AiM Customer Request User Manual - Training
Contents
1. Extra Description 3 In the Status field click on the Zoom icon and select Approved 4 In the Property field enter the Property number This will narrow the search 5 Click on the Execute Search icon and the following screen will be displayed November 2010 37 AiM User Manual ZJAM Hello DOLAREY Logout About Help 9 Customer Request e Pm te Transactioy ce Status Common Problem List Description Organization Requestor Contact Contact Phone Email University Campus Property Location or Room 1659 APPROVED RECYCLE PICK UP NEED RECYCLE F00603 CENTER FOR FELICIA 6 7444 facastilnmsu edu NMSU LAS 4125 J BIN EMPTIED AT LEARNING amp CASTILLO CRUCES NORTH END OF PRO BUILDING LOCATED NEAR THE COKE MACHINE APPROVED LOCK CHNGE KEYS CUT FOLLOWING F00603 CENTER FOR FELICIA 6 7444 facastii nmsu edu LAS 4125 KEYS 2 SUME LEARNING amp CASTILLO CRUCES 101 SOUTH SIDE PRO 6 A list of all approved transactions will appear Select the Transaction number Customer Request to view and check the status of a Work Order The following screen will be displayed AM Hello DOLAREY Logout About Help 39 Customer Request UNE it OCS LI Mm Transaction x Editor CPOOR Request Status APPROVED Date Created Jan 06 2010 08 39 AM Request Details Work Order Common RECYCLE PICK UP Desired Date Problem List Reference Work Order 10 0023879 Description NEED RECYCLE BIN EMPTIED AT NORTH END OF BUILDING LOCATED NEAR THE C2. Hello DOLAREY Logout About Help Transaction Editor DOLAREY Date Created Sep 29 2010 01 11 PM Description LOCK CHANGE KEYS STANDARD LOCK NEED TWO DRAWER FILE CABINET IN ARC B 101 LOCK REPAIRED AND KEY REPLACED WILL NOT LOCK UNOCK Sep 29 2010 01 18 PM DOLAREY id 3 Click on the Notes Type Zoom icon and make the appropriate selection For example give AUTHORIZATION to use a specified index number 4 Type the desired information in the Notes field This will store the Note with the attached Customer Request 5 Click on the Save icon 27 November 2010 AiM User Manual Customer Request Customer Requests are generated through the Customer Service Module After the customer completes the process of entering and saving a request it will be evaluated by the OFS Work Order Desk and if complete it will be approved and a Work Order will be created When creating a Customer Request and when completing the Requestor block an Organization will need to be provided Keep in mind that this Organization is associated to an Index and if a reimbursable request is being submitted the appropriate Organization must be used to ensure entry of that Index number in the AiM system Prior to submitting a Customer Request it is recommended that you have available the Organization To ensure the appropriate Organization is used a search can be done by using the Index Lookup or Organization Lookup listed under the Quick Links menu
3. Hello CUSTOMER Logout Personal Query Query Customer Service Description Customer Request Alert Level WorkDesk Yellow 1 Query Listing 6 Enter a name for the Personal Query e g Assigned Work Orders 7 Click on the arrow next to the WorkDesk field and select Yes results will be displayed in the Personal Query list on the WorkDesk 8 Click the arrow next to the WorkDesk Count select Yes results will provide a count in front of the work order Personal Query and on the WorkDesk 9 Thought not required the same information or name given to the Personal Query can be entered in the Description field 10 When finished click on the Done icon to return to the previous Search 11 Click on the Save icon no shown located on the header 12 Click on the AiM icon to return to the WorkDesk The Personal Query Process is now complete 20 screen November 2010 AiM User Manual Using Note Logs When creating a record Customer Requests the Description field is often used however the number of characters text that can be entered is limited and descriptions can be changed deleted etc After creating and saving a record the Notes Log which is a valuable feature in the AIM application becomes available The Notes Log is not limited in the number of characters text that can be entered and once entered becomes a permanent record The following screen shot represents a record that has been created
4. 00595 Senior VP for Admin and Finance C00476 Human Resource Services 00603 Center for Learning amp Prof Dev E00603 Center for Learning amp Prof Dev 1 00603 Center for Learning amp Prof Dev 2 930350 CENTER FOR LEARNING amp PROF DEV 4 Look for the information that begins with an F That is the Organization that will need to be entered into the Organization field when creating the Customer Request 5 To exit use the Back browser arrow to return to the AiM system Note This process will only need to be completed again if using a different Index and the Organization is not known Once you are familiar with the Organization keep this information available for future 26 November 2010 AiM User Manual Creating A Customer Request A couple of points to note before getting started 1 a Customer Request type One will not require an Index number and 2 a Customer Request type Two will require an Index number and you will need to have it available for entry The steps below introduce a Customer Request type Two After logging on the AiM WorkDesk will be displayed AUAM Hello CUSTOME Logout About Help G WorkDesk O Menu a Administrator Messages a y Work Management Customer Service B Personal Query Count S Finance System Administration ee Quick Links J INDEX LOOKUP J ORGANIZATION LOOKUP O TRAINING VIDEO O CUSTOMER REQUEST MANUAL c 2010 AssetWorks 1 Click o
5. 6 ALL ROOM WOULD LIKE TO USE RAINBOW COLORS OPEN PROJECTS SUPPORT NMSU LAS CRUCES CENTER FOR LEARNING amp PRO 11 004653 LOCK CHANGE KEYS OPEN MAINTENANCE ACCESS NMSU LAS CRUCES CENTER FOR STANDARD LOCK NEED TWO DRAWER FILE CABINET IN ARC B 101 LOCK REPAIRED AND LEARNING amp PRO KEY REPLACED WILL NOT LOCK UNOCK 11 004635 TESTING NAME PLATES AND TAGS NAMES TWEEDLY DEE amp TWEEDLY DOH ALTERATION SPACE NMSU LAS CRUCES CENTER FOR Sep 22 2010 LEARNING amp PRO USING TWO DIFFERENT INDICES 112799 75 100793 25 11 004633 TESTING NEED BUDGETARY ESTIMATE TO REPAINT SUITE 106 ALL ROOM WOULD LIKE PROJECTS ESTIMATES NMSU LAS CRUCES 2 CENTER FOR Sep 21 2010 TO USE RAINBOW COLORS LEARNING amp PRO 11 004632 TESTING DUPLICATE MAINTENANCE ACCESS NMSU LAS CRUCES CENTER FOR Sep 21 2010 LOCK CHANGE KEYS LEARNING amp PRO TESTING LOCK CHANGE KEY S NEED ARC B SUITE 106 REKEYED AND OFFICES WITHIN SUITE C 106B 106C 106F 106D TESTING LOCK CHANGE KEY S MAINTENANCE ACCESS NMSU LAS CRUCES CENTER FOR Sep 21 2010 NEED ARC B SUITE 106 REKEYED AND OFFICES WITHIN SUITE C 106B 106C 106F 106D LEARNING amp PRO 11 004617 TESTING GRAFFITI REMOVAL LOCATED ON SIDEWALK IN FRONT OF ACADEMIC MAINTENANCE CORRECTIVE NMSU LAS CRUCES CENTER FOR Sep 17 2010 RESEARCH BUILDING B LEARNING amp PRO 11 004609 AIR FLOW CONTROL MAINTENANCE CORRECTIVE NMSU LAS CRUCES CENTER FOR Sep 14 2010 LEARNING amp PRO 11 004603 PEST CONTROL ANIM
