator a Configuration Matrix Maker gt Hf Am fca lt 1 2 3 T Fie Reports Print Export gt P GroundsOpsStaff 2ed Main Toolbox Hm Top At Panel E Pac Places o 1 Main Menu en amp Staffing Staffing Service Levels Matrix Navigator Configuration Matrix Maker gt om ee c 2 3 e reps Peo f e e GroundsOpsStaff 2ed Main Toolbox Top FLt Panel Pac Places o 1 Main Menu Inventory amp Staffing Staffing Service Levels i Matrix Navigator E Configuration J Matrix Maker gt o jem er coumn 2 3 4 Reports _Prnt Expor Records Selection Show All serect at Pick UnPick Exclude Insert Row Delete Row Copy Row Paste Row HH d Copy Cell Paste Cell Sorta Sort d Set Order V Prompt Hide GroundsOpsStaff 2ed Main Toolbox Hm Top FLt Panel Pac Places o Main Menu Inventory amp Staffing Staffing Service Levels Matrix Navigator a Configuration Matrix Maker gt gt etm FRE Column oF 2 3 4 Fie Records Reports Print Export Close Reports Cost and Staffing by Types for Selected Levels Cost and Staffing by Area for
38. ber of times you want the task to be performed per season Task checkboxes these checkboxes are located to the right of the Level 5 Frequency per Season textboxes These checkboxes are used to select tasks to perform certain actions on the tasks such as Clear Task Frequency Clear Checked Rows Delete Checked Rows Check all button check all the task checkboxes to select all tasks to perform action on the tasks Uncheck all button un check all the task checkboxes Auto Read checkbox check this checkbox to automatically read the matrix into the editor as you move from matrix to matrix Uncheck this checkbox to be able to move from matrix to matrix without automatically reading the matrices into the editor Read Matrix button read the current matrix into the matrix editor Write To Matrix button write the content of the Matrix Editor to the matrix worksheet Clear Entire Matrix button clear all content from the current matrix without affecting the matrix maker Clear Entire Form button clear all content from the Matrix Maker without affecting the matrix worksheet Clear Task Names button clear Task Names from the Matrix Maker without affecting the matrix worksheet Clear Base Times button clear Base Times from the Matrix Maker without affecting the matrix worksheet Clear Task Freq button clear Task Frequencies from the Matrix Maker without affecting the matrix worksheet Clear Checked Rows clear content from the task w
39. d you must receive an Activation Key from Hunter Consulting and Training APPA will provide you a product code when you buy the Grounds Guidelines GroundsOpsStaff Package from the APPA online bookstore 1 Goto https www appa org Bookstore product_browse cfm itemnumber 711 to purchase a Product Code Grounds Guidelines GroundsOpsStaff Package 2 APPA will email you your Product Code as soon as your credit card clears and then ship the book separately The APPA Bookstore online shopping cart will also allow you to choose Purchase Order as method of payment if you wish 3 The book will be shipped to you using the shipping method you select The book will also contain an insert with you Product Code 4 You will use the Request Activation Key button in the Program Manager to request your Activation Key You will receive your Activation Key via email from Hunter Consulting and Training The time to receive your Activation Key email varies from immediate to several hours depending on server activity and network traffic Requesting Your Activation Key Once you get your Product Code from APPA you will need to request an Activation Key from Hunter Consulting and Training using the Activation Key Request Action Button OPTIONAL Click Activation Key Request nfo rm atio n Button an d review the j nstructio ns Web Navigation Buttons Click to go to instruction page only Use buttons in left panel to take action in the GroundsOpsStaff 2ed web br
40. data spreadsheet Automatically convert your existing soace room name to APPA GroundsOpsstaff 2ed ground type names using keywords Export GroundsOpsStaff 2ed inventory data file to normal excel spreadsheets Export GroundsOpsstaff 2ed partial inventory data file to normal excel spreadsheets Edit GroundsOpssStaff 2ed Data in the Wizard to copy and paste multiple GroundsOpssStaff 2ed records Serve as a data input interface that make more use of the native Excel spreadsheet environment FUTURE UPGRADE GroundsOpsStaff 2ed ProMobilePlus PC PDA Capabilities Activate GroundsOpsStaff 2ed ProMobilePlus PC on one Desktop and one Laptop Activate GroundsOpsStaff 2ed ProMobilePlus PDA on one PDA Create Schedule and Inspection files directly on the PDA and upload to the PC Easily upload schedule inspection results from your PDA to GroundsOpsstaff 2ed Pro on your PC Laptop Create grounds area inventory files directly on the PDA and upload to the PC Download grounds area inventory records from your PC Laptop to your PDA Use your PDA to collect and verify grounds area inventory data and easily uploaded the verified data to GroundsOpssStaff 2ed Pro on your PC Laptop Adds a fast efficient way to export and import partial grounds area inventory data FUTURE UPGRADE GroundsOpsStaff 2ed ProMobilePlus PDA Add In Page 36 of 37 When in doubt click for the nearest Help Button Capabilities e Activates GroundsOpsStaff 2ed ProMobilePlus on one additional PDA e
41. e GroundsOpsStaff 2ed matrices to be consistent with the APPA Guideline book however it is automatically calculated by GroundsOpsStaff 2ed and you do not need to concern yourself with the Adjustment Factor unless you just wish to understand it The GroundsOpsStaff 2ed numbers for the six standard matrices are sometime slightly different from those in the Guideline book due to rounding Ground Matrix Maker The Grounds Type Matrix Maker provides you the ability to define your own local grounds or landscape matrices You should review pages 87 An Explanation of the Matrices in the APPA Operational Guidelines for Grounds Management book for an explanation of the matrices GroundsOpsStaff 2ed enhanced the matrices somewhat so that you do not need to understand the details of the matrices in order to make your own There are six 6 standard APPA grounds type matrices from the APPA guidelines book These six matrices cannot be changed except for the number of weeks in the growing season and this change can only be done in the Configuration form You will use the Matrix Maker to edit the last 14 matrices to suit your local needs When making your own matrices it is strongly recommend that you adhere to the principles and concepts contained in the Guideline book regarding definition of levels of attention As you enter the tasks and frequencies for your Page 18 of 37 When in doubt click for the nearest Help Button own local matrices you should d
42. e nearest Help Button Save Button Click to save the GroundsOpsStaff 2ed Inventory Data File that is currently in memory to a disk file Unless you change the name the data in memory will be saved back to the file it came from when you opened the data file If you do not wish to change the content of the data file on disk that you opened then you should use the Save As button to save the data currently in memory under a different name If you do not wish to retain the data currently in memory at all then you can use the Close button or the Exit button without saving Save As Button Same as the Save Button except use this button to save the data currently in memory under a different name thereby leaving the file the data came from unchanged on disk Close Button Click this button to close the data file currently in memory without saving it JustDoNext Import Wizard Button Available Now Click to run the GroundsOpsStaff 2ed justDoNext Import Wizard This is a GroundsOpsStaff 2ed Pro upgrade that you must purchase from the Hunter Consulting and Training web site to make use of its full feature A demo version of the justDoNext Import Wizard will be contained in the Demo and Full versions of GroundsOpsStaff 2ed for you to evaluate There is a Help button on the justDoNext Data Import Wizard toolboxes that will open a help file specifically for the justDoNext Data Import Wizard Exit Button Quit and Exit GroundsOpsStaff 2ed without sav
