Tips & Updates

April 2015

Agenda• AiM Navigation Tips• Logging On• Icons & Fields worth noting• Browser Choices

• “Work Control” • Using a “Project Number” in AiM• Vehicle Registration in AiM

• E-mails sent in AiM• System generated• Manually generated

• Report Requests• Know Who to Contact with Questions

“Logging On” in Aim…

• from the UNCW Faculty & Staff webpage

• from the AiM Information webpage in Facilities• http://www.uncw.edu/aim/

• from My Seaport

ICONS & Fields worth noting…• QUICK ICONS• Search (Magnifying glass)• New (Blank page)

• SHOW ALL Icon• “Green Lines” icon• Allows you to view the entire list of choices

• BACK TO BROWSE Icon• “Open Book” icon• Allows you to go back to your search items list

• ENTRY at the Bottom Right of the Screen Field• Allows you to directly go to the customer request or work

order by typing in the number

Browser Choices for using AiM…

• Internet Explorer• Mozilla Firefox• Google Chrome (provides a spell check)

NOTE: Problems with access or exporting reports may have to do with the browser you are using. Please contact Clete Hayes (ext. 23868) or TAC (ext. 24357).

Work Control… using a Project Number

• Create a “Project Number” to group a set of work orders for a particular purpose• Process• Contact Work Control Manager to set up a project number• Include that project number in the description of your

Customer Request

• Benefits to you• Group costs for a particular set of work orders• Easily group work orders for a particular event

Work Control… for Vehicle Registration

• Register NEW vehicles maintained by the Garage• Process

• Fill out the Garage Equipment/Vehicle Identification Record form located on the Facilities webpage for NEW Vehicles

• http://www.uncw.edu/physicalplant/forms.htm• Send to Clete Hayes (hayesl@uncw.edu)

• Update Asset information for TRANSFERS and SURPLUS vehicles maintained by the Garage

• Contact Clete Hayes (hayesl@uncw.edu) with adjustments

• Benefits to you• Manage vehicle inventory by organization• Manage vehicle repairs and costs by accessing a single asset

number

System generated Emails sent in AiM…

• CUSTOMER RESPONSE NEEDED• Notifies customer more information is needed to process

their customer request

• FUNDING APPROVAL• Notifies Budget Authority a Customer Request needs to be

funded

• WORK ORDER NUMBER • Notifies customer when a work order has been generated

from their Customer Request

• WORK COMPLETE• Notifies customer when shop technician has completed the

work on the phase

Emails sent in AiM…

• Manually generated Emails are usually sent from Work Control• A link is provided to take you directly in AiM where

the email addresses• The link will not work if it is sent from a menu the recipient

does not have access to• If the link does not work, the document number is at the end

of the link and you can easily enter it in AiM• https://ba-aim1.uncw.edu:443/production/screen/PHASE_VIEW?m

ultitenantId=1&proposal=15-02390&sortCode=001

Report Requests …

• Request form on the AiM webpage• http://www.uncw.edu/aim/documents/AiM%20Report%20Request.pdf

• Open in PDF• Request routes to Sharon Baucom, Facilities Administration Director• She will assign your request to Mike Last or Clete Hayes in Facilities

Administration

• Before you request a report please consult the report listing on your menu• A report may already exist for you to use

A gentle reminder…Reports on Departmental Charges• 360• Phase Transaction Detail

Report

• 385• Work Order/ Phase Cost

Analysis

• 1005• Work Order Billing

• 1018• Work Order Partial Billing

for Reconciliation Report

http://www.uncw.edu/aim/documents/HOW%20TO%20DISPLAY%20AN%20AiM%20REPORT%20IN%20EXCEL.pdf

Link to “How to Display an AiM Report in Excel”…

Still Have Questions????

Who to Contact ???• CLETE HAYES• to CUSTOMIZE your

WORKDESK• to NAVIGATE thru AiM• to set up a QUERY

• LORIE JACKSON• for ???’s on CUSTOMER

REQUESTS, WORK ORDERS & FUND APPROVALS

• TERRY BLAKE• for ???’s on DEPARTMENT

CHARGES

AiM…Intelligence within Asset Management

SEE YOU IN THE FALL FOR SPECIAL PROJECTS!