6. AL REMOVAL MAINTENANCE PEST NMSU LAS CRUCES CENTER FOR Aug 30 2010 CONTROL LEARNING amp PRO 11 004162 THE TOILET IN THE WOMENS RESTROOM IS PLUGGED UP AND IS READY TO OVERFLOW MAINTENANCE CORRECTIVE NMSU LAS CRUCES CENTER FOR Aug 18 2010 WE WILL NEED SOMEONE TO ATTEND TO THIS ASAP LEARNING amp PRO 11 004144 WE ARE NEEDING THE RECYCLE BINS EMPTIED AT THE NORTH END OF ARC B MAINTENANCE RECYCLING LAS CRUCES CENTER FOR Aug 18 2010 LEARNING amp PRO 11 002395 WE NEED A WALK THROUGH TO ASSESS THE CEILING DAMAGE CAUSE BY THE RAIN MAINTENANCE CORRECTIVE NMSU LAS CRUCES CENTER FOR Jul 26 2 WE HAVE SOME SERIOUS DAMAGE TO ARC B SUITES 101 AND 106 LEARNING amp PRO 11 001852 NEED THE LOCK ON MY DESK DRAWER REPLACED OR FIX THE KEY BROKE OFF INSIDE MAINTENANCE ACCESS NMSU LAS CRUCES CENTER FOR e LL DIO Records Found 19 Column headings are Work Order Description Status Type Category University Campus Property Requestor and Date Created 2 Columns can be sorted by clicking on one of the column headings 3 Page Navigation is located at the bottom of the screen This will represent the number of pages available for review To go directly to a specific page enter the page number in the field and click on the green Go icon 4 Page DVD Navigation forward backward icons and first page last page icons 5 Records Found identifies the number of records found for the search selection 6 Ic
7. AiM Customer Request User Manual AiM User Manual Confidential Business Information This documentation is proprietary information of New Mexico State University NMSU and is not to be copied reproduced lent or disposed of nor used for any purpose other than that for which it is specifically provided without the written permission of NMSU All rights reserved The unauthorized possession use reproduction distribution display or disclosure of this material or the information contained herein is prohibited Use of this material is solely for the support of New Mexico State University 2 November 2010 AiM User Manual Table of Contents DAVE COUCH ON mea EEE E 4 AM NavigaliOli coi cic aa aaa a a a 5 EEEN I A Us aes met E E E E E EEA A EAE 5 POTN O1O GY T 6 Logging on Process sccnsteeceeeeeceseerenenceesssseseeessreeneneseenneeeseeeeaceseesenasseeeeeeeseneneeeeseeseeseereseeerevess NAVIGATION IC OMS por ctm 9 Navigation from WorkDesk to Module to Screen sees ll Sel cuns A MO GUC sonde cel a e ue vals uuo Ge e Co o cibo 12 Working in a Screen eccececessssseeeeessseeeeeeesssseeeeeesssneeeeeecessseeeeeeeessssneeeeeseessaeeeeeeessseeeeeeessas 13 Searchb Scre eri DOM NE assssiecsuteiogutepu map etui urat apta tuta Cu a Gu Cu ue ee Catus dd a edude frs 15 Looking at your Search Query Results eeeeeseeeeeeeeeeeeeeee nennen 18 Create a Person
8. F00603 CENTER FOR LEARNING amp PRO D O LAREY 6 7176 dolarey nmsu edu NMSU LAS CRUCES 106C Oct 14 2010 5 Select the Transaction number Customer Request that needs to be changed and the following screen will be displayed November 2010 35 AiM User Manual Hello DOLAREY Logout About Help 3 Customer Request UGA Select WO 9 A m Transaction Editor DOLAREY Request Status INCOMPLETE Date Created Oct 14 2010 02 43 PM Request Details Work Order Common REPLACE LIGHT Desired Date Problem List Reference Description REPLACE LIGHT BULBS Requestor Accounts Location Organization F00603 i i NMSU CENTER FOR LEARNING amp PROF DEV NEW MEXICO STATE UNIVERSITY HUMAN RESOURC ICES FU 11260 ORG 530350 Requestor CENTER FOR LEARNING amp PRO ii a lar LAS CRUCES LAS CRUCES AcctCode 758500 Contact D O LAREY 412B Contact Phone 6 7176 PPD SERVICES ACADEMIC RESEARCH B Contact Email dolarey nmsu edu Location or Room 106C 6 Click on the Edit icon and the following screen will be displayed Hello DOLAREY Logout About Help Customer Request view select vj JO Transaction Editor DOLAREY Request Status RESUBMITTED g Date Created Oct 14 2010 02 43 PM Request Details Work Order Common i REPLACE LIGHT Q Desired Date Problem List Description REPLACE LIGHT BULBS Reference Requestor Accounts Location Organization F00603 g 112799 9 iversi NMSU g CENTER FOR LEARNING am
9. ID X0008 WORK COMPLETE WASTE 8 The Work Order status and assigned Phase status are listed 9 To review the Phase click on the Phase number if desired 10 To exit the Work Order click on the Done green flag icon and you will return back to the to the Customer Request November 2010 39 AiM User Manual Cost Reports There are several ways to review the cost associated to a Work Order Standard reports available are 190 History Report 370 Transaction Detail Report and Cost Analysis summary of charges which will be addressed in this section 190 History Report and 370 Transaction Detail Report Report 190 WO TRANS VIERWER provides the Work Order description and Transaction History for the assigned Work Order Report 370 WO TRANS DETAIL RPT provides the Work Order description and the detailed transaction for charges applied for example Labor Material and Equipment To access these reports perform a Search for the desired Work Order through the Work Management Module JAM Hello DOLAREY Logout About Hel Menu D Work Order 1 Click on the Search icon from the Work Management Menu and the following screen will be displayed AM Hello DOLAREY Logout About Help work order Queries i 7G Q Work Order e All Show All Work Order E E Description m 2 Enter the desired Work Order number in the field 3 Click on the Execute Search icon and the following screen will
10. Links J INDEX LOOKUP ORGANIZATION LOOKUP J TRAINING VIDEO Q CUSTOMER REQUEST MANUAL c 2010 AssetWorks 2 To locate the Customer Request that needs to be changed click on the Search icon and the following screen will be displayed Or use the Search feature as described in the Performing a Search Query section 34 November 2010 39 Customer Request Customer Request Transaction Reference Status Common Problem List Organization Requestor Desired Date Contact Contact Phone Contact Email University Campus Property Location or Room Description Created By Date Created Editor Edit Date Extra Description ME lt lt zi lt S s lt lt lt Ki lt lt lt lt lt j lt L lt 5 e g E 0730 x xXx lt lt AiM User Manual Hello DOLAREY About oueres o o Jo e Logout Help oN ia Incomplete Jg sds lo ds 3 In the Status field click on the Zoom icon and select Incomplete 4 Click on the Execute Search icon and the following screen will be displayed INCOMPLETE REPLACE LIGHT Common Problem List Hello DOLAREY About Help Em em te Logout Requestor Contact ContactPhone Email University Property 4125 Description Organization Campus Location or Room Date Created REPLACE LIGHT BULBS