43. e printed as the printout Title in the center header of all printed pages You will be prompted to change the header each time you print a report so you will not be forced to print this header Your Department Name From Configuration whatever you enter here will be printed as the printout Sub Title in the center header of all printed pages You will be prompted to change the header each time you print a report so you will not be forced to print this header Days per Week this is the average number of Days per Work your grounds workers work It is used by GroundsOpsStaff 2ed in the Workers per Week and FTE calculations Page 13 of 37 When in doubt click for the nearest Help Button Hours per Day this is the average number of productive Hours per Day your grounds workers work This is typically 8 hours minus time for travel set up clean up and other non productive activities It is used by GroundsOpsStaff 2ed in the Workers per Week and FTE calculations Average Work Days In Year this is the average number of days your grounds workers are actually at the job site to work This is typically 260 weekdays minus all paid days off such as vacation sick leave holidays jury duty and other paid days off It is used by GroundsOpsStaff 2ed in the Workers per Week and FTE calculations Weeks in Growing Season this is the number of weeks in the growing season based on your geographical location or the number of weeks in the year you
44. e users with a Specialized Training Access Code To run in Specialized Training Mode click the Run in Specialized Training Mode button and enter the Specialized Training Access Code provided by Hunter Consulting and Training The Main Program will be launched and start up in Demo Mode Immediately click the Inventory and Macro Staffing button and then return to the Main Menu The Specialized Training Mode will be activated Run GroundsOpsStaff 2ed in UpGrade SubScription Mode 1 Hunter Consulting and Training offers the UpGrade SubScription program to allow users to Rent A Upgrade by the month subscribe If you do not want to purchase an upgrade for any reason or if you are not sure you want to buy the upgrade you can subscribe to the upgrade to try it out If you only have a short term need for the upgrade you can rent it Go to the web site and use the rent link in the left panel of the web site to subscribe the upgrades you wish to try out To run in UpGrade SubScription Mode click the Run in UpGrade SubScription Mode button The Main Program will be launched and start up in Demo Mode Immediately click the Inventory and Macro Staffing button and then return to the Main Menu to activate UpGrade SubScription Mode Page 9 of 37 When in doubt click for the nearest Help Button It is best to use your normal Internet Explorer to purchase your upgrades Do not use the GroundsOpsStaff 2ed Program Manager Web browser to purchase up
45. eeceeeessaaauseeceeeessaaaaseeeeeeeesaaas 20 Enhanced Matrix Maker added 2 23 2015 wnicccivnasicsedesaarcdcrassudtnnnassdannned sdeannnacesessauseadstduitiaibaodedainngussdcessttadansensets 21 Adding Your Custom Tasks to The Matrix Maker Value Selector List added 2 28 2015 eeesecceeeeeeeeeees 23 Enhanced Flexibility for Base Units added 3 2 2015 oo cessseccccceessecceceeeeecccseeesecceeseuesecceeseeeeceessaegeeeeetegs 23 Enhanced Flexibility for Base Size added 3 2 2015 oo eecccccccsssseccceceeseeccceeeeeecceeeeeeececeeeueeeeeesaueeceeeeeuseeeeeeeas 23 Backing Up Your grounds area inventory FIl S cccccceessccccessececcesececeeecceesesececeuececcueceeseusecessuecesseeceetenseeetes 23 PROTECTING YOUR WORKIN PROGRESS cciccescsiccssvereondaconeacesonseduousesenntistandimeshsasecenwesseesenessusasinnas EEEO 23 Setting Up File Sharing in Network Shared Folder NetEnabled with ShareAware eesse 23 Sharing Inventory Files in Network Shared Folder NetEnabled with SHAreAWALe ccccccsssecccceeeeseeceeeaeneeeees 23 Network Inventory File Sharing Instructions by ExamMple cccccsscccccsssccecessececeeseceeeeeecceeeesecessuecesseeceesegeeeetas 23 Sharing Schedule Package Files in Network Shared Folder NetEnabled with ShareAwar e cccccccseesssceeeeees 23 Network Schedule Package File Sharing Instructions by ExaMple ccccccssseccccssececeesecceeeeseceeeeeceeseeceeseneeeetes 23 Using GroundsOpsStaff 2ed with M
46. el Level2 Level3 Level4 LevelS gt ee F8 Spring Preparatio 200 1 12 1 1 1 el pring Preparation E E a al a Read Matrix Bl Fe Spring Planting g 600 H E E 1 1 E E g F8 Weed No Mulch l 60 Bl 45 i 20 E Bl a i F8 Cuttivate No Mulch E 30 45 i 30 al E E a FB Mulch mw al E E p 1 g r I FB Weed with Muich E lt g me E 12 Ess E spray E 10 H 8 Ee 3 i M oS Eee e ae a M E F8 Police by hand 15 45 30 Bal Fo rece yh go woos os E FB Polce by vacuum E 10 E E a 30 al 2 E 1 i FB Fal Preparation E 200 E 1 a 1 a l E eee I FB Fal Panting moo m N og ogo glo Delete Blank Rows j f8 Fal Geanup g 400 p 1 g E 1 p 1 E Configuration J F8 Bub Panting mo m N M N e Saa Leven J F5 Pre Emergent Control pi H N N E 1 g E Ea Matrix Maker Editor Form Page 21 of 37 When in doubt click for the nearest Help Button Task Name Button Click to activate Selection List List of item to the Select Task Name list box to Base Time Button Click to activate select and paste into the Matrix paste a Task Name into the Editor the Select Base Time list box to Maker Editor form form paste a Base Time into the Editor Height button Click to change tool height form for the selected task Select TAsk 1 Frequency Buttons Click to O TMMow 22 owes ea creel SI gap fa activate the Select Frequency list J MOW powg propelled inutes Per b Ham S ox to paste a
47. en so you can see the data in the worksheet Panel button decrease the panel height Panel button increase the panel height Column button Autofit selected columns You should use the Column button to adjust the width of the columns in the current worksheet in order to see the data in the columns Column button decrease the column s height Column button increase the column s height Dec Places buttons use these five buttons to set the number of decimal places in numbers in the selected cell s of the current worksheet Select the desired cells and then click the desired number of decimal places e Functions Group O O Main Menu button go to the Main Menu Inventory amp Staffing button go to the Inventory amp Staffing worksheet Inventory amp Staffing worksheet is where you will enter your grounds area inventory data Staffing Service Levels button go to Staffing Service Levels worksheet The Staffing Service Levels worksheet lists the six standard grounds types and the custom grounds types you create with grounds type Matrix Maker It lists the Unit per Worker and all the maintenance tasks associated with all five levels of attention Matrix Navigator button launch the matrix navigator tool to quickly go to the 20 matrices Configuration button launch the Configuration form in order to configure GroundsOpsStaff 2ed to match your local situation Use the Help button on the Configuration for
