Digitising cleaning compliance reporting
– from manual hard copies to a one-stop app
Overview
In 2023, Australian Red Cross Lifeblood brought ServiceFM on board as its commercial cleaning provider. As part of the contract, Lifeblood asked ServiceFM to replace its existing paper-based cleaning compliance reporting with a digital solution – a system that would meet the organisation’s operational requirements while still aligning with the relevant healthcare regulatory standards.
The Context
Lifeblood operates a national network of permanent donor centres, temporary pop-up sites and mobile donor units. Cleaning services are delivered across these sites by a large, distributed workforce, with cleaning activities scheduled at varying frequencies, including daily, weekly, monthly and periodic tasks.
Before partnering with ServiceFM, cleaning activities were documented using paper-based templates. These records were manually completed, submitted, checked and stored.
The Work Delivered
ServiceFM worked with Lifeblood and software provider Lighthouse to design and roll out a digital reporting platform tailored specifically to the cleaning services delivered under the contract.
Key elements of the solution included:
- A mobile-friendly app that lets cleaning staff complete and submit reports electronically while on site
- Standardised digital templates reflecting the scope of cleaning tasks performed
- Mandatory data fields to reduce incomplete submissions
- User authentication and site selection to ensure reports were correctly attributed
- Centralised storage of records, removing the need for paper-based filing
The system also incorporated forward scheduling for periodic cleaning tasks, making it possible to program these activities across multiple sites in advance.
Access and Oversight
The platform gives authorised supervisors and site representatives access to submitted reports. All records are stored electronically and can be accessed anytime as needed for review or audit purposes.
Training and Transition Support
As part of the implementation, ServiceFM provided change support activities, including:
- Training sessions for site-based managers on how to access and review reports
- Individual training for cleaning staff
- Group training delivered via Microsoft Teams
- Development of procedure documentation and user guides materials
Outcomes Observed
The move to digital reporting removed the requirement for paper-based cleaning records and the manual handling that went with them. This change reduced the volume of physical records generated, along with the administrative work involved in collecting, filing and storing reports.
This has a significant environmental impact – with hard copy reports needed for daily, weekly, monthly, quarterly, six monthly and annual jobs at each donor centre, the digitisation of the reporting process saves approximately 52,320 sheets of standard A4 paper every 12 months. That’s potentially saving more than 6 trees per year!
Using a standardised digital format also helped reduce instances of incomplete documentation, as reports couldn’t be submitted unless all required fields were filled in.
Summary
This project involved the design and delivery of a digital cleaning compliance reporting solution as part of ServiceFM’s work with Australian Red Cross Lifeblood. The new system replaced manual, paper-based processes with a centralised electronic system, built to align with the operational needs of a national healthcare organisation.