11. OKE MACHINE NEED RECYCLE B Work Order Status READY TO CLOSE Requestor Accounts Location Organization F00603 NMSU CENTER FOR LEARNING amp PROF DEV NEW MEXICO STATE UNIVERSITY HUMAN RESOURCE SERVICES FUND 111260 ORG 530350 Requestor CENTER FOR LEARNING amp PRO d LAS CRUCES LAS CRUCES 758500 Contact FELICIA CASTILLO ContactPhone 6 7444 PPD SERVICES Contact Email facastil nmsu edu Location or Room Locate the Work Order block and Work Order number in the field Click on the Work Order number link and it will open the work order assigned The following screen will be displayed 38 November 2010 AiM User Manual SUAM Hello DOLAREY Logout About Help IIO U 0 3 55 77 Work Order Created By CPOOR READY TO CLOSE Date Created Jan 06 2010 08 44 AM Description NEED RECYCLE BIN EMPTIED AT NORTH END OF BUILDING LOCATED NEAR THE COKE MACHINE Desired Date Budget Organization Classification Organization F00603 NMSU RECYCLE PICK UP CENTER FOR LEARNING amp PROF DEV NEW MEXICO STATE UNIVERSITY Requestor CENTER FOR LEARNING amp PRO RECYCLE PICK UP OMM LAS CRUCES USO MAINTENANCE LAS CRUCES pom Contact FELICIA CASTILLO MAINTENANCE ContactPhone 6 7444 4128 RECYCLING ACADEMIC RESEARCH B WEEKLY PICKUPS ORGANICS RECYCLING Contact Email facastil nmsu edu tion Location or Room Shop Work Code i Status ECY CLE BIN EMPTIED AT NORTH END OF BUILDING LOCATED NEAR THE COKE RECYCLING AND SOL
12. RY 3 ROUTINE WORK COMPLETE REPAIRED THE CYLINDER IS BROKEN AND ENTRANCE TO ROOM IS DIFFICULT LOCKSMITHS 3 ROUTINE WORK COMPLETE NEED TO HAVE ENTRANCE DOOR TO ROOM 1015 OF ACADEMIC RESEARCH BUILDING REPAIRED THE CYLINDER IS BROKEN AND ENTRANCE TO ROOM IS DIFFICULT 1l Click on the Down arrow from the View Select and a drop down list will be displayed 2 Click on Cost Analysis and the following screen will be displayed AIM Hello DOLAREY Logout About Help Owencwrctmye Work Order Created By FRAGOSO1 Date Created Jun 23 2010 11 05 AM Description NEED TO HAVE ENTRANCE DOOR TO ROOM 101B OF ACADEMIC RESEARCH BUILDING REPAIRED THE CYLINDER IS BROKEN AND ENTRANCE TO ROOM IS DIFFICULT Cost Analysis Labor Cost Material Cost Equipment Cost Contract Cost Estimate Actual Encumbered Billed 3 Click on the Done icon when finished November 2010 Enforce Budget No 43 AiM User Manual Looking up Billed Transactions Using the Billing Transaction screen allows for greater flexibility if wanting to run more queries Below is a general example of how a query can be performed but be aware that various combinations of queries can be performed based on the need AIM Hello CUSTOMER ogout About Help WorkDesk o Menu Administrator Messages CH Work Manageme Customer Serv m _ Personal Query Count Financ e System Adminis 1 Select
13. User Manual Below is an example of running a query for transactions that have been billed on multiple indices The Sort Sequence field will be used to display what transactions are associated with the Index With Billed Transaction Search screen displayed follow these steps Hello DOLAREY Logout About Help 1 Scroll down and find the Index field 2 Enter Lin the Sort Sequence field next to Index 3 From the Operator field select In from the drop down list 4 Enter the two desired Index numbers in the Criteria field 5 JJ Note When searching for multiple Indices ensure that a comma is placed between the Indices with no spaces JAM Hello DOLAREY Logout About Help Q Billed Transactions Billed Transactions Hide All Show All Description Transaction Type Transaction Date Subledger Scroll down and find the remaining fields Enter 2 in the Sort Sequence field next to Transaction Enter 3 in the Sort Sequence field next to Description Enter 4 in the Sort Sequence field next to Transaction Type Enter 5 in the Sort Sequence field next to Transaction Date Enter 6 in the Sort Sequence field next to Subledger eU ae 46 November 2010 AiM User Manual TIAM Hello DOLAREY Logout About Help e Q Billed Transactions ON Bill lype Bill Method lt Transaction Bill Sequence Bill Date Estimated Start Estimated End Source Transaction CLIE Source Line Ite
14. action Description Transaction Type Transaction Date Subledger Work Order Bill Date TIME CARD APPROVAL Timecard Aug 02 2010 Labor 11 001852 Aug 02 2010 INVENTORY MATERIAL RELEASE TO WORK ORDER Inventory Release Sep 20 2010 Material 11 004618 Sep 30 2010 INVENTORY MATERIAL RELEASE TO WORK ORDER Inventory Release Sep 20 2010 Material 11 004618 Sep 30 2010 DISBURSEMENT CHARGE Charge Distribution Oct 21 2010 Material 11 004635 Oct 21 2010 3 750 00 112799 13 With query displayed you can choose to Export query m TP Once the file has been exported and saved the Bill Date column format will need to be changed to a date format so the date is displayed Tea November 2010 49
15. al QUO V ienivirERRRGN NE anaana anaana aaaea IE RENE VEOENR RUIT d ai Aaaa aai 19 Using NOS LOGS aa aa a a aa aa aiai 21 Customer ReguUeSt gaa aaa AARAA aAA aaia aai 23 Using Index and Organizational Lookup esses eren 23 Creating A Customer Requ eSt ssepe pere EEE EE E E E 27 Printing a Customer TRONS cca a cea cindia nda lata cate cate cate ceu ce de ceu cate e e e du ee ecu coo 30 Corrections to an Incomplete Customer ReQUECSE ssssssssssssssssssssccesssssssnseseeesssesessnnens 34 Checking the Status of a Work Order ssssssssscssssssssscssssssssseesessssnsseessssssnseessssssneseensesssnsnnneess 37 COSE REDONIS acccticacccctctatatatetatccctededacetetetacedecatumatennteeataeumadaiuiuiedasuiedeeseuuiedeiedueduadauadauadsuadsedesedeseaesenets 40 190 History Report and 370 Transaction Detail Report 40 Cost AnalySlSuussctisomicacum to sao uG Qu mE G 43 Looking up Billed Transactions 1eeeeseeeeseeeeeee eene nnne nnns 44 November 2010 AiM User Manual Introduction This manual will provide an overview of the AiM application modules and step by step instructions to complete individual screens within the modules Based on an individual s role the setup and modules available will determine the options available to users for use when working with this application Overview In this manual you will learn how to e Logon to AiM applic
16. and saved in the AiM application To use the Notes Log complete the following steps a y 7 Hello DOLAREY Logout About Help 39 Customer Request vod sicct MOSS ZIM Transaction Editor DOLAREY Request Status SUBMITTED Date Created Sep 29 2010 01 11 PM Request Details Work Order Common LOCK CHNGE KEYS Desired Date Problem List Description LOCK CHANGE KEYS STANDARD LOCK NEED TWO DRAWER FILE CABINET IN ARC B 101 LOCK REPAIRED AND KEY REPLACED WILL NOT LOCK Reference UNOCK Requestor Accounts Organization F00603 Index XXXXXX CENTER FOR LEARNING amp PROF DEV NEW MEXICO STATE UNIVERSITY Requestor CENTER FOR LEARNING amp PRO Ee en anne ne ea Seen et NCS Ace e LAS CRUCES LAS CRUCES AcctCode 758500 Contact DEE O LAREY 412B ContactPhone 646 7176 D SERVICES ACADEMIC RESEARCH B Contact Email dolarey nmsu edu Location or Room 106A 1 Click on the View Select arrow select Notes Log from the drop down list and the following screen will be displayed Hello DOLAREY Logout About Help La Transaction Editor DOLAREY Add to Main Workdesk Date Created Sep 29 2010 01 11 PM e Add to Module Workdesk No Description LOCK CHANGE KEY S STANDARD LOCK NEED TWO DRAWER FILE CABINET IN ARC B 101 LOCK REPAIRED AND KEY REPLACED WILL NOT LOCK No Notes Log Edit Date i Note Type 2 Click on the Add Notes icon green plus sign and the following screen will be displayed November 2010 21 AiM User Manual
