Cleaning Management Master Data & Configuration
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Cleaning Management Master Data & Configuration

Master Data Inventory

ID Data Set Source Approx. Records Owner Update Frequency Approver
MD-CLN-001 Cleaning Protocols Infection control committee + facilities management ~10 Infection Control Officer Annual review or when guidelines change Infection Control Committee + Facilities Manager
MD-CLN-002 Cleaning Zones Facility layout / CAD drawings ~30 per facility Facilities Manager On layout change; annual validation Facilities Director
MD-CLN-003 Checklist Templates Infection control + facilities standards ~15 Facilities Manager Annual review; on protocol change Infection Control Officer
MD-CLN-004 Checklist Items Derived from templates ~200 Facilities Manager With any template change Infection Control Officer
MD-CLN-005 Cleaning Agents / Supplies Procurement / infection control approved list ~50 Facilities Manager On new product / supplier change Infection Control Officer + Procurement
MD-CLN-006 Shift Definitions HR / facilities management ~6 Facilities Manager On roster model change; annual review HR Manager
MD-CLN-007 Quality Scoring Criteria Infection control standards + facility policy ~20 Infection Control Officer Annual review; after audit findings Infection Control Committee
MD-CLN-008 Task Priority Codes Internal standard 3–6 Facilities Manager Rare; annual review COO / Operations
MD-CLN-009 Task Types Internal standard aligned to DOH/DHA categories 8–15 Facilities Manager Annual review Infection Control Officer
MD-CLN-010 Trigger Sources System design 5–8 IT / HIS Admin Rare HIS Governance Committee
MD-CLN-011 PPE Requirement Codes Infection control policy 5–10 Infection Control Officer On guideline change Infection Control Committee
MD-CLN-012 Inspection Result Codes Internal standard 3–5 Infection Control Officer Rare Infection Control Committee
MD-CLN-013 Supply Units of Measure Procurement / standard UOM 10–20 Procurement Rare Finance / Procurement Committee
MD-CLN-014 UAE Facility & Zone Regulatory Tags DOH/DHA/MOH licensing data Per facility Compliance Officer On licence change Compliance / Quality

Note: Core shared entities (facilities, departments, locations, beds, encounters, users) are defined in other modules and referenced here; they are not duplicated as master data.

Setup Sequence

Data sets must be configured in the following dependency order.

flowchart TD A["Step 1: Shared Entities\nFacilities, Departments, Locations, Beds, Users"] --> B["Step 2: MD-CLN-006 Shift Definitions"] A --> C["Step 3: MD-CLN-014 Regulatory Tags"] A --> D["Step 4: MD-CLN-002 Cleaning Zones"] D --> E["Step 5: MD-CLN-001 Cleaning Protocols"] E --> F["Step 6: MD-CLN-003 Checklist Templates"] F --> G["Step 7: MD-CLN-004 Checklist Items"] E --> H["Step 8: MD-CLN-011 PPE Requirement Codes"] E --> I["Step 9: MD-CLN-005 Cleaning Agents / Supplies"] I --> J["Step 10: MD-CLN-013 Supply Units of Measure"] A --> K["Step 11: MD-CLN-008 Task Priority Codes"] A --> L["Step 12: MD-CLN-009 Task Types"] A --> M["Step 13: MD-CLN-010 Trigger Sources"] A --> N["Step 14: MD-CLN-012 Inspection Result Codes"] G --> O["Step 15: MD-CLN-007 Quality Scoring Criteria"] O --> P["System Ready for Cleaning Task Operations"]

Load Sequence (narrative):

  1. Load shared entities from their owning modules: facilities, departments, locations, beds, encounters, users.
  2. Configure Shift Definitions (MD-CLN-006) to support cleaning staff scheduling.
  3. Load Regulatory Tags (MD-CLN-014) to map zones/facilities to DOH/DHA/MOH requirements.
  4. Define Cleaning Zones (MD-CLN-002) linked to facilities/locations.
  5. Define Cleaning Protocols (MD-CLN-001), including protocol types and regulatory mapping.
  6. Create Checklist Templates (MD-CLN-003) per protocol.
  7. Populate Checklist Items (MD-CLN-004) for each template.
  8. Configure PPE Requirement Codes (MD-CLN-011) and link to protocols.
  9. Load Cleaning Agents / Supplies (MD-CLN-005) and link to protocols.
  10. Configure Supply Units of Measure (MD-CLN-013) used by supplies usage.
  11. Define Task Priority Codes (MD-CLN-008).
  12. Define Task Types (MD-CLN-009).
  13. Define Trigger Sources (MD-CLN-010).
  14. Define Inspection Result Codes (MD-CLN-012).
  15. Configure Quality Scoring Criteria (MD-CLN-007) referencing checklist items and inspection results.

Master Data Specifications

MD-CLN-001: Cleaning Protocols

Purpose

Standardised definitions of how different cleaning scenarios must be performed (e.g., standard discharge, enhanced isolation, terminal cleaning, OR turnover). Used to drive task duration estimates, checklists, PPE, and infection-control compliance (DOH/DHA/MOH).

