1. Tips & Updates April 2015

2. 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

3. “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

4. 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

5. 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).

6. 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

7. 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)hayesl@uncw.edu Update Asset information for TRANSFERS and SURPLUS vehicles maintained by the Garage Contact Clete Hayes (hayesl@uncw.edu) with adjustmentshayesl@uncw.edu Benefits to you Manage vehicle inventory by organization Manage vehicle repairs and costs by accessing a single asset number

8. 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

9. 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?multitenantId =1&proposal=15-02390&sortCode=001 https://ba- aim1.uncw.edu:443/production/screen/PHASE_VIEW?multitenantId =1&proposal=15-02390&sortCode=001

10. 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

11. 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%20 AiM%20REPORT%20IN%20EXCEL.pdf Link to “How to Display an AiM Report in Excel”…

12. Still Have Questions????

13. 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

14. AiM…Intelligence within Asset Management