What is written down about a building, and where it sits

Everything written down about a building we clean starts on the visit record that lives in the folder left at that building. It carries the building reference, the time the team arrived and the time it left, the tasks completed on the round, the stock drawn from the cupboard on site, and anything found and reported — a leak, a failed light, a door propped open. That record stays in the folder, in the building, where the building’s own facilities staff read it and sign against it, and it is replaced when the folder is renewed at the start of a contract period.

The shift write-up, and the office it is filed at

What comes back to the office at 3 Warren Yard, Wolverton Mill, Milton Keynes MK12 5NW is the shift write-up, which the supervisor types from those records at the end of a night: buildings entered, rooms found locked, periodic tasks that fell due and were done, and tasks carried to the next visit with the reason they carried. The scheduling desk and the supervisor who wrote it are the people who open it. It is kept for the life of the contract and afterwards for as long as the trading records it supports are required, because the same write-up is what an invoice is raised against.

Working notes on a handset while a shift runs

While a shift is still running, the working notes of it sit on the supervisor’s handset — a photograph of a leak under a sink, a note that a door code was changed at the entrance, a stock count taken on a landing. Those notes live on the handset until the shift is written up, and they are cleared from it once the write-up has been filed at the office. Contact details for a building manager sit alongside them for the length of the contract, so that a supervisor on site at half past nine at night can reach the person who holds the building.

Keys, alarm codes and the controller of them

Key and alarm information is held apart from all of that. JPKL GREEN FOX LIMITED, registered in England & Wales under company number 14118915, D-U-N-S number 228950729, of 3 Warren Yard, Wolverton Mill, Milton Keynes MK12 5NW, is the controller of that information and of everything else set out on this page. Alarm codes are kept at the office against a building reference and released to a supervisor for the single shift being worked. Keys are signed out on a tagged ring whose tag reads to that same reference, with the signing-out book kept at the office, so that a ring found on a floor names no building.

Hours, and the bureau that calculates them

Hours worked go to an external payroll bureau each pay period, as names, hours and the buildings those hours were worked at, so that wages and statutory deductions can be calculated and filed with HMRC. The bureau holds them for the periods HMRC requires and returns nothing else to the office beyond the calculated figures.

Mail to the scheduling desk

Mail sent to scheduling@jpklgreenfox.space arrives at that same Milton Keynes office and is read by the scheduling desk. A message about a key, a code or an access route is confirmed back in writing and then filed with the contract, so that the change and the confirmation of it sit together. A message about a task is answered against the rota and filed with the week it concerns.

This site, and what it asks for

This site is a set of plain files. Beyond the pages themselves it makes one network request: it asks Google’s font servers for the two typefaces it is set in, which tells Google the network address of the device making that request — this is how a font arrives on any page served that way. The ticks made on the frequency register, the tasks ticked on the twelve-week planner and the figures entered into the clean-time estimator are held by the browser on the device while the page is open, and the browser lets them go when the page closes. The rota board is written into the page and reads the same for everyone.

Asking what is held, and correcting it

A correction asked for at the door is written up the same night and the office amends the record it holds. Anyone at a building we clean who wants to see what is written down about that building can ask at the address above or by writing to the scheduling desk, and the supervisor brings a printout to the next nightly visit. Where a request concerns the hours or details of a person rather than a building, the office answers it from the office rather than at the door.

The rota board, the register, the planner and the estimator are on the front page