Logical Table: cleaning_protocols (master-data subset)

Schema

Field Type Required Description
protocol_code VARCHAR(20) YES Unique code for protocol (e.g., STD_DISCHARGE)
display_name_en VARCHAR(200) YES English name
display_name_ar VARCHAR(200) YES Arabic name
protocol_type VARCHAR(30) YES Category: standard, enhanced, terminal, or_turnover, biohazard
description_en VARCHAR(500) YES English description
description_ar VARCHAR(500) YES Arabic description
estimated_duration_minutes INT YES Typical duration for KPI calculations
infection_risk_level VARCHAR(20) YES low, medium, high, very_high
doh_terminal_required BOOLEAN YES Whether DOH/DHA terminal cleaning requirement applies
default_ppe_code VARCHAR(20) YES FK to MD-CLN-011 PPE Requirement Codes
default_checklist_code VARCHAR(50) YES FK to MD-CLN-003 Checklist Templates
is_active BOOLEAN YES Active flag

Sample Data

protocol_code display_name_en display_name_ar protocol_type estimated_duration_minutes infection_risk_level doh_terminal_required default_ppe_code default_checklist_code
STD_DISCHARGE Standard Discharge Room Cleaning تنظيف غرفة خروج قياسي standard 30 low FALSE PPE-STD CL-STD-RM
ENH_ISOLATION Enhanced Isolation Room Cleaning تنظيف غرفة عزل معزز enhanced 45 medium FALSE PPE-ENH CL-ENH-ISO
TERM_CONTACT Terminal Cleaning – Contact Precautions تنظيف نهائي – احتياطات التلامس terminal 90 high TRUE PPE-TERM CL-TERM-CON
TERM_AIRBORNE Terminal Cleaning – Airborne Precautions تنظيف نهائي – احتياطات الانتقال الهوائي terminal 90 very_high TRUE PPE-TERM-RESP CL-TERM-AIR
OR_TURNOVER_STD OR Turnover – Standard Case تنظيف غرفة العمليات بين الحالات – قياسي or_turnover 25 medium FALSE PPE-OR CL-OR-STD
OR_TURNOVER_CONT OR Turnover – Contaminated Case تنظيف غرفة العمليات بين الحالات – ملوثة or_turnover 40 high TRUE PPE-OR-ENH CL-OR-CONT
BIOHAZARD_SPILL Biohazard Spill Cleanup تنظيف تسرب مواد خطرة بيولوجياً biohazard 60 high TRUE PPE-BIO CL-BIO-SPILL

Data Governance

  • Owner: Infection Control Officer
  • Approval process:
    1. Draft/changes proposed by Infection Control team.
    2. Reviewed by Facilities Manager and Quality/Compliance.
    3. Approved by Infection Control Committee.
    4. HIS configuration updated by Clinical Informatics / IT.
  • Update frequency: Annual review; ad-hoc on DOH/DHA/MOH circulars or outbreak protocols.
  • Change notification:
  • Email + in-system broadcast to cleaning staff, charge nurses, and bed management.
  • Updated SOPs and training sessions for high-impact changes.

Validation Rules

  • protocol_code must be unique, uppercase alphanumeric with underscores; length 3–20.
  • protocol_type must be one of the controlled values: standard, enhanced, terminal, or_turnover, biohazard.
  • estimated_duration_minutes > 0 and < 480.
  • default_ppe_code must exist in MD-CLN-011.
  • default_checklist_code must exist in MD-CLN-003.
  • doh_terminal_required = TRUE only allowed when protocol_type = 'terminal' or protocol_type = 'or_turnover'.
  • infection_risk_level must be one of low, medium, high, very_high.

MD-CLN-002: Cleaning Zones

Purpose

Logical grouping of physical locations (rooms, corridors, ORs) into zones for assignment, scheduling, and reporting (e.g., “Abu Dhabi Inpatient 3rd Floor East Wing”). Zones also carry regulatory tags (e.g., DOH-licensed ICU).

Logical Table: cleaning_zones (master-data subset)

Schema

Field Type Required Description
zone_code VARCHAR(20) YES Unique zone code (e.g., ADH-3E-MED)
display_name_en VARCHAR(200) YES English name
display_name_ar VARCHAR(200) YES Arabic name
facility_id BIGINT YES FK to facilities.facility_id
floor_label VARCHAR(20) YES Human-readable floor (e.g., 3, B1)
wing_en VARCHAR(50) NO Wing name English (e.g., East Wing)
wing_ar VARCHAR(50) NO Wing name Arabic
default_protocol_code VARCHAR(20) NO FK to MD-CLN-001 for routine cleaning
regulatory_tag_code VARCHAR(20) NO FK to MD-CLN-014 (e.g., DOH-ICU)
is_public_area BOOLEAN YES TRUE for lobbies, corridors, etc.
is_active BOOLEAN YES Active flag

Mapping of individual locations.location_id to zones is stored in the transactional cleaning_zones table via a separate mapping table in the implementation; here we define the zone master attributes.

Sample Data

zone_code display_name_en display_name_ar facility_id floor_label wing_en default_protocol_code regulatory_tag_code is_public_area
ADH-3E-MED ADH – 3rd Floor East – Medical Ward مستشفى أبوظبي – الطابق الثالث الشرقي – جناح الباطنية 101 3 East STD_DISCHARGE DOH-MED FALSE
ADH-ICU-2 ADH – 2nd Floor ICU مستشفى أبوظبي – الطابق الثاني – العناية المركزة 101 2 ICU ENH_ISOLATION DOH-ICU FALSE
DXB-OR-1 Dubai Main OR Suite Level 1 دبي – جناح العمليات الرئيسي – المستوى 1 201 1 OR Block A OR_TURNOVER_STD DHA-OR FALSE
DXB-OPD-G Dubai OPD Ground Floor دبي – العيادات الخارجية – الطابق الأرضي 201 G OPD STD_DISCHARGE DHA-OPD FALSE
ADH-LOBBY-G ADH Main Lobby Ground مستشفى أبوظبي – البهو الرئيسي – الأرضي 101 G Lobby STD_DISCHARGE DOH-PUBLIC TRUE

Data Governance

  • Owner: Facilities Manager
  • Approval process:
  • New/changed zones proposed by Facilities Planning.
  • Reviewed by IT (for mapping impact) and Infection Control (for protocol defaults).
  • Approved by Facilities Director.
  • Update frequency: On physical layout changes; annual reconciliation with CAD drawings.
  • Change notification:
  • Change log shared with cleaning supervisors and bed management.
  • Zone changes affecting clinical areas communicated to DOH/DHA if required.

