Optimize cleaning activities agentic workflow
Summarize
Summary of Optimize Cleaning Activities Agentic Workflow
The Optimize Cleaning Activities agentic workflow helps Workplace teams efficiently schedule and manage cleaning and maintenance tasks based on actual space utilization. By leveraging AI agents, it analyzes employee reservation data and visitor registrations for specific office locations and dates to determine whether cleaning requests are necessary. The workflow automatically deactivates maintenance cases for locations with utilization below a defined minimum threshold (40%) and optimizes cleaning schedules to reduce space wastage and improve the workplace experience.
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Key Features
- Automated Case Retrieval: The Case Aggregator AI agent collects all open maintenance cases related to cleaning or maintenance on a floor within a building, focusing on cases scheduled within the next 48 hours.
- Utilization Rate Calculation: The Utilization Rate AI agent calculates the utilization rate for each maintenance case using reservation and visitor data, providing key input for optimization.
- Case Optimization: The Case Optimizer AI agent reviews cases grouped by location, schedule, and date to ensure maintenance activities align with utilization thresholds. It creates new maintenance cases when utilization is high and deactivates cases when utilization is low, while maintaining minimum case availability to ensure adequate cleaning coverage.
- Autonomous Operation: These AI agents operate independently on selected building floors without requiring manual approvals, streamlining maintenance scheduling.
- Configuration Options: Workplace Maintenance Managers and Administrators can configure and manage this agentic AI workflow to tailor it to organizational needs.
What ServiceNow Customers Can Expect
This workflow enables ServiceNow Workplace teams to optimize cleaning and maintenance schedules dynamically based on real usage patterns, reducing unnecessary cleaning efforts and costs associated with underutilized spaces. By automating case management and leveraging AI-driven utilization analysis, customers can expect improved workplace hygiene management, better resource allocation, and enhanced employee workplace experience without manual intervention.
This team of workplace agents can find open maintenance cases and optimize it for workplace maintenance activities. These agents can optimize a maintenance case based on the utilization rate of a location for which a maintenance case is created.
Optimize cleaning activities agentic workflow overview
This AI agentic workflow enables Workplace teams to schedule and manage cleaning and other maintenance schedules based on space utilization and optimization. This agentic AI retrieves employee reservation data and visitor registration planned for a specific office location and date. It checks the minimum and maximum space utilization threshold to see if cleaning requests are required. It deactivates the cases when a location shows a minimum utilization threshold value (below 40). The agents optimize the cleaning schedule based on how workplace employees plan to use a space or location. It checks space wastage to provide the optimum workplace experience to employees. For more information, see Optimize cleaning activities agent overview.
AI agents used in optimize cleaning activities workflow
| AI agent Name | Description |
|---|---|
| Case aggregator AI agent | This agent fetches all the open maintenance cases based on the maintenance plan ID. Each workplace maintenance case represents a cleaning or a maintenance case for a location for a scheduled interval. The optimization is done
on a floor of a selected building. It fetches all the maintenance plan records that satisfy certain criteria. For example, it fetches a set of maintenance plans, and looks for cases that are open for the next 48 hours. The state of the cases should be in Draft, Ready, or Awaiting for approval. For more information, see Create and publish maintenance plans. This agent also considers workplace reservations on a floor. If a case is opened for washroom maintenance, the agent identifies the floor on which the washroom is located. It also considers the number of workplace reservations, visitor registrations, and permanent seat assignments before retrieving the space optimization threshold value. |
| Utilization rate AI agent | This agent can take a list of available maintenance cases to calculate the utilization rate for each case. This utilization rate is used to optimize the cases. It uses the Utilization rate calculator to calculate the utilization rate. |
| Case Optimizer AI agent | The Case Utilization Optimizer analyzes cases grouped by location, schedule type, and date to optimize resource utilization. It confirms cases stay within defined utilization thresholds by creating cases when utilization is too high and deactivating underutilized cases. |
Case Optimizer AI Agent
The Case Optimizer AI Agent analyzes cases grouped by location, schedule type, and date to optimize resource utilization. It verifies that maintenance cases stay within the defined utilization thresholds. It creates maintenance cases when the utilization threshold is too high. When the utilization threshold is low, it deactivates the maintenance cases for underutilized floors. While deactivating a maintenance case, this agent ensures minimum case availability for each maintenance schedule group. It retains at least one maintenance case before deactivating all underutilized maintenance cases. The output from the Utilization rate AI agent is given as input to this agent for space optimization.
Case Aggregator AI Agent
This agent gets all open maintenance cases based on the maintenance plan Id. Each workplace maintenance case represents a cleaning or a maintenance case on a location for a certain time interval, also known as schedule. This agent fetches the open maintenance cases (maintenance plan record IDs) in the maintenance management system.
Utilization rate AI Agent
This agent can take a list of maintenance cases available and calculate the utilization rate of each case. This utilization rate is used to optimize the cases. This agent takes a list of maintenance cases as input and calculates the utilization rate for locations for a given schedule.