48. er to protect your data from being accidently change while it is in memory The screenshot to the right indicate that none of the functions are locked and that no password has been set File Protection You can apply password protection to your data before you Save it in order to prevent others from changing the Lock Status of your files Protection allows you to share your files with others so that can open them without the password however they would need the password to change any of the four lock statuses The four locking statuses are contained in the data file when you save them If you set a password before saving anyone you share the file with can open it without the password but users cannot change the locking status Lock Keyboard Entry Check this box to prevent being able to enter data in the Inventory and Macro Staffing Worksheet from the keyboard This is useful to prevent accidently changing data in the worksheet from the keyboard With this box checked all the input columns in the Inventory and Macro Staffing Worksheet become write protected You can still paste data into the worksheet using QEntry Keypad Rows and Cells Paste Right Click short cut menu and te Paste button on the Staff Calculator QStaff Lock Paste Function Check this box to lock out all the paste functions found in QEntry Keypad Rows and Cells Paste Right Click short cut menu and te Paste button on the Staff Calculator QStaff This box also locks out
49. grades In your Internet Explorer web browser go to http GroundsOpsStaff com DownloadGroundsOpsStaff 2ed aspx Click on the Buy links in the left side panel of the web page You can use your credit card or your PayPal account or fax a Purchase Order to 928 563 0345 We do instant activation over the phone if you would prefer to be talking to someone as you make your purchase Send an email with date and time for a call back or call 512 553 0942 Activating Your Upgrades OPTIONAL To activate all your purchased upgrades click the GroundsOpsStaff 2ed Pro Upgrade information button at the top of the web browser to review the instructions in the Program Manager web browser if you wish Click the GroundsOpsStaff 2ed Pro Upgrades action button in the left panel The Checking Upgrade Status message box will appear This will take a few moments please be patient Once your upgrade status has been checked the GroundsOpsStaff 2ed Upgrade and Add In Status form will appear If you have purchased upgrade that you have not activated the Activate All GroundsOpsStaff 2ed Pro Upgrade Prompt Box will also appear Click Yes You can re activate your upgrades as often as necessary if they become deactivated due to some type of local issue with your computer Page 10 of 37 When in doubt click for the nearest Help Button Web Navigation Buttons Cick to go to insiruction page only Use butions in left panel to take action Home
50. he list and click the Accept the button 9 Inthe Matrix Maker Value Selector click either the Task Name button or click the Right Arrow to make the first Task Name boxes active Click a selection from the list and click the Accept the button 10 In the Matrix Maker Value Selector click either the Base Time button or click the Right Arrow make the first Base Time boxes active Click a selection from the list and click the Accept the button 11 In the Matrix Maker Value Selector click either the Fq1 button or click the Right Arrow to make the first Base Time boxes active Click a selection from the list and click the Accept the button Repeat this step for Fq1 through Fa5 for each level where this task is to be performed If the task is not to be performed for a level then simply click the Right Arrow button to skip it 12 In the Matrix Maker Value Selector click either the Down Arrow button start defining the next task for you custom matrix 13 REPEAT STEPS 9 THROUGH 12 FOR AS MANY TASKS AS YOU WISH TO ADD TO YOUR CUSTOM Page 22 of 37 When in doubt click for the nearest Help Button MATRIX UP TO 15 14 In the Matrix Maker Editor Form click the Write to Matrix button to paste the infromation from the Matrix Maker Editor Form to the matrix in the worksheet Adding Your Custom Tasks to The Matrix Maker Value Selector List added
51. he same data and schedule files on a shared network drive without conflict This is a major enhancement allowing organizations to store all inventory and schedule files in a single location for all users Inventory files are marked for Read Only and schedule files are locked out Page 3 of 37 When in doubt click for the nearest Help Button when opened by another user This prevents users from overwriting the files while other users have them open but allows Read Only access to the inventory file by all other users There is always a ShareAware button which allows you to see who is using what file in the network folder See the NetEnabled section later in this manual for instructions on how to operate GroundsOpsStaff 2ed in a network file sharing environment Improved Configuration Form and Configuration What If Features The Configuration Form has been improved and made accessible from more worksheets within GroundsOpsStaff 2ed This allows you to change configuration local variables and immediately see the impact of the change in more worksheets of the application This greatly improves your capability to do what if analysis on your inventory The form is now resizable allowing you better visibility of your worksheet Help file has been updated MultiMonitor Enabled GroundsOpsStaff 2ed is now Multiple Monitor Enabled which mean you can have multiple monitors connected to your computer and switch GroundsOpsStaff 2ed from monitor to monitor with just
52. here the task checkbox is checked Delete Blank Rows delete all blank rows in the editor Configuration button show or hide the Configuration form Service Levels button go to the service levels worksheet Close button close this Matrix Maker Enhanced Matrix Maker added 2 28 2015 The matrix maker has been enhanced to make it easier to create custom matrices for your locally defined grounds area The Matrix Maker Form and the Matrix Maker Value Selector as shown in the below screenshots are now more integrated allowing you the choice of using the small green value selection buttons in the Matrix Maker Editor Form or you can do all of the form navigation and value selection directly in the Matrix Maker Value Selector except when you want to type into the Matrix Maker Editor Form If you are new to using the Matrix Maker you can search for Ground Type Matrices and Grounds Matrix Maker in the user manual and you can click the Help button in the Matrix Maker Value Selector to learn to use both tools GroundsOpsStaff 2ed Grounds Matrix Maker Grounds Type OOIEOE IEEE sre per mmm 4 D Srv Lvs Type ID Grounds Type Name Base Unis Base Sze Weeks In Growing Season for Each Leve Mi q gt Flower Bed E s cK T nae lined eve Level Man Menu Main z Navigator Coumn 30 IJ 30 30 E i 30 Editor Nav gator f Frequency Per Season al Check Al Uncheck Al Task Task Name Base Lev