Validation Rules

  • zone_code unique per organisation; pattern [A-Z0-9-]{3,20}.
  • facility_id must exist in facilities.
  • default_protocol_code must exist in MD-CLN-001 if not NULL.
  • regulatory_tag_code must exist in MD-CLN-014 if not NULL.
  • Public areas (is_public_area = TRUE) cannot be tagged with ICU/OR regulatory tags.

MD-CLN-003: Checklist Templates

Purpose

Template headers for cleaning checklists associated with protocols (e.g., “Standard Inpatient Room Checklist”). Items are defined in MD-CLN-004.

Logical Table: cleaning_checklists (master-data subset)

Schema

Field Type Required Description
checklist_code VARCHAR(50) YES Unique code (e.g., CL-STD-RM)
display_name_en VARCHAR(200) YES English name
display_name_ar VARCHAR(200) YES Arabic name
protocol_code VARCHAR(20) YES FK to MD-CLN-001
description_en VARCHAR(500) NO English description
description_ar VARCHAR(500) NO Arabic description
items_count INT NO Number of items (derived)
is_active BOOLEAN YES Active flag

Sample Data

checklist_code display_name_en display_name_ar protocol_code
CL-STD-RM Standard Inpatient Room Checklist قائمة التحقق لغرفة التنويم القياسية STD_DISCHARGE
CL-ENH-ISO Enhanced Isolation Room Checklist قائمة التحقق لغرفة العزل المعززة ENH_ISOLATION
CL-TERM-CON Terminal Cleaning – Contact Precautions Checklist قائمة التحقق للتنظيف النهائي – احتياطات التلامس TERM_CONTACT
CL-TERM-AIR Terminal Cleaning – Airborne Precautions Checklist قائمة التحقق للتنظيف النهائي – احتياطات الانتقال الهوائي TERM_AIRBORNE
CL-OR-STD OR Turnover – Standard Case Checklist قائمة التحقق لتنظيف غرفة العمليات بين الحالات – قياسي OR_TURNOVER_STD
CL-OR-CONT OR Turnover – Contaminated Case Checklist قائمة التحقق لتنظيف غرفة العمليات بين الحالات – ملوثة OR_TURNOVER_CONT
CL-BIO-SPILL Biohazard Spill Cleanup Checklist قائمة التحقق لتنظيف تسرب المواد الخطرة بيولوجياً BIOHAZARD_SPILL

Data Governance

  • Owner: Facilities Manager
  • Approval: Infection Control Officer for clinical areas; OR Director for OR-specific templates.
  • Update frequency: Annual review; on protocol change or audit findings.
  • Change notification:
  • Updated templates communicated via training and in-app “What’s New” banner.
  • Old templates deactivated but retained for audit history.

Validation Rules

  • checklist_code unique; pattern [A-Z0-9-]{3,50}.
  • protocol_code must exist and be active in MD-CLN-001.
  • is_active = TRUE only if associated protocol is active.
  • items_count must match count of active items in MD-CLN-004 (system-maintained).

MD-CLN-004: Checklist Items

Purpose

Atomic steps in each cleaning checklist (e.g., “Disinfect bed rails with approved agent”). Used in staff mobile app and inspection forms.

Logical Table: cleaning_checklist_items (master-data subset)

Schema

Field Type Required Description
item_code VARCHAR(50) YES Unique item code (e.g., CL-STD-RM-001)
checklist_code VARCHAR(50) YES FK to MD-CLN-003
display_text_en VARCHAR(300) YES English item text
display_text_ar VARCHAR(300) YES Arabic item text
category_en VARCHAR(100) NO Category (e.g., Bed, Bathroom, High-touch surfaces)
category_ar VARCHAR(100) NO Arabic category
display_order INT YES Order in checklist
is_mandatory BOOLEAN YES Must be completed to close task
requires_photo BOOLEAN YES Whether photo evidence is required
infection_critical BOOLEAN YES TRUE if critical for infection control scoring
is_active BOOLEAN YES Active flag

Sample Data

item_code checklist_code display_text_en display_text_ar category_en display_order is_mandatory infection_critical
CL-STD-RM-001 CL-STD-RM Remove used linen and waste إزالة الأغطية المستعملة والنفايات Preparation 1 TRUE FALSE
CL-STD-RM-005 CL-STD-RM Disinfect bed rails and headboard with approved agent تعقيم حواجز السرير ولوح الرأس بالمطهر المعتمد Bed 5 TRUE TRUE
CL-STD-RM-010 CL-STD-RM Clean and disinfect bathroom fixtures تنظيف وتعقيم تجهيزات الحمام Bathroom 10 TRUE TRUE
CL-TERM-CON-015 CL-TERM-CON Disinfect all high-touch surfaces (switches, handles, call bell) تعقيم جميع الأسطح عالية الملامسة (المفاتيح، المقابض، جرس النداء) High-touch 15 TRUE TRUE
CL-OR-STD-008 CL-OR-STD Disinfect operating table and side rails تعقيم طاولة العمليات وحواجزها الجانبية OR Table 8 TRUE TRUE
CL-BIO-SPILL-003 CL-BIO-SPILL Apply appropriate disinfectant with required contact time وضع المطهر المناسب مع الالتزام بزمن التلامس المطلوب Biohazard 3 TRUE TRUE