17. ation e Identify terminology e Identify icons e Select a module e Work with screens e Perform a Search Query e Create a Personal Query e Use Note Logs e Complete a Customer Request e Make corrections to an incomplete Customer Request e Check the status of a Work Order e Cost Reports 4 November 2010 AiM User Manual AiM Navigation Getting Started This section is designed to provide general navigation information that is needed when working with the AiM application It includes terminology and steps for accessing and navigating the system November 2010 AiM User Manual Terminology This list provides a description of terms referenced in this manual and used in the AiM application Closed work A closed work order indicates that all work has been completed and all order materials have been charged to the work order It does not imply that all charges have been billed Customer The customer request is the screen used to submit on line requests for work Request It defines what work is to be performed who the work is for and where the work is located A customer request must be approved to become a work order Multi shop These are work orders that require involvement of multiple shops to get a job work orders done The first shop assigned to a multiple shop work order is the responsible shop for coordinating the closure of the work order Non A work order is considered non reimbursable if the work is ro
18. be display AIM Hello DOLAREY Logout About Help work Order s LJ il m Work Order Status Type Category University Campus Property Requestor Date Created 10 012988 E ENTRANCE DOOR TO ROOM 1015 OF ACADEMIC RESEARCH BUILDING READY TO MAINTENANCE CORRECTIVE NMSU LAS CRUCES 4128 CENTER FOR Jun 23 2010 CLOSE f THE CYLINDER IS BROKEN AND ENTRANCE TO ROOM IS DIFFICULT LEARNING amp PRO 4 Click on the Work Order number and the following screen will be displayed 40 November 2010 JAM Hello DOLAREY Logout AiM User Manual About Help IK X X7 39 5 Work Order Created By FRAGOSO1 Date Created Jun 23 2010 11 05 AM Description NEED TO HAVE ENTRANCE DOOR TO ROOM 101B OF ACADEMIC RESEARCH BUILDING REPAIRED THE CYLINDER IS BROKEN AND ENTRANCE TO ROOM IS DIFFICULT Organization Property Organization F00603 University NMSU CENTER FOR LEARNING amp PROF DEV Requestor CENTER FOR LEARNING amp PRO LAS CRUCES Contact DEE O LAREY ContactPhone 67176 Contact Email dolarey nmsu edu Description NEED TO HAVE ENTRANCE DOOR TO ROOM 1018 OF ACADEMIC RESEARCH BUILDING REPAIRED THE CYLINDER IS BROKEN AND ENTRANCE TO ROOM IS DIFFICULT LOCKSMITHS NEED TO HAVE ENTRANCE DOOR TO ROOM 1018 OF ACADEMIC RESEARCH BUILDING REPAIRED THE CYLINDER IS BROKEN AND ENTRANCE TO ROOM IS DIFFICULT Desired Date Budget Classification Common Problem List NEW MEXICO STATE UNIVERSITY Cat
19. ber File dit View Favorites Tools Help amp convert F select Links w di msu University Computer Center e bs New Mexico State University STATE G e 7 rn http bFwebt nmsu edu FSA level llevelzorg lookup asp v X 3oogle p dmh Page Of Tools Pa UCC Univeristy Computer Center ICT Help Support amp You are here NMSU Level 7 Org Lookup Training k For Support contact 575 646 HELP Banner Leve Org Loo up NMSU Home Phone Directory Departmental Listings Search by Organization Number Search Organization Number 530350 CENTER FOR LEARNING amp PROF DEV 3 From the drop down find the appropriate Organization Number and highlight then click on the Submit button and the following screen will be displayed November 2010 25 AiM User Manual w e 7 http J bFweb1 nmsu edu FSA level levelzorg build hier Func asp wi X so0dle Pp File Edit View Favorites Tools Help convert x P Select Links w od I NMSU Univeristy Computer Center f B5 dah Page G Tools New Mexico State University STATE UCC University Computer Center ICT Home ICT Help Support amp You are here NMSU Level 7 Org Lookup Training wsweneweesse Hierarchy of 530350 CENTER FOR LEARNING amp NMSU Home PROF DEV Phone Directory Departmental Listings Search A00002 President Office B
20. create a new or edit a record use the applicable icons displayed in the header on the right hand corner of the main title bar vINM Hello CUSTOMER Logout About 9 Customer Request view Select ov Q N Transaction Editor Request Status Date Created A Request Details Help Work Order Common Desired Date Problem List Reference Description Requestor Accounts Organization Index Requestor Contact Contact Phone Contact Email Location or Room 1 To process a new Customer Request click on the New icon which will open the screen and place it in a ready state for fields to be completed 2 The View field provides additional screens available while working within a screen November 2010 13 AiM User Manual TIAM Hello CUSTOMER Logout About Help Uds Aa Transaction Editor CUSTOMER Request Status SUBMITTED 9 Date Created Oct 08 2010 03 54 PM Request Details 39 Customer Request Work Order Common 1 9 Desired Date Problem List Description Reference Requestor Oman a Accounts cma Contactemal Location or Room Property 3 When working on a new screen or editing a screen required fields are outlined in red Information is segmented into data Blocks with headings example above shows Customer Request Request Details Requestor Accounts and Location blocks 14 November 2010 AiM User Manual Search Screen Defined The Search scre
21. d may vary With the Search screen displayed search for all open work orders for a shop by completing the following steps Hello CUSTOMER Logout Work Order Work Order Description Created By Date Created Status University Common Problem List Type Category Organization Requestor pl Type APPROVED in the Status field fields are not case sensitive 2 Type Organization number in the Organization field Note To display a listing of the data fields use the Zoom icon Leave the Shop field blank Click on the Zoom icon and select a shop Click on the Search icon located on the main title bar The search results will be displayed based on the criteria entered To perform another query go back to the Search screen click Search icon and make modifications to run another Search E ud a Tip To return to the Module Menu click on the module icon to the left of the Module title November 2010 17 AiM User Manual Looking at your Search Query Results With the search results displayed review the screen below vINM Hello CUSTOMER Logout About Help Work Order wu Pm n Hx V ork Order Description Status Type Category University Campus Property Requestor Date Crea fa PRJFEE 1245 TESTING TO REPAINT SUITE 106 ALL ROOM WOULD LIKE TO USE RAINBOW COLORS OPEN PROJECTS SUPPORT NMSU LAS CRUCES 412B CENTER FOR LEARNING amp PRO 11 004667 TESTING TO REPAINT SUITE 10