53. his report will give you a big picture view of the resources needed to perform the grounds maintenance tasks for your grounds inventory It can be printed on oversized paper and used for such things and scheduling assigning crew sizes estimating material supplies and equipment needs and for making other judgments o Print Export button display the Print Export sub menu in order to Print Export to Excel or Copy to Clipboard Use this feature to send selected data to the printer Excel or the Windows clipboard This feature behaves differently depending on what worksheet you are in when you use it While in the inventory and macro staffing worksheet you will select the records you wish to output and then click the desired output button While in a report or other areas you will simply click the desired output button and the entire worksheet will be sent to the selected output destination o Export to Excel Once you send data to Excel it will be saved to a temporary file in the C GroundsOpsStaff 2ed Data folder under the name GroundsOpsExportTempX xls where X is a number The temporary file will be automatically opened and it will appear in your task bar You can view it by clicking on it in the task bar or by navigating to it using the ALT TAB key combination If you wish to keep the exported file you should use SaveAs to save it under a different file name GroundsOpsStaff 2ed will delete all temporary export files upon exit and startup
54. ick the Help button on the ProScheduler interface after running GroundsOpsStaff 2ed JustDoNext Import Wizard Instructions for use of the JustDoNext Data Import Wizard This allows AVAILABLE NOW you to import grounds asset inventory data from e Click Help Button on JustDoNext Toolbox or click external Excel spreadsheets If you wish to import http www groundsopsstaff com Documents Grounds data you must purchase this upgrade separately OpsSfaff 20JustDoNext 20Wizard 20Help pdf from Hunter Consulting and Training Downloading and Installing GroundsOpsStaff 2ed can be downloaded from the Hunter Consulting and Training Web site 1 Go to http GroundsOpsStaff com DownloadGroundsOpsStaff aspx and follow steps 1 through 11 In step 7 after you download and extract the GroundsOpsStaff 2ed files you will run Setup exe in the C GroundsOpsStaff Program Files to install GroundsOpsStaff 2ed NOTE TOIT STAFF If the computer user does not have administrative rights on the computer it is recommended that you give them temporary administrative rights and run Setup exe while logged in under the user s login ID This will register the application to the user in the Windows register See Granting Permission for Shared Users to Run GroundsOpsStaff 2ed on the Same Computer in this help document for information on providing shared user access on computers with multiple users It is important to note that you must run setup for all shared users
55. ick the button for the desired report The report will be generated and displayed in its own worksheet gt Cost and Staffing by All Levels report this is a what if report that computes and displays the cost and staffing for the records you select by each level of attention The Workers per Week FTE Direct Labor Cost Supply Cost Capital Cost and Total Cost are the columns of the report All calculations are based on the local variable contained in the configuration form gt Staffing by Type amp by All Levels report this is a what if report that computes and displays the Workers per Week and FTE by grounds type and by level of attention gt Cost and Staffing by Types for Selected Levels report this is a what is report that computes and displays the Workers per Week FTE and cost information by grounds type based on the levels of attention you selected in the inventory and macro staffing worksheet gt Cost and Staffing by Area for Selected Levels report this is a What is report that computes and displays the Workers Per Week FTE and cost information by grounds area based on the levels of attention you selected in the inventory and macro staffing worksheet gt Time to Perform by Area and BY Task Selected Levels report this is a report that computes and displays time to perform information for each ground area and maintenance task based on the level of attention you selected in the inventory and macro staffing worksheet T
56. ing the data currently in memory Configuration to Match Your Local Conditions The Configuration form is used to configure GroundsOpsStaff 2ed for your local situation Follow the below steps to configure GroundsOpsStaff 2ed e Once you have run GroundsOpsStaff 2ed in Demo or Full feature or Pro mode and the Main Program is running you can change the variables GroundsOpsStaff 2ed uses to perform its calculations From Main Menu click the Configuration button to launch the Configuration Form em Click the Help button and review the help information provided ts lt ciemter Bets yor wan ms a ae for filing out this form if you need to e Click the two small red and green Resize buttons to make the pae el on ome tool smaller so you can see more of the worksheet a You will enter information and write the form to memory for it to have an effect on the GroundsOpsStaff 2ed Calculations NOTE Entering information the form has no effect until you write it to memory or set the form as your default configuration To make the information in the form load up each time you run GroundsOpsStaff 2ed click the Set as Startup Default Configuration button this will make it so that you do not have to change the variables each time you run GroundsOpsStaff 2ed Below is a brief description of the local variable you will change in the Configuration form a Your Institution Name From Configuration whatever you enter here will b
57. ithout the password You can save the file with any combination of the lock boxes checked with all of them checked or with none of them check Page 35 of 37 When in doubt click for the nearest Help Button Available Upgrades AVAILABLE NOW Upgrade to GroundsOpsStaff 2ed Pro and Purchase Increase Record Capacity http hunterconsulttrain com GroundsOpsstaff 2edPro aspx Capabilities Add up to 1500 additional record capacities in 250 records batches for a total record capacity of 2000 AVAILABLE NOW GroundsOpsStaff 2ed ProScheduler Add In Capabilities e Automatically schedule the Weekly ground maintenance tasks in a manner that balance week work loading musing GroundsOpssStaff 2ed Least Most Loaded Week scheduling method With GroundsOpsSiaff 2ed ProScheduler you can automatically create a weekly schedule of ground maintenance tasks that will automatically balance the time assignment for each week and inform you of the least and most loaded week to assist you in selecting weeks for scheduling all work AVAILABLE NOW GroundsOpsStaff 2ed justDoNext Data Import Wizard Capabilities Convert external inventory data that already exist in excel spreadsheets to GroundsOpsStaff 2ed data file format using a justDoNext wizard Use color coded Red Yellow and Green command buttons a SmartNext button that guide you through process by simply clicking the SmartNext button Import multiple records from within worksheets within an external