Data Governance

  • Owner: Facilities Manager
  • Approval: Infection Control Officer (clinical areas), OR Director (OR items).
  • Update frequency: With any template change; annual review.
  • Change notification:
  • Changes to mandatory or infection-critical items require targeted training.
  • Versioning maintained for audit (especially for terminal cleaning).

Validation Rules

  • item_code unique; must start with checklist_code prefix for traceability.
  • display_order must be positive integer; unique per checklist_code.
  • At least one is_mandatory = TRUE item per checklist.
  • For terminal protocols, at least one infection_critical = TRUE item per category (Bed, Bathroom, Equipment).

MD-CLN-005: Cleaning Agents / Supplies

Purpose

Approved list of cleaning agents and supplies (e.g., disinfectants, wipes, PPE) used during cleaning tasks, aligned with infection control and procurement. Supports traceability for outbreaks and DOH/DHA audits.

Logical Table: cleaning_supplies_master (master-data table; referenced by cleaning_supplies_usage)

Schema

Field Type Required Description
supply_code VARCHAR(30) YES Unique code (e.g., DISINF-QAC-1L)
display_name_en VARCHAR(200) YES English name
display_name_ar VARCHAR(200) YES Arabic name
category VARCHAR(50) YES disinfectant, detergent, wipe, PPE, tool
active_ingredient_en VARCHAR(200) NO English active ingredient
active_ingredient_ar VARCHAR(200) NO Arabic active ingredient
concentration VARCHAR(50) NO e.g., 0.5%
contact_time_minutes INT NO Required wet contact time
uom_code VARCHAR(20) YES FK to MD-CLN-013 (e.g., ML, PIECE)
moh_approval_ref VARCHAR(50) NO MOH/EDE registration or approval reference if applicable
is_for_terminal BOOLEAN YES TRUE if allowed for terminal cleaning
is_active BOOLEAN YES Active flag

Sample Data

supply_code display_name_en display_name_ar category active_ingredient_en concentration contact_time_minutes uom_code is_for_terminal
DISINF-QAC-1L QAC Surface Disinfectant 1L مطهر أسطح QAC سعة 1 لتر disinfectant Quaternary ammonium compounds 0.5% 10 ML FALSE
DISINF-CHLOR-5L Sodium Hypochlorite 5L هيبوكلوريت الصوديوم 5 لتر disinfectant Sodium hypochlorite 0.1% 5 ML TRUE
WIPE-ALC-200 Alcohol Wipes (200 pcs) مناديل كحولية (200 قطعة) wipe Isopropyl alcohol 70% 1 PIECE TRUE
PPE-N95 N95 Respirator Mask كمامة تنفسية N95 PPE N/A N/A 0 PIECE TRUE
PPE-GOWN-ISO Isolation Gown Disposable مريلة عزل للاستعمال مرة واحدة PPE N/A N/A 0 PIECE TRUE
TOOL-MOP-MICRO Microfiber Mop Head ممسحة من الألياف الدقيقة tool N/A N/A 0 PIECE FALSE

Data Governance

  • Owner: Facilities Manager
  • Approval: Infection Control Officer (for disinfectants/PPE), Procurement (for suppliers).
  • Update frequency: On new product introduction, supplier change, or regulatory update.
  • Change notification:
  • New/retired agents communicated to cleaning staff and infection control.
  • Terminal-cleaning-capable agents flagged in training materials.

Validation Rules

  • supply_code unique; pattern [A-Z0-9-]{3,30}.
  • category must be one of defined values.
  • uom_code must exist in MD-CLN-013.
  • If is_for_terminal = TRUE, contact_time_minutes must be > 0 and category must be disinfectant or wipe.
  • moh_approval_ref required for high-level disinfectants as per MOH/EDE policy (system can enforce per category).

MD-CLN-006: Shift Definitions

Purpose

Standard shift definitions for cleaning staff (e.g., morning, evening, night) used in scheduling and utilisation KPIs.

Logical Table: cleaning_shift_definitions

Schema

Field Type Required Description
shift_code VARCHAR(20) YES Unique code (e.g., MORNING)
display_name_en VARCHAR(100) YES English name
display_name_ar VARCHAR(100) YES Arabic name
start_time TIME YES Shift start (24h)
end_time TIME YES Shift end (24h)
is_night_shift BOOLEAN YES TRUE if qualifies as night shift (for HR rules)
max_hours INT YES Max hours per shift (for validation)
is_active BOOLEAN YES Active flag

Sample Data

shift_code display_name_en display_name_ar start_time end_time is_night_shift max_hours
MORNING Morning Shift الوردية الصباحية 07:00 15:00 FALSE 8
EVENING Evening Shift الوردية المسائية 15:00 23:00 FALSE 8
NIGHT Night Shift الوردية الليلية 23:00 07:00 TRUE 8
SPLIT-AM Split Shift AM وردية مجزأة صباحية 08:00 12:00 FALSE 4
SPLIT-PM Split Shift PM وردية مجزأة مسائية 16:00 20:00 FALSE 4

Data Governance

  • Owner: Facilities Manager
  • Approval: HR Manager.
  • Update frequency: Rare; when staffing model changes.
  • Change notification:
  • Communicated to cleaning staff and supervisors.
  • Ensure alignment with HR payroll and rostering systems.