22. egory CARPENTRY LOCKS READY TO CLOSE Jun 23 2010 MAINTENANCE MAINTENANCE CORRECTIVE REPAIR FAILURE Priority Status 3 ROUTINE WORK COMPLETE 3 ROUTINE WORK COMPLETE 5 With the Work Order displayed click on the Print icon and the following screen will be displayed TIAM Hello DOLAREY Logout Work Order 10 WORK ORDER PRINT 180 WORK ORDER PHASE 190 WO TRANS VIEWER 260 PM PRINT WO 370 WO TRANS DETAIL RP 385 WO PHS COST ANALYSIS 425 WO EST LEVEL SUMMARY 426 WO EST LEVEL DETAIL About Help m 6 Click on 190 WO TRANS VIEWER or 370 WO TRANS DETAIL RPT or another section report and the selected report will be displayed November 2010 41 AiM User Manual BIRT Report Viewer Pep ow m E Sox Showing page 1 of Work Order 10 012988 10 012988 Status READY TO CLOSE Work Order Transaction History Report NEED TO HAVE ENTRANCE DOOR TO ROOM 101B OF ACADEMIC RESEARCH BUILDING REPAIRED THE CYLINDER IS BROKEN AND ENTRANCE TO ROOM IS DIFFICULT Jul 2 2010 40978 4s TIME CARD APPROVAL Jun 28 2010 40340 4 TIME CARD APPROVAL Jun 28 2010 40343 TIME CARD APPROVAL Total Costs for Work Order Oct 18 2010 2 01 PM AIM Work Order 10 012988 7 The selected report will be displayed Click on the Print icon and the following screen will be displayed Print Report Print Format C HTML por Auto O All pages Current page O Pages Enter page number s and o
23. elect desired Screen Screen will be displayed November 2010 11 AiM User Manual Selecting A Module When working with a Module screens are available for selection allowing required activity to be performed based on the user s role Hello CUSTOMER Logout About Help p Work Management Customer Serice Finance Q System Administration Report Listing 3 370 NO TRANS DETAIL RPT I 428 UTILITY CONSUMPTION I 429 UTL amp ENE USG BY SQFT c 2010 AssetWorks 1 To select a Module place cursor over the desired Module and click to select Module will be displayed Once in a Module a list of screens will be available for selection as displayed below Qo O Hello CUSTOMER Logout 9I 9 Customer Service Menu y Customer Request ey GS Vo cia I Report Lig e 2 Selected Module and Menu options will be displayed 3 The Icon identifying the Module will be displayed When working in a screen clicking on the Module Icon will return the Module Menu 4 To go directly to a Screen click on desired Screen name from the menu list 5 The Search icon directly opens the Search options for that screen allowing a quick search of a record or data on the screen displayed 6 By clicking on the New icon it opens a new record in edit mode ready for information to be entered 12 November 2010 AiM User Manual Working in a Screen Once a screen is open it will always be in a query state To
24. en is a very powerful option within the application that gives users the ability to perform various types of searches based on criteria entered This section will provide a general overview and introduction of the options available on the Search screen The Module displayed will determine the data criteria that are available for selection When performing a Search ask the question What information am I looking for This will assist when keying in the exact criteria needed to perform the Search IA M Hello TRNGO1 Logout Work Order K Work Order Hide All Show All Work Order p l Description Wu lt li lt Created By Date Created i IE lt k LU LI Status University aR DLLDODEREEDODCREEDOGCERDE i a Campus Property Project lt A lt lt ES Organization IB us e Requestor lt is Contact Contact Phone Contact Email Budget KR lt lt Desired Date Customer Request lt lt Reference Shop lt Shop Person Cash Flow Yr 1 Cash Flow Yr 2 Cash Flow Yr 3 With the Search screen displayed perform a search by using the various search options listed below 1 Ascending Descending fields This option can be used to have search results in Ascending Descending order From the drop down list make desired selection 2 Sort sequences fields This is op
25. ganization number in the Organization field and click on the Zoom icon to validate 6 Enter a Contact name Contact Phone and Contact Email this is needed if communication is required 28 November 2010 AiM User Manual Hello CUSTOME Logout About Help 9 Customer Request Eas AA Transaction 46845 Editor CUSTOMER Request Status SUBMITTED Date Created Oct 14 2010 02 00 PM Request Details Work Order E Desired Date Es PE Ci sw 7 Description Requestor Requestor Campus MM o 31 Enter an Index number or view selection options by clicking on Zoom icon 8 Enter the Acct Code of 758500 this will be the standard account code to use Note Though not identified with a red box Organization Contact Contact Phone and Contact Email are additional fields that are required field 9 A University Campus Property and Location or Room are required fields click on the Zoom icon to select these fields Use the Search feature to select the Property location Note Recommend when searching selecting the word contains from the drop down list to the left of the description field in the Search screen Once building name appears select the number to populate the Property field Initially this is a drill down process but once familiar with the Property number it can be entered directly 10 Once all of the information has been entered click on the Save icon 11 The Customer Request
26. gation icons that may be displayed while working within the application Description Keyboard Description Keyboard Short Cuts Short Cuts Alt I Quick Find Alt F Filter ae over fe ems nr amga Browser ES Copy Record Alt Y lt Previous Alt P Browse lt Email Alt M Next Browse Alt N Record m eee om Alt V Last Browse Alt L Execute Alt S Alt G Search Intentionally Intentionally Intentionally left blank left blank left blank November 2010 AiM User Manual Below is a list of additional icons that may be displayed while working within the application Description Keyboard Description Keyboard Short Cuts Short Cuts Delete Detail Alt D Intentionally Record N left blank Que Add Reset Alt R o Content WorkDesk Alt I 2 WorkDesk Note The keyboard short cuts are dependent on the screen displayed 10 November 2010 AiM User Manual Navigation from WorkDesk to Module to Screen Displayed below is the flow to access a screen from the WorkDesk This process is applicable for accessing all modules WorkDesk Menu GR Work Management e system Administration Quick Links LJ 428 LITILITY CONSUMPTION O 429 UTL amp ENE USG BY SQFT INDEX LOOKUP O ORGANIZATION LOOKUP O TRAINING VIDEO O CUSTOMER REQUEST MANUAL 1 Select desired Module Module will be displayed 2 S
27. gs MSG001 The F Level organization number for index number XXXXX is FXXXXX Search Search by Index Number Index Number 2010 NMSU Board of Regents Legal Information 3 This will display the F Level organization associated to the index number That is the Organization that will need to be entered into the Organization field when creating the Customer Request 4 To exit use the Back browser arrow to return to the AiM system To use the Organization Lookup you will need to know the Organization number and then follow the step below Hello CUSTOMER Logout WorkDesk Menu A _ Administrator Messages bl Work Management Customer Service IA c _ Personal Query Count Finance e System Administration Quick Links INDEX LOOKUP ORGANIZATION LOOKUP LI TRAINING VIDEO CUSTOMER REQUEST MANUAL c 2010 AssetWorks 1 Click on the Index Lookup link and the following screen will be displayed 24 November 2010 AiM User Manual New Mexico State University STATE Tee UCC Univeristy Computer Center ICT Help Support amp You are here NMSU Level 7 Org Lookup Training k For Support contact 575 646 HELP Banner Leve Org Loo up NMSU Home Phone Directory Departmental Listings Search by Organization Number Search Organization Number Please Select 2 Click on the drop down arrow to display a list of Organizations by num