58. m for more help on Configuration Matrix Maker button launch the Matrix Maker in order to customize the last 14 grounds type matrices to define your own local grounds types The six standard APPA guidelines grounds types might not adequately represent the grounds maintenance tasks and times for your local situation You will use the Matrix Maker to create your own local ground type matrix to accommodate your local situation Page 16 of 37 When in doubt click for the nearest Help Button o File button display the File sub menu in order to Open Save SaveAs or Close an inventory data file When you click this button the Main Toolbox will expand to give you access to the file management buttons These file management button perform the same function that their name implies and work in much the same way as these functions works in Excel Click the Hide button to hide the file management buttons o Records button display the Records sub menu in order to Show All Select All Pick Unpick and Exclude records in the inventory and macro staffing worksheet The Records sub menu also allows you to Insert Row Delete Row Copy Row Paste Row Copy Cell Paste Cell Sort records and Set a new default sort order of the records o Reports button display the Reports sub menu to generate the below listed reports To generate a report you first select the records you wish to generate the report for by highlighting cells in a column Then you cl
59. m in a binder for ready reference GroundsOpsStaff 2ed User Manual this is the e Click Help Getting Started button in Program best document to read in its entirety since it covers Manager all the main aspects of GroundsOpsStaff 2ed in a e Click User Manual Button in the Main Program summary manner and includes screenshots Main Menu worksheet or click http GroundsOpsStaff com Documents Grounds OpsStaff User Manual pdf GroundsOpsStaff 2ed PowerPoint e Click or of the below links presentation in PDF and PPT format This will http GroundsOpsStaff com Documents GroundO give you a good overview of what psStaff for web ppt GroundsOpsStaff 2ed is and an overview of its capabilities http GroundsOpsStaff com Documents GroundO psStaff for web pdf GroundsOpsStaff 2ed Quick Help Contains e Click Quick Help File button on main menu in Main Page 2 of 37 When in doubt click for the nearest Help Button step by step instructions for command buttons and Program or click other aspect of the basic program without http GroundsOpsStaff com Documents Quick Help pdf screenshots Click Help buttons throughout the GroundsOpsStaff 2ed ProScheduler Help instructions for use of the GroundsOpsStaff 2ed ProScheduler GroundsOpsStaff 2ed application to see portions of this file as contextual help AVAILABLE NOW e Click Help button in the ProScheduler tool or click http GroundsOpsStaff com Documents GroundsOpsSt aff 2ed ProScheduler Help pdf Cl
60. mation box shows a list of others who have opened files and the time they opened them Current Data File Program Status File Not Saved to Disk S Network File Sharing Status Show Files In Use By m cA FieSnad nae Your Institution Name From Configuration nif Your Department Name From Configuration l File Not Saved to Disk Man Menu Hep Move to Another Montor Move to ae Montor _ Network Fies n Use by Others ShareAware buttons pm click these button to open the Files In Use by Other information center Files in Use by Others Information Center this box lists all network files 1 that are currently in use by C others etWom tnoanertomng Soon ter Consulting amp Training C GroundsOpsStaff Data Junk3 HEGS Data xs In use by xxEmest Hunter Sr since 12 11 2011 1 19 24 PM Net File Sharing Status C GroundsOpsStaff Datal Waste3 HEGS SCH ds this box display whether In use by xxEmest Hunter Sr since 12 11 2011 the file currently in memory 5 52 59 PM is in use by other and loaded as Read Only or whether it is not in use by other and loaded as Read Write ifentory and Macro Staffing You can open these files in READ ONLY mode only Staffing Service Levels Ft Avale Saal To Cipboard P ToN w Maul apoa Toot Inds Type Matrix Navigator To Word To PowerPoint To Printer Close oa i l M punds Type Matrix Maker Network Inventory File Sharing Instructio
61. ndsOpsStaff 2ed Program Files folder and on the Hunter Consulting and Training web site This manual contains more detail information along with screenshots and will contain training exercises in the future You can leave this file open while you work in GroundsOpsStaff 2ed if you wish Configuration Button Click this button to open the Configuration form You will use the Configuration form to configure GroundsOpsStaff 2ed according to your local parameters such as wage rate workdays in the years productive minutes in the day days in the week material cost factor capital equipment cost factor and fringe benefits factor Click the Help button in the Configuration form for more information on the local variables More information on the configuration form is included later in this manual Current Data File box this box is located in the upper left of your screen It indicates disk file name of the file the current data in memory was loaded from or It indicates the disk file name the data in memory was last saved as Unless you choose a different location your data files will be saved to C GroundsOpsStaff 2ed Data folder Program Status box this area on the left of the screen indicates the activation status of your copy of GroundsOpssStaff 2ed There are three activation modes 1 Demo 2 Full and 3 Pro Demo mode is free and allows you to use all program features but limits the input to five 5 records Demo is for evaluation purpo
62. nfiguration What If Features c cccccccccssscccccesecccceneccceesececsuseceeeeeceesausecetauaeees 4 MOV OO TO aricscgctain nna etainnacatanoagseneieenyaeiaoesscudeataasacsenieacme dined sean EE EA 4 TOO Movement ANd PINNING IMPFOVEMENHS cccceeeecccceseccccausececcusecccceusececausececsueceesausecessusececeuueceetensecesauecesseeceesenes 4 Import WiIZGTE JUSLDONEXE TIMPOVEIMENE S saiiontaccseviaducwtinnsnncicwaadubrtonesdeanebedeaeasaaniudeassteaatoaasieannson sbvanneoisssnieiepulbsadciaeoiaos 4 GroundsOpsStaff 2ed Two Major Components secccccessccccesececcesececcescceseusecessuseceseeenecessuecessegeceesegseeesegnsess 4 FOS MTV AS SU sieges os se cr acer enna rae onan nuoecaece oe oases E E onansieueciedesseeeenieieanessiacen 5 MARPORT oea E E T E T 5 Program Manager COMpPOne nte cccccscssccsesecsecsecsecsecceccsccecceccsccsecuetsetsessessesseseccecceccecceccseeuetsrtestseseeseesaeseuceeces 5 Running GroundsOpsStaff 2ed in Demonstration Mode cccccceeesccesecccenseccececeececeecseeneeeeeuceseueceteueceeeuesenensss 6 POR CPV SU OC COC a A E A E E N ETS 7 Requesting Your Activation K Y ccccssccssccssccesccesccesccesecesecssecesecsseceseeseceseesseesseecseesseessueseueseueseueeeuseeeseeseeaeeaaes 7 Activating GroundsOpsStaff 2ed csscsecsosssscsosssscncoussecccussscucussucnecussecsouessencussuceeeussscucuessencusssesteussectenssseneuusrense 8 Run GroundsOpsStaff 2ed in Full Feature MOde
63. nning Setup The Shared user will not have access to all Program Manager functions but will have access to all Main Program function that the CleanOpsStatt v1 0 Program Manage Main user has access to The Shared user will not have access to the ae grayed out disable buttons as shown in the screen shot to the left The Shared User Information box at the top left of the screen will indicated the status of the shared user If the shared user has not been granted permission by the Main User the Shared User Information box and the Terms Agreement Status Message box will reflect this status and the Shared will only be able to run in Demo mode Note The Main User and all Shared Users will have access to the same two GroundsOpsStaff 2ed Folders GroundsOpsStaff 2ed Program Files and GroundsOpsStaff 2ed Data The Main User can use the Remove User From List button and the Delete All Shared Users to revoke permission to Shared Users Quit Program Manager Page 33 of 37 When in doubt click for the nearest Help Button File Locking and Protection Future Capability GroundsOpsStaff 2ed has a File Locking and Protection section in the Configuration form This feature is useful for organizations who wish to centrally manage the data files and limit user from changing the data The action performed in this section effect only the current file in memory File Locking You can set four different type of file locking in ord