Validation Rules

  • shift_code unique.
  • max_hours must equal or exceed actual duration (taking into account overnight wrap for night shifts).
  • Night shifts must have is_night_shift = TRUE.

MD-CLN-007: Quality Scoring Criteria

Purpose

Standard scoring model for cleaning inspections (e.g., pass/fail thresholds, weight per category) to support KPIs like Quality Inspection Pass Rate and Terminal Cleaning Compliance.

Logical Table: cleaning_quality_criteria

Schema

Field Type Required Description
criteria_code VARCHAR(30) YES Unique code (e.g., GEN-ROOM-SCORE)
display_name_en VARCHAR(200) YES English name
display_name_ar VARCHAR(200) YES Arabic name
applicable_protocol_type VARCHAR(30) YES standard, terminal, or_turnover, all
min_pass_score INT YES Minimum score to pass (0–100)
weight_bed_area INT YES Weight for bed area (0–100)
weight_bathroom INT YES Weight for bathroom (0–100)
weight_high_touch INT YES Weight for high-touch surfaces (0–100)
requires_atp_testing BOOLEAN YES TRUE if ATP bioluminescence required
requires_photo_evidence BOOLEAN YES TRUE if photos mandatory
is_active BOOLEAN YES Active flag

Weights are used to compute inspection score in cleaning_inspections.

Sample Data

criteria_code display_name_en display_name_ar applicable_protocol_type min_pass_score weight_bed_area weight_bathroom weight_high_touch requires_atp_testing
GEN-ROOM-SCORE General Inpatient Room Scoring معايير تقييم غرف التنويم العامة standard 85 30 30 40 FALSE
TERM-ROOM-SCORE Terminal Cleaning Room Scoring معايير تقييم التنظيف النهائي للغرف terminal 95 30 30 40 TRUE
OR-TURN-SCORE OR Turnover Scoring معايير تقييم تنظيف غرفة العمليات بين الحالات or_turnover 90 40 0 60 TRUE
PUBLIC-AREA-SCORE Public Area Scoring معايير تقييم المناطق العامة standard 80 0 20 80 FALSE

Data Governance

  • Owner: Infection Control Officer
  • Approval: Infection Control Committee + Quality Department.
  • Update frequency: Annual; after DOH/DHA audits or internal quality reviews.
  • Change notification:
  • Communicated to inspectors and facilities management.
  • KPI dashboards updated to reflect new thresholds.

Validation Rules

  • min_pass_score between 0 and 100.
  • Sum of weights (weight_bed_area + weight_bathroom + weight_high_touch) must equal 100 for applicable areas.
  • applicable_protocol_type must be one of standard, terminal, or_turnover, all.

MD-CLN-008: Task Priority Codes

Purpose

Standard priority levels for cleaning tasks (e.g., STAT, High, Routine) used in dispatcher board and SLA monitoring.

Logical Table: cleaning_task_priorities

Schema

Field Type Required Description
priority_code VARCHAR(20) YES Unique code (e.g., STAT)
display_name_en VARCHAR(100) YES English name
display_name_ar VARCHAR(100) YES Arabic name
sla_minutes INT YES Target response time in minutes
color_hex VARCHAR(7) NO UI colour (e.g., #FF0000)
is_default BOOLEAN YES Default for scheduled tasks
is_active BOOLEAN YES Active flag

Sample Data

priority_code display_name_en display_name_ar sla_minutes color_hex is_default
STAT Stat / Emergency عاجل جدًا / طارئ 5 #FF0000 FALSE
HIGH High Priority أولوية عالية 15 #FF9900 FALSE
ROUTINE Routine عادي 30 #00AAFF TRUE
LOW Low Priority أولوية منخفضة 60 #00CC66 FALSE

Data Governance

  • Owner: Facilities Manager
  • Approval: COO / Operations.
  • Update frequency: Rare.
  • Change notification:
  • Communicated to dispatchers and nursing leadership.
  • SLA reports adjusted accordingly.

Validation Rules

  • priority_code unique.
  • sla_minutes > 0.
  • Only one is_default = TRUE.

MD-CLN-009: Task Types

Purpose

Categorisation of cleaning tasks (e.g., discharge, terminal, OR turnover, spill) for routing, reporting, and KPI segmentation.