28. is complete and is awaiting final approval from the OFS Work Order Desk where a Work Order number will be assigned Note An email notification will be sent to confirm the request has been received by the OFS Work Order Desk The Customer Request process is now complete m TIP m Te When submitting a request for an I amp G building in the Index field you can select to use 0 Shop Charge I amp G for non reimbursable work When OFS Work Order Desk reviews the request if it is determined that the work is reimbursable the Customer Request will be marked as Incomplete and a valid Index or Indices will need to be identified November 2010 29 AiM User Manual Printing a Customer Request Once a Customer Request has been submitted for review a print copy can be obtained by completing the following steps vINM Hello DOLAREY Logout About Help Customer Request View J0 j Transaction Editor DOLAREY Request Status SUBMITTED Date Created Oct 14 2010 02 43 PM Request Details Work Order Common REPLACE LIGHT Desired Date Problem List Reference Description REPLACE LIGHT BULBS Requestor Organization F00603 CENTER FOR LEARNING amp PROF DEV Y MEXICO STATE UNIVERSITY Requestor CENTER FOR LEARNING amp PRO HUMAN RESOURCE SERVICES FUND 111260 ORG 530350 LAS CRUCES 758500 Contact D O LAREY ContactPhone 6 7176 PD SERVICES ACADEMIC RESEARCH B Contact Email dolarey nmsu edu Location or Room 106C 1 Click on
29. k order order may evolve into a multiple shop work order Work Order The work order is the main screen used for tracking work in the system It defines what work is to be preformed who the work is for where the work is located and how the work is classified A work order may have multiple shops phases involved If a work order phase is closed for a particular shop that shop cannot charge time or materials to that work order Other shops assigned to work order may charge time and material to the work order as long as the phase is still open Closed phase 6 November 2010 AiM User Manual Logging on Process AiM supports authenticated user access meaning that the system verifies your credentials and you are given access to the system based on your assigned security To use AiM as an authenticated user you must successfully logon by providing your credentials MyNMSU Username and Password AiM can be accessed from any Internet browser such as Internet Explorer Netscape or Mozilla Firefox 1 Type http fms prod nmsu edu fmax in the address bar of your web browser and press Enter The logon splash page will be displayed 2 Enter your User Name and Password in the field boxes 3 Click on the Login button team TP d You can create a bookmark in your browser for quick access to the AiM system November 2010 AiM User Manual Once you have logged on the WorkDesk will be displayed Q DID Wor
30. kDesk Menu os _ Administrator Messages e Work Management customer Service Finance Personal Query Count Q System Administration Quick Links INDEX LOOKUP ORGANIZATION LOOKUP TRAINING VIDEO CUSTOMER REQUEST MANUAL c 2010 AssetWorks 1 AiM icon identifies the vendor Note When navigating away from the WorkDesk and working within the application it may be necessary to return to the WorkDesk This can be performed by clicking on the AiM icon 2 The header will display the WorkDesk and a Module once selected 3 Menu will display Modules available for use based on security Menu options may vary 4 Quick Links will display a list of available reports Reports listing will also be accessible from various Modules 5 Greeting and User ID are displayed and identify the current logged on user 6 Logout link is displayed and used to exit the application Note It is recommended to logout properly from the application by using the logout link About provides vendor information and version of application 8 Help provides access to on line Help this information comes with the application Tip Team Once logged on use the icons within the application to navigate do not use the browser options available To properly logoff use the Logout link do not use the X exit browser options 8 November 2010 AiM User Manual Navigation Icons Below is a list of the common navi
31. lick on the OK icon and the following screen will be displayed 32 November 2010 i il Ik W ec 83 136 Ga Collaborate J sim a x rina hi ZJAM a Customer Request Summary Report Customer Kequest REPLACE LIGHT BULBS oLar REPLACE LIGHT Work Order Contact Eee OTARET Location Region NMSU NEW MEXICO STATE Facit Las CRUCES LAS CRUCES UNIVERSITY 412B ACADEMIC RESEARCH B Location 106C ICT STAFF OFFICE Extra Description Customer Request Extra Deseription 5 Click on the Print icon November 2010 33 AiM User Manual Corrections to an Incomplete Customer Request It may be necessary to make changes to the Customer Request if the Status reflects Incomplete This would occur after review by the OFS Work Order Desk and an email will notify customer of what changes need to be made To make changes to the Customer Request the following steps must be completed Hello DOLAREY Logout About Help Off Menu us Administrator Messages edit x OY Work Management Accounts Payable Asset Management Contract Administration Customer Serice 1 Click on Customer Service and the following screen will be displayed AiM Hello DOLAREY Logout About Help 9 Customer Service O E 5 Menu Customer Request Custor q Customer Request Approval er Request Status Report Listing 428 UTILITY CONSUMPTION 4 429 UTL amp ENE USG BY SQFT Quick
32. located on the WorkDesk or within the Module Using Index and Organizational Lookup Hello CUSTOMER Logout Administrator Messages Work Management ty Customer Service Finance 1 System Administration ic Io e cedw INDEX LOOKUP ORGANIZATION LOOKUP TRAINING VIDEO CUSTOMER REQUEST MANUAL c 2010 AssetWorks 1 Click on the Index Lookup link and the following screen will be displayed New Mexico State University STATE TETTE ICTPDS Banner Index and F Level Org Lookup for AiM ICT Help Support and You are here NMSU Banner Index and F Level Org Lookup sla d Banner Index and F Level Org Lookup For Support contact 575 646 HELP NMSU Home Phone Directory Departmental Listings Search by Index Number Search Index Number XX00X 2010 NMSU Board of Regents Legal Information D Enter the desired Index number and click on the Submit button November 2010 23 AiM User Manual eb nmsu edu fmsrevjindex php 4 X Gooale o File Edit es Tools Help convert X P Select Links we dv E rms Reverse Index Lookup z e B dh liz Page I Tools z New Mexico State University STATE TUER ICTPDS Banner Index and F Level Org Lookup for AIM ICT Help Support and You are here NMSU Banner Index and F Level Org Lookup Training UM cR Banner Index and F Level Org Lookup NMSU Home Phone Directory Departmental Listin
