Transcript Tips & Updates April 2015 Agenda • AiM Navigation Tips • Logging On • Icons & Fields worth noting • Browser Choices • “Work Control” • Using.

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 ([email protected])
• Update Asset information for TRANSFERS and
SURPLUS vehicles maintained by the Garage
• Contact Clete Hayes ([email protected]) 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://baaim1.uncw.edu:443/production/screen/PHASE_VIEW?multitenantId
=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
• 1005
• Phase Transaction Detail
Report
• 385
• Work Order/ Phase Cost
Analysis
• Work Order Billing
• 1018
• Work Order Partial Billing
for Reconciliation Report
Link to “How to Display an AiM Report in Excel”…
http://www.uncw.edu/aim/documents/HOW%20TO%20DISPLAY%20AN%20
AiM%20REPORT%20IN%20EXCEL.pdf
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