64. ns by Example o The user has an inventory file in memory and was to first to open it so the user has full control of the file in read write mode The user has the Sample 2 inventory file in memory and was to first to open it so the user has full control of the file in read write mode Mary Wilson has opened the Sample 1 inventory file So the user would be prevented from changing the Sample 1 file The user attempting to open the Sample 1 file that has already been opened by Mary Wilson The user can open the file in read only mode The user opened the Sample 1 file in read only mode because it is already open and in use by Mary Wilson Page 28 of 37 When in doubt click for the nearest Help Button Network File Sharing Status Show Files In Use By GroundsOpsStaff 2ed v1 0 Copyright 2009 Ernest R Hunter Sr All rights reserved Ernest R Hunter Sr P E ACP CEM MOS Master Hunter Consulting amp Training in partnership with APPA www APPA org http www appa org C GroundsOpsStaff Data Sample 2 Small College HEGS Data xls CleanOpsStaff 2ed FILES IN USE BY OTHERS Current Data File Network File Sharing Status GroundsOpsStaff Data Sample 1 Small College HEGS Data xls In use by Mary Wilson since 12 12 2011 12 35 11 AM You can open these files in READ ONLY mode Program Status f only v Auto Activate Sel All To Clipboard J To Notepad To Word To PowerPoin
65. o so consistent with the concept of levels of attention as defined in the Guideline book This concept proscribes that Level 1 will provide a level of attention that will be higher than Level 2 which will be higher than Level 3 which will be higher than Level 4 which will be higher than Level 5 Additionally the higher the level of attention the more time and more staffing is required Failure to adhere to this concept when making your own matrices might lead to confusion in the use of the results It should also be noted that once you begin using your own matrices you can no longer claim that your results are based solely on APPA standards However if you adhere to the Guideline book concepts and definitions you Can justifiably claim that your results are based on APPA and industry generally accepted guidelines and concept with local customization In the interest of full disclosure and transparency when using your results to support official request for resources or other official purposes it is highly recommended that you footnote your results to reveal that some customization has been done with the tasks and time to meet your local situation mE GroundsOpsStaff 2ed Grounds Matrix Make Grounds Type Hb Srv Lvs Panel Type ID Grounds Type Name Base Units Base Size Weeks In Growing Season for Each Level m sF ml 1000 is Level Level2 Level3 Level4 Level5 Main Menu Main Tool Help 30 30 30 30 lt CEa
66. owser window only if you wish Page 7 of 37 When in doubt click for the nearest Help Button Click the Request Activation Key action button to launch the activation key request form Fill out the GroundsOpsStaff 2ed Activation Key Scion buttons clickto take action Request Form including the Product Code Help Request Activation Key a 1 Galiog GroundsOpsStaff Activation Key Request Check the I agree with the Terms checkbox Stated Re Activate First Name Click the Request Key button in the lower right Grounds OpsStaffPro Upgrades ane corner of the GroundsOpssStaff 2ed Activation i Request Tech Support Key Request Form i pP penne Run GroundsOpsStaff as Demo Addens 2 Allow a few moments for the Program Manager to connect with the Server Click OK and or Yes whenever prompted to do so You will receive an email containing your 2s A Prodhcien Heloase f e Comme Activation Key within 24 hours but most of the Gall cies Gels Noea SEES re time you will receive the email within the hour Quit Program Manager ee indion Linnad Cimata or immediately depending of the volume of GroundsOpsStaff 2ed server activity at the time Run in Specialized Training Mode State Province Hide Product Code Run Full Feature Mode Run in UpGrade SubScription Mode Date of Purchase mm dd yy Purchased Price S00c 00 Activating Gro
67. perform non growing tasks such as hardscape maintenance tasks and snow removal It is used by GroundsOpsStaff 2ed in the Workers per Week and FTE calculations Average wage per hour this is the average hourly wage rate without benefit for your grounds workers It is used in the budget cost estimate calculation Fringe Factor this is the number by which you multiply the estimated labor cost to obtain the total labor cost Fringe Factor Direct Labor Cost Fringe Benefit Cost Direct Labor Cost Example 1 32 Hours Per Year This is typical 2080 for an operation that operates the full year Is is unsual to change this number and is provided for informational purposes only Supply Factor annual expenditures for supplies expressed as a percent of the total labor cost Supply Factor Cost of Supplies Total Labor Cost Example 0 10 This is used in the total cost calculation Capital Equipment Budget Factor anual expenditures for equipment expressed as a percent of the total labor cost Capital Equipment Budget Factor Cost of Equipment Total Labor Cost Example 0 05 This is used in the total cost calculation Entering you inventory data Page 17 of 30 Words 11 403 X GroundsOpsStaff 2ed GroundsOpsStaff V1xls Compatibility Mode Grounds Inventory Cost and Staffing Date 12 11 2011 8 07 PM lt i Grounds Inventory Cost and Staffing Full 500 Record Capacity gt 500 ee ee ee te SS
68. ppearance of your displays 2 HP w2408 Wide LCD Monitor fis i5 currently your main display Make this my main desplay or press the key and tap P pr Bey p ector or press the key and tap P Page 31 of 37 When in doubt click for the nearest Help Button Display Setti Display Properties Monitor Themes Desktop ScreenSaver Appearance Settings Drag the icons to match yayr monitors Identify Monitors E 2 Default Monitor on ATI Mobility Radeon X1400 ae pa Play Monitor on NVIDIA GeForce4 MX 440 with AGP8X Resolution Colors Screen resolution Color quality Low ee High Highest 32 bit Less 9 More Highest 32 bit v 800 by 600 pixels 1280 by 768 pixels iain fa Granting Permission for Shared Users to Run GroundsOpsStaff 2ed on the Same Computer 1 GroundsOpsStaff 2ed is distributed under a Single License Agreement and can legally only be installed on one desktop and one laptop under the same Product Code However there is no limit as to how many people can share the Desktop or Laptop as long as the pe ee ene eee ae ae tee program is only running on one computer at a time under the same a Product Code ma Pa ial mi Mia rw l You will use the Manage Shared User button to giver other users who can log onto your computer permission to run GroundsOpsStaff 2ed in Full Feature Mode on your computer Page 32 of 37 When in doubt click for the nearest Help Button IMPORTANT NOT
69. rineci whee p C GroundsOpsStaff 2ed GroundsOpsStaff 2ed Data Input papery p Program Files PDA ProMobilePlus application GroundsOpsStaff 2ed ProMobile exe S program file S standard categories as saved by user Page 37 of 37 When in doubt click for the nearest Help Button