Logical Table: cleaning_task_types

Schema

Field Type Required Description
task_type_code VARCHAR(30) YES Unique code (e.g., DISCHARGE)
display_name_en VARCHAR(150) YES English name
display_name_ar VARCHAR(150) YES Arabic name
category VARCHAR(30) YES bed, or, public_area, biohazard, scheduled, adhoc
default_protocol_code VARCHAR(20) YES FK to MD-CLN-001
requires_inspection BOOLEAN YES Whether inspection is mandatory
is_active BOOLEAN YES Active flag

Sample Data

task_type_code display_name_en display_name_ar category default_protocol_code requires_inspection
DISCHARGE Discharge / Transfer Bed Cleaning تنظيف السرير بعد خروج / نقل المريض bed STD_DISCHARGE FALSE
DISCHARGE_TERM Discharge Terminal Cleaning تنظيف نهائي بعد خروج المريض bed TERM_CONTACT TRUE
OR_TURNOVER OR Turnover Cleaning تنظيف غرفة العمليات بين الحالات or OR_TURNOVER_STD TRUE
ROUTINE_ZONE Scheduled Routine Zone Cleaning تنظيف روتيني مجدول للمنطقة scheduled STD_DISCHARGE FALSE
SPILL Spill Cleanup تنظيف انسكاب adhoc STD_DISCHARGE FALSE
BIOHAZARD Biohazard / Body Fluid Cleanup تنظيف مواد خطرة بيولوجياً / سوائل الجسم biohazard BIOHAZARD_SPILL TRUE

Data Governance

  • Owner: Facilities Manager
  • Approval: Infection Control Officer (for clinical-related types).
  • Update frequency: Annual; on workflow changes.
  • Change notification:
  • Updated routing rules communicated to dispatchers and nursing.

Validation Rules

  • task_type_code unique.
  • category must be from controlled list.
  • default_protocol_code must exist and be appropriate (e.g., biohazard types must use biohazard protocol_type).

MD-CLN-010: Trigger Sources

Purpose

Standard codes describing how a cleaning task was initiated (e.g., ADT discharge event, OR case completion, manual request). Used for integration mapping and analytics.

Logical Table: cleaning_trigger_sources

Schema

Field Type Required Description
trigger_code VARCHAR(30) YES Unique code (e.g., ADT_DISCHARGE)
display_name_en VARCHAR(150) YES English name
display_name_ar VARCHAR(150) YES Arabic name
source_system_en VARCHAR(100) YES Source system English (e.g., Scheduling – Bed Management)
source_system_ar VARCHAR(100) YES Source system Arabic
is_external BOOLEAN YES TRUE if from external system/HIE
is_active BOOLEAN YES Active flag

Sample Data

trigger_code display_name_en display_name_ar source_system_en is_external
ADT_DISCHARGE ADT Discharge Event (A03) حدث خروج المريض (A03) Scheduling – Bed Management FALSE
ADT_TRANSFER ADT Transfer Event (A02) حدث نقل المريض (A02) Scheduling – Bed Management FALSE
OR_CASE_END OR Case Completion انتهاء حالة غرفة العمليات OR Management FALSE
SCHEDULED Scheduled Routine Task مهمة روتينية مجدولة Cleaning Schedule Engine FALSE
MANUAL_REQUEST Manual Request via Portal طلب يدوي عبر البوابة Nursing / Staff Portal FALSE
EMERGENCY_CALL Emergency Call Center طلب طارئ عبر مركز الاتصالات Call Center FALSE

Data Governance

  • Owner: IT / HIS Admin
  • Approval: HIS Governance Committee.
  • Update frequency: Rare; when new integration is added.
  • Change notification:
  • Integration team and affected modules informed.

Validation Rules

  • trigger_code unique.
  • is_external = TRUE only for HIE or external work-order integrations (not shown in sample but supported).

MD-CLN-011: PPE Requirement Codes

Purpose

Standard PPE bundles required for specific protocols (e.g., gloves + gown, airborne precautions). Used to display PPE instructions to staff and for compliance reporting.

Logical Table: cleaning_ppe_requirements

Schema

Field Type Required Description
ppe_code VARCHAR(20) YES Unique code (e.g., PPE-TERM)
display_name_en VARCHAR(150) YES English name
display_name_ar VARCHAR(150) YES Arabic name
includes_gloves BOOLEAN YES Gloves required
includes_gown BOOLEAN YES Gown required
includes_mask BOOLEAN YES Surgical mask required
includes_respirator BOOLEAN YES N95/FFP2 respirator required
includes_eye_protection BOOLEAN YES Goggles/face shield required
notes_en VARCHAR(300) NO English notes
notes_ar VARCHAR(300) NO Arabic notes
is_active BOOLEAN YES Active flag

Sample Data

ppe_code display_name_en display_name_ar includes_gloves includes_gown includes_mask includes_respirator includes_eye_protection
PPE-STD Standard PPE معدات الوقاية القياسية TRUE FALSE TRUE FALSE FALSE
PPE-ENH Enhanced Contact PPE معدات وقاية معززة للتلامس TRUE TRUE TRUE FALSE TRUE
PPE-TERM Terminal Cleaning PPE معدات الوقاية للتنظيف النهائي TRUE TRUE TRUE FALSE TRUE
PPE-TERM-RESP Terminal Cleaning with Respirator معدات الوقاية للتنظيف النهائي مع كمامة تنفسية TRUE TRUE FALSE TRUE TRUE
PPE-OR OR Turnover PPE معدات الوقاية لتنظيف غرفة العمليات TRUE TRUE TRUE FALSE TRUE
PPE-BIO Biohazard Cleanup PPE معدات الوقاية لتنظيف المواد الخطرة بيولوجياً TRUE TRUE FALSE TRUE TRUE

Data Governance

  • Owner: Infection Control Officer
  • Approval: Infection Control Committee.
  • Update frequency: On guideline change (e.g., respiratory disease outbreaks).
  • Change notification:
  • Mandatory training for staff when PPE requirements change.
  • Updated signage and digital job aids.

Validation Rules

  • ppe_code unique.
  • At least one PPE element must be TRUE.
  • Respirator-only configurations must include includes_eye_protection = TRUE for high-risk protocols (enforced by policy).