33. m Bill Amount 11 Enter 7 in the Sort Sequence field next to Bill Type 12 Enter 8 in the Sort Sequence field next to Bill Sequence 13 Enter 9 in the Sort Sequence field next to Bill Date 14 Enter 10 in the Sort Sequence field next to Bill Amount 15 Click on the Execute Search icon and the following screen will be displayed Hello DOLAREY Logout About Help msactions Transaction Description Transaction Type Transaction Date Bill Sequence IXXXXX TIME CARD APPROVAL Timecard Dec 24 2009 Labor Jan 22 2010 IXXXXX 21213 SHOP STOCK USAGE Shop Stock Usage Jan 08 2010 Material Jan 22 2010 IXXEXXX 21883 TIME CARD APPROVAL Timecard Jan 13 2010 Labor Jan 22 2010 IXXXXX SHOP STOCK USAGE Shop Stock Usage Jan 05 2010 Material Jan 22 2010 l1XXXX 77 TIME CARD APPROVAL Timecard Jan 27 2010 Labor Jan 28 2010 11XXXX NN TIME CARD APPROVAL Timecard Jan 27 2010 Labor 5 Jan 28 2010 llXXXX 5199 TIME CARD APPROVAL Timecard Jan 27 2010 Labor 005 Jan 28 2010 16 Click on the Index column to group all the same indices 17 To export query click on Export icon November 2010 47 AiM User Manual Below is an example of running a query and selecting the desired data fields to display and also using the Sort sequence fields for column field order JAM Hello DOLAREY Logout Q Billed Transactions Billed Transactions Transaction Description Transaction Type Transaction Date Subledger Project Wo
34. n Customer Service and the following screen will be displayed v Hello CUSTOMER Logout About Help AiM a O D d Menu Customer Request O 428 UTILITY CONSUMPTION J 429 UTL amp ENE USG BY SQFT O INDEX LOOKUP O ORGANIZATION LOOKUP 4 TRAINING VIDEO LJ CUSTOMER REQUEST MANUAL c 2010 AssetWorks 2 Click on Customer Request and the following screen will be displayed November 2010 27 AiM User Manual Hello CUSTOMER Logout About Help ae Mitte Select J0 Transaction Editor Request Status Date Created Request Details Work Order Common Desired Date Problem List Reference Description Requestor Organization Requestor Acct Code Contact Contact Phone Contact Email Location or Room 3 Click on the New icon The red boxes displayed on the computer screen identify fields that are required Note The Organization Contact Contract Phone Contact Email and Acct Code are additional fields that are required but do not have a red box around them Hello CUSTOMER Logout About Help 39 Customer Request UGA Select wi JO Transaction Editor CUSTOMER Request Status suewrrED 1 Q Date Created Oct 14 2010 02 00 PM Request Details Work Order Common 1 9 Desired Date Problem List Description Reference Requestor Accounts Organization 4 Type in a description of the work being requested in the Description field 5 Enter the Or
35. on bar displays the additional available icon options on the screen displayed By holding your mouse over the icon it displays the function of the icon 18 November 2010 AiM User Manual Create a Personal Query Personal Queries that provide Searches for information specific to the users can be created and added to the WorkDesk for easy access This example creates a Personal Query to list all Incomplete Customer Requests 1 First open any Search screen and select Customer Request from the Customer Service Module Hello CUSTOMER Logout About Help AIM Logout About 39 Customer Request 4 on Customer Request Hide All Shoy Transaction lt Reference Status t LL lt Common Problem List lt BR LL LI lt L g E 303 Organization Requestor lt 1 Desired Date R u Contact Contact Phone Contact Email lt LL LL University lt Campus Property Location or Room lt lu L LI JI SIE SESS Description lt i lt Created By Date Created lt lt Editor Edit Date lt lt Extra Description lt Hi 2 Enter Incomplete in the Status field or click on the zoom icon to select a status 3 Enter the name of the Requestor in the Requestor field 4 Click on the Add Query icon November 2010 19 AiM User Manual 5 The following Personal Query Screen will be displayed JAM
36. p PROF DEV N MEXICO STATE UNIVERSITY Requestor CENTER FOR LEARNING amp HUMAN RESOURCE SERVICES FUND 111260 ORG 530350 LAS CRUCES LAS CRUCES Contact D OLAREY AectCode 758500 g 412B Camas eee 6 7176 ACADEMIC RESEARCH B PPD SERVICES Contact Email dolarey nmsu edu Location or Room 106C 7 Make the required modification click on the Zoom icon then change the Request Status from INCOMPLETE to RESUBMITTED 8 Click on Save button 9 The Customer Request will go back to the OFS Work Order Desk for review 36 November 2010 AiM User Manual Checking the Status of a Work Order Once a Customer Request has been approved and is assigned a Work Order number it can be tracked through the AiM system The following steps will assist in tracking a Work Order through a Customer Request 1 Select the Customer Service module and the following will be displayed Hello DOLAREY Logout Hello DOLAREY Logout About Help 9 Customer Request Customer Request Transaction lt lt Reference ilu Status m EER Common Problem List 1 ullu d Le Organization Requestor lt lt Desired Date LL amp lt IEJ EJ Contact Contact Phone Contact Email J S University lt NT lt Campus Property Location or Room LR x nu I a Description lt Created By Date Created Editor Edit Date
37. r page range s For example 1 6 or 1 3 6 8 Select PDF radio button if PDF format is desired 9 Click on OK button 10 A window will open with PDF format displayed proceed to print report Close window 11 Click on the Done icon when all desired reports have been printed 42 November 2010 Cost Analysis AiM User Manual Cost Analysis will provide a summary of charges applied to a Work Order To view Cost Analysis the Work Order will need to be displayed Follow Steps 1 5 from previous section accessing reports 190 or 370 With the Work Order displayed follow the process listed below JAM Work Order Work Order Hello DOLAREY Logout About Help view seect 2 Select E FRAGOSO1 Date Created Jun 23 2010 11 05 AM Description NEED TO HAVE ENTRANCE DOOR TO ROOM 101B OF ACADEMIC RESEARCH BUILDING REPAIRED THE CYLINDER IS BROKEN c ICost tAnalsis ENTRANCE TO ROOM IS DIFFICULT Organization Organization F00603 CENTER FOR LEARNING amp PROF DEV Requestor CENTER FOR LEARNING amp PRO Contact DEE O LAREY ContactPhone 67176 Contact Email dolarey nmsu edu Description Status History Classification NMSU Common Problem List NEW MEXICO STATE UNIVE LAS CRUCES MAINTENANCE AS CRUCES z aii MAINTENANCE 412B CORRECTIVE ACADEMIC RESEARCH B REPAIR FAILURE Location or Room Shop Priority Status NEED TO HAVE ENTRANCE DOOR TO ROOM 1018 OF ACADEMIC RESEARCH BUILDING 101B CARPENT
38. r the selecting the order of the columns to be displayed Operator fields allow for narrowing the selection of the data fields to be listed on the selected query Below is an example of running a query for transactions that have been billed for a specific Index Hello COLEMAN Logout About Help 0 2 9 1 Scroll down and find the Index field 2 From the Operator field select In from the drop down list 3 Enter the desired Index number in the Criteria field 4 Click on Execute Search icon and the following screen will be displayed Hello COLEMAN Logout About Help Transaction Type Transaction Date Subledger Bill Type Bill Sequence TIME CARD APPROVAL Timecard Jan 27 2010 Labor Jan 28 2010 TIME CARD APPROVAL Timecard Jan 19 2010 Labor Jan 28 2010 TIME CARD APPROVAL Timecard Jan 27 2010 Labor 5 Jan 28 2010 TIME CARD APPROVAL Timecard Jan 27 2010 Labor Jan 28 2010 ME CARD APPROVAL Timecard Jan 27 2010 Labor Jan 28 2010 SHOP STOCK USAGE Shop Stock Usage Jan 27 2010 Materi Jan 28 2010 TIME CARD APPROVAL Timecard Jan 19 2010 Labor Jan 28 2010 TIME CARD APPROVAL Timecard Jan 19 2010 Labor Jan 28 2010 TIME CARD APPROVAL Timecard Feb 02 2010 Labor Feb 18 2010 5 To export query click on Export icon n Tip Once the file has been exported and saved the Bill Date column format will e Tea need to be changed to a date format so the date is displayed T November 2010 45 AiM