70. sStaff Pro you can fully Implement the concepts inculded in Chapters 1 through 7 of the APPA Operational Guidelines for Grounds GroundsOpsStaff 2ed Program Manager Deactivation Key Use this key to deactivate GroundsOpsStaff 2ed on your computer This does not remove or uninstall the program files from your computer and it does not remove your data files Use this button to deactivate GroundsOpsStaff 2ed on the current computer so you can legally activate it ona different computer An email will be sent to the Hunter Consulting and Training activation server to register the deactivation in the GroundsOpsStaff 2ed database GroundsOpsStaff 2ed Program Manager Check Upgrade Status Button Use this button to check the status of the GroundsOpsStaff 2ed Pro upgrades that you purchase It will take 10 minutes to several hours after you purchase and sion a a upgrade for it to register in upgrade server depending on Gia Macht a ers server activities Use this button to confirm that your purchased upgrade has been registered in the GroundsOpsStaff 2ed upgrade server Manage Shared Users Button Use this button to allow shared user of the computer access to GroudsOpsStaff 2ed Manage Shared Users Deactivate GroundsUps Stat GroundsOpsStatt v1 0 Program Manager Release Date 2 25 2010 Wah Navinatinn Ai ttane Click ta an ta inetn Running GroundsOpsStaff 2ed in Demonstration Mode You can run GroundsOpsStaff 2ed in Demo mode
71. ses only Full mode requires the purchase of a Product Code single user license and an Activation Key Full mode gives you access to all standard features and allow you to input the standard number of records and can meet the needs of most grounds inventories Pro mode is the mode that provides access to upgrades you purchase such as additional record capacity Data Import Wizard ProScheduler and other upgrades that might be developed in the future such as PDA interface The Program Status box will also indicate your activation mode your record capacity and what upgrades you have purchased and activated NOTE GroundsOpsStaff 2ed always starts up in Demo mode and switches to your activated mode after you click the Inventory and Macro Staffing button in the Main Menu worksheet Do not be concerned that the Program Status box indicates Demo upon start up if you have activated the program the status will switch when you Inventory and Macro Staffing button Main Menu File and Data Management Buttons e Open Button Click this button to open an existing GroundsOpsStaff 2ed Inventory Data File from a local hard drive or from a Local Area Network drive The data file currently in memory will be replaced in memory by the content of the last file opened The file you open is only copied into memory and is not changed or affected in any way on the disk drive unless you save back to it under the same file name Page 12 of 37 When in doubt click for th
72. t To Printer Pin ProSchedler gt Activated File In Use By Another User ii i C GroundsOpsStaff Data Sample 1 Small College HEGS Data xis In use by Mary Wilson since 12 12 2011 12 35 11 AM You can open the file in READ ONLY mode but will not be able to save changes under this same file name Do you still want to open the file Metarrk Mig Shearing Teh Dpa wi 2 Kami aya cna fT Copii 20 Comet F harim Sr Sera Pies in en Ba Akik reer Trn A der ir EE ACE CEA es hierer Herne poamiiing amp Troine or r aa WARLA FA o The user attempt to save the file in memory as File In Use By Another User a Sample 1 but is prevented from doing so Ay S6roundsOpsstat Data Sompe t Small because the file is open and in use by Mary Se Wilson In use by Mary Wilson since 12 12 2011 12 35 11 AM You can not save using this file name because a file with the same name is in use by another user Click OK and choose and different file name The Network File Status information is also shown in the upper right corner of the Inventory worksheet 2s There is also Show Files In Use B GroundsOpsStat 2ed Main Toobox a 7 s y Hm Top Fit Panel 3 l 1 Main Menu inventory amp Staffing Staffing Service Levels Matrx Navigator Configuration matrix Maker gt Other button on the Main a gt aem FR Column 4 re Records Reports Print Export Help Cose
73. the estimating source You can then switch the Base Units back to your preferred value To get familiar with this new flexibility try the mouse clicks shown in the below screenshot I 491 I or Pe peisvil l 70 279 440 JUL e 1i 2 9U ul7 0900 I dsOpsStaff 2ed Grounds Matrix Maker Grounds Type Tyee pl Grounds Type adhe Weeks In Growing Season for Each Level m a af Soccer Football Field Leve Level Level Level Level Navigator Save Custom Matrices File Task Task Name E E AF Mow Field 30 Riding Mower 2 e Z PEN os o fC 3 AF Clean Field Surronding Areas Eo E J AF Line Fed 5 AF Repair Regrade and Reconstruct 6 E AF Goal Post Repair Replace Install or Remove 7 E AF Fertilize EE Ss E Change Base Units EE os E m Frequency Per Season Level2 Level3 Level4 Level5 Write To Matrix Clear Entire Matrix Clear Entire Form Clear Task Names Clear Base Times Clear Task Freg S a a a a a I Units Size Task Name Base Time Fat Faz Faa Fat Fas 41 gt wte To mate coe Pn uron Page 24 of 37 When in doubt click for the nearest Help Button Enhanced Flexibility for Base Size added 3 2 2015 Prior to a March 2015 Main Program release date once you selected Base Size and entered at least one task name you
74. the row Insert Delete function preventing users from being able to insert and delete rows Lock Space Matrices Check this box to lock out the ability to change the Standard Category Matrices and lock out the ability to make local Space Category Matrices Lock Configuration This box prevent users from changing the configuration This is useful when you want to ensure all users you share a file with do not change the configuration variables and other configuration aspects Page 34 of 37 When in doubt click for the nearest Help Button File Locking and Protection Lock Keyboard Entry Lock Paste function Lock Space Matrices Lock Configuration Set Change Password Check all Uncheck All File Locking and Protection i Lock Keyboard Entry Lock Paste function Lock Space Matrices Lock Configuration Check All UnCheck All Set Change Password File Locking and Protection Lock Keyboard Entry i Lock Paste function Lock Space Matrices Lock Configuration Check All Uncheck All Set Change Password File Locking and Protection Lock Keyboard Entry Lock Paste function li Lock Space Matrices Lock Configuration Set Change Password Check All UnCheck All File Locking and Protection Lock Keyboard Entry Lock Paste function Lock Space Matrices i Lock Configuration Check All Uncheck All Set Change Password Check All and UnCheck All You can check and uncheck
75. to do so a You program will be activated and you will see the word nee Congratulations in the Terms Agreement Status Message Box You will receive an email notifying you when the activation server registers your activation You do not need to wait for this email to run in full feature mode GroundsOpsStaff Program Activatioi Run in UpGrade SubScription Mode Get Latest Release Run GroundsOpsStaff 2ed in Full Feature Mode After you activate GroundsOpsStaff 2ed you can immediately run it in full feature mode by clicking the Run Full Feature Mode button The Main Program will be launched and start up in Demo Mode Immediately click the Inventory and Macro Staffing button and then return to the Main Menu to activate full feature mode Run Full Feature Mode Page 8 of 37 When in doubt click for the nearest Help Button Run GroundsOpsStaff 2ed in Specialized Training Mode 1 Hunter Consulting and Training offers specialized training in the use of GroundsOpsStaff 2ed at the user site or online During the training session users can be granted access to all the full features of GroundsOpsStaff 2ed and all the upgrades through the Specialized Training Mode This allows the trainee to follow along with the GroundsOpsStaff 2ed trainer and perform all the training exercises Prior to the specialized training sessions Hunter Consulting and Training provides th