MD-CLN-012: Inspection Result Codes

Purpose

Standard result codes for inspections (pass/fail/conditional) used in cleaning_inspections and quality dashboards.

Logical Table: cleaning_inspection_results

Schema

Field Type Required Description
result_code VARCHAR(20) YES Unique code (e.g., PASS)
display_name_en VARCHAR(100) YES English name
display_name_ar VARCHAR(100) YES Arabic name
is_pass BOOLEAN YES TRUE if considered pass for KPI
requires_reclean BOOLEAN YES TRUE if re-cleaning task must be created
description_en VARCHAR(300) NO English description
description_ar VARCHAR(300) NO Arabic description
is_active BOOLEAN YES Active flag

Sample Data

result_code display_name_en display_name_ar is_pass requires_reclean
PASS Pass ناجح TRUE FALSE
FAIL Fail غير ناجح FALSE TRUE
CONDITIONAL Conditional Pass (Minor Issues) نجاح مشروط (ملاحظات بسيطة) TRUE FALSE
FAIL-CRIT Fail – Critical Infection Risk فشل – خطر عدوى حرج FALSE TRUE

Data Governance

  • Owner: Infection Control Officer
  • Approval: Infection Control Committee.
  • Update frequency: Rare.
  • Change notification:
  • Communicated to inspectors and facilities management.

Validation Rules

  • result_code unique.
  • At least one is_pass = TRUE and one is_pass = FALSE code must exist.
  • requires_reclean = TRUE only allowed when is_pass = FALSE.

MD-CLN-013: Supply Units of Measure

Purpose

Standard units of measure for supplies usage (e.g., ml, litre, piece) to ensure consistent reporting and procurement alignment.

Logical Table: cleaning_supply_uom

Schema

Field Type Required Description
uom_code VARCHAR(20) YES Unique code (e.g., ML)
display_name_en VARCHAR(50) YES English name
display_name_ar VARCHAR(50) YES Arabic name
base_unit VARCHAR(20) NO Base unit for conversion (e.g., ML, PIECE)
conversion_factor DECIMAL(10,4) NO Factor to convert to base unit
is_active BOOLEAN YES Active flag

Sample Data

uom_code display_name_en display_name_ar base_unit conversion_factor
ML Millilitre ملليلتر ML 1.0000
L Litre لتر ML 1000.0000
PIECE Piece قطعة PIECE 1.0000
BOX Box علبة PIECE 50.0000
PACK Pack عبوة PIECE 10.0000

Data Governance

  • Owner: Procurement
  • Approval: Finance / Procurement Committee.
  • Update frequency: Rare.
  • Change notification:
  • Communicated to inventory and reporting teams.

Validation Rules

  • uom_code unique.
  • If base_unit is not NULL, conversion_factor must be > 0.
  • Base units must reference themselves with factor 1.0.

MD-CLN-014: UAE Facility & Zone Regulatory Tags

Purpose

Tags indicating regulatory classification of zones/facilities (e.g., DOH ICU, DHA OR, MOH Isolation) to support compliance reporting and protocol enforcement.

Logical Table: cleaning_regulatory_tags

Schema

Field Type Required Description
tag_code VARCHAR(20) YES Unique code (e.g., DOH-ICU)
display_name_en VARCHAR(150) YES English name
display_name_ar VARCHAR(150) YES Arabic name
authority VARCHAR(20) YES DOH, DHA, MOH
description_en VARCHAR(300) NO English description
description_ar VARCHAR(300) NO Arabic description
requires_terminal_on_discharge BOOLEAN YES Whether terminal cleaning is mandatory on discharge
requires_additional_logging BOOLEAN YES Whether extra documentation is required
is_active BOOLEAN YES Active flag

Sample Data

tag_code display_name_en display_name_ar authority requires_terminal_on_discharge requires_additional_logging
DOH-ICU DOH – Intensive Care Unit دائرة الصحة – وحدة العناية المركزة DOH TRUE TRUE
DOH-ISOL DOH – Isolation Room دائرة الصحة – غرفة عزل DOH TRUE TRUE
DHA-OR DHA – Operating Theatre هيئة الصحة بدبي – غرفة عمليات DHA TRUE TRUE
DHA-OPD DHA – Outpatient Department هيئة الصحة بدبي – قسم العيادات الخارجية DHA FALSE FALSE
MOH-DIAL MOH – Dialysis Unit وزارة الصحة – وحدة غسيل الكلى MOH TRUE TRUE

Data Governance

  • Owner: Compliance Officer
  • Approval: Hospital Executive + Regulatory Affairs.
  • Update frequency: On licence or regulatory change.
  • Change notification:
  • Communicated to infection control, facilities, and quality teams.
  • May require protocol updates.

Validation Rules

  • tag_code unique.
  • authority must be one of DOH, DHA, MOH.
  • If requires_terminal_on_discharge = TRUE, associated zones must have terminal protocols configured.