39. rk Order Enter a lin the Sort Sequence field next to Transaction Enter a 2 in the Sort Sequence field next to Description Enter a 3 in the Sort Sequence field next to Transaction Type Enter a 4in the Sort Sequence field next to Transaction Date Enter a 5 in the Sort Sequence field next to Subledger Enter a 6 in the Sort Sequence field next to Work Order Scroll down and find the Index field QUE Hello DOLAREY Logout About Help Q i17 Q ow lt Acct Code Bill Type Bill Method lt lt Transaction Bill Sequence Bill Date lt KIRK JOa a MBO a BC E 12 2L 1 s a Estimated Start Estimated End lt Source Transaction lt lt J Source Line Item Bill Amount lt 8 Enter a 9 in the Sort Sequence field next Index In addition from the Operator field select In from drop down list and enter an Index number in the Criteria field 9 Enter a 6in the Sort Sequence field next to Bill Type 10 Enter a 7 in the Sort Sequence field next to Bill Date 11 Enter an 8 in the Sort Sequence field next to Bill Amount Note If you want to narrow the search you can choose to enter specific dates In the Operator field select between then enter or select the desired dates 12 Click on Execute Search icon and the following screen will be displayed 48 November 2010 AiM User Manual TIAM Hello COLEMAN Logout About Help 9 Billed Transactions Trans
40. the Finance module and the following screen will be displayed Hello CUSTOMER Logout About Help Billed Transactions Work Order Billing Transaction Review Report Listing J 370 WO TRANS DETAIL RPT 428 UTILITY CONSUMPTION J 429 UTL amp ENE USG BY SQFT c 2010 AssetWorks 2 Click on the Search icon and the following screen will be displayed TIAM Hello CUSTOMER Logout About Help Q Billed Transactions Te EO 2 vy Billed Transactions Hide All Show All Transaction Description Transaction Type liu lt Transaction Date Subledger Project Work Order lt Phase Status Budget lt Common Problem List Priority Shop Request Method lt lt Type Category Work Code Institution Department Organization Requestor Request Date Desired Date ps p E UT I Customer Request JOOU UL 44 November 2010 AiM User Manual The Billed Transactions search screen allows a user to select any of the listed data fields to perform a query The additional features can be selected for the desired query A query can be set to display in ascending or descending order Sort Sequence fields allow fo
41. the Print icon to print a copy of the Customer Request and the following screen will display 30 November 2010 AiM User Manual BIRT Report Viewer L3 s 2 3 Customer Request 16848 Status SUBMITTED Customer Request Summary Report Customer Request REPLACE LIGHT BULBS Oct 14 2010 2 43 Problem code REPLACE LIGHT E99 Approver Comment fo Contact Requestor CENTER FOR LEARNING amp PRO null n dolareyGnmsu edi Location NMSU NEW MEXICO STATE UNIVERSITY Related Documents E re a L NU X Oct 14 2010 2 45 PM AIM Customer Request 16848 2 Click on the Print Report icon and the following screen will display November 2010 31 AiM User Manual BIRT Report Viewer gt D 2 x Showing page 1 of 1 41 4 Ii Go to page GE E Customer Request 16848 Status SUBMITTED Customer Request Summary Report Customer Request Description REPLACE LIGHT BULBS DOLAREY Oct 14 2010 243 Print Report REPLACE LIGHT Print Format Contact CENTER FOR LEARN Ciy umber s and or page range s For example 1 6 or 1 3 6 D OLAREY dolarey nmsu edu Location Region NMSU NEW MEXICO STATE LAS CRUCES LAS CRUCES UNIVERSITY 412B ACADEMIC RESEARCH B 106C ICT STAFF OFFICE Extra Description Related Documents Document Tite State Filetype Oct 14 2010 2 45 PM AiM Customer Request 16848 3 Click on the PDF radio button 4 C
42. tional and not required to perform a Search To sort your Search results in a specific order you can use the Sort Sequence fields In the box enter your order by placing 1 2 etc This will display and sort the fields on the results screen November 2010 15 AiM User Manual 3 Operator text qualifiers field drop down box Use any of the standard operations to assist in narrowing searches to find the exact information desired Standard Operations Equal Contains contains the string entered anywhere in the field 4 Criteria field Within the field box enter the information needed to perform the search or by using the Zoom icon the appropriate selection options will be displayed Tip Tear 16 Note If searching in a Description field consider selecting Contains from the operator field and then using the Wild Card percent sign before and after the criteria entered to define your Search It is recommended to keep a Search to one or two words Example looking for the word Air enter Air in the description field If using two words enter Air conditioning While working in the Search Screen you may find that some fields may be hidden To display hidden fields click on Show if you want to hide fields click on Hide November 2010 AiM User Manual Performing a Search Query Below is an example of performing a Search Query Remember based on your Module selection criteria fields displaye
43. utine Reimbursable maintenance to I amp G funded buildings An example of a non reimbursable work order is moving furniture on campus Open work An open work order is a work order that is being actively worked on by order shops Shops can charge time and material to an open work order Non Shop Inventory that is maintained in the Main Warehouse Stock The phase is used for tracking each task performed in a work order It defines the specific task details including the work to be performed the location of the work who will perform the work which asset or equipment is worked on and when to perform the work Property Identifies the building and is represented by an assigned number in the AiM system Reimbursable A work order is considered reimbursable if the work includes non routine Billable maintenance of I amp G funded buildings or is not I amp G related Examples of reimbursable work are moving furniture off campus or setting up tables and chairs on campus Rapid The rapid timecard entry screen is used to quickly enter multiple time card Timecard records in a single entry screen This will be the method for time entry for all Entry non exempt employees Most of the OFS inventory is maintained in the Warehouse but some areas maintain a small inventory within their shops This inventory is known as shop stock Single shop Work orders that can be completed within a single shop A single shop work wor
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