76. tor PNavigator V Summary pm gt gt afl Flower Bed Navigator IE E l _ Grounds Type Oo a Panel ee Type ID Grounds Type Name Base Units Base Size Weeks In Growing Season for Each Level 4 gt srv tvs Jl M1 afe Flower Bed ric sF 1000 Pe Level Level2 Level3 Level Level5 Main Menu Main Tool Help Navigator E Column JE as i 7 f j Navigator 7 summary Frequency Per Season al Check All Uncheck All Base Time Level1 Li _Uncheck Al Task No Task Name evel2 Level3 Level4 Level5 lv Auto Read FB Spring Preparation 200 p p p p p r ee E F FB Spring Planting il 600 p E p p Em E EE J F8 weed No Mulch il 60 p 45 a 20 al danei E a e FB Cultivate No Mulch 30 p 45 p 30 i _ lt _ _ Seo E E alee OOOO ee Eie o co oe i oo FB Poice by vacuum 33 g Fe Fat Cleanup M EM er co co oo Er EA C ES FB Pre Emergent Control iis p 1 E Follow the below steps to make your own grounds type matrices Click Matrix Maker button in the Main Tool Use the Right Left Arrow button or the Navigator button to select the desired empty matrix M7 through M20 Click the yellow Editor button to open the matrix editor Think of the Editor as a scratch pad that does not have any effect until you Write to Matrix Enter the Grounds Type Name Choose a unique name that is not already assigned to a matrix
77. ultiple Monitors MultiMonitor Enabled eeen 23 Setting Up Dual Monitors for Your Computer MultiMonitor Enabled cccccccccccccccseseeccceceeseccccseesecesesaeeeeeess 23 Granting Permission for Shared Users to Run GroundsOpsStaff 2ed on the Same COMputer cccceeeeeeees 23 File Locking and Protection Future Capability cccccccssccccccsssseccceeeeseecccceeeeeecseeeeeseceeeseueeeceeesaeeeeeeeeeegeeeeeeegs 23 Steps for Locking and Protecting a Data File Future Capability ccccccccccssssccceceeeseecceeeeeseecseseeeeceseseeeeeess 23 paises ifejel ca Dele go fe ween eee PORT TEST Trane fener E entree PRP OTME fr rent Te er nTe en Ten nT mr nner Tr eT earn en rer en errr terre 23 GroundsOpsStaff 2ed Files sessesesoesesoesesoscsesoscesescesesosoesoecsesosoesosoesosoesosoecesoesesceoesoeoesosoesosoesosoeseeo 23 More Help When in doubt look for the nearest Help Button The below documents are on your hard drive in the C GroundsOpsStaff_Program Files folder they end with a pdf or ppt extension The most recent version of the documents is on the GroundsOpsStaff 2ed web site at http GroundsOpsStaff 2ed com GroundsOpsStaff Home aspx at the bottom of the web page If you are setting out to become a GroundsOpsStaff 2ed power user to learn all the many powerful features of GroundsOpsStaff 2ed in detail or if you just want a ready reference then it is recommended that you print these documents and place the
78. undsOpsStaff 2ed Once you receive your Activation Key from the Hunter Consulting and Training Activation Server by email you can activate GroundsOpsStaff 2ed to operate in Full Feature Mode You will receive your activation key within 24 hours and most of the time within the hour or immediately after requesting it using the above procedures OPTIONAL Click Program Activation Information Button and foes sepaenttmainenne read instructions in the GroundsOpsStaff 2ed web browser fame Nes ard Updates Aceon Key Reve Progam Aceon Pogan Deacon Ganda abi window only if you wish Pant Page GroundsOpsStali Pro TechCalBack Tech Support Get Latest Release Beta PDA Activation Deactivation Click the Activate GroundsOpsStaff 2ed action button to activate the Program Activation form If you have already submitted the request for activation key form the GroundsOpsStaff 2ed Program Activation Form will be automatically filled out except for the Product Code and the Action buttons click to take action Activation Key Fill in the Product Code and the Activation Key input boxes Grounds OpsStaft2ed Pro Upgrades Read the Terms and Conditions Check the I agree with the above Terms and condition checkbox E E Demo Click the Activate button in the lower right corner of the dee enakkk hiia GroundsOpsStaff 2ed Program Activation Form deat lai Allow a few moments for the Program Manager to connect with the Server Click OK or Yes whenever prompted
79. vice level worksheet to review the custom matrix ina single line format Panel button reset the panel to its default height The panel is the blue area at the top of the screen available for positioning the toolboxes Panel button decrease panel height Panel button increase panel height Main Menu button go to Main Menu Main Tool button show or hide the Main Toolbox Help button open this help text Navigator button show or hide the matrices navigator tool Summary checkbox show or hide the summary information in the matrix worksheet Save Custom Matrices File button use this button to save your custom grounds type matrices to a disk file that can be loaded later The Custom Matrices files can also be designated by the Configuration be the default matrices Task No textbox indicate the task number in the matrix editor Task Name textbox input box for you to enter the maintenance task name you want to perform in the grounds type Use the keywords Winter Spring Summer or Fall in the maintenance task name if you want the GroundsOpsStaff 2ed ProScheduler to automatically schedule the task in the appropriate season Base Time textbox input box for you to enter the base time that it takes to perform the task for the custom grounds type for the base size Page 20 of 37 When in doubt click for the nearest Help Button Frequency per Season textboxes input boxes for you to enter the num
80. were restricted from changing the Base Size unless you click Yes in response to a prompt With the March release you can now change Base Size without the prompt The base times will be automatically recalculated for the existing tasks in already in the Editor form based on the new Base Size you change to This is useful when you have estimating data from different sources that may be using base size For example your local custom matrix might be using time per 1000 SF a but you have a estimating source might be using time per 10 000 SF You can temporarily change the Base Size to match the Base Size being used by the estimating You can then switch the Base Units back to your preferred value To get familiar with this new flexibility try the mouse clicks shown in the below screenshot GroundsOpssSt Grounds Matrix Maker Grounds Type gt Srv Lvis Panel ee ID E Hase Weeks In Growing Season for Each Level m a gt Soccer Football Field a B Ace j A pl New Base Size Navigator Coumn V Summary Uncheck All Task Task Name Saas F AF Mow Field 30 Riding Mower E AF Seeding AF Clean Field Surronding Areas Bl AF Lne Field Ohssne usta 30 EN I 15 a 7 5 m 75 C i AF Repair Regrade and Reconstruct Base Time are 1 2 M al E M I AF Goal Post Repair Replace Instal or recalculated nn N H r E Arent EN EN EN C OOOO ee ee ee A A

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