Configuration Parameters

Parameter Type Default Description Governance
cleaning.max_tasks_per_staff Integer 10 Maximum concurrent open tasks per cleaning staff member Facilities Manager + IT
cleaning.default_priority_code String ROUTINE Default priority for scheduled tasks Facilities Manager
cleaning.stat_priority_code String STAT Priority code used for emergency requests Facilities Manager
cleaning.terminal_inspection_required Boolean true Require inspection before room marked ready for terminal cleaning tasks Infection Control Officer
cleaning.auto_assign_by_zone Boolean true Automatically assign tasks to staff based on zone allocation Cleaning Supervisor
cleaning.qr_required_to_start Boolean true Require QR scan at location to start task Facilities Manager
cleaning.qr_required_to_complete Boolean true Require QR scan at location to complete task Facilities Manager
cleaning.max_response_delay_minutes_discharge Integer 15 SLA for discharge cleaning response time Facilities Manager
cleaning.max_response_delay_minutes_or Integer 10 SLA for OR turnover cleaning response time OR Director + Facilities
cleaning.max_response_delay_minutes_routine Integer 30 SLA for routine scheduled cleaning response time Facilities Manager
cleaning.enable_supply_tracking Boolean true Enable mandatory recording of supplies used per task Facilities Manager + Procurement
cleaning.min_photo_for_fail Integer 1 Minimum photos required when inspection result is FAIL Infection Control Officer
cleaning.audit_log_retention_years Integer 10 Years to retain cleaning and inspection logs (align with UAE PDPL and DOH/DHA) Compliance Officer + IT
cleaning.notify_bed_mgmt_on_ready Boolean true Automatically notify bed management when bed becomes “Clean/Ready” Bed Management Coordinator
cleaning.notify_or_board_on_ready Boolean true Automatically update OR board when OR cleaning completed OR Director + IT

Data Load Procedures

Initial Load

  1. Source Identification - Gather existing paper SOPs, infection control policies, DOH/DHA/MOH circulars, and facilities layout plans. - Obtain approved lists of disinfectants and PPE from Procurement and Infection Control.

  2. Template Preparation - Use standard CSV templates for each master data set:

    • cleaning_protocols.csv (MD-CLN-001)
    • cleaning_zones.csv (MD-CLN-002)
    • cleaning_checklists.csv (MD-CLN-003)
    • cleaning_checklist_items.csv (MD-CLN-004)
    • cleaning_supplies_master.csv (MD-CLN-005)
    • cleaning_shift_definitions.csv (MD-CLN-006)
    • cleaning_quality_criteria.csv (MD-CLN-007)
    • cleaning_task_priorities.csv (MD-CLN-008)
    • cleaning_task_types.csv (MD-CLN-009)
    • cleaning_trigger_sources.csv (MD-CLN-010)
    • cleaning_ppe_requirements.csv (MD-CLN-011)
    • cleaning_inspection_results.csv (MD-CLN-012)
    • cleaning_supply_uom.csv (MD-CLN-013)
    • cleaning_regulatory_tags.csv (MD-CLN-014)

  3. Data Mapping & Cleansing - Map existing manual categories to new codes (e.g., “terminal clean” → TERM_CONTACT). - Validate bilingual fields (English/Arabic) with clinical and Arabic-speaking staff. - Ensure all protocols and zones have appropriate regulatory tags where required.

  4. Import Process - Load in dependency order defined in the Setup Sequence. - Use admin UI or backend import API accepting CSV/JSON. - For each file:

    • Run syntactic validation (required columns, data types).
    • Run referential validation (FKs to other master sets and shared entities).
    • Run business validation (e.g., weights sum to 100, SLA > 0).

  5. Pilot & UAT - Deploy master data to a UAT environment. - Run end-to-end workflows (discharge cleaning, OR turnover, terminal cleaning). - Validate KPIs (bed turnaround time, OR turnover) against expected benchmarks.

  6. Production Cutover - Freeze changes in source documents during cutover window. - Re-export final approved master data from UAT and import into production. - Obtain sign-off from Infection Control, Facilities, OR, and Bed Management.

Ongoing Synchronization

  • Policy Changes (Protocols, PPE, Quality Criteria)
  • Managed via controlled change requests.
  • Changes entered via configuration UI by authorised roles.

  • Versioning maintained for audit; old records marked inactive, not deleted.

  • Facility Layout Changes (Zones)

  • Triggered by Facilities Planning.
  • New/updated zones created; mapping to locations updated.

  • Historical tasks retain original zone reference.

  • Supplies & UOM

  • Synced with procurement/inventory system via internal API or periodic CSV import.
  • Only supplies flagged as “approved for clinical cleaning” imported into cleaning module.

Import/Export Formats

  • Import: CSV (UTF-8) and JSON supported.
  • CSV column names must match schema field names.
  • JSON arrays of objects with same fields.
  • Export: CSV/JSON for:
  • Regulatory reporting (e.g., terminal cleaning logs for DOH/DHA).
  • Internal audits and training material updates.

Validation on Import

  • Technical Validation
  • Data type checks (e.g., integer fields, boolean values true/false).
  • Length checks for codes and names.

  • Duplicate code detection.

  • Referential Integrity

  • All FK references (protocols, checklists, PPE, UOM, regulatory tags) must exist and be active.

  • Facility and location IDs must exist in shared master tables.

  • Business Rules

  • SLA and duration thresholds (e.g., no negative or zero durations).
  • Weight sums and pass thresholds for quality criteria.

  • Regulatory consistency (e.g., ICU tags must require terminal cleaning).

  • UAE Regulatory Alignment

  • For disinfectants used in terminal cleaning, moh_approval_ref should be populated and cross-checked against MOH/EDE-approved lists where available.
  • Retention and change logs maintained in line with UAE PDPL and DOH/DHA documentation requirements.

All validation errors must be reported with line numbers and clear messages, and no partial load should occur unless explicitly configured to allow it with a rollback